As part of your crop season, you're able to add a number of different transactions or movements. One of those is the ability to record a cost.
A cost transaction is used to show inventory products - like fuel, fertiliser, or even a crop type like Corn or Sunflower seeds.
There are two ways to add a cost - from within a crop season, or from within your product tracker. This article explains adding a cost from within your crop season.
Adding a Cost
To add a cost, in your crop season click Add Transaction > Add Cost.
When adding a cost transaction, you'll need to enter the following information, split into two sections.
Type (actual / forecast)
The ability to add it as an actual or forecast depends on your global date settings in the centre of your screen.
In the above screenshot, I can only raise a cost as a forecast after August 2022.
NOTE: Actual costs will always be posted to Xero.
Cost and Payment date
These are your standard accrual / profit and cash dates which'll dictate how the cost information displays in your financial reports.
Contact (from Xero)
This is a required field if you're raising an actual, otherwise it's optional. This is a pre-filled list of contacts as per your Xero account. If you'd like to use a new contact, you'll need to add it in Xero first and run a sync in Figured.
This is an optional field, if you add it in it'll be added to your Xero invoice.
This can be any additional notes you want to record against a cost.
Product information: Along with the invoice information, you'll need to provide information for any products that you're purchasing.
Purchasing a Product
This is a pre-defined list of products which includes things like herbicide or LPG, along with any other crops / products too like Hay or Linseed.
If you'd like to purchase something not on this list, head to your Product tracker and add a new Product. Then you'll be able to add a purchase of this new product.
The cost account
This is the Xero account which should be associated with the product or cost.
Depending on the account you select, we'll pre-populate the tax rate for you. Otherwise you can adjust the tax rate to whichever other tax settings are available for your country.
Quantity and price
The quantity of product that you're purchasing, this will be in units e.g. kg. Along with that, you'll enter a price which is $ / unit e.g. $ / kg. Filling in the quantity and price will auto-populate the total amount for you.
Field distribution is how you nominate the fields which are associated with your product cost.
For example if you are planning to grow Barley across three paddocks, and you wish to attribute Fertiliser only to paddock 1 and paddock 3, your can de-select the paddock you aren’t making an application to (see below example).
NOTE: If you wish, your field distribution can be set to Product tracker so the sale is not attributed to a crop season or type.
Adding other costs to a crop tracker
If you need to add, for example, hail insurance as a direct cost against a particular product tracker you can add this in as a cost too.
You would choose the 'Insurance' account but leave the item section blank and complete the rest as a regular cost. This will then apply the cost to that particular crop tracker.
When your item has been costed from within a crop season, the entirety of the product is attributed or distributed to your crop season(s).
This means there will be no product on hand in your product tracker, as all of the product has been used against a specific crop type.
As you raise a cost, these will contribute to your crop season KPIs.