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 purchase.
A purchase transaction is used to purchase inventory products - like fuel, fertiliser, or even a crop type like Corn or Sunflower seeds.
There are two ways to add a purchase - from within a crop season, or from within your product tracker. This article explains adding a purchase from within your crop season.
Adding a purchase
To add a purchase, in your crop season click Add transaction > Add purchase.
When adding a purchase 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 purchase as a forecast.
NOTE: Actual purchases will always be posted to Xero.
- Purchase and payment date
These are your standard accrual / profit and cash dates which'll dictate how the purchase 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 purchase.
Along with the invoice information, you'll need to provide information for any products that you're purchasing.
- The item you're purchasing
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 account for purchase
This is the Xero account which should be associated with the product purchase.
- Tax rate
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.
The activity is where you define what this purchase is for in relation to your crop season.
An activity can be: preparation, seeding, growing, harvesting, or sales and storage.
- 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
Field distribution is how you nominate the fields which are associated with your product purchase.
For example if you are planning to grow Corn across two fields, North & South, and you wish to attribute your newly purchased herbicide to North Field, your field distribution would be 100% North Field.
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 purchase too.
You would choose the 'crop insurance' account but leave the item section blank and complete the rest as a regular purchase. This will then apply the cost to that particular crop tracker.
When your product has been purchased 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 purchases, these will contribute to your crop season KPIs.