FarmBooks 4.0.0 Release Notes
New Application Preferences
- Check Print Order (Standard or Reverse)
- Format Check Numbers with Leading Zeros
- Use Upper Case for Payee and Code Entry
- Show Company Paid Payroll Items on Pay Stubs
- Link to Allow Farm Automobile and Utility % Splits to be defined
in the tax Table
- Customize the application main screen startup size and location
(Application best viewed with screen resolution 1024 x768 or greater)
- Number of Backups to Retain (if append timestamp for multiple
backups is checked). Use 0 for unlimited.
- Secure Off-site Backup Service is available for a fee.
- Outgoing Email Setting can be configured and used with the New
- Customize sounds to be associated with application startup along
with selected save and delete operations (sounds can be enabled or disabled).
- Allows default printers and paper sources to be defined and used
for check and report printing.
- Sort the External Code list by either code or description
Unlimited Bank Accounts
Number of bank accounts definable has been expanded from 9 to
unlimited. Bank code is user definable and no longer restricted to 002x numbers.
Any combination of letters or numbers may be used for a length of 5 characters.
New Payroll Module
Expanded D-Code Setup for Payroll ATIG Codes
- Use the D-Code to allow you to create additional earnings and
deductions lines in payroll defaults setup. Payroll Reporting is still at the
New Payroll Defaults
- User definable descriptions for multiple earnings and deductions
lists for the calendar year. Set the default codes indicator to quickly setup
earnings and deductions used for all employees. Set the print priority to define
the order that they are listed on the pay stubs.
New Employee Entry
- New demographic fields to capture various phone numbers and
- New employee information to track hire, release and termination
- New sick and vacation tracking. Tracking Method can be tracked
as Paid Days Off (PDO), Sick and Vacation time, or Not Tracking.
- New payroll state withholding filing status and number of
- Easily create earnings and deductions description lists per
calendar year based on active and default indicators setup in payroll defaults.
Multiple wage lines can be created. Designate deductions as company paid. Set
deduction extra withholds amounts along with limits. This could be used for
employee loan repayment deductions. Also, activate and deactivate lines to
include or exclude line detail within paycheck entry.
New Paycheck Entry
- For hourly employees, enter either hours worked or gross pay and
the system will calculate the deductions. YTD hours, Gross Pay, and Net Pay are
displayed. Only the employee’s currently active earnings and deductions are
included in the list.
- Salaried employees have all active earnings and deductions
included based on employee setup data. All that is necessary is to review and
apply to create the paycheck with detail.
- YTD values per ATIGD account code can be viewed including prior
earnings and deductions that are currently deactivated.
- Summaries show for employee withholdings, company paid, and
total deductions are displayed.
New Payroll Report
- Payroll Pay Stubs - The payroll pay stub report can be used to
re-print pay stubs or when the paycheck writer is not used to print paychecks. A
single employee or all employees can be printed for a specified bank account.
New Invoicing Module
The invoicing module allows you to easily generate estimates
and billings, post payments and deposits, generate statements, track sales tax
collections if your business is taxable, and monitor customers balances. Various
invoice forms and statements can easily be emailed to your customer. A first
look at the invoice preferences setup, it seems like there is a lot of setup
required. Only a few decisions (less than two minutes of setup) need to be
specified on the invoice options tab and you are ready to begin creating
invoices. You need to enter your business remitter mailing information, indicate
if you collect sales taxes and apply finance charges to statements, decide how
you want income to be tracked (detail deposit for each line item or as one lump
sum deposit), and provide a default income ATIGD. Customers and "Product and
Service Items" can be created and built up as you create invoices. You can later
go back to setup to further customize the invoice module. The invoice module
ships with template data which you can modify as desired. For instance, you can
decide what invoice columns and column names best reflect your business
New Invoicing Preference Setup
- Invoice Options
Set business remitter mailing information, important decision in the options
section (collect sales tax, track income per line item (detail deposit or lump
sum deposit), apply finance charge to statements, prompt on new item), starting
numbers, default form and income ATIGD used for customer entry, and customize
your default view settings for the invoice tab used during application startup.
Customize column name or hide unwanted columns, include your business logo, or
include footer and image text messages per form type (estimate, invoice, credit
memo, finance charge, and statement), archive printed forms if desired.
- Email Forms
Customize email message and decide whether you want to archive document per
email form type.
- Payment Terms
Set due date days and any discount given within x days.
- Sales Tax Items
Setup tax rate, description, payment vendor, and ATIGD expense code for a single
- Sales Tax Groups
Use if you need to report and pay tax amounts to several tax authorities (state,
city, local) otherwise just use sales tax items if only one tax authority.
Define bill-to / ship-to addresses, emails and contact information along with
default payment terms, taxable status, sales tax or tax exempt number, credit
limit and opening balances, preferred delivery method (mail or email) along with
- Product and Service Items
Define Item / Short Description, Long Description is unlimited text, taxable
indicator, unit quantity code, unit price (sale amount) and weight per Unit,
along with a default income ATIGD.
From this tab, you can create estimates, invoices, credit memos, statements with
finance charge invoices, and post payments and deposits. You can preview, print,
email, or batch print/email forms. Forms can easily be copied by pulling an
existing form back into the editor and changing its form type. Also, you easily
edit / delete forms or payments along with viewing the payment transaction
- Navigation Bar with Customer / Transaction View Tabs
- Define Date Filters to customize data viewed in the top most
- Customer List View with Customer List Filters
- Transaction Type View with Status Filters
- Receive Payments - Apply payments, discounts, credit memos /
overpayments, and write-offs to open invoices.
- Create statements and apply finance charges
- View Payment Transaction History
- Preview, Print, Email, or Batch Print/Email Forms
- Edit Forms, Deposits, and Customers
- A/R Aging (Customer Detail Aging and Aging Period Summary)
- Customer List
- Sales Tax Liability (Under Tax Values Report List)
New ATIG/D (Account-Transaction-Item-General/Detail) Features
- Length of descriptions fields expanded from 20 to 40
characters. Use some restraint when creating G/D Code descriptions as
this will cause the transaction journal report to grow into two lines per item
as the description is allowed to wrap to the next line.
- Expanded to include D-Code Setup - Allow 9
additional codes to be defined for each G-Code for an additional 81 accounts per
ATI code below.
- 041xD and 941xD - Labor Hired / Payroll Withholdings
- Non-Farm Income and Non-Farm Expense Codes
New ATI Budget Features
The budget entry has been updated to include a footer summary
for each column. Also two new tabs have been added to allow the user to compare
Budget Values to Actual YTD Values as either a chart or table grid view.
- Budget Entry - Summary Total for each column
- Show amounts to nearest penny or dollar
- Synchronize Budget VS Actual Chart and Table Views
- Exclude ATI with Zero Amounts
- Show Yearly Only OR Yearly and Monthly Amounts
- Chart View: Budget VS Actual - Navigation bar at the top or
click chart item for drill downs
- Table View: Budget VS Actual - Toggle Synchronize with Table to
see detail ATI amounts
- Export - To Excel or Image
New External Code Features
- Activate and Deactivate All Codes - Once codes are
used on a transaction, the codes cannot be deleted, now they can be deactivate
to prevent future usage.
- Vendor Codes
- 1099 Vendor indicator - This allow a special 1099 vendor
summary or retail report to be created.
- Additional Fields include Tax Id, two contacts with multiple
phone numbers and emails, memo line (will be included on the check/deposit
- Memorized ATIG/D List - Checks / Deposits for a vendor
can easily be memorized so that once you enter the vendor all the detail
is include for easy editing. Also, from vendor maintenance, you can
create, edit, or delete lines and include as much detail as desired.
- Vendor Name with square bracket text - include text
within  to allow the same vendor name to be used and easily
identified when writing checks/deposits. The bracketed text will NOT
print on the check but will be displayed on reports.
- Miscellaneous Codes
- Additional contacts with multiple phone numbers and emails.
New Payroll Calendar Year-End Features
When copying employees from one calendar year to the next, it
will exclude any employees with a termination date or inactive status. There is
a link provided so that you can quickly review/edit the current year employee.
- Payroll Defaults
- Copy Payroll Defaults from a selected Calendar Year
- Use System Defaults Payroll Defaults for Calendar Year
- Let me Create the Payroll Defaults for the Calendar Year
New Fiscal Year Features
Now, you have the option to copy only active codes or ALL codes
from the current year to the new fiscal year. You can click the link and make
any edits or deactivate unused codes before creating the new fiscal year. Also,
you can decide to copy the memorized vendor ATIGD list or start over and create
new ones for the new fiscal year.
Before you begin, if your backup is not current, it warns you
so that you could stop and create a current backup. This would allow you to
restore the backup and rerun the new fiscal year if you discover that you have
several negative loan balances. Negative loan balances are caused by the fact
that you used incorrect combinations of ATIGD and external codes that were
probably entered incorrectly when checks were written. After the restore, you
could either correct checks or add the missing loan ATIGD / External Codes
assignments. It is recommend that you run the credit analysis report before
creating the new fiscal year.
- External Codes
- Active Codes or ALL Codes
- Memorized ATIGD List
- Budget Roll-Over Options (one new choice)
- Use actual amounts as budget amounts for the new fiscal
- Log updated so you can easily review loan/receivable entries.
- Bank account roll-over balance amount captured in log.
New Tax Table Update Features
The tax table update can now be downloaded from the internet.
It simplifies the process of installing the yearly updates. However, if you do
not have internet access, you can still request an update CD.
New Restore Features
The restore process now captures the current database so that
it could be uninstalled if discovered that your backup set is corrupt. The
current farm folder is erased before restoring any files. Do not attempt
multiple restores if you discover you have a corrupt database or you may not be
able to uninstall the last restore. Call support immediate if this situation
arises for assistance with uninstalling the last restore.
Also, it is possible to restore prior versions of the dataset
after your database has been upgraded to the current version. If a prior version
was restored, the next time you open the farm database; it will be converted to
the current version format.
New Register Tab Features
A new filter row at the top of the grid allows you to quickly
filter the list when looking for a specific value (enter the value in the column
of interest). The filter row can be hidden or shown by clicking on the "View
button" within the register tab and uncheck or check the option "Show Filter
Remember once a filter is applied, you can clear it by
unchecking the box in the yellow bar at the bottom of the grid; delete the
information from the filter row, or by selecting options from the "Clear
New Detail Register Tab Features
- Change View Button
This button lets you toggle
between the payee (check, paycheck, or deposit) and the detail. The color scheme
was updated to match the register tab for the payee view. In the past, you had
to press the options button within the detail register tab and select view to
switch views. Now, you can toggle between the views with the press of a button.
The view option will still let you customize the column order as in the past.
- Search by Dollar Amount with Specified Comparison Operator
- Add Price / Unit Column and show only non-zero values otherwise
New Check / Deposit Features
- Recall Last Button
Once the vendor has been entered, press the recall last button to pull in the
details of the last transaction for this vendor.
- Memorize Button
Pressing this button will memorize all the detail data associated with the
vendor and create an ATIGD list for this vendor. The next time the vendor is
selected all details with the ATIGD list will be automatically be included. This
list can be maintained from the vendor external code window by pressing the ATIG
New Menu Items
- View Invoice Archive
Printed or Email Forms archived (Controlled by Invoice Setup for Form and
- Reconcile Bank
Exposed this function from the menu. In the past, it was only accessible
from the register tab reconcile button.
- Bank Accounts
New users could not find this
setup which was under the balances menu.
- Payroll Defaults
New codes for this release
(see notes payroll module)
- Invoice Preferences
New codes for this release
(see notes invoice module)
- Quick Keys
Press Ctrl-Q to popup this help
window listing quick keys along with an explanation
New Report Options
Since the number of bank accounts has been expanded from 9 to
unlimited, reports that have bank account selection as part of criteria now have
a report header page with all the report criteria instead of including it in the
page header. The report header page can be suppressed.
- Suppress Report Header Page
- Auto adjust rules for Bank Accounts on New Fiscal Year
- Batch Printing Rules includes Bank Account
- Farm/Non-Farm Financial Statements
- Transaction Journal Report: New Report by selected ATIG Code
- Payroll Pay Stubs (Single Employee or All)
- Invoicing Reports
- A/R Aging (Detail and Summary)
- Customer Listing
- Tax Value
- 1099 Vendors (Detail and Summary)
- Sales Tax Liability
Net Taxable Income Statement Report - Not including all Tax
The report was not including all tax planning values if there
was no associated transaction data for that report section. The report now
includes all values regardless of transaction data.
Editing a Check/Deposit ATIGD Detail - Zero Units and
When Editing a Detail Line and changing an ATIG/D for a
Check/Deposit, it resulted in the description along with Units and Weights being
Changed/Zeroed. Now, if there is a description on a line, then the Description
along with Units and Weights will not be erased on an ATIG/D change for the
Setting Starting Check Number during Print
The value entered as the starting number when printing checks
will always update the next check number for the bank account.
In the past, if the starting check number provided during check
printing did not match the starting check number defined in the setup for the
bank, then it would not save the next starting number. It was assuming that you
were printing checks out of sequence. Now, it always updates the starting check
Deposit Data Fix - Missing Vendor Code and Name for Payee
Record/ Vendor Code missing on Detail Records
This fix was important to support the new 1099 Vendor Report.
New Check Format Setup Feature
Option added to Suppress Memo Line by Check Format.
Fix Error 'number' is not a valid floating point value for
field '' where value'' could be Amount, Units, or Total Wt
Edit an existing amount, unit, or total wt where the amount was
one thousand or greater resulted in error when the value was changed in the
check or deposit grid. Value could be changed within the detail window without
Minimum Main Window Size
When clicking "restore down" for the main window would result
in it being very small and you had to stretch it out each time. Now, there is
application preference to control main window size and location on application
Detail Register: Payee View shows bank account in ATIGD field
This has been corrected. In fact, the ATIGD should not be shown
for the payee view as this field does not apply. Change the view back to detail
would not show the ATIGD field again until application restart.
Ask to Set / Change Check Format Used for Printing Checks
Ask question during the bank code setup. Also, if the user
changes or does not have a check format defined for the bank account, ask if
they would like to change / set selected format as the default check format.
Check with Two Vouchers: Move memo line up
ANSI standard requires nothing to print within bottom 5/8" of
check. The memo line was moved up and can be suppressed for the check format if
All check formats can be purchased from a new vendor. See the
website for order information.
Auto Split Non-Farm Automobile Code Mapping ATI 008x
In the prior version, the split would map to inappropriate
codes. It has been changed to use the codes below when splitting Non-Farm 008x
codes to Farm codes.
||Farm Auto Mapping
|0081 Gas & Oil
||0421 General Machinery
|0083 Taxes & Licenses
||0542 Personal Tax
||0554 Motor Equipment Insurance
|0085 Loan Interest
||0437 Intermediate Interest
Flow of Funds Reports - Not returning correct number of
The report was returning the data for all fiscal years. Now,
the report just selects the requested fiscal period.
Balance Sheet: Suppressing Zero Lines
Suppress beginning inventory values BIV zero values from the
ending inventory value EIV report.
Check / Deposit Date Default - Hold the date value for Farm
Currently, the date defaults to the current date and is held
once the date is changed for the edit session. Once you leave the check/deposit
tab, the last date is lost and returns to current date when going back to tab.
Now, the last date used is held while the farm is still open.
Data Analysis - Inspect Loan and Receivables for missing
The inventory type was not set for receivables in the
transaction data. This resulted in an invalid variant being reported. Also, the
balance sheet would not be accurate.
Change Transaction from Detail Register Changes Bank Account
If you had the register tab set to say bank account 0021 and
the check being changed from the detail register was assigned to bank account
0022. Changing the check and saving it from the detail register would result in
the bank account changed to 0021.
View Log New Features
- Invoice Activity Logs
- Email Form, Invoice Batch Print, and Invoice Statements
- Viewer can be set to FarmBooks Viewer or Microsoft WordPad
- If strange characters are being display when viewing the
log, then switch log viewer to see if it corrects the problem.
Check / Deposit Payee Dropdown List show Additional Fields
The dropdown list now show whether the vendor is active and if
it has an associated ATIGD List.
Accelerator Key (key on tab show with an underline) not
working when changing to another tab
Accelerator keys are maintained between tabs. Also, some
accelerator keys conflicted with the menu accelerator keys and have been dropped
Negative Accounting Allowed
Using negative accounting principles to adjust an ATIGD was
changed so that this was not allowed. Now, the user is permitted again to adjust
accounts with negative amounts. Check with your farm manager to determine how he
would like the account adjusted for your situation.
New Grid Feature (Register or Detail Register) Payroll Company
Show company paid payroll withholdings in a blue font color.
Payroll summary report show company paid amounts.
Tax Planning Names Expanded
Names for tax planning values expanded so that abbreviations
- 99950 Changed from Annual Depreciation of Equipment to Annual
Book Depreciation of Equipment.
- 999963 is a new code for Annual Tax Depreciation of Equipment.
Backup Process Cleans up / Ignores Unwanted Files in Farm
- Deletes any backup files or preferences files from the farm
- Backup only files with the correct database extensions. This
will keep the backup file size small.
Credit Analysis Report
The report has been changed to include Non-Farm Loan Interest
0045 and 0085. These family living codes have been changed to "loan type" codes
which now require an external code. When you use ATIG 0437 without an external
code, the user receives a warning that an external code is recommended.
Income Statement Report
The report no longer includes "Investment in Growing Crops"
when computing the beginning and ending operating inventory values.
Schedule F Report and Net Taxable Income Statement
The "depreciation value" now comes from the new tax planning
ATIGD of 99963 Annual Tax Depreciation of Equipment instead of 99950 Annual Book
Depreciation of Equipment.
New Fiscal Year
Tax rates for salaried employees with semi-monthly pay periods
was not correctly computed when creating the new fiscal year. Weekly rates were