• TABLE OF CONTENTS
HIDE
 Front Cover
 Introduction
 Getting started
 Making the groves
 Keeping production cost record...
 Keeping harvesting cost record...
 Keeping gross revenue records
 Summary net income reports
 Summary and conclusions
 Back Cover






Group Title: Circular Florida Cooperative Extension Service
Title: How to use the IFAS Grove Records System
CITATION THUMBNAILS PAGE IMAGE ZOOMABLE
Full Citation
STANDARD VIEW MARC VIEW
Permanent Link: http://ufdc.ufl.edu/UF00095245/00002
 Material Information
Title: How to use the IFAS Grove Records System
Alternate Title: IFAS Grove Records System
Physical Description: 1 computer disk + : ;
Language: English
Creator: Muraro, R. P.
Ferguson, Francis Jr., 1959-
Publisher: Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida
Place of Publication: Gainesville, Fla.
Publication Date: 1983
Copyright Date: 1988
 Subjects
Subject: Farm management -- Records and correspondence -- Computer programs   ( lcsh )
Genre: bibliography   ( marcgt )
government publication (state, provincial, terriorial, dependent)   ( marcgt )
non-fiction   ( marcgt )
 Notes
Statement of Responsibility: Ronald P. Muraro and Francis Ferguson, Jr.
Bibliography: Bibliography: p. 46.
General Note: Cover title.
Bibliography: Florida Cooperative Extension Service, computer series circular 567
 Record Information
Bibliographic ID: UF00095245
Volume ID: VID00002
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.
Resource Identifier: oclc - 10736391

Table of Contents
    Front Cover
        Page 1
        Page 2
    Introduction
        Page 3
        Page 4
        Page 5
        Page 6
        Page 7
        Page 8
    Getting started
        Page 9
        Page 10
        Page 11
        Page 12
    Making the groves
        Page 13
        Page 14
        Page 15
        Page 16
    Keeping production cost records
        Page 17
        Page 18
        Page 19
        Page 20
        Page 21
        Page 22
        Page 23
        Page 24
        Page 25
        Page 26
        Page 27
        Page 28
    Keeping harvesting cost records
        Page 29
        Page 30
        Page 31
        Page 32
        Page 33
        Page 34
    Keeping gross revenue records
        Page 35
        Page 36
        Page 37
        Page 38
        Page 39
        Page 40
    Summary net income reports
        Page 41
        Page 42
        Page 43
        Page 44
    Summary and conclusions
        Page 45
        Page 46
    Back Cover
        Page 47
        Page 48
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FLORIDA COOPERATIVE EXTENSION SERVICE
UNIVERSITY OF FLORIDA
INSTITUTE OF FOOD AND AGRICULTURAL SCIENCES

COOPERATIVE EXTENSION SERVICE AGRICULTURAL EXPERIMENT STATION
SCHOOL OF FOREST RESOURCES AND CONSERVATION COLLEGE OF AGRICULTURE


I UNIVERSITY OF FLORIIDA A


(904) 392-7853

December 8, 1988

M E MO R A N D U M

TO: IFAS Software Customers

FR: Dennis G. Watson

RE: Running BASIC programs

The program you have just purchased was
Originally, we distributed only the BASIC
BASIC interpreter to run the program.


REPLY TO IFAS Software Support
Building 120, Room 203
lniiersity of Florida
Gainesmille, FL 32611


written in the BASIC programming language.
language source file and required that you use a


We now distribute BASIC programs in compiled form. This means that you do not have
to load BASIC prior to running the program. Until the documentation is updated to reflect
this change, please refer to the following instructions to start program 004, titled "Citrus
Grove Records System".

First, make a duplicate copy of the distribution disk. Store the distribution disk in a safe
place and use the duplicate copy as your working disk. To run the program simply type:

GROVE

at the DOS prompt and press the Enter (or Return) key.

Once you have started the program, the instructions in the documentation should apply. In
some cases, the documentation or program may allow you the option of exiting to BASIC
or DOS. With a compiled program, regardless of which you choose, you will exit to
DOS.

If you need more space on your working disk, you can delete any files with the extension
".BAS". These are BASIC source files and you do not need them to run the program.

If you have any questions about this program, please contact the IFAS Software Support
office, Bldg 120 Room 203, Gainesville, FL 32611 or phone (904) 392-7853.






,COO')PER T,. L E : Tlrt .r,',r '' iA .. IJL -'r) i ,',N ,M ,, I'".T TE r 4' i_,C-, ',, ur' E P. rT C,-
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CHAPTER 1


INTRODUCTION

The era of shoeboxx" records is long past and has no place in today's sophis-
ticated agribusiness industry. Farmers need to have records which measure the
position and progress of their businesses. As a minimum, today's agri-manager must
have a record system that classifies income and expense items and provides enough
information for income tax reporting. The information contained in a good set of
farm records is also essential for making profit maximizing management decisions.

Reasons for Keeping Records

Good records are just as important as good cultural practices in the manage-
ment of a farming operation. Without records, there is no basis for comparison
with other seasons, nor is there any way to see if an adequate return is received
for the investment.

Effective financial planning calls for sound business practices on the part of
the farmer to control and manage the use of money. This means good records and a
record keeping system that will provide the information needed for future planning.

There are at least five good reasons for having a record system. They are:

1. To measure financial success and progress of the business over
time.

2. To comply with tax reporting requirements and do tax planning
and management.

3. To establish a factual basis for comparisons

(a) with past years,
(b) with goals that have been set and/or
(c) with the performance of other comparable operations.

4. To aid in planning for the future by providing data that will
help in estimating the effects of operational changes or
changing economic conditions.

5. To aid in obtaining credit.

Microcomputers Simplify Record Keeping

In spite of the importance of good financial records in farm management, the
task of keeping those records has never been well-liked by farm operators. Record
keeping has always required long hours for both recording and summarizing data.

Microcomputers can simplify a farmer's record keeping process through their
ability to organize and summarize financial information quickly. The design of a
computer record system will allow quick recall of specific expense items as well as
profitability comparisons of different farm enterprises. Summary schedules can be
quickly tabulated for completing income tax reports. Necessary financial records
required by lenders can be assessed quickly.

UNIVERSITY. Of FLORIDA LIBRARIES







However, a farmer should not expect a microcomputer to eliminate the time
required to record the daily transactions of record keeping. It will require at
least the same amount of time to enter daily data into a computer as is now being
spent in keeping records by hand. The time saving is in data retrieval and finan-
cial analysis needed for management decisions. The microcomputer is only another
tool to aid farm operators in managing their businesses.

A Microcomputer Grove Record Program

Keeping farm records on a microcomputer requires a specialized record keeping
program. Several such programs are available, and each of them approaches the
record keeping task in a slightly different way. The type and brand of micro-
computer for which these programs are written also varies considerably.

In this publication, a microcomputer program written specifically for grove
record keeping is described. The program will keep up to ten individual grove or
block records and will provide summary reports of all of the groves and/or blocks.

The program has three major parts. The first part keeps track of production
cost (hedging, spraying, fertilizers, etc.) and summarizes these costs on a
monthly, quarterly, or other time period basis. A sample production cost report is
shown in Figure 1-1. Part two allows the grove manager to enter costs associated
with harvesting and generate detailed reports concerning these costs. A sample
report from the harvesting cost part of the program is shown in Figure 1-2. In the
third part, two reports are generated. First, all entries associated with gross
revenue are reported as shown in Figure 1-3. Secondly, production costs,
harvesting costs and income from fruit sales are combined into net income state-
ments of the type illustrated in Figure 1-4.

Hardware Requirements

The program was written in Applesoft BASIC for an Apple II Plus microcomputer
with at least 48K of memory, two disk drives, and a printer with at least 80 char-
acters per line. The printer should be connected to slot 1. Other microcomputers
with similar memory and equipment may also have Apple II "emulation" capabilities
and could therefore be used to run the program. As of this writing, these
computers include the Apple IIe, Apple III and the Franklin Ace 1000.

































Figure 1-1.
Report.


Sample Production Cost


SELECTED TOTALS
<- 01/01/83--02/28/83 ->
GROVE: ALL GROVES ACRES: 59.10
VARIETY:.ALL VARIETIES

# DESCRIPTION AMOUNT

( 1) TOTAL FIELD BOXES 800
( 2) TOTAL WEIGHTED BOXES 860
( 3) S/TOTAL PICK COST 140.00
( 4) S/TOTAL LOAD COST 70.00
( 5) S/TOTAL HAUL COST 52.50
( 6) TOT/SEPARATE COST <1> 262.50
( 7) TOT/COMPOSITE COST <1> 765.00
( 8) TOTAL OTHER COST 115.00
( 9) TOTAL HARVESTING COST 1142.50
(10) HARVESTING COST/BOX 1.328

PRESS ANY KEY TO CONTINUE


Figure 1-2. Sample Harvest Cost Report.


SELECTED TOTALS
<- ALL DATES ->
GROVE: ALL GROVES ACRES: 59.10

# DESCRIPTION AMOUNT $/ACRES

( 3) CULTIVATION 225.25 3.81
( 4) LABOR/GEN G/W 214.50 3.63
( 5) HERBICIDE MAT 250.00 4.23
( 6) HERBICIDE APL 156.25 2.54
( 7) SPRAY/DUST MAT .00 .00
( 8) SPRAY/DUST APL .00 .00
( 9) FERTILIZER MAT .00 .00
(10) FERTILIZER APL .00 .00
(11) HEDGE/TOP .00 .00
(12) YNG/TREE CARE 596.40 10.09
(13) IRRIGATION 256.90 4.35
(14) MISC/INTEREST 45.89 .78
(15) GROVE TAXES .00 .00
(16) MANAGEMENT 175.00 2.96
(17) DEPRECIATION .00 .00
(18) TOTAL COST 1920.19 32.49

PRESS ANY KEY TO CONTINUE













SELECTED TOTALS


<- 01/01/83--02/28/83 ->
GROVES ALL GROVES ACRESs 59.10
VARIETY: ALL VARIETIES

# DESCRIPTION AMOUNT

( 1) T/FRESH F-W BOXES 400-410
( 2) T/P-C F-W BOXES 450-460
( 3) T/OTHER F-W BOXES 430-425
( 4) AVERAGE % PACKOUT 100.00
( 5) AVERAGE PRICE/BOX 3.10
( 6) T/RETURNS-FRESH <1> 1240.00
( 7) TOTAL LBS SOLIDS 2143.60
( 8) AVG LBS/SOLID/BOX 4.66
( 9) AVG PRICE/LBS SOLID 1.50
(10) T/RETURNS-P/C <1> 3215.40
(11) T/RETURNS-OTHER <1> 960.67
(12) T/RETURNS-ALL METHODS 5416.07
(13) FRESH AVG RETURN/BOX 3.10
(14) P-C AVG RETURN/BOX 6.99

PRESS ANY KEY TO CONTINUE


Figure 1-3. Sample of Gross Revenue
Report.


!V. -IN














TODAY'S DATE --> 02/18/83


SUMMARY REPORT
<- 01/01/83--02/28/83 ->

GROVE NAME: ALL GROVES ACRES: 59.10 TOTAL BOXES: 860.00

<- ITEM -> TOTAL FOR PER PER PERCENTAGE OF
YEAR ACRES BOX TOTAL REVENUE

FRESH RETURNS 1240.00 20.98 1.442 22.89
P/C RETURNS 3215.40 54.41 3.739 59.37
OTHER RETURNS 960.67 16.25 1.117 17.74
TOTAL REVENUE 5416.07 91.64 6.298 100.00
TOTAL HARVESTING COST 1142.50 19.33 1.328 21.09
ADJUSTED TOTAL REVENUE 4273.57 72.31 4.969 78.91
**GROVE EXPENSES**
CULTIVATION 225.25 3.81 .262 4.16
LABOR/GEN G/W 214.50 3.63 .249 3.96
HERBICIDE MAT 250.00 4.23 .291 4.62
HERBICIDE APL 156.25 2.64 .182 2.88
SPRAY/DUST MAT .00 .00 .000 .00
SPRAY/DUST APL .00 .00 .000 .00
FERTILIZER MAT .00 .00 .000 .00
FERTILIZER APL .00 .00 .000 .00
HEDGE/TOP .00 .00 .000 .00
YNG/TREE CARE 596.40 10.09 .693 11.01
IRRIGATION 256.90 4.35 .299 4.74
MISC/INTEREST 45.89 .78 .053 .85
GROVE TAXES .00 .00 .000 .00
MANAGEMENT 175.00 2.96 .203 3.23
DEPRECIATION .00 .00 .000 .00
TOTAL GROVE EXPENSES 1920.19 32.49 2.233 35.45,
NET RETURNS 2353.38 39.82 2.736 43.45


Figure 1-4. Sample Net Income Report.





CHAPTER 2


GETTING STARTED

You will find that the IFAS GROVE RECORDS SYSTEM is easy t6 learn and use. In
this chapter, we will present some of the basic information you will need to use
the program efficiently.

Diskettes

To run the IFAS GROVE RECORDS SYSTEM, two 5 1/4" diskettes are necessary. The
first is the program disk furnished to you by IFAS. The second is an initialized
blank diskette which you must furnish. Refer to your Apple II Plus operating
manual for the process of initializing a blank diskette.

Throughout this manual, the diskette you received from IFAS will be referred
to as the "program diskette" and the one you initialized will be called the "data
diskette." The program which allows your computer to be used for grove record
keeping is stored on the first of these diskettes and the grove records you keep
are stored on the second. Since the data diskette is nothing more than an elec-
tronic ledger book, you may find it convenient to make a new one for each tax
year's records. Each data diskette will hold approximately 500 production cost
entries, 200 harvesting cost entries and 200 revenue entries.

You should learn and use the procedure for backing up (copying) the program
and data diskettes. Making copies of diskettes that contain important informa-
tion is cheap insurance against costly loss of data. Copying of the program
diskette for backup purposes is highly recommended.

Running the Program

Begin by placing the program diskette in Disk Drive 1 and the data diskette in
Disk Drive 2. Now turn on the computer, the monitor (screen), and the printer.
The disk drive will whirr for a moment, and the following program identification
information will appear on the screen:


** IFAS GROVE RECORDS SYSTEM **
VERSION 1.00


COOPERATIVE EXTENSION SERVICE
INSTITUTE OF FOOD AND
AGRICULTURAL SCIENCES (IFAS)
UNIVERSITY OF FLORIDA (UF)

FOR FURTHER INFORMATION CONTACT
FARM COMPUTER SUPPORT GROUP
C/O DEAN JOHN T. WOESTE
FLORIDA COOPERATIVE EXTENSION SERVICE
1038 MCCARTY HALL
UNIVERSITY OF FLORIDA
GAINESVILLE, FL 32611

COPYRIGHT 1982 BY IFAS, UF


PRESS RETURN TO CONTINUE







When the RETURN key is pressed, the computer will next ask for the current
date in the following manner:


TODAY'S DATE ROUTINE


ENTRY DATE FORMATs MM/DD/YY

TODAY'S DATE


You should type in the date in the requested format: a two-digit month
number, a slash, a two-digit day number, a slash, and a two-digit year number. For
example, November 22, 1982 would be entered as 11/22/82. February 18, 1983 would be
entered at 02/18/83. If you use an incorrect format, the computer will give you a
chance to try again.

The Main Menu

Once the date has been successfully entered, the "Main Menu" appears on the
screen. It looks like this:


*** MAIN MENU ***


WHICH DO YOU WANT TO DO?

(0) END PROGRAM

(1) USE PRODUCTION COST
ACCOUNTING ROUTINE

(2) USE HARVESTING COST
ACCOUNTING ROUTINE

(3) USE REVENUE ROUTINE

(4) CHANGE OR ENTER GROVE
NAMES & ACREAGE

MAKE SELECTION (0,1,2,3,4)


A computer "menu" is much the same as the more familiar restaurant
It is simply a list of things the computer is ready to do for you. You
computer which of those things you want to do next by typing the number
spending to your selection.


variety.
tell the
corre-


Typing a 0 causes the program to end. Even though there are other ways to end
a program (turning off the power, pressing Control-C, etc.), your financial data is
best protected by always ending the program each time you use it with option 0 of
the main menu.









Selecting option 1 allows you to enter those parts of the program which are
concerned with entering production cost data and printing production cost reports.

If you select option 2, you will enter that part of the program which allows
harvest cost information to be entered and harvest cost reports to be printed.

Selecting option 3 is what you will do if you want a gross revenue or a net
return report on any or all of your groves or blocks.

Option 4 allows you to name the groves and/or blocks for which you will keep
records. How this option works is the subject of the next chapter.








CHAPTER 3


NAMING THE GROVES


The IFAS GROVE RECORDS SYSTEM allows you to keep records on as few as one
grove or block and as many as 10 groves or blocks. Since the program has no
knowledge of how many groves you have or what you want to call them, no records can
be kept until this information is entered into the computer. The process for doing
this is described in this chapter.


The Grove Name Setup (GNS) Menu


The way grove names are entered is by selecting option 4, "Change or Enter
Grove Names and Acreage," from the Main Menu. This will bring you to a different
menu called the Grove Name Setup (GNS) Menu, which looks like this:


Select option 1


from this menu and the following screen will appear:


GROVE NAME SETUP (GNS)

**GNS MENU**


(0) RETURN TO MAIN MENU

(1) DEFINE GROVE NAME & ACRES
(2) CHANGE OLD GROVE NAME & ACRES
(3) DELETE OLD GROVE NAME & ACRES

(4) HARD COPY OF GROVE
NAME & CATEGORIES


MASTER FILE 1983

NAME ENTRY ROUTINE

GROVE NAME ACRES

( 0) RETURN TO GNS MENU
( 1) NOT USED 0.0
( 2) NOT USED 0.0
( 3) NOT USED 0.0
( 4) NOT USED 0.0
( 5) NOT USED 0.0
( 6) NOT USED 0.0
(7) NOT USED 0.0
(8) NOT USED 0.0
(9) NOT USED 0.0
(10) NOT USED 0.0
m-->








This screen shows that there are 10 possible names, none of which are in use.
You should type in names and acreages for as many of the "NOT USED" groves as you
need.

Begin by entering a 1 to indicate you want to put in your first grove name.
The computer will ask for both the name and acreage. Assigned names must be
unique; e.g., you cannot have two groves named Moneytree #1. Here is an example of
the questions and answers for a 33.5-acre grove named "Moneytree #1."


NAME --> #1
ACRES --> #1


MONEYTREE #1
33.5


The computer will now put the list of grove names back on the screen, only
this time "Moneytree #1 83" will be on line number 1. The year is added automati-
cally to the grove name.

Suppose one more grove was added: a 25.6-acre grove named "Moneytree #2."
After this grove was added, the screen would then appear like this.


When all of the grove names and acreages have been entered, enter a 0 to
return to the GNS menu. From this point, there are options which allow you to
correct mistaken entries, delete groves that got added by mistake, or return to the
Main Menu. If you are satisfied with the list of groves, choose the option which
takes you back to the Main Menu. If you want a printed list of the grove names,
use GNS Menu option 4 before returning to the Main Menu.


MASTER FILE 1983

NAME ENTRY ROUTINE

GROVE NAME ACRES

( 0) RETURN TO GNS MENU
( 1) MONEYTREE #1 83 33.5
( 2) MONEYTREE #2 83 25.6
( 3) NOT USED 0.0
( 4) NOT USED 0.0
( 5) NOT USED 0.0
( 6) NOT USED 0.0
( 7) NOT USED 0.0
( 8) NOT USED 0.0
( 9) NOT USED 0.0
(10) NOT USED 0.0








A Word of Caution


It is easy to change or delete grove names before you keep any records for
your groves. Things get more complicated once the groves have financial records
associated with them. Therefore, make sure the grove name list is exactly as you
want it.

Under normal circumstances, you will not need to use Main Menu option 4 for
the remainder of this record keeping year. If you must use it to change or delete
groves during the middle of a record year, do so with caution so as to avoid losing
information or introducing errors into your records.








CHAPTER 4


KEEPING PRODUCTION COST RECORDS


The Production Cost Accounting Routine is one of the major components of the
IFAS GROVE RECORDS SYSTEM. It has two principal functions: keeping production
cost records and producing reports that summarize those records.

The Production Cost Menu

To use the Production Cost Accounting Routine, begin by selecting option 1
from the Main Menu. This will cause the Production Cost Menu to be displayed.


There are four options numbered 0, 1, 2, and 3 on the Production Cost Menu.
0, "Return to Main Menu," and option 3, "Change Today's Date," are
self-explanatory. Options 1 and 2 require a bit more explanation.


Option


Entering Production Costs


Suppose a check for $801.33 has been written-- $450.43 was for cultivation to
Moneytree #1 and $350.90 was for young tree care. How would one go about recording
this information with the microcomputer?

The first step in entering this cost information is to indicate for which
grove the cost data is to be recorded. The list of groves appears on the screen
and the number corresponding to the appropriate grove should be entered. In this
example, grove number 1 is selected.


*** PRODUCTION COST MENU ***

TODAY'S DATE: 02/18/83

WHICH DO YOU WANT TO DO ?

(0) RETURN TO MAIN MENU

(1) ENTER OR CHANGE
PRODUCTION COSTS

(2) PRINT PRODUCTION
COST REPORTS

(3) CHANGE TODAY'S DATE

MAKE SELECTION (0,1,2,3)
J










MASTER FILE 1983


ADD ENTRIES ROUTINE

GROVE # GROVE NAME

(0) RETURN TO PCA MENU
( 1) MONEYTREE #1 83
( 2) MONEYTREE #2 83
( 3) NOT USED
( 4) NOT USED
( 5) NOT USED
( 6) NOT USED
( 7) NOT USED
( 8) NOT USED
( 9) NOT USED
(10) NOT USED
--> 1


A list of production cost categories will next appear on the screen:


At this point, choose option 0 to enter the cost data. Choosing option 1
wduld indicate that you had mistakenly begun a production cost entry routine and
did not wish to continue with it.


GROVE: MONEYTREE #1 83 TAX YRt 83
TODAY'S DATE --> 02/18/83
1 DATE POSTED:
2 REMARKS:
3 CULTIVATION $
4 LABOR/GEN G/W $
5 HERBICIDE MAT $
6 HERBICIDE APL $
7 SPRAY/DUST MAT $
8 SPRAY/DUST APL $
9 FERTILIZER MAT $
10 FERTILIZER APL $
11 HEDGE/TOP $
12 YNG/TREE CARE $
13 IRRIGATION $
14 MISC/INTEREST $
15 GROVE TAXES $
16 MANAGErENT $
17 DEPRECIATION $
18 TOTAL COST $

(0) CONTINUE
(1) RETURN TO PCA MENIU
--> 0
k.________________








The computer will now ask you to enter data for each of the first 17 lines.
Line 18, "Total Cost," is computed automatically.


For Line
today's date.
entered using


1, "Date Posted," simply press the RETURN key if you want to use
Otherwise, type in whatever date is appropriate. The date must be
the MM/DD/YY format.


Line 2, "Remarks," allows you up to 15 spaces to type some comment that will
identify this transaction. If you don't want an identifier, simply press the
RETURN key. In this example, "Check #983" will be used as the remark.

You will now be asked to enter, one at a time, costs for each of categories
3-17 which are associated with this entry. With the current example, a cost of 0
would be entered for all but items 3 and 12. (Pressing the "return key" will
result in 0 values). As each cost entry is made, the costs are shown on the screen
and the "Total Cost" line is updated by the computer.


GROVE: MONEYTREE #1 83
TODAY'S DATE --> 02/18/8
1 DATE POSTED:
2 REMARKS:
3 CULTIVATION
4 LABOR/GEN G/W
5 HERBICIDE MAT
6 HERBICIDE APL
7 SPRAY/DUST MAT
8 SPRAY/DUST APL
9 FERTILIZER MAT
10 FERTILIZER APL
11 HEDGE/TOP
12 YNG/TREE CARE
13 IRRIGATION
14 MISC/INTEREST
15 GROVE TAXES
16 MANAGEMENT
17 DEPRECIATION
18 TOTAL COST


TAX YR: 83
3
02/18/83
CHECK #983
$ 450.43
$ .00
$ .00
$ .00
$ .00
$ .00
$ .00
$ .00
$ .00
$ 350.90
$ .00
$ .00
$ .00
$ .00
$ .00
$ 801.33


GO ON TO THE NEXT ENTRY
CHANGE THIS ENTRY (EDIT)
RETURN TO PCA MENU -->


You have three options at this point. Selecting option 0 means that this
entry has been made without error and that there are more entries to be made.
Selecting option 1 begins a procedure that allows you to easily change one or more
of the items just entered. Selecting option 2 means that the current entry is
correct and that there are no more entries to be made. Options 0 and 2 cause the
current production cost entry to be stored on the data diskette for future use.







A Word of Caution

The IFAS GROVE RECORDS SYSTEM will only summarize data on a calendar year
basis; for example, January 1, 1983 through December 31, 1983. Therefore, fiscal,
non-calendar, year records must be kept as shown below.

Assume a fiscal year of September 1, 1983 through August
31, 1984. This represents a 1983 income tax reporting year.
Also, assume that record entries are being made for the month
of January 15, 1984 which is the fifth month of the fiscal
year. Record entries would be made as follows:


PRODUCTION COST ENTRY

DATE POSTED: 05/15/83
REMARKS: #1234--01/15/84


The #1234 represents the check number and 01/15/84 represents
the actual date of transactions. Proceed to enter record
information for lines 3 through 17.


Proceed with
10.


HARVESTING COST ENTRY


DATE POSTED: 05/15/83
H/ESTED BY: ABC FRUIT, INC.--01/15/84


entering record information for lines 4 through


GROSS REVENUE ENTRY

DATE POSTED: 05/15/83
SOLD TO: XYZ CITRUS, INC.--01/15/84


Proceed with
10.


entering record information for lines 4 through


HARVESTING COST and GROSS REVENUE entries will be discussed in Chapter 5 and
Chapter 6, respectively.

Printing Production Cost Reports

However neatly and efficiently your production cost data are stored on the
data diskette, they will be of no use unless they can be recalled and compiled into
meaningful production cost reports. The routine to print these reports begins when
option 2 is selected from the Production Cost Menu.








Monthly and Quarterly Reports


Reports can be generated for three time periods: monthly, quarterly, and a
general time period for which you specify beginning and ending dates of your
choice.

In this section we will give an example of how to do a monthly report.
Quarterly reports are done in the same way with some minor and obvious exceptions.


Selecting option 2 from the Production Cost Menu brings
Print Selections" screen into view.


There will be several
make mistaken entries
over again. The more
continue.


the "Production Cost


opportunities to return to the Production Cost Menu if you
during the report printing routine. This allows you to start
frequent action from this screen, however, is to type a 0 to


The next screen which appears will ask for the type of report you want. In
this example, report type 2, a monthly report, has been selected.


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) DATA DESTINATIONs
( 4) DATE BOUNDARY:
( 5) PRINT MATCHED RECORDS:


(0) CONTINUE
(1) RETURN TO PCP MENU
--> 0


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) DATA DESTINATION:
( 4) DATE BOUNDARY:
( 5) PRINT MATCHED RECORDS:

REPORT TYPE

(0) RETURN TO PCP MENU
(1) QUARTERLY REPORT
(2) MONTHLY REPORT
(3) TOTALS REPORT

1 REPORT TYPE --> 2








You will now be
of one of the months


asked to select the month for this report.
or a 13 to get a report for all 12 months.


Enter the number


Now select the grove for which this report is to be done. Enter either the
number of one of the groves or an 11 to get a report for all of the groves. In
this example, the monthly report is to be done for "All Groves."

/I---\


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83


( 1)
( 2)
( 3)
(**)
(**)


MASTER FILE 1983


(0) RET TO PCP MENU( 6)
(1) MONEYTREE #1 83( 7)
(2) MONEYTREE #2 83( 8)
(3) NOT USED ( 9)
(4) NOT USED (10)
(5) NOT USED (11)

2 GROVE NAME # --> 11


REPORT TYPE: MONTHLY (JAN)
GROVE NAME:
DATA DESTINATION:
DATE BOUNDARY: NOT USED
PRINT MATCHED RECORDS: NOT USED


NOT
NOT
NOT
NOT
NOT
ALL


USED
USED
USED
USED
USED
GROVES


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) DATA DESTINATION:
(**) DATE BOUNDARY: NOT USED
(**) PRINT MATCHED RECORDS: NOT USED


MONTHLY BOUNDARIES

(1) JAN ( 7) JUL
(2) FEB ( 8) AUG
(3) MAR (9) SEP
(4) APR (10) OCT
(5) MAY (11) NOV
(6) JUN (12) DEC
(13) ALL MONTHS
MONTH # --> 1








You must next choose if the report is to go to the screen
printer. Here, option 1, the screen, has been chosen.


only or to the


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPEs MONTHLY (JAN)
( 2) GROVE NAME: ALL GROVES
( 3) DATA DESTINATION:
(**) DATE BOUNDARY: NOT USED
(**) PRINT MATCHED RECORDS: NOT USED
-------------------------------------------------

DATA DESTINATION

(0) RETURN TO PCP MENU
(1) SCREEN
(2) PRINTER

3 DATA DESTINATION -->1 I


The computer now displays the options which have been chosen. In this case,
it says that a monthly report covering January production costs for All Groves is
to be produced on the screen. If you enter a 0 to "Generate Report," the following
report will appear on the screen. The actual numbers in the report will, of
course, depend on the production cost entries which have been made.


MONTHLY REPORT
GROVE: ALL GROVES ACRES: 59.10

# DESCRIPTION JAN
-- - - -- -- - -------------
(3) CULTIVATION .00
( 4) LABOR/GEN G/W 214.50
( 5) HERBICIDE MAT .00
( 6) HERBICIDE APL .00
( 7) SPRAY/DUST MAT .00
( 8) SPRAY/DUST APL .00
(9) FERTILIZER MAT .00
(10) FERTILIZER APL .00
(11) HEDGE/TOP .00
(12) YNG/TREE CARE 245.50
(13) IRRIGATION 256.90
(14) MISC/INTEREST 45.89
(15) GROVE TAXES .00
(16) MANAGEMENT 175.00
(17) DEPRECIATION .00
(18) TOTAL COST 937.79


PRESS ANY KEY TO CONTINUE






Finally, you will be given a chance to generate the same report again (option
0), change your report selection and generate a different report (option 1), or
return to the Production Cost Menu (option 2).


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: MONTHLY (JAN)
( 2) GROVE NAME: ALL GROVES
( 3) DATA DESTINATION: SCREEN
(**) DATE BOUNDARY: NOT USED
(**) PRINT MATCHED RECORDS: NOT USED


CONTROL MENU
(0) GENERATE REPORT
(1) CHANGE PRINT SELECTIONS
(2) RETURN TO PCP MENU
--> 2


The Totals Report

A "totals" report is one for which you specify the beginning and ending dates
of your choosing. For example, a report for January 15 to March 20 could be gen-
erated if you needed it for some reason.

The totals report also allows the option of printing out individual cost
entries which have previously been made. This allows you to check your "electronic
ledger" for accuracy.

The procedure for producing a totals report begins in much the same way as
that for a quarterly or monthly report. The report type, grove(s) to be reported,
and data destination (screen or printer) are selected in the usual way.

You will next be asked to enter the "date boundary" for the particular totals
report you are doing. You can select a 1 if all dates for which entries have been
made is desired, or a 2 if you want to cover a more specific time period. In this
example, option 2 is selected.

PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: SELECTED TOTALS
( 2) GROVE NAME: ALL GROVES 83
( 3) DATA DESTINATION: SCREEN
( 4) DATE BOUNDARY:
(5) PRINT MATCHED RECORDS:

DATE BOUNDARY

(0) RETURN TO PCP MENU
(1) ALL DATES
(2) FIRST DATE TO SECOND DATE

4 DATE BOUNDARY --> 2









Now enter the first and last dates of the report you want to do.
be entered as a two-digit month number and a two-digit day number. In
example, a report for January 10 through February 28 has been chosen.


Each should
this


You are next asked if you want to print "matched records." Saying "no" to
this question means that you want only the totals report. Saying "yes" indicates
that you also want a copy of each entry you have made for the grove(s) during the
specified reporting period. An example of "yes" response is presented here.


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: SELECTED TOTALS
( 2) GROVE NAME: ALL GROVES 83
( 3) DATA DESTINATION: SCREEN
( 4) DATE BOUNDARY:
( 5) PRINT MATCHED RECORDS:


DATE FORMATS MM/DD

FIRST DATE --> 01/10

SECOND DATE --> 02/28


PRODUCTION COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: SELECTED TOTALS
( 2) GROVE NAME: MONEYTREE #2 83
( 3) DATA DESTINATION: SCREEN
( 4) DATE BOUNDARY: 01/10/83--02/28/83
( 5) PRINT MATCHED RECORDS:


PRINT MATCHED RECORDS ?

(0) RETURN TO PCP MENU
(1) NO
(2) YES
5 --> 2









Now, as with the monthly and quarterly reports, you will be given a chance to
produce the report, change your print selections, or return to the Production Cost
Menu. If you choose to produce the report, each cost entry for the specified
grove(s) and time period will be displayed in this form.


MONEYTREE #2 83


( 1)
( 2)
( 3)
( 4)
( 5)
( 6)
( 7)
( 8)
( 9)
(10)
(11)
(12)
(13)
(14)
(15)
(16)
(17)
(18)


DATE POSTED:
REMARKS:
CULTIVATION:
LABOR/GEN G/W:
HERBICIDE MAT:
HERBICIDE APL:
SPRAY/DUST MAT:
SPRAY/DUST APL:
FERTILIZER MAT:
FERTILIZER APL:
HEDGE/TOP:
YNG/TREE CARE:
IRRIGATION:
MISC/INTEREST:
GROVE TAXES:
MANAGEMENT:
DEPRECIATION:
TOTAL COST:


ENTRY #1

01/10/83
CHECK #45
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
.00
45.89
.00
175.00
.00
220.89


PRESS ANY KEY TO CONTINUE


When all individual entries have been displayed, the final totals report will
be shown. Both total and per acre costs are calculated. (Refer to Figure 1-1 for
a grove care cost summary report.)


Changing a Previous Cost Entry


Production Menu option 3, "Change a Previous Cost Entry," is provided so that
inaccurate cost entries can be corrected. The process for changing a previous
entry is not complicated.

To change an entry, the "entry number" of that cost entry must be known. The
entry number is the number the computer uses to refer to a particular cost entry.
To find the number of some entry, do a "Totals Report" with the "Print Matched
Records" option. As each entry for the specified grove and time period is printed,
its entry number is shown.









Once you find the entry number for the incorrect cost data, select Production
Cost Menu option 3 to enter the "File Data Edit Routine." Then select the proper
grove name, and the following will appear on the screen.


The entry number of the data to be changed is now entered and the entire data
set for that entry appears on the screen in the following form:


GROVE: MONEYTREE #1 83
TODAY'S DATE --> 02/18/83
1 DATE POSTED:
2 REMARKS:
3 CULTIVATION:
4 LABOR/GEN G/W
5 HERBICIDE MAT
6 HERBICIDE APL
7 SPRAY/DUST MAT
8 SPRAY/DUST APL
9 FERTILIZER MAT
10 FERTILIZER APL
11 HEDGE/TOP
12 YNG/TREE CARE
13 IRRIGATION
14 MISC/INTEREST
15 GROVE TAXES
16 MANAGEMENT
17 DEPRECIATION
18 TOTAL COST


TAX YR: 83

01/25/83
CHECK #899
$ .00
$ 124.00
$ .00
$ .00
$ .00
$ .00
$ .00
$ .00
$ .00
$ .00
$ 256.90
$ .00
$ .00
$ .00
$ .00
$ 380.90


IS THIS THE CORRECT ENTRY ?

(0) NO (1) YES -->


If you indicate that this is the entry to be corrected, you will be given a
chance to change as many data items as you need to change, one item at a time.
correct data will then be stored in place of the mistaken entry.

If this is not the entry you wish to correct, answer 0 (NO) to the "IS THIS
THE CORRECT ENTRY?" question and you will be given a chance to try another entry
number.


FILE DATA EDIT ROUTINE

GROVE NAME: MONEYTREE #1 83

# OF ENTRIES: 5

EDIT ENTRY -->5
k. _______________






CHAPTER 5


KEEPING HARVESTING COST RECORDS


The Harvesting Cost Accounting Routine is one of the most specialized compo-
nents of the IFAS GROVE RECORDS SYSTEM. Its primary functions are to keep harvest
cost and yield records and to produce reports summarizing those records.
The Harvesting Cost Menu

To use the Harvesting Cost Accounting Routine, begin by selecting option 2
from the Main Menu. This will cause the Harvest Cost Menu to be displayed.

*** HARVESTING COST MENU ***


TODAY'S DATE: 02/18/83

WHICH DO YOU WANT TO DO ?

(0) RETURN TO MAIN MENU

(1) ENTER OR CHANGE
HARVESTING COSTS

(2) PRINT HARVESTING
COST REPORTS

(3) CHANGE TODAY'S DATE

MAKE SELECTION (0,1,2,3)

There are four options numbered 0, 1, 2, and 3 on the Harvesting Cost Menu. Option
0, "Return to Main Menu," and option 3, "Change Today's Date," are self-explan-
atory. Options 1 and 2 require more explanation.
Entering Harvesting Costs


Below is a list of


harvesting cost entries which will appear


on the screen:


HARVESTING COST ENTRY/EDIT ROUTINE
TODAY'S DATE --> 02/18/83
( 1) GROVE ID:
( 2) DATE POSTED:
( 3) H/ESTED BY:
( 4) TICKET NUMBER:
( 5) FRUIT VARIETY:
( 6) F/BOXES HARVESTED:
( 7) W/BOXES HARVESTED:
( 8) COST METHOD:
( 9) TOTAL P&L&H COST/BOX:
(10) OTHER COST/BOX:
(**) TOTAL HARVESTING COST:
(**) HARVESTING COST/BOX:

(0) CONTINUE
(1) RETURN TO HCE MENU
ra->_______________)










At this point, select option 0 to enter the harvesting data. Selecting option 1
would indicate that you had mistakenly begun a harvesting data entry routine and
did not wish to continue.

The computer will now ask you to enter data for each of the first 10 lines.
The lines with the "**", Total Harvesting Cost and Harvesting Cost/Box, are com-
puted automatically.

If you elect option "O", "Continue," the Master Grove File will be shown.
Line 1, "Grove ID," can now be chosen. For line 2, "Date Posted," simply press the
RETURN key if you want to use today's date. Otherwise, type in whatever date is
appropriate. Remember, the date must be entered using the MM/DD/YY format.

You will now be asked to enter data, one at a time, for the remaining
harvesting cost categories. All the data for lines 3-10 will be located on the
harvesting field ticket with two exceptions. Line 5, "Fruit Variety," will be
selected according to the ten fruit varieties displayed on the screen. The second
exception is line 8, "Cost Method." Two selections for "Cost Method" will be
shown. "Separate Costs" indicates entering separate costs for picking, loading,
and hauling. "Composite Cost" indicates entering one cost which includes picking,
loading, and hauling. "Other costs per box" are marketing, advertising, or
membership assessments which are additional deductions below payment of fruit
sales.

Data entries from a Harvesting Cost Ticket are shown below for Mbneytree #1
83:


HARVESTING COST ENTRY/EDIT ROUTINE
TODAY'S DATE --> 02/18/83
( 1) GROVE ID: MONEYTREE #1 83
( 2) DATE POSTED: 01/30/83
( 3) H/ESTED BY: JOES FRUIT HARVESTING
( 4) TICKET NUMBER: 8999
( 5) FRUIT VARIETY: MID ORANGE
( 6) F/BOXES HARVESTED: 350
( 7) W/BOXES HARVESTED: 370
( 8) COST METHOD: SEPARATE COSTS
( 9) PICK=.40 LOAD=.20 HAUL=.15 .75
(10) OTHER COST/BOX: .20
(**) TOTAL HARVESTING COST: 332.50
(**) HARVESTING COST/BOX: .95


(0) GO ON TO THE NEXT ENTRY
(1) CHANGE THIS ENTRY (EDIT)
(2) RETURN TO HCE MENU
--->






At this point, you have three options. Selecting option 0 tells the computer
that the entries have been made without error and that additional entries are to be
made. Selecting option 1 begins a procedure that allows you to easily change one
or more of the items just entered. Selecting option 2 means that the current entry
is correct and that there are no more entries to be made. Options 0 and 2 cause
the current harvesting cost entry to be stored on the data diskette for future use.

Printing Harvesting Cost Reports

Reports can be generated for three time periods: monthly, quarterly, and a
"totals report" for which you specify beginning and ending dates of your choice.
The routine to print these reports begins by selecting option 2 from the Harvesting
Cost menu. The following "Harvesting Cost Print Selections" will be shown on the
screen:


There will be several
make mistaken entries
start all over again.
type 0 to continue.


opportunities to return to the Harvesting Cost Menu if you
during the report printing routine. This will allow you to
However, the most frequent selection from the screen is to


The next screen which appears will ask for the type of report you want to do.
In this example, report type 1, a quarterly report, has been selected.

HARVESTING COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) VARIETY NAME:
( 4) DATA DESTINATION:
(**) DATE BOUNDARY:
(**) HARV/COST METHOD:
(**) PRINT MATCHED RECORDS:


CONTROL MENU
(0) RETURN TO HCP MENU
(1) QUARTERLY REPORT
(2) MONTHLY REPORT
(3) TOTALS REPORT

REPORT TYPE --> 1


HARVESTING COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) VARIETY NAME:
( 4) DATA DESTINATION:
(**) DATE BOUNDARY:
(**) HARV/COST METHOD:
(**) PRINT MATCHED RECORDS:


(0) CONTINUE
(1) RETURN TO HCP MENU
--








You will now be asked to select the quarter for this report. Enter the number
of one of the quarters or a 5 to get a report for all four quarters. For our
example, selection 1, "Quarter 1 Only," was made.


After selecting grove name "All Groves" for our example,
must be decided is "Variety Name." Below is shown the screen
Varieties" is selected:


HARVESTING COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83


( 1)
( 2)
( 3)
( 4)
(**)
(**)
(**)


REPORT TYPEs QUARTERLY (1)
GROVE NAME: ALL GROVES
VARIETY NAME:
DATA DESTINATION:
DATE BOUNDARY: NOT USED
HARV/COST METHOD: NOT USED
PRINT MATCHED RECORDS: NOT USED


FRUIT VARIETIES


(0) RETURN TO HCP MENU
(1) EARLY ORANGE
(2) MID ORANGE
(3) LATE ORANGE
(4) TEMPLES
(5) TANGERINES

VARIETY NAME # --> 11


( 6)
( 7)
( 8)
( 9)
(10)
(11)


H-TANGERINES
TANGELOS
GRF/SEEDY
GRF/W/LESS
GRF/R/P/LESS
ALL VARIETIES


the next item which
from which "All


HARVESTING COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) VARIETY NAME:
( 4) DATA DESTINATION:
(**) DATE BOUNDARY: NOT USED
(**) HARV/COST METHOD: NOT USED
(**) PRINT MATCHED RECORDS: NOT USED

QUARTER BOUNDARIES
(1) QUARTER 1 ONLY
(2) QUARTEk 2 ONLY
(3) QUARTER 3 ONLY
(4) QUARTER 4 ONLY
(5) ALL QUARTERS
--> 1








You must next choose if the report is to go to the screen only or to the
printer. The computer now displays the options which have been chosen. In this
case, it says that a quarterly report covering the first quarter for all groves and
varieties is to be produced on the screen.


HARVESTING COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: QUARTERLY (1)
( 2) GROVE NAME: ALL GROVES
( 3) VARIETY NAME: ALL VARIETIES
( 4) DATA DESTINATION: SCREEN
(**) DATE BOUNDARY: NOT USED
(**) HARV/COST METHOD: NOT USED
(**) PRINT MATCHED RECORDS: NOT USED


CONTROL MENU
(0) GENERATE REPORT
(1) CHANGE PRINT SELECTIONS
(2) RETURN TO HCP MENU


If
screen.
entries


you enter a 0 to "Generate Report," the following report will appear on the
The actual numbers in the report will depend upon the harvesting cost
which have been made.


The number in brackets on lines 6 and 7 represent the number of harvesting entries
made for each cost method.

Finally, upon pressing any key, you will be given the opportunity to generate
the same report again (option 0), change your report selection and generate a
different report (option 1), or return to the Harvesting Cost Menu (option 2).


QUARTERLY REPORT
GROVE: ALL GROVES ACRES: 59.10
VARIETY: ALL VARIETIES

# DESCRIPTION QUARTER 1

( 1) TOTAL FIELD BOXES 800
( 2) TOTAL WEIGHTED BOXES 840
( 3) S/TOTAL PICK COST 140.00
( 4) S/TOTAL LOAD COST 70.00
( 5) S/TOTAL HAUL COST 52.50
( 6) TOT/SEPARATE COST <1> 262.50
( 7) TOT/COMPOSITE COST <1> 765.00
( 8) TOTAL OTHER COST 115.00
( 9) TOTAL HARVESTING COST 1142.50
(10) HARVESTING COST/BOX 1.4281

PRESS ANY KEY TO CONTINUE








The Totals Report

The "totals" report for the Harvesting Cost Routine is very similar to the
"totals" report for the Production Cost Routine. The report type, grove(s) to be
reported, and data destination (screen or printer) are selected in the usual way.
Date boundary and the procedure for printing matched records are also the same.
The Harvesting Cost Totals Report then asks for the variety name and harvest cost
method. The following display for the "totals" report selection will be shown on
the screen.


HARVESTING COST PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: SELECTED TOTALS
( 2) GROVE NAME: ALL GROVES
( 3) VARIETY NAME: ALL VARIETIES
( 4) DATA DESTINATION: SCREEN
( 5) DATE BOUNDARY: 02/01/83--02/28/83
( 6) HARV/COST rIETHOD: ALL METHODS
( 7) PRINT MATCHED RECORDS: NO


CONTROL MENU
(0) GENERATE REPORT
(1) CHANGE PRINT SELECTIONS
(2) RETURN TO HCP MENU



The final "totals" report will display both the total and per box harvesting costs
(Refer to Figure 1-2).

Changing A Harvesting Cost Entry


The editing procedure for the Harvesting Cost
editing procedure for the Production Cost Routine.
allow you to understand how to change any previous


Routine is the same as the
A review of Chapter 4 will
entry.





CHAPTER 6


KEEPING GROSS REVENUE RECORDS


Revenue records are the last category of records maintained by the IFAS GROVE
RECORDS SYSTEM. The principal functions of the Revenue Routine are: keeping
revenue records, printing gross revenue reports, and printing summary reports.

The Revenue Menu


To use the Revenue Routine, select option 3 from the
cause the Revenue Menu to be displayed.


Main Menu.


*** REVENUE MENU ***
TODAY'S DATE: 02/18/83

WHICH DO YOU WANT TO DO ?

(0) RETURN TO MAIN MENU

(1) ENTER OR CHANGE
REVENUE ENTRIES

(2) PRINT REVENUE REPORTS

(3) PRINT SUMMARY REPORTS

(4) CHANGE TODAY'S DATE

MAKE SELECTION (0,1,2,3,4)

There are five options numbered 0, 1, 2, 3, and 4 on the Revenue Menu. Options 0,
"Return to Main Menu," and option 4, "Change Today's Date," are self-explanatory.
Options 1, 2, and 3 require more explanation.

Entering Revenue Data

After selecting option 1 from the Revenue Menu, the following revenue entry
format will be displayed on the screen.

GROSS REVENUE ENTRY/EDIT ROUTINE
TODAY'S DATE --> 02/18/83
( 1) GROVE ID:
( 2) DATE POSTED:
( 3) SOLD TO:
( 4) TICKET NUMBER:
( 5) FRUIT VARIETY:
(6) F/BOXES HAEiVESTED:
( 7) W/BOXES HARVESTED:
( 8) MARKET METHOD:
( 9)
(10)
(**) GROSS REVENUE:
(**) GROSS RETURNS/BOX:

(0) CONTINUE
(1) RETURN TO GRE MENU
--> 0
At this point, select option 0 to enter the revenue data. Selecting option 1 would
indicate you mistakenly began a revenue data entry routine and did not wish to
continue.


This will






The computer -xill now ask you to enter data for each of the first 10 lines.
The lines with the "**", "Gross Revenue" and "Gross Returns/Box," are computed
automatically. It shoiili be noted that the format for the Gross Revenue Routine is
the same as the Harvesting Cost Routine and that all line entries will be made from
the revenue field ticket. 'ost often, the harvesting cost field ticket and the
revenue field ticket will be the same field ticket. A review of the data entry for
the Harvesting Cost Routine should explain sufficiently how the data entries for
the Gross Revenue Routine are made.

The major differences in the data entry for the Gross Revenue Routine are line
8, "Market Method," and lines 9 and 10. If the "Market Method" chosen is
"Processed/Cannery," as displayed on the screen below, then line 9 will ask for the
"pound solids/box." Line 10 will ask for the "price/pound of solids."


GROSS REVENUE FNTKY/EDIT ROUTINE
TODAY'S DATE --> 02/18/83
( 1) GROVE ID: [O1NEYTlIEE #1 83
( 2) DATE POSTED: 01/30/83
( 3) SOLD TO: FRUIf PROCESSING COMPANY
( 4) TICKET NUMBER: 4567
( 5) FRUIT VARIETY: MID ORANGE
( 6) F/BOXES HARVESTED: 450
( 7) W/BOXES HARVESTED: 460
( 8) MARKET METHOD: PROCESSED/CANNERY
( 9) LB. SOLIDS/BOX: 4.66
(10) PRICE/LB. SOLIDS: 1.50
(**) GROSS REVENUE: 3215.40
(**) GROSS PRETUNJrS/BOX: 6.99
- - - - - - - ------------

(0) GO ON TO THE NEXT ENTRY
(1) CHANGE THIS ENTRY (EDIT)
(2) RETURN TO GRE MENU
--> 0






If the "Market Method" chosen is "Fresh Market," then line 9 will ask for the
"percent packout" of the fruit delivered to the citrus packinghouse. Line 10 will
ask for the "price/box." The following is a screen display for the "Fresh Fruit"
Market Method.


GROSS REVENUE ENTRY/EDIT ROUTINE
TODAY'S DATE --> 02/18/83
( 1) GROVE ID: MONEYTREE #2 83
( 2) DATE POSTED: 02/02/83
( 3) SOLD TO: JOES GIFT FRUIT
( 4) TICKET NUMBER: 4567
( 5) FRUIT VARIETY: GRF/W/LESS
( 6) F/BOXES HARVESTED: 400
( 7) W/BOXES HARVESTED: 410
( 8) MARKET METHOD: FRESH MARKET
( 9) % PACKOUT: 100
(10) PRICE/BOX: 3.10
(**) GROSS REVENUE: 1240.00
(**) GROSS RETURNS/BOX: 3.10


(0) GO ON TO THE NEXT ENTRY
(1) CHANGE THIS ENTRY (EDIT)
(2) RETURN TO GRE MENU
--> 2

If the Market Method chosen was "Other Returns", then revenue entries such as
rebates, dividend payments, and interest payments would be entered.
You have three options at this point. Selecting option 0 means that this
entry has been made without error and that there are more entries to be made.
Selecting option 1 begins the editing procedure for the data just entered.
Selecting option 2 means that the current entry is correct and that there are no
more entries to be made. Options 0 and 2 cause the current gross revenue entry to
be stored on the data diskette for future use.

Printing Gross Revenue Reports

The three reports that can be generated are: monthly, quarterly, and selected
totals. The routine to print the "Gross Revenue Reports" begins by selecting
option 2 from the Gross Revenue Menu. The following "Gross Revenue Print
Selections" will be displayed on the screen.

GROSS REVENUE PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) VARIETY NAME:
( 4) DATA DESTINATION:
( 5) DATE BOUNDARY:
( 6) MARKET METHOD:
( 7) PRINT MATCHED RECORDS:


(0) CONTINUE
(1) RETURN TO GRP MENU
--> 0







Selection 1 will allow you to start all over again. However, the most frequent
selection from the screen will be option 0 to continue.

The questions which the computer asks for the gross revenue reports are simi-
lar to those for the harvesting cost reports. A review of the printing routine for
the harvesting cost reports will explain how the entries are made. The following
is a screen display of the Gross Revenue Print Selections used in the example.


Below is a screen
Varieties."


display for a "Quarterly Report" for "All


Groves" and "All


GROSS REVENUE PRINT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: SELECTED TOTALS
( 2) GROVE NAME: ALL GROVES
( 3) VARIETY NAME: ALL VARIETIES
( 4) DATA DESTINATION: SCREEN
( 5) DATE BOUNDARY: 01/01/83--01/25/83
( 6) MARKET METHOD: ALL METHODS
( 7) PRINT MATCHED RECORDS: NO


CONTROL MENU
(0) GENERATE REPORT
(1) CHANGE PRINT SELECTIONS
(2) RETURN TO GRP MENU
--> 0


QUARTERLY REPORT
GROVE: ALL GROVES ACRES: 59.10
VARIETY: ALL VARIETIES

# DESCRIPTION QUARTER 1

( 1) T/FRESH F-W BOXES 400-410
( 2) T/P-C F-W BOXES 450-460
( 3) T/OTHER F-W BOXES 430-425
( 4) AVERAGE % PACKOUT 100.00
( 5) AVERAGE PRICE/BOX 3.10
( 6) T/RETURNS-FRESH <1> 1240.00
( 7) TOTAL LBS SOLIDS 2143.60
( 8) AVG LBS/SOLID/BOX 4.66
( 9) AVG PRICE/LBS SOLID 1.5
(10) T/RETURNS-P/C <1> 3215.40
(11) T/RETURNS-OTHER <1> 960.67
(12) T/RETURNS-ALL METHODS 5416.07
(13) FRESH AVG RETURN/BOX 3.1
(14) P-C AVG RETURN/BOX 6.99


PRESS ANY KEY TO CONTINUE










The gross revenue reports summarize all the information as to Fresh or Processed/
Cannery "Market Method" and provides total boxes harvested, average price received,
and total gross revenue for each method. The total gross returns and average price
per box for all Market Methods is summarized at the bottom of the report.
"Monthly" and "Selected Totals" reports follow the same reporting format. Figure
1-3 illustrates a "Selected Totals" gross revenue report.


Changing A Gross Revenue Entry

Like the Harvesting Cost Editing Routine, the Gross Revenue Editing Routine is
the same as the editing for the Production Cost Routine. Therefore, a review of
the Production Cost Editing Routine in Chapter 4 will allow you to understand how
to change any previous entry.









CHAPTER 7


SUMMARY NET INCOME REPORTS


The IFAS GROVE RECORDS SYSTEM would not be complete without a routine to com-
bine all the three previous data entries--production cost, harvesting cost, and
gross revenue--into a "Summary Net Income Report." By choosing option 3, "Print
Summary Reports," from the Revenue Menu, the computer will proceed with the summary
reports routine.


*** REVENUE MENU ***


TODAY'S DATE: 02/18/83

WHICH DO YOU WANT TO DO ?

(0) RETURN TO MAIN MENU

(1) ENTER OR CHANGE
REVENUE ENTRIES

(2) PRINT REVENUE REPORTS

(3) PRINT SUMMARY REPORTS

(4) CHANGE TODAY'S DATE

MAKE SELECTION (0,1,2,3,4)


The first screen displayed from which the computer
the "Summary Report Selections."


will ask for information is


Like the other report printing routines discussed in previous chapters, there
will be several opportunities to return to the Summary Report Generator Menu (SRG)
if mistaken entries are made during the report printing routine. This allows you


SUMMARY REPORT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) DATE BOUNDARY:
( 4) INCLUDE GROVE EXPENSES:
( 5) DATA DESTINATION:


(0) CONTINUE
(1) RETURN TO SRG MENU
--> 0








to start all over. The more frequent action from the above screen is to type 0 to
continue.

The next screen which will appear will ask for the type of report you want.
As can be seen from the screen below, option 1, "Net Income Report," would be the
summary report type to select. Option 0 will return you to the Summary Report
Menu.


Now select the grove for which this report is to be made. Enter
number of one of the groves or 11 to get a report for all the groves.
example, the summary report is to be made for "All Groves."


SUMMARY REPORT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: NET INCOME REPORT
( 2) AROVL NAME:
( 3) DATE BOUNDARY:
( 4) INCLUDE GROVE EXPENSES:
( 5) DATA DESTINATION:


(0) RET TO SRG MENU ( 6) NOT USED
(1) MONEYTREE #1 83 ( 7) NOT USED
(2) >1ONEYTHEE #2 83 ( 8) NOT USED
(3) NOT USED ( 9) NOT USED
(4) NOT UJSFD (10) NOT USED
(5) NOT USED (11) ALL GROVES

2 GROVE NAME # --> 11


either the
In this


Next the computer will ask the "Date Boundary" for which you want the report
printed. Option 1, "All Dates", will provide a report for all the data entries


SUMMARY REPORT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE:
( 2) GROVE NAME:
( 3) DATE BOUNDARY:
( 4) INCLUDE GROVE EXPENSES:
( 5) DATA DESTINATION:


REPORT TYPE
(0) RETURN TO SRG MENU
(1) NET INCOME REPORT

1 REPORT TYPE --> 1









made. Option 2, "First Date to Second Date," will allow a report for a specific
time period. Remember when entering the dates to use the MM/DD (month/day) format.


The computer will now ask whether you want to "Include Grove Expenses" and
where you want the report data presented, "Data Destination." In this example,
grove expenses are to be included and data is to be displayed on the screen.


SUMMARY REPORT SELECTIONS
TODAY'S DATE --> 02/18/83

( 1) REPORT TYPE: NET INCOME REPORT
( 2) GROVE NAME: ALL GROVES
( 3) DATE BOUNDARY: 01/01/83--02/28/83
( 4) INCLUDE GROVE EXPENSES: YES
( 5) DATA DESTINATION: SCREEN


CONTROL MENU
(0) GENERATE REPORT
(1) CHANGE PRINT SELECTIONS
(2) RETURN TO SRG MENU
--> 0
k.


At this point you
change any selection.
option most often used


have three additional options. Option 1 will allow you to
Option 2 will return you to the Summary Report Menu. The
is 0, "Generate Report."


The Summary Report

The Summary Report (Figure 1-4) generated by the IFAS GROVE RECORDS SYSTEM is
management decision oriented. Data is not only summarized into total costs and
returns but is also presented per specific management efficiency units--per acre,
per box, and percentage of total revenue. A management efficiency unit is a unit


SUMMARY REPORT SELECTIONS
TODAY'S DATE --> 02/18/83


( 1) REPORT TYPE: NET INCOME REPORT
( 2) GROVE NAME: ALL GROVES
( 3) DATE BOUNDARY:
( 4) INCLUDE GROVE EXPENSES:
( 5) DATA DESTINATION:

DATE BOUNDARY
(0) RETURN TO SRG MENU
(1) ALL DATES
(2) FIRST DATE TO SECOND DATE

3 DATE BOUNDARY --> 2








of measure which will allow you, the grove owner or manager, to compare the per-
formance of your citrus grove operation with previous years, other grove
operations, and/or published industry averages.

Ending the Program

Upon completing all the data entries and summary reports, the computer will
return to the Main Menu. At this time, the IFAS GROVE RECORDS SYSTEM should be
terminated. To do so, select option 0 on the Main Menu to end the program. The
screen display below demonstrates how the program is terminated.


*** MAIN MENU ***


WHICH DO YOU WANT TO DO ?

(0) END PROGRAM

(1) USE PRODUCTION COST
ACCOUNTING ROUTINE

(2) USE HARVESTING COST
ACCOUNTING ROUTINE

(3) USE REVENUE ROUTINE

(4) CHANGE OR ENTER GROVE
NAMES & ACREAGE

MAKE SELECTION (0,1,2,3,4) 0

ARE YOU SURE ? (Y/N) Y

THAT'S ALL FOLKS
^ J









CHAPTER 8


SUMMARY AND CONCLUSIONS

The IFAS GROVE RECORDS SYSTEM is intended to give the grower/manager who owns
a microcomputer the programs to evaluate cash flows, compute limited tax informa-
tion, and do partial budget analysis. Data entries used in this program package
generally relate to daily checkbook or ledger entries. Grove blocks refer to
profit making entities of a citrus operation. Each data entry record is defined
for both an entry and a grove block.

Specific objectives of these microcomputer programs are:

1. Provide a way for growers to record their cost and income transactions as
they occur during the year and to retain this information for future processing.

2. Provide current cash flow reports describing the farm business. These
reports may be generated for one or more months (examples: one month, quarterly,
bi-yearly, yearly) by data entries. Summary reports giving costs, income or phys-
ical unit reports for each data entry type can also be generated.

3. Identify cost areas. Cost information will be provided by single grove
blocks as well as over all groves. These costs may be broken down by months or by
data entry in order to identify each cost entry and the date it occurred.

4. Provide limited income tax information. Yearly summaries by transactions
should provide excellent income tax information.

5. Facilitate record keeping on physical quantities. For example, monthly
flows of field boxes, weighted boxes, pounds of solids, etc., would be available
for inventory control or other purposes.

6. Provide partial budgeting information. While the reports developed by
this package should not be interpreted as comprehensive budgets, they will provide
profitability estimates for identified grove blocks.

Concluding Statement

Keeping and using financial records contributes to the efficiency of any farm
enterprise. It is important to maintain data regularly on farm conditions and
production costs. Farm practices and elements of management become more meaningful
when responses are available for study and comparison. Keeping good farm records
is merely an exercise unless they are used regularly. These records are important
management tools and should be consulted before making changes in production prac-
tices that may affect returns. Microcomputers will allow quick review and analysis
of your records for timely management decisions.








REFERENCES

Muraro, R. P. and L. Jackson. Citrus Grove Records. Extension Circular 428, IFAS,
University of Florida.

Osburn, D, D. and K. C. Schnteeberger. Modern Agricultural Management. Reston
Publishing Co. 1978. 369 pp.







IFAS SOFTWARE ORDERING PROCEDURE

To receive an order form for the IFAS GROVE RECORDS SYSTEM, as well as other
computer citrus programs, write to the following address:


Farm Computer Support Group
c/o Dean John T. Woeste
Florida Cooperative Extension Service
1038 McCarty Hall
University of Florida
Gainesville, FL 32611














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