AgVantage Software2011 User Conference
Patronage
E-Agvantage
C.D.D.
Karen Tidd
04/10/23 1
Topics of Discussion
Patronage Check Distribution New Features 1099’s – Purpims & DPAD E-Agvantage C.D.D.
04/10/23 2
Patronage Check Distribution
Current year distributions• Terms & definitions
• File setup
• Pull & balance activity
• Maintenance
• Transfers
• Volume processing
• Distributions / dividends
04/10/23 3
Terms and Definitions
• Distributions Types
• Qualified – patron pays tax on 100% of the dividend even though only 20% may be paid in cash
• Non-qualified – patron pays tax on the cash portion now and then when the deferred portion is paid, the tax is paid then. The coop gets the tax credit then. The coop pays tax on the non-cash portion of the dividends
04/10/23 4
Terms and Definitions
Member Status Code
• B - Business• Non-Farmer, Non-Voting,
Builder/Contractor• Receives Patronage• Reports as taxable income
• N – Non-Producer• Non-Farmer, Non-Voting• Receives Patronage• Determined by user if it’s
reported on their income tax (Similar to a rebate or refund)
Member Status Code
• P – Producer• Farmer, Voting• Receives patronage• Reports as taxable income
• Blank – Non-Member• Receives no patronage
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04/10/23 6
Terms and Definitions
• Business Type Process
• Allows qualified and non-qualified dividends in the same patronage distribution.
• Allows different cash percentages for different member types.
• Set up in constant file
File Setup Information 4. Add/Change Patron Information
• Patron Information – U9MEN9-4
• Member status code
• B, N, P, or blank
• Create Query
• Social security number
• Report for missing SS #’s U9MEN8-3
• Blank – SS No.
• F – TIN No.
• Backup withholding
• B in backup withholding field
• State code
• Pay out Age?
• IRS Name
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File Setup Information5. Add/Change Constant Info
• Federal Tax Withholding %
• 2011 – 28%
• Check code
• Write checks to inactive customers
• Earn common stock
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File Setup Information5. Add/Change Constant Info
• Pay 100% on aged accounts
• Show prior yrs equity and equity balance on check
• Minimum check options
• Business Type Process
• Categorize Credit Card Sales
04/10/23 9
File Setup Information5. Add/Change Constant Info
Check Printer
G/L Numbers
04/10/23 10
File Setup Information5. Add/Change Constant Info
Setup Pat
Checks to
interface with
G/L
04/10/23 11
04/10/23 12
File Setup Information
11. Check Print Options
• Check Print Options
• 8.5 X 7
• 8.5 X 11
• Laser Overlay
File Setup Information7. Add/Change Heading & G/L# Info1. Add/Change Patronage Category Headings
• Heading & G/L Info
• 20 Category Headings
• 13 categories if using
8.5 X 7 Checks
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File Setup Information7. Add/Change Heading & G/L# Info1. Add/Change Patronage Category Headings
Setup Categories based on % paying for departments.
Separate category for Credit Card Sales
04/10/23 14
File Setup Information7. Add/Change Heading & G/L# Info
04/10/23 15
•G/L Info•Credit Account?
•0 = All loc
•Credit Card Sales
•U4MEN9-13
•Payment Types
File Setup Information
8. Add/Change Patronage Transfers
• Set up transfer activity
• Transfer between business/family
• More than 1 account
04/10/23 16
File Setup Information
9. Add/Change Monthly Gas Tax Rates
• Gas Tax Rates
• Set up items
& rates
04/10/23 17
File Setup Information
10. Add/Change Union Dues Information
• Union Dues
• Deduction for Farmers Union dues
04/10/23 18
Pull & Balance Activity
• Pull Activity Files
• Monthly verses Yearly
Monthly
• Small amount of time each month
• Monthly issues are fresh
Yearly
• Only has to be done once
• May take more time to balance
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04/10/23 20
Pull ActivityCurrent Year Distributions3. Pull A/R Sales Into Patronage Activity File
• Pull A/R Sales
• Calendar month / year
• Remove gas taxes
04/10/23 21
Pull ActivityCurrent Year Distributions4. Pull Grain Purchases into Patronage Activity File
•Pull Grain
Purchases
• Periods / fiscal Year
Balance Activity
• Print Activity Report & Balance – U9MEN1-9
• A/R – • Query A/R Trans. • Monthly Sales Report• G/L or Financial Statements
• Grain – • G/L or Financial Statements
• Issues• Merged month multiple times• Missing months• Missing G/L Accounts• Credit Account question set up wrong
04/10/23 22
Maintenance6. Remove Selected Activity
• Remove Activity
• Select months or whole year
04/10/23 23
Maintenance7. Add/Change Activity
• Add/Change Activity
• By year
04/10/23 24
04/10/23 25
Maintenance7. Add/Change Activity
• Run Transfers again!
04/10/23 26
Maintenance2. Add/Change & Print Miscellaneous Sales
• Miscellaneous Sales
• F6 Create Transactions
• F7 Prints Report for Audit Trail
04/10/23 27
MaintenanceCurrent Year Distributions2. Add/Change & Print Misc SalesF7 – Print Report
DATE- 4/21/10 MISCELLANEOUS SALES TRANSACTIONS PAGE- 1 TIME- 12:01:05 STARTING CALENDAR- 01 2010 ENDING CALENDAR- 06 2010 U9CARPT CUSTOMER
NUMBER NAME G/L NUMBER LOC YEAR MO QUANTITY AMOUNT 112 TEST FILE LOOKUP NAME 12 401220 1 2010 04 100.0000 525.00 G/L TOTAL 100.0000 525.00 112 TEST FILE LOOKUP NAME 12 403010 1 2010 03 .0000 200.00 G/L TOTAL .0000 200.00 112 TEST FILE LOOKUP NAME 12 501010 1 2010 01 300.0000 100.00 112 TEST FILE LOOKUP NAME 12 501010 1 2010 06 .0000 100.00 G/L TOTAL 300.0000 200.00 CUSTOMER TOTAL 400.0000 925.00 GRAND TOTAL 400.0000 925.00 DATE- 4/21/09 MISCELLANEOUS SALES TRANSACTIONS RECAP BY G/L NUMBER PAGE- 2
TIME- 12:01:05 STARTING CALENDAR- 01 2009 ENDING CALENDAR- 06 2009 U9CARPT
G/L NUMBER LOC QUANTITY AMOUNT
401220 1 100.0000 525.00
403010 1 .0000 200.00
501010 1 300.0000 200.00
TOTAL 400.0000 925.00
04/10/23 28
MaintenanceCurrent Year Distributions5. Pull Miscellaneous Sales into Patronage Activity File
Calendar Month & Year
04/10/23 29
Transfers
• Transfers between customers/business/family
• Can rerun as many times as needed
• Print Final Activity Report
• U9MEN1-9
Volume Processing
• Equity Credits Cash Refund
04/10/23 30
Volume Processing10. Process Volume of Activity Menu
04/10/23 31
Merge the Current Year
Print Report
Maintain Records
Distributions/Dividends13. Calculate & Print Patronage Dividend Report from Activity
04/10/23 32
% of needed equity
Cash refund % Volume yrs-5 Total Volume Projected
Equity
Distributions/Dividends13. Calculate & Print Patronage Dividend Report from ActivityBusiness Process - Y
04/10/23 33
10% = 10. $.05 = 5.
Business Process
Separate rates for member types
Distributions/Dividends13. Calculate & Print Patronage Dividend Report from ActivityBusiness Process - N
Non-Business Type Process
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Distributions/Dividends16. Process Patronage Dividend Checks Menu
04/10/23 35
Enter Ck Date and Business Year
Ref No. = Tally No.
Updates Files Prints Check Register Prints Merge Sheet Merges to G/L
New Features
Checks interfaced with G/L Separate Credit Card Sales Track Payouts & Info
04/10/23 36
New Features – Checks interfaced to G/L
• Patronage Dividend
• Redemption
• Estates
• Preferred Stock Dividends
• Accumulative Preferred Stock Dividends
• Debenture Bond Interest
04/10/23 37
New Features –Checks interfaced to G/LSetup U9MEN9-6. Add/Change Division Information
(A,C,I,D) I DIVISION INFORMATION **U9DVM0** Division Number: 001 Div Short Name: MAIN Div Long Name: MAIN DIVISION TESTING OF1 Div Loc Q G/L: 300210000 Div Loc NQ G/L: 300215000 Div REG Q G/L: 300220000 Div REG NQ G/L: 300225000
04/10/23 38
Equity RedemptionChecks
New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info
CONSTANTS FILE MAINTENANCE **U9C9M040** Check Writing Printer ID..................................... KARENP61H General Reserve G/L #........................................ 300300000 Cash in Bank G/L #........................................... 100002000 Qualified Retained Patronage Dividends Local G/L #........... 300160000 Qualified Retained Patronage Dividends Regional G/L #........ 300220000 Nonqualified Retained Patronage Dividends Local G/L #........ 300150000 Nonqualified Retained Patronage Dividends Regional G/L #..... 300225000
04/10/23 39
New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info
CONSTANTS FILE MAINTENANCE **U9C9M045** G/L Merge Y/N ............................................... Y Federal Withholding G/L #.................................... 200300000 Union Dues G/L # ............................................ 200320000 Location for Patronage G/L Accounts.......................... 1 Location for Cash G/L Account................................ 1
04/10/23 40
New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info
CONSTANTS FILE MAINTENANCE **U9C9M050** C1 Common Stock G/L #................. 300150000 C2 Common Stock G/L #................. 300150000 C3 Common Stock G/L #................. 300150000 C4 Common Stock G/L #................. 300150000 C5 Common Stock G/L #................. 300150000 C6 Common Stock G/L #................. 300150000 C7 Common Stock G/L #................. 300150000 Debenture Bond G/L #.................. 200100000 Debenture Bond Interest Payable G/L... 200560000
04/10/23 41
New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info
CONSTANTS FILE MAINTENANCE **U9C9M060** PREFERRED STOCK G/L NUMBERS: P1 Stock G/L # 300140000 P1 Dividends Payable G/L # 604620000 P2 Stock G/L # 300140000 P2 Dividends Payable G/L # 604620000 P3 Stock G/L # 300140000 P3 Dividends Payable G/L # 604620000 P4 Stock G/L # 300140000 P4 Dividends Payable G/L # 604620000 P5 Stock G/L # 300140000 P5 Dividends Payable G/L # 604620000 P6 Stock G/L # 300140000 P6 Dividends Payable G/L # 604620000 P7 Stock G/L # 300140000 P7 Dividends Payable G/L # 604620000
04/10/23 42
New Features –Checks interfaced to G/LMerge Screen
U2GLG0 Merge to G/L
G/L Merge Month . . . 05
G/L Fiscal Year . . . 11
G/L Merge Date . . . . 5/18/11
04/10/23 43
New Features – Separate Credit Card SalesSetup U9MEN9-5. Add/Change Constant Info
04/10/23 44
New Features – Separate Credit Card Sales AR – 9. File Setup Information13. Payment Types
U4PYM0 PAYMENT TYPE MASTER FILE
(A,C,I,D) I LOC 1 AgVantage Software
Payment type . . . . . . . C
Description . . . . . . . . CREDIT CARD
General Ledger Number . . . 603220000
Location Number . . . . . .
Open cash drawer. . . . . . N
Do not allow discounts . .
04/10/23 45
New Features – Separate Credit Card Sales7. Add/Change Heading & G/L# Info1. Add/Change Patronage Category Headings
(A,C,I,D) I PATRONAGE CATEGORY CONTROL FILE
Category No. 07
Category Description: CREDIT CARDS
Report Heading/1: CREDIT
Report Heading/2: CARDS
Figure Patronage On Qty?(Y/N) N
If Patronage Figured On Qty Enter Qty Descriptions:
Qty Short Description:
Qty Long Description:
04/10/23 46
New Features – Separate Credit Card Sales7. Add/Change Heading & G/L# Info2. Add/Change Patronage G/L Numbers
(A,C,I,D) C PATRONAGE G/L # CONTROL FILE
Division: 001 MAIN DIVISION TESTING OF1
GL Number: 603220000
Location: 000 0 = ALL LOCATIONS
Category Number: 07 CREDIT CARDS
Category Calculated on DOLLARS
Credit Account (Y/N)? Y
04/10/23 47
New Features – Separate Credit Card Sales1. Current Year Distributions 9. Print - Activity Report
04/10/23 48
New Features – Track Payouts & Info
1. Equity Deletions - U9MEN9-1
2. Estate Payouts - U9MEN3-7
a. Debenture Bonds
b. Common Stock
c. Preferred Stock
3. Debenture Bond Interest U9MEN6-4
04/10/23 49
V65 & V7
1099’s Purpims & DPAD
• Purpims - Per Unit Retains Paid In Money
• Allows grain payments to members to be used in computing the Section 199 deduction for the cooperative.
• Tax benefit to the cooperative!
04/10/23 50
1099’s - Purpims
• Based on calendar year not fiscal year
• Recorded in Box 3 of 1099-PATR
• Members only
• Calculates from grain checks
• Gross less the following:
• Discounts (TW, FM, Damage, etc )
• Does not deduct drying, storage, hauling, checkoff
• Grain Checks
• Regular Grain Checks – at settlement time
• Deferred Payments – when check is written
• Advances – when check is written
04/10/23 51
1099’s – Purpims u9men4-2. Update 1099-PATR with Grain Payments
U9MEN4 Government/Patron Reporting Menu
Select one of the following:
File Maintenance
1. Add/Change PATR/DIV/INT Tax Information
2. Update 1099-PATR with Grain Payments
3. Print 1099 PATR/DIV/INT Tax Report
1099 Letters to Patrons
4. Add/Change 1099-PATR Letter
5. Print - Combined 1099-PATR, 1099-DIV & 1099-INT Letter
6. Print - 1099-PATR Substitute Letter or Forms
7. Print - 1099-DIV Substitute Letter or Forms
8. Print - 1099-INT Substitute Letter or Forms
1099 Reporting to Government
10. Create - 1099-PATR Govt File
04/10/23 52
1099’s – Purpims Reporting
Queries available:
• U9GRG0AM1• Report of Grain Checks
• U9GRG0AM2• Report of Deferred Payments
04/10/23 53
1099’s – Purpims Reporting - u9grg0am1
04/10/23 54
1099’s – Purpims Reporting - PatronsU5MNEY-2. Purchases Year-To-Date Report Screen
Report Customer's Annual Purchases
Select One of the following: 1. Purchases Year-To-Date 2. Purchases Year-To-Date with 1099 payment amount Selection:
04/10/23 55
1099’s – Purpims Reporting - PatronsU5MNEY-2. Purchases Year-To-Date Report Screen
U5EY560 Customer's Annual Purchases With 1099 Payment Amount AgVantage Software, V7 Year to report ___ Separate page for each customer?(Y/N) Y Select Customers to print, or leave all zeros for all customers.
______ ______ ______ ______ ______ ______
______ ______ ______ ______ ______ ______
______ ______ ______ ______ ______ ______
04/10/23 56
1099’s – Purpims Reporting - PatronsU5MNEY-2. Purchases Year-To-Date Report Screen
04/10/23 57
1099’s – DPAD
Tax deduction for cooperative related to products related to crop production in the USA
Cooperative has option to pass on all, part or none of the tax savings to producers only
Reported in Box 6 of the 1099-PATR
04/10/23 58
1099’s – DPAD
9% of the net profit for years 2010 & after.• Dollar amt distributed to patrons could be based
on 3 different figures
• Amount of 1099
• Grain Dollars or Bushels used in patronage calculation
• Amount of Supply sales
04/10/23 59
1099’s – DPAD
Written notification to producers• Total amount of allocation
• Producers allocation
Download file into Word Document
04/10/23 60
E-AgVantageAccess Patron Information
www.agvantage.com• Products
• eAgVantage
• Test Drive
04/10/23 61
C.D.D. Design Patron Lookup ScreenU9ETM1 PATRON INQUIRY 05/31/11
00:00:00
Patron 000700 Farmer Jill L
Select = Total
1 Equity 173,990.17
__ Common Stock 210.00
__ Preferred Stock 3,500.00
__ Debenture Bonds 150,000.00
----------------
TOTAL 327,700.17
F12-Cancel
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C.D.D. Design Patron Lookup ScreenU9ETM161 PATRON INQUIRY mm/dd/yy
Equity 00:00:00
Patron Number 700 Farmer Jill L Member Status __
Total Local 10,300.00 Total Common Stock 10.00
Total Regional 850.00 Total Preferred Stock
Total Equity 11,150.00 Total Debenture Bonds
1 – Current 2 – History
Division Local Regional Common Stock Union Dues
_1 Q 1 MAIN DIVISION 8500.00 10.00
__ N 1 MAIN DIVISION 700.00 850.0
__ Q 2 BROWNFIELD DIVISION 600.00
__ N 2 BROWNFIELD DIVISION 500.00
F3 – Exit F4 – Prompt F 12 – Cancel F13 – Customer Info
04/10/23 63
C.D.D. Design Patron Lookup ScreenU9ETM161 PATRON INQUIRY mm/dd/yy
Current Equity 00:00:00
Division 1 Main Division
Patron Number 700 Farmer Jill L Member Status __
Div 1 Total Local 9,200.00 Total Common Stock 10.00
Div 1 Total Regional 850.00 Total Preferred Stock
Div 1 Total Equity 10,050.00 Total Debenture Bonds
Year Q/N Local Regional Common Stock Union Dues
2009 Q 5,300.00 10.00
2009 N 700.00 850.00
2010 Q 2,000.00
F3 – Exit F4 – Prompt F12 – Cancel F13 – Customer Info
04/10/23 64
C.D.D. Design Patron Lookup Screen U9ETM161 PATRON INQUIRY mm/dd/yy
Equity 00:00:00
Patron Number 700 Farmer Jill L Member Status __
Total Local 10,300.00 Total Common Stock 10.00
Total Regional 850.00 Total Preferred Stock
Total Equity 11,150.00 Total Debenture Bonds
1 – Current 2 – History
Division Local Regional Common Stock Union Dues
_2 Q 1 MAIN DIVISION 8500.00 10.00
__ N 1 MAIN DIVISION 700.00 850.0
__ Q 2 BROWNFIELD DIVISION 600.00
__ N 2 BROWNFIELD DIVISION 500.00
F3 – Exit F4 – Prompt F 12 – Cancel F13 – Customer Info
04/10/23 65
C.D.D. Design Patron Lookup ScreenPgm Name PATRON INQUIRY mm/dd/yy
Equity History 00:00:00
Patron Number 700 Farmer Jill L
Type Year Q/N Trans Check Check Local Regional Fed. Union
Date No. Amount Amount Amount Tax Dues
Estate 2001 Q 01/02/2010 999912 800.00- 700.00 - 250.00-
Dividend 2001 Q 12/31/2001 7777 300.00 500.00 250.00
Add Equity 1990 Q 12/01/2000 100.00
Delete Equity 1990 Q 12/01/2000 100.00-
Change Equity 1990 Q 12/01/2000 200.00
Change Equity 1990 Q 12/01/2000 400.00-
Comment Line - Equity Correction
Dividend 1980 Q 10/02/1981 66666 500.00 400.00
F3 – Exit F4 – Prompt F12– Cancel F13 – Customer Info F17 – Comment lines
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