AgVantage Software 2011 User Conference Patronage E-Agvantage C.D.D. Karen Tidd 1/11/2014 1.

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


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


• 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

04/10/23 8


• 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


Check Printer

G/L Numbers

04/10/23 10


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

04/10/23 13

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


8. Add/Change Patronage Transfers

• Set up transfer activity

• Transfer between business/family

• More than 1 account

04/10/23 16


9. Add/Change Monthly Gas Tax Rates

• Gas Tax Rates

• Set up items

& rates

04/10/23 17


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

04/10/23 19

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

04/10/23 34

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


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


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


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


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


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

04/10/23 62

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


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


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

04/10/23 66

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AgVantage Software 2011 User Conference Patronage E-Agvantage C.D.D. Karen Tidd 1/11/2014 1.

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