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Hmiusermanual

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  • 1. FINANCIAL PLANNING SOFTWARE
  • 2. F1 Screen HMI Financial Planning Software—Getting Started 3
  • 3. Setting up the System The main menu of HMI’s Financial Planning Software contains three user options: Annual Plan, Setups, and Database Maintenance, along with an Exit option. Main Menu HMI Financial Planning Software-Getting Started 4
  • 4. Database Maintenance The Database Maintenance tab allows you to backup and restore your database. You will be able to save changes to your database without using this feature, but you should periodically backup your database (software) so if you do need to restore it later, due to data loss, it will be available to you. Some people backup their software after each use. Database Maintenance The Database Maintenance window contains five buttons with the following options: Backup Database – where you can backup your information Restore Database – where you can restore your data to a previous time if you lose data. Update Indexes – to rebuild indexes if files get corrupted. Download Updates – where you can download an update to the software. Clean Data Files—erases data if not correct or corrupted HMI Financial Planning Software-Getting Started 6
  • 5. Multiple Client Backup If you have multiple clients you are keeping data for, you should create a folder under the HMI folder for each client, just to keep it simple. Then, when you are working on a certain client and need to switch to another client, do a backup of the Data Files only, since this is really all that needs to be backed up. Backup Database -> Select Backup Location -> Data Files Only Then, navigate to the folder you have created for this client, give the zip file a unique name that identifies the client and back it up. THEN…. Restore Database -> Select Location -> Of Data Files Backup Navigate to the next client’s folder and select the zip file to restore. When you get a new client, use the "Clean Data Files" option to Delete ALL Data to start clean with the new client. Setup Menu Financials Menu Begin by clicking on the Financials Menu option, which will take you to the screen shown below. Financials Menu HMI Financial Planning Software—Getting Started 7
  • 6. The Financials Menu contains three tabs with the following options: Bank Accounts – where you enter banking information for all of your bank accounts including bank name, address, and opening balance. Savings Accounts – where you enter information for your savings accounts including custodian and account description Loan Payees – where you record information on institutions that you borrow funds from, including name or payee, and standard contact information. You will enter more information later on these various accounts and can come back and do this at any time. Bank Accounts HMI Financial Planning Software-Getting Started 8
  • 7. Operations Menu Click on Setups and choose the Operations Menu. Operations Menu HMI Financial Planning Software—Getting Started 9
  • 8. Income/Expense Accounts Main Accounts Assets Non-livestock assets can be tracked in this screen. You will give value to the assets later. For now enter them and if there is a bank account that holds that asset. Likewise, if it is a usable asset like diesel or hay, you can track usage by selecting that option. Assets Screen HMI Financial Planning Software-Getting Started 10
  • 9. Enterprises Enterprise Screen Products Product Screen HMI Financial Planning Software—Getting Started 11
  • 10. Stock Classes Stock Class Screen Vendors HMI Financial Planning Software-Getting Started 12
  • 11. Customers HMI Financial Planning Software—Getting Started 13
  • 12. SECTION 2 Entering Data into the Annual Plan Annual Plan Annual Plan Spreadsheet Plan Year Open Annual Plan button AFTER doing the above setups. In the top left corner of the window, you will see the following: Bank Accounts Once you’ve ―Autofilled‖ this form the first time, you will need to select the Bank Accounts Worksheet to ―Autofill‖ the Bank Accounts you entered previously in Setups. Once this is done, you can go to any of the Worksheets. However, a good place to start would be with the Gross Profit Analysis Worksheet and work through some scenarios. From there, you can copy the data over into the Income, Expense and Livestock worksheets. HMI Financial Planning Software—Entering Data 14
  • 13. The key areas of the Annual Plan Spreadsheet area are:  Financials  Income/Expense  Livestock Worksheet  Assets  Bank Accounts Worksheet  Savings Worksheet  Loan Worksheet  Production Worksheet  Gross Profit Analysis  Profit Allocation  Invoicing  Account Setup (same interface as in Setup Menu)  Reports Income/Expense Sheet HMI Financial Planning Software—Entering Data 15
  • 14. Livestock Worksheet 1. Assets – The Assets tab shows Planned and Actual Sales, Planned and Actual Purchases, and Planned and Actual Values for all of your assets. Assets Worksheet HMI Financial Planning Software—Entering Data 16
  • 15. Can set up profit allocation here or as expense items that are Wealth Generating Profit Allocation Worksheet Gross Profit Analysis Screen  Reports – The Reports tab provides quick access to various financial reports and will be discussed in more detail later in the manual. HMI Financial Planning Software—Entering Data 17
  • 16.  Banking Worksheets – The Bank Accts. Worksheet, Savings Worksheet, and Loans Worksheet displays your Planned and Actual Deposits, Savings, and Loan Payments, and offers you the option to add more deposits, savings, and payments, if desired.  Invoicing—To create invoices for customers  Production Worksheet—To track production and inventory of product as well as sales. HMI Financial Planning Software—Entering Data 18
  • 17. Financials Bank Balance Worksheet Bank Balance Worksheet Savings Account Screen HMI Financial Planning Software—Entering Data 19
  • 18. Loans Worksheet Screen To make a payment on the loan, click the month on the spreadsheet you want to enter an actual payment. Then, click on that month in the bottom right corner of the screen. This will bring up a screen with the default amount which you can edit. It also allows you the option of assigning the type of expense it is and to which enterprise the amount should be expensed. HMI Financial Planning Software—Entering Data 20
  • 19. Payment Made on Loan Income Worksheet HMI Financial Planning Software—Entering Data 21
  • 20. Expense Worksheet Livestock Inventory Worksheet HMI Financial Planning Software—Entering Data 22
  • 21. Options on the Inventory Adjustment Screen include the following: Inventory Adjustment Screen (Adjust Counts) 1. Adjust Values – This is where you can adjust your initial livestock values to reflect actual values. If you originally entered a value of $5000 for Bulls in February, and the actual value was $3000, you would enter that information in this screen. Inventory Adjust Values Screen HMI Financial Planning Software—Entering Data 23
  • 22. 2. Birth – Here is where you will enter information on any animals born. You can enter the month the animals were born, along with the planned and actual number of animals. There is also a Female Class and Male Class option available where you can add both planned and actual births. Birth Adjustment Screen 3. Death – Similar to the Birth screen, you’ll have to enter Animal Class, Enterprise to charge, and Planned and Actual Animal Deaths. Inventory Death Screen HMI Financial Planning Software—Entering Data 24
  • 23. 4. Gift Given and Gift Received – These options allow you to enter stock value for any gifts given or received including Stock Class, Estimated, and Actual Value. Inventory Gift Given Screen 5. Purchase – Here is where you can record any stock purchases made throughout the year. You’ll need to enter the purchase month, animal class, enterprise to charge, account to debit, as well as planned number to purchase and actual number purchased. Choose whether your classification is EACH or Per LB. You’ll also need to enter Estimated and Actual Value and what type of expense your purchase should be classified as. Inventory Purchase Screen HMI Financial Planning Software—Entering Data 25
  • 24. 6. Sale – The Sale option is similar to the Purchase option except you will enter enterprise to credit and account to credit. Inventory Sale Screen 7. Transfer – This function allows you to transfer livestock from one class to another. All animals birthed (i.e. Stock classes like calves, lambs, kids, etc) are not given value. They must transfer to a different class (i.e. Heifers, steers, yearlings, wethers, etc.) to be given a value and then sold. Inventory Transfer Screen HMI Financial Planning Software—Entering Data 26
  • 25. Production Sheet (Similar to Livestock Sheet) Production Sheet (Adjust Value) Harvest/Production Worksheet HMI Financial Planning Software—Entering Data 27
  • 26. Usage – This is where you can enter and update information on asset usage. You’ll have to choose your usage month and which asset was used. You can also choose to click on the check box in the track usage field to enable the track usage feature. You’ll also need to choose the enterprise to credit, account to credit, enterprise to debit, and account to debit. Below, you’ll need to enter planned and actual usage along with the value of each. Production Details (Usage) Assets (Similar to Livestock & Production) Adjust Value & Counts, Purchase, Sale, Usage, etc. HMI Financial Planning Software—Entering Data 28
  • 27. Gross Profit Analysis NOTE: Once you transfer these figures to the annual plan, they are time consuming to remove from the plan, so you should only transfer them to the plan when you are sure of the figures and that you want to implement that enterprise. These figures go to income and expense worksheets in the annual plan and that is where you will track your actual totals as well. You can adjust plan figures there as well. GPA Screen HMI Financial Planning Software—Entering Data 29
  • 28. GP Report Save Option GPA Copy to Plan HMI Financial Planning Software—Entering Data 30
  • 29. Profit Allocation Profit Allocation Worksheet Another option for Profit Allocation is to create a main account of Profit in the setup menu. You can then make sub-accounts with various items you may be investing in to address a logjam or weak link. Just be sure if you are including that weak link expense in a gross profit analysis not to also enter it as well in one of your profit allocation areas. You can use the notes field in the profit allocation screen to note your total profit allocation for the year or percentage so you can track your plan versus actual. You can use the Yearly Budget Report by Expense Type to determine what your total profit allocation is from your various investments as you have identified them either as Profit or Wealth Generating. HMI Financial Planning Software—Entering Data 31
  • 30. Profit Account Setup Screen HMI Financial Planning Software—Entering Data 32
  • 31. Yearly Budget by Expense Type Report Screen HMI Financial Planning Software—Entering Data 33
  • 32. Additional Features Load Prior Year Budget If you want to build out your plan from the previous year’s plan, select the current year for planning from the drop down menu on the Annual Plan. Plan Year for Annual Plan Screen Invoicing HMI Financial Planning Software—Entering Data 34
  • 33. Then click the Print Invoice Button and you will see a preview. From there you can actually print the invoice. HMI Financial Planning Software—Entering Data 35
  • 34. Then post the invoice Print Check When you choose the Print Check option you can choose from Current Transactions (planned expenses) or choose a New Transaction. If you select Current Transaction, select the account from the drop down menu in the Expense List. It will list any transactions for that Account. Select the one you want. HMI Financial Planning Software—Entering Data 36
  • 35. If you select a New Transaction, you can note how you want to split the check into various enterprises (i.e. A check to a feed store that is paying for feed for different animals that represent different enterprises. In the scenario below, the check will be for $80.) When you click the Print Check button it takes you to a screen that lets you select the Payee (which must be entered in the Vendor portion of the Setup menu ahead of time), the check HMI Financial Planning Software—Entering Data 37
  • 36. number and the amount and memo item (the data defaults to the current date but can be changed). When you click the Print Check button on this screen, you can choose between immediately printing or previewing. HMI Financial Planning Software—Entering Data 38
  • 37. SECTION 3 Reports Reports Report Screen on Annual Plan HMI Financial Planning Software—Reports 39
  • 38. Enterprise Report Selection Screen Reports available from the Report button on the Annual Plan include the following: Yearly Budget – By Expense Type – This report prints all of your budgeted items as a Profit/Loss for enterprises. It lists expenses by expense type. You can choose to include any or all of your Enterprises in the report. Yearly Budget – Normal – The Yearly Budget-Normal Report displays your budgeted totals by Income & Expense categories. Choose any or all Enterprises to include in the report. Profit & Loss by Enterprise – The Profit/Loss by Enterprise displays your profit & loss totals for each of your Enterprise categories that had activity during the specified time frame. You can choose any or all of the available Enterprises to include in the report. Profit & Loss by Income/Expense – This report lists your planned and actual income and expense by individual account. HMI Financial Planning Software—Entering Data 40
  • 39. Balance Sheet – The Balance Sheet provides a complete listing of your entire total Assets, total Liabilities, and total Net Worth. Prior to running this report it is best if you rebuild your Net Income and Net Worth Data which is accessed through the Report Tab on the Annual Plan. Livestock Worksheet Report Screen HMI Financial Planning Software—Reports 41
  • 40. HMI Financial Planning Software—Entering Data 42

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