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Jimmy Buffett     meetsWarren Buffett
COLLECTORGANIZEBUDGET MONITOR
ORGANIZE   forFEEDBACK
STRUCTURES  to help youCOLLECT IT So that you’llUSE IT
plan   monitorcontrol     replanwith thanks to Allan Savory!
plan       monitorreplan         controlwith thanks to Allan Savory!
Parameters
Responsive
Enough organization at the front  ,  but not too much, to get theappropriate results at the back end
Easy enough to work...
To facilitate timely application ofthe materials (manure spreader   ?)
And maybe a little     fun?
www. lyingrutabagaworks.com      fOrganizational  structure              www.rsfarm.com
summarizeorganize analyzedo it for   YOU
Account  Class  ItemCustomer
Accounts
chart  ofACCOUNTS
organization
you for  not  for thetax man
subaccounts   fordetail
• In rastructure and Land    f• Labor• Machinery and Equipmen  t• Operations (Production)• Overhead• Sales and Marketing
Class
Over-                                   head        CSA       FM       Misc       TotalOrdinary Incom e/Expense       Inco...
Income Tracking - Class• Wholesale –Grown by –Packed by• Farmers Market• CSA (subscription )• Misc (assets, farm supplies ...
Expenses Tracking –                      Class• Seed• Shop          • Wholesale• Harvest and     –Grown by  Pack          ...
areas of the operation          physical locationsdi ferent types of production and f               products    di ferent ...
Items
• Herbs   – Bulk herbs   – Bunched herbs                          Wholesale   – Clamshelled Herbs• Vegetables             ...
Customers
What’ a customer Tracking      s          ?farmers market and CSA sales
Customer: Wedge Food Co-op
Customer: Wedge Food Co-opItem: Veg>Rutabaga
Customer: Wedge Food Co-opItem: Veg>RutabagaAccount: Farming>Wholesale>Veg
Customer: Wedge Food Co-opItem: Veg>RutabagaAccount: Farming>Wholesale>VegClass: Wholesale>Grown by
www. lyingrutabagaworks.com    fCollectionStructure            www.rsfarm.com
collectprocess DO
Collect
Process
All the time, everytime you dosomething financial. What is this  picture A bunch of receipts         ?                     ?
appropriate  coding
My service cross. Needs a picture.THIS SHOULD BE A PICTURE OF        AN ACTUAL SC
EVERY DAY
DO IT
have to do the work aboveYou may as well do the rest.
www. lyingrutabagaworks.com     f Data Entryand Storage             www.rsfarm.com
EVERYWEEK
Setting QuickBooks to autofill –at least make people aware that it           can be done
cGas
s10Shallot
jf Jacobs Farm
7 West Seventh
Automate repetitive tasks
Printable Checks
File by Month
www. lyingrutabagaworks.com    fBudgeting            www.rsfarm.com
Set up the spreadsheet to matchthe chart of accounts for easy cut            and paste
How do you eat an elephant?
Build on worksheets
Build on worksheets
Create an extra “template                        ”        worksheet
Li e Planning f
Planning Sheet – Pigs
Debt Horizons
•Plan the Income•Plan the Profit•THEN Plan Expenses
www. lyingrutabagaworks.com    fMonitoring            www.rsfarm.com
plan       monitorreplan         controlwith thanks to Allan Savory!
Control  Sheet
www. lyingrutabagaworks.com    fThank You!            www.rsfarm.com
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
Collect, Organize, Budget, and Monitor
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Collect, Organize, Budget, and Monitor

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from a presentation at the Southern Sustainable Agriculture Working Group (SSAWG) Conference, January, 2012, in Little Rock, Arkansas

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Collect, Organize, Budget, and Monitor

  1. 1. Jimmy Buffett meetsWarren Buffett
  2. 2. COLLECTORGANIZEBUDGET MONITOR
  3. 3. ORGANIZE forFEEDBACK
  4. 4. STRUCTURES to help youCOLLECT IT So that you’llUSE IT
  5. 5. plan monitorcontrol replanwith thanks to Allan Savory!
  6. 6. plan monitorreplan controlwith thanks to Allan Savory!
  7. 7. Parameters
  8. 8. Responsive
  9. 9. Enough organization at the front , but not too much, to get theappropriate results at the back end
  10. 10. Easy enough to work...
  11. 11. To facilitate timely application ofthe materials (manure spreader ?)
  12. 12. And maybe a little fun?
  13. 13. www. lyingrutabagaworks.com fOrganizational structure www.rsfarm.com
  14. 14. summarizeorganize analyzedo it for YOU
  15. 15. Account Class ItemCustomer
  16. 16. Accounts
  17. 17. chart ofACCOUNTS
  18. 18. organization
  19. 19. you for not for thetax man
  20. 20. subaccounts fordetail
  21. 21. • In rastructure and Land f• Labor• Machinery and Equipmen t• Operations (Production)• Overhead• Sales and Marketing
  22. 22. Class
  23. 23. Over- head CSA FM Misc TotalOrdinary Incom e/Expense Incom e FARMING 0 5,370 23,973 512 29,855 INCOME - NON-SALES 0 0 302 0 302 Total Incom e 11,198 5,370 24,275 15,349 44,995 Expense INFRASTRUCTURE 1,363 0 0 0 0 LABOR 2,685 2,307 2,858 0 5,165 MACHINERY & EQUIPMENT 563 0 0 0 0 OPERATIONS 1,945 339 1,413 0 1,752 OVERHEAD 1,604 0 0 0 0 SALES & PROMOTION 887 2,188 775 0 2,963 Total Expense 8,483 7,368 7,327 8,631 23,326Net Ordinary Incom e 1,875 -1,998 16,949 6,634 21,585
  24. 24. Income Tracking - Class• Wholesale –Grown by –Packed by• Farmers Market• CSA (subscription )• Misc (assets, farm supplies )
  25. 25. Expenses Tracking – Class• Seed• Shop • Wholesale• Harvest and –Grown by Pack –Packed by• Transplant • Farmers Production Market• Agronomy • CSA Misc• Overhead
  26. 26. areas of the operation physical locationsdi ferent types of production and f products di ferent types of markets f ...or a mashup!
  27. 27. Items
  28. 28. • Herbs – Bulk herbs – Bunched herbs Wholesale – Clamshelled Herbs• Vegetables Item List – By crop... – Beets • Green Top Red Beets • Bulk Red Beets • Bulk Gold Beets • Bulk Chioggia Beets – Carrots • Bulk Carrots • Bagged Carrots
  29. 29. Customers
  30. 30. What’ a customer Tracking s ?farmers market and CSA sales
  31. 31. Customer: Wedge Food Co-op
  32. 32. Customer: Wedge Food Co-opItem: Veg>Rutabaga
  33. 33. Customer: Wedge Food Co-opItem: Veg>RutabagaAccount: Farming>Wholesale>Veg
  34. 34. Customer: Wedge Food Co-opItem: Veg>RutabagaAccount: Farming>Wholesale>VegClass: Wholesale>Grown by
  35. 35. www. lyingrutabagaworks.com fCollectionStructure www.rsfarm.com
  36. 36. collectprocess DO
  37. 37. Collect
  38. 38. Process
  39. 39. All the time, everytime you dosomething financial. What is this picture A bunch of receipts ? ?
  40. 40. appropriate coding
  41. 41. My service cross. Needs a picture.THIS SHOULD BE A PICTURE OF AN ACTUAL SC
  42. 42. EVERY DAY
  43. 43. DO IT
  44. 44. have to do the work aboveYou may as well do the rest.
  45. 45. www. lyingrutabagaworks.com f Data Entryand Storage www.rsfarm.com
  46. 46. EVERYWEEK
  47. 47. Setting QuickBooks to autofill –at least make people aware that it can be done
  48. 48. cGas
  49. 49. s10Shallot
  50. 50. jf Jacobs Farm
  51. 51. 7 West Seventh
  52. 52. Automate repetitive tasks
  53. 53. Printable Checks
  54. 54. File by Month
  55. 55. www. lyingrutabagaworks.com fBudgeting www.rsfarm.com
  56. 56. Set up the spreadsheet to matchthe chart of accounts for easy cut and paste
  57. 57. How do you eat an elephant?
  58. 58. Build on worksheets
  59. 59. Build on worksheets
  60. 60. Create an extra “template ” worksheet
  61. 61. Li e Planning f
  62. 62. Planning Sheet – Pigs
  63. 63. Debt Horizons
  64. 64. •Plan the Income•Plan the Profit•THEN Plan Expenses
  65. 65. www. lyingrutabagaworks.com fMonitoring www.rsfarm.com
  66. 66. plan monitorreplan controlwith thanks to Allan Savory!
  67. 67. Control Sheet
  68. 68. www. lyingrutabagaworks.com fThank You! www.rsfarm.com

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