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Datasets - other info - primary production

Article Objective: To assist users in navigating Active Ledger & Reporting to use the primary production tool to set up and complete primary production jobs. 

Context: Active Ledger provides a full primary production tool that allows you to calculate and record livestock values and quantities. The tool is also able to post automatic journals into the file.   

Please refer to the Glossary for definitions of key terms used in this article.       


Using the primary production tool

Select the relevant dataset, navigate to the Other Info screen and click on the Primary Production tab.    

From this screen, you can see a list of trading accounts. Livestock trading accounts are distinguished from other trading accounts by the presence of a 'truck' icon. It is only these livestock accounts that the tool works for. If you need to create new trading accounts you can do so by clicking on the + New Trading Account button. 

For more information on creating trading accounts, see the knowledge article: Accounts - trading accounts.

Clicking on the relevant trading account will take you to the calculator.

From here you are able to choose the average cost or market value calculation method. 

Then it is simply a matter of entering quantities for each of the relevant line items. For the calculator to work, each line item must have a unique account. For example, you cannot use an account called 'Stock - Cattle' for both 'Killed for Rations' and 'Deaths'. As with all Active Ledger journals, you can create any new accounts required as you go.  

Note: Not only will you need to add a new account for every primary production type required (i.e. sales, opening stock, purchases natural increase, killed for rations, deaths, and closing stock), but also for every separate trading account. This enables Active Ledger to calculate and report on the relevant quantities entered. 

Once the quantity values have been entered, you can easily tell if you are out of balance by a notice at the bottom of the calculator. You are able to double-click on any account to assign the out of balance amount.

Once complete you can choose to save the configuration or post the journal.  

Two journals will also be posted if you select the Post Automated Journal button - one for quantities, and the other for stock. 

Navigate to the Journals tab to view the journals.

Note: If you update the primary production figures, be sure to navigate back to the Primary Production tab and re-post the automated journal so the ledger and calculator aligns. 

Editing the calculator

There are two ways to edit the accounts - you are able to do this before or after saving the configuration or posting the journal.

1. Reallocate the account to a different production cost type

If you have used the wrong production cost type, click on the double arrow to the left of the current cost type. This will bring up a Change to option where you can move the account to a different cost type simply by clicking on the relevant option.

2. Remove the account type allocation

If you need to delete the account, you will need to remove it from the trading account. To do this navigate to the Accounts screen and choose the Primary Production View. In the relevant account select the dropdown menu in the 'Primary Production Account' column and choose Clear Default Trading Account

When you return to the calculator the account will have been deleted and you can choose another or create a new one.

Note: The primary production view is only available for cost of sales accounts. To change any other accounts (e.g. sales) you will need to open and edit the account using the pencil icon.

Generating a livestock report

To create a livestock report in the financial statements, create a new report, and customise the Profit and Loss page. Choose the Separate Trading Accounts option from the 'Display Trading Account Pages' dropdown menu. This will produce a separate page for each trading account and will also display quantities for any livestock accounts. 

Generating a livestock summary report

In addition to generating separate livestock pages, you can also create a livestock summary page in the financial statements. To do this, you must have added a new division, i.e. Farm Income, and have allocated all relevant accounts to that division. For information on how to do this, see the knowledge article: Accounts - divisions.    

Once this is done, create a new report, and add another Profit and Loss page (i.e. you should have two Profit and Loss pages). Here, rename the newly added Profit and Loss to outline that it is a summary of livestock, i.e. Farm Income Summary, by clicking on the pencil icon and changing the name. 

From here, click Click to create custom columns. Click + Add Column and fill out the relevant information.

Once the standard details have been completed, click Filters and select the division you wish to filter by. In this case, we will select 'Farm Income'.

Note: Ensure the 'Display Trading Account Pages' is selected to None.

Once satisfied with your selections, click Generate Report. You will see the trading accounts will be in their respective separate pages, as well as in the summary.

Note: You are able to create the summary to include multiple datasets, much like you are when creating a report. For more information, see the knowledge article: Reporting - creating a report

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