Access your data anytime from anywhere with AgExpert Accounting

Access your data anytime, anywhere, and on any device. With just a few easy clicks using our migration tool, you can bring your data from AgExpert Analyst into AgExpert Accounting, now available to all AgExpert Accounting Premium users. Plus, now you'll be able to easily create paycheques for your employees.

Benefits of migrating your data to AgExpert Accounting.

  • Easy access. Your data will be available to you from any device in any geographical location. This means you can use AgExpert Accounting on your Windows computers as well as on a Mac.
  • No more backups. You no longer have to worry about backing up your data. We'll make sure your data is safe and available when you need it.
  • Auto updates. No more complicated software update installations or activations. All new features are automatically added to the software.

If you are a new user of AgExpert Accounting Premium, a screen will pop up asking if you’d like to migrate your data from AgExpert Analyst or if you would like to start fresh.

If you choose Starting Fresh and then change your mind, click the  icon in the top right-hand corner of the screen and select My Subscription. Then download the migration tool.

Call one of our knowledgeable support staff at 1-800-667-7893 to help decide if a move to the cloud is right for you.


Six ways to file your GST return made simple

Let’s simplify all the ways to file your GST/HST return. There are numerous ways to get this done, but it’s up to you to decide which way works best for you and your business.

First, you’ll need a registered GST/HST account. If you don’t have one, you can simply register online

Here are six ways to file your return:

  1. My Business Account

    Register or sign in to My Business Account. Use the sign-in partner or your CRA user ID and password. The sign-in partner does not require a CRA user ID or password.


  2. Netfile

    AgExpert Accounting software makes using GST/HST Netfile even simpler by creating your GST or HST report. Once you’ve created your report in AgExpert, click Submit Netfile.From the Netfile page, click on Ready to file. This will bring you to a screen with a short explanation of what to do. Select Continue to begin your return.

  3. Electronic Data Interchange (EDI)

    Filing your GST/HST using an EDI allows you to transfer your return information to a participating Canadian financial institution. They will convert the information into an electronic return and send it to CRA. If there is an amount owed to you it will be deposited directly into your account. If there is an amount owed, it can be paid through the same financial institution.

  4. GST/HST Telefile

    The GST/HST Telefile is a fast and free method of filing your GST/HST return. CRA recommends four steps before you use Telefile. When you're ready, call 1-800-959-2038 and follow the instructions. Once you have completed the Telefile you will be given a 6-digit confirmation number.

  5. GST/HST Internet File Transfer

    The internet file transfer allows you to file your GST/HST return directly to CRA using an accounting software. Click Ready to file, then read through the information and click Continue. This brings you to a page where you can attach your file.

  6. Paper filing

    If you are not required to electronically file your GST/HST return, you may be eligible to file a paper return by mail or in-person at a participating financial institution. Not all returns can be filed in-person at a participating financial institution. If you are claiming a return, filing a return of zero, or if you are offsetting the amount owing with a rebate or refund, you cannot file your return in-person.



The International Day of Families

Helping customers solve a problem or learn something new over the phone are the favourite parts of our day at AgExpert. We know that we’re talking to producers, farm managers or CEOs, but we also know that often those people are running a family business. Being able to give your family the tools and know-how to succeed is something we take very seriously.

May 15 is the International Day of Families. So we thought, what better time to celebrate families running family businesses? The AgExpert team has always thought of our customers as family. And like family, we are here when you need us. There are many ways you can reach out to AgExpert: our blogs, email, our online community or other social network formats, and of course telephone support.  Whichever way you reach out, our job is help you get your job done.

 If you have a question about the software, or even a curiosity, give our support line a call at 1-800-667-7893, or send us an email at Oh, and take some time today to celebrate the spirit of family and community!

The AgExpert Team


Entering year-end adjustments




Your accountant has given you a list of general journal entries for your year-end adjustment. What now?

You may come across a few obstacles while entering these adjustments and we will go over the items you may encounter and how to avoid or correct them.

What are these year-end adjustments and why do I need to enter them?

Your accountant may enter your year-end adjustment for you, but not always. Many accountants will give you a list of general journal entries to adjust your accounts. These adjustments ensure your entries throughout the year fall into the correct categories and if you missed some entries along the way they are captured for year end.

Here are some tips on how to enter these adjustments: Entering Year End Adjusting Entries

Here are a few error codes you may encounter: 

1.  Error code: posting to non-postable accounts

There are multiple types of accounts in AgExpert. Some accounts can be posted to and some can't. For example, primary, header and total accounts cannot be posted to, and if you try to post an entry to one of these in the general journal entry screen you may get this error code when trying to record:


To correct this error, make sure the accounts you’ve listed and are trying to post to are either a detail account or subaccount. This error is often seen with inventory, income, and expense accounts; therefore, those would be a good area to start checking to make sure you aren't posting to a non-postable account.


2.  Error code:  dividing date error

This error message will come up if you have a dividing date and are trying to post a general journal entry before that dividing date. To remove the dividing date: go to File -> Undo Accountant's copy.  Then you will be able to continue posting your transaction for the date you selected.



3.  Zero quantity balance error

This error will come up if you are debiting an inventory account that has a zero quantity balance. If there is a dollar balance, there needs to be a quantity balance. You can either put in the amount of inventory you have, or if you aren't tracking your quantities in AgExpert Analyst, you can put in 1 and then the software will let you record the transaction.



4. Negative quantity with positive dollar amount error 

This error will come up if you have, for example, credited an inventory account while increasing the quantity. This doesn’t work because by crediting the account you are decreasing the dollar value of the account and cannot also increase the quantity at the same time. If this error comes up, then you will need to take a closer look at the quantity values you have entered.



Year-end inventory adjustments can be frustrating, here is a link to a tip that might help you out in the future:

Adjusting Year End Inventory

Make sure your debits and credits balance so the software can record the transaction. The sum of the entire credits column must equal the sum of the entire debits column.

A few more hints and tricks when posting general journal entries:

Your accountant may have listed the account 1200 (Accounts Receivables) or 2100 (Accounts Payables) to adjust through the general journal. Although, it is best to adjust these entries through the transaction screen instead of through the General journal entry screen. If you adjust these accounts through the General Journal, they will not affect the corresponding supplier or customer.

The same thing goes for if you try and make a general journal to any capital assets. If your accountant makes an adjustment of an increase, or tries to decrease your capital assets, then you will need to know which capital asset requires the adjustment. Adjustments made on capital assets need to be done either in the setup of your capital assets or a full edit on the original transaction of the sale, or purchase, of the capital asset. You will get a warning message if trying to post a general journal affecting any of your capital assets:


While you cannot make changes to capital assets, your accountant may give you entries to record the depreciation of your capital assets. This would involve crediting one or more accumulated depreciation accounts and debiting the depreciation expense account. The default depreciation expense account is 5810.

Lastly, your accountant may give you an account to post to and you don’t have that account listed in your chart of accounts. You can either choose an account you do have that matches or create a new account on the spot.


















How to record income tax refunds

It’s tax season. Some lucky ones may receive a tax refund, while others will be making a payment to the CRA. Either way, you’ll want to enter this information into AgExpert Analyst, and entries will be different depending on your business structure and whether you‘re receiving from or owing to the CRA. This month’s blog will help you do these entries.

As a sole proprietorship or partnership

If there’s an amount owing to CRA, the account used should be the Income tax (paid) account, which can be found under the Personal Draw (PD) type.


If the CRA is refunding an amount to you, the account used should be Income Tax (refund), which can be found under the Personal Advance (PA) type.


As a corporation

Corporate tax payments are recorded as a liability payment (Type D-). They should be posted to the Corporate Income Tax Payable account.


Corporate tax refunds are recorded as a liability addition (Type D+). They should be posted to the Corporate Income Tax Payable account.




How to reconcile company and personal accounts in AgExpert Analyst

What happens when you use the corporate card for a personal expense? Or you use your personal card to purchase for your business? Here’s how to set up and reconcile your accounts, whether you’re a Sole Proprietor, Partnership or Corporation.


If you’re a Sole Proprietorship or Partnership

Using business funds for a personal purchase? That’s recorded as Personal Drawings, which are listed under the Equity tab in your Chart of Accounts. For example: using the company credit card to purchase groceries.


Your personal funds deposited into the business account or spent on business items are recorded as personal advances, listed under the Equity tab in your Chart of Accounts. For example: a personal deposit to the farm chequing account. Personal funds are used for business purchases.


If you’re a Partnership or Sole Proprietor and don’t have Personal Drawings or Personal Advance accounts, follow these steps:

  1. Go to the Setup menu and Chart of Accounts.

  2. Click on the Equity tab.
  3. Find a number that’s not already in use and click Add.
  4. You’ll want to add a primary account first and select the account type Personal Drawing. The account description should also be Personal Drawing.
  5. You can now add sub accounts under the Personal Drawings account. Select Personal Drawings and click Add.

  6. Repeat steps 1 through 5 for Personal Advance accounts.


If you’re a Corporation

Business funds you take out or spend on personal items are recorded as shareholder drawings. This account is located under the Liability tab in your chart of accounts. You could also post to a loan payment (L- line) in the appropriate shareholder’s loan account. For example: using a company card to pay for your kids’ cellphone bills.



Personal funds you spend on business items or deposit into the business account are posted as a loan addition (L+ line) to the shareholder’s loan account. This account is in the liability section of your chart of accounts. For example: buying tools for your business on your personal credit card.


If you’re a Corporation and don’t have a shareholder’s loan account, follow these steps:

  1. Go to the Setup menu and Chart of Accounts.

  2. Go to the Liability tab.
  3. Find a number that’s not already in use, click Add.
  4. The account class will be Detail. Click on Create Account. Choose Loan as the Account type, add the description (Shareholder’s loan) and save.




The Cloud and My Data

What is the Cloud? In simple terms, the cloud or cloud computing is a form of storing and accessing data through the internet instead of your computer’s hard drive. A good example of this would be your online banking app, which connects you to a secure network where your banking information is stored. Considering the January release of AgExpert Accounting, we thought a blog that talks about how FCC has addressed some of your concerns is timely.

Is my data secure?

For your protection, we require that you log in to secure your connection to our website. Once you have successfully logged in, look for the padlock symbol in the address bar to confirm that your connection is secure:    

Windows 10 includes a top-notch anti-virus and firewall that is working to protect your computer from intruders. If you are not using a Windows 10 computer, we recommend installing a personal firewall as well as anti-virus protection software. Visit FCC’s website for more tips on how to protect your computer

Who can access or use my data?

FCC AgExpert is certified AgData Transparent. AgData Transparent is a non-profit organization out of the U.S. formed to safeguard the privacy and security of your agricultural data in the cloud. FCC AgExpert is the first Canadian company to obtain their seal of approval. You can find out more about the process to become Ag Data Transparent by visiting their website.

You are the owner of your data. FCC will not share your agricultural data without your consent or sell your data to any third party.

You may share your data with specified advisors such as your agronomist, accountant or crop consultant. These advisors must receive an invitation from you in order to access your data and must also have an account in order to access your information. You may stop sharing your data at any time by revoking their permission. If you share your data with a third party, your use is subject to that third parties’ policies and contract terms.

What are the benefits of storing my data in the cloud?

  • No more backups! We’ll make sure that your data is safe and available to you when you need it.
  • No more being tied to the office! Access your data anywhere, any time, from any device.
  • No more complicated software update installation. 

If you have questions we didn’t answer here, call our FCC AgExpert support team at 1-800-667-7893.




Why offer additional benefits to your employees? Farmers that decide to offer additional benefits such as dental and vision benefits, retirement savings plans, or health and disability insurance are more likely to attract new workers and retain current employees. There are countless types of benefits you could offer your employees, but we will only talk about a few today.

Why offer vision and dental benefits to your employees?

Offering vision and dental benefits is not mandated but these types of benefits have a great value-add to your employees. There is flexibility when offering these types of benefits; you can choose the coverage, whom it will cover and the rate you are wanting to cover. Types of coverage include:

  1. Full Coverage
  2. Minor Coverage
  3. Basic coverage

You can select one of the following when deciding who you will offer the benefit to:

  1. Employee
  2. Employee and their spouse
  3. Employee and their dependents

Covering your employees and their dependents can have a great impact, as most children require regular dental and vision checkups, they would be able to utilize their benefits to the fullest.

It will be up to the employer to decide if they want to cover a percentage of the premium rate, or a flat rate off the employee’s paycheque per pay period.


Insurance can be a scary word for some but can be very beneficial to your operation. The benefits of offering insurance such as basic life, drug or disability can ease your employees’ minds. They know that if they were to ever be injured while on the job, they wouldn’t have to stress about money. If something were to happen to them, their family would be taken care of.

It is up to the employer to decide what types of insurance they would like to offer. Types of insurance include but are not limited to:

  • Health insurance
    - Single
    - Family
  • Disability insurance
  • Prescription drug coverage

Savings Plans

Canadian Pension plan

The CPP is a pension plan that provides contributors and their families with a partial replacement of their earnings in case of retirement, disability, or death. 4.95% of an employee’s income is deducted from their paycheque and is matched fully by the employer for a total contribution of 9.9% of total income. *This will be changing as of January 1, 2019, to 5.1% and increasing every year for the next several years. Quebec is the only province to have opted out of the CPP, and instead has the Quebec Pension plan. The QPP is almost identical to the CPP, except that the contribution rate is higher at 10.8%. 

Contributors are eligible to receive the full pension at age 65, or they can choose to receive it as early as age 60 with a reduction, or as late as 70 with an increase. Employees can choose to continue working while receiving their pension until the age of 70. The AgExpert Analyst Software deducts the CPP contributions from a paycheque automatically as part of the payroll process. The total of both these deductions is what’s sent to the Canada Revenue Agency.

It should be noted that the AgExpert Analyst software is currently unable to automatically determine whether an employee is eligible for CPP contributions based on their date of birth. Employees under the age of 18 and employees collecting CPP payments do not make CPP contributions.

Private Pension Plan

Employers can choose to supplement the CPP by setting up a private pension plan for their employees. This is like CPP, in that the employer usually matches the employee contributions either fully or partially. There are two types of pension plans, defined benefit plans and defined contribution. In the defined benefit plans, the pension payments to the employees are fixed amount that does not change no matter what. In the defined contribution model, the pension payments can vary depending on the market performance of the fund.

Essentially, in a defined contribution plan, the employee takes on market risk, while in a defined benefit plan, the employer assumes the risk as they will have to pay out the pension and payments no matter how the fund is performing in the market. Another option can be a group RRSP which is similar to a pension plan. 

For step-by-step instructions about how to setup new benefits or pay types for your employees in AgExpert, visit our online community. You can also visit the CRA website.



Choose how you'd like to contact us

Pick up the phone
If you like to call with questions, you may have noticed that our phone systems have changed. You don’t have to leave a voicemail and wait patiently for someone to call you back. Now you can hold for the next available support analyst or request an automatic callback. This means that you keep your place in line and your call is returned in the order it was received. You can even schedule your callback request for a specific block of time to ensure that we’re calling back when it’s convenient for you. Give us a call at 1-800-667-7893. 

Of course, you don’t always have to call
We want to make sure things are convenient for you. When you don’t require an immediate answer over the phone, you have options:

  • Have a quick question during business hours? Use our Click-to-Chat tool. It’s easy to use and allows us to connect to your screen and see what you’re working on when it’s necessary.
  • Have a complex problem? We can give you detailed written instructions. Just email your question to
  • Want to hear from others who use AgExpert software? You can crowd-source answers to questions any time with our Online Community Discussion Boards. You can post questions there and get notified by email when someone replies. We often respond to the posts, and you might get a reply from AgExpert Analyst Certified Advisors, Field Manager PRO Consultants and other industry professionals as well. This space is for users to help each other – there’s no substitute for real-world experience. 

Feel free to tweet!
If your mobile device and social media apps are your jam, we’re happy to announce that you can now contact us on Twitter! Direct Message us using @FCCAgExpert and we’ll get back to you with the answer to your question.



.NET Framework 4.7.2 update

You may have noticed that when you are trying to install AgExpert Analyst 2018-03 or Field Manager PRO/360 2019-01 you receive a pop-up message asking you to install a 4.7.2 .NET Framework update. This is not a virus! It is simply a security update developed by Windows that we now require to be installed before downloading the updated version of AgExpert Analyst.

.NET Framework 4.7.2 can be installed on the following versions of Windows only. If you have an older version of Windows it is recommended to upgrade as soon as you can.

  • Windows 10 Creators Update
  • Windows 10 Fall Creators Update
  • Windows 10 Anniversary Update
  • Windows 8.1
  • Windows 7 SP1

If you are unsure what version of Windows you have on your computer follow these steps:

  1. Press the Windows key on your keyboard and the letter R at the same time. This will launch the Run window.
  2. Type Winver and click OK. 


Windows 8 or newer: 

  1. Click on the Windows Start buttin
  2. Type About your PC in the search box and select About your PC.  

Windows 7 or earlier: 

  1. Right-click on My Computer on your desktop or from the Start menu. 
  2. Select Properties

You may also be able to determine what version of windows you are using based on the style of the Home button. 

  • Windows 10 

  • Windows 8.1

  • Windows 7 

  • Windows Vista

  • Windows XP

To check for windows updates on Windows 10, 8.1 and 8 follow these steps:

  1. Go to your computer settings. You can find your settings by searching “settings” in your search bar.
  2. Select Update & Security

  3. Select Check for updates in the grey box. 

  4. Your computer will then check for new updates. 

It is important that your Windows is always up to date. Often when you turn off your computer these updates are automatic but sometimes these updates will fail which is why it is always good to check that you are up to date.

For Windows 7: 

  1. Click on the start menu and then Control Panel.
  2. Select System and Security. 
  3. Select Windows Update. 
  4. Check for updated by clicking on the “Check for updates” button.

If you do not have access to the internet on the computer in which AgExpert Analyst is installed, you can download it onto a USB stick from a computer that is connected using the offline installer. You can then transfer the update onto the desired computer.

To Save the offline installer to a USB stick follow these steps:

  1. Select one of the download links, for either Windows RT 8.1 or all Windows operating systems except Windows RT 8.1.

  2. Click on the down arrow beside Save and select Save as. 
  3. You will now find your USB stick and click Save. Take the USB stick out and plug it into the computer without internet access. 
  4. Open your USB stick ad find the .exe file and double click on it to begin the download. Once the download is complete you can install AgExpert Analyst 2018-03.





What is a Record of Employment, and when should I give one to my employees?

A Record of Employment (ROE) is the form used to report insurable earnings and hours to Service Canada after an employee has been terminated or placed on leave. Take farm hands who only work for part of the year such as during harvest, for example. When their work is completed they probably won’t return till next harvest season; in cases like these this employee would require a ROE. AgExpert Analyst lets you print the information needed to complete ROEs for the government and your employees. (The report created in AgExpert Analyst should not be submitted directly to Canada Revenue Agency.)

If you issue ROEs by paper, they must be issued within five days of the first day of an interruption of earnings. You will give Part 1 to your employee (typically the white copy), Part 2 to Service Canada (blue copy), and keep Part 3 for your records (yellow copy). If a ROE is issued electronically, and the pay period is monthly or 13 pay periods per year, you must issue the ROE by the earlier of 5 days after the end of the pay period or 15 calendar days after the first day of an interruption of earnings.

Whether your ROE is issued by paper or electronically, it is very important that all related payroll records be stored for six to seven years.

If you choose to issue your ROE electronically you can do so using the ROE Web on the Service Canada website.

  1. Sign in or register for ROE Web online before beginning. You can either select a sign-in partner or a GCKey. 

  2. Select your sign-in partner or GCKey and log in using your existing login number or user ID and password. Once that is complete, you will have to agree to the terms and conditions. Scroll down to the bottom of the page and select I Agree.
  3. If you are a new user to ROE Web, select Option 1. If you are a returning user, select Option 2.

  4. Enter all necessary information to create your profile.

  5. Once your registration is complete, you will receive a reference number via email. It is very important to keep this number in a safe location as you will need it to confirm your identity as a ROE Web user.

  6. You will then have the option to register a new organization, replace the primary officer of an existing organization or become the representative of a registered organization.
  7. After choosing one of the three options, you will have to fill out the blanks of your Record of Employment. On the Government of Canada website you can find block by block instructions that will provide descriptions and details on each block of the ROE form.

Let's Talk About Mental Health 

This month’s AgExpert post is a little different. Instead of focusing on spreadsheets and ratios, we’re turning our attention to the people side of agriculture – to everyone who loves this business as much as we do.


This unpredictable, amazing industry

Here’s a rhetorical question for you: Have you ever noticed how volatile and complex agriculture is? It’s so unpredictable. The difference between profit and loss can depend on the smallest of factors – a little rain, a ripple in trade, a slight increase in cost. It’s especially hard when the factors are out of your control, yet the decisions still fall to you. It feels like make-or-break time.


A commitment to all producers

Hard work, resilience, strength and a sense of community have always been the hallmarks of life on the farm, but there are also times when producers feel frustrated and anxious. We’ve seen the scenario play out. We know it sometimes results in the worst possible outcome. That’s why we’re determined to help end the stigma of speaking out.


Talk more. Ask more. Listen more.

You may recall that in June we announced our partnership with Do More Agriculture. This foundation champions the mental well-being of Canadian producers and is working to help all producers feel encouraged, supported and empowered. Its founders are spotlighting a discussion that has been in the shadows for far too long. Their proposal is simple – talk, ask, listen – and reminds us we don’t have to go it alone.


Take action now

So, if you’re reading this and thinking, “That sounds like my neighbour,” or “I’m feeling some of those things,” please act now. Connect to the Do More Ag site for a list of people whose job it is to help, on the phone or by email. If you or someone you love is feeling stressed, angry, hopeless or isolated and is struggling, don’t ignore it. Talk about it. Suggest a visit for coffee, or even a trip to the local clinic. And if you sense there’s immediate risk, go to an emergency room or call 911.


Please, reach out when you need to and listen to others when you can. Let’s all take care of each other.



Meet Your Support Team!

It’s tradeshow season! (Actually, it’s always tradeshow season.) But we’re excited to be able to meet with you face-to-face whenever we can.

Let’s make progress together from June 20-22

This month, you can visit us at Canada’s Farm Progress Show in Regina. We’ll be answering your questions from 9 a.m. – 5 p.m. every day of the show. You can also get a demo of AgExpert Field, the new farm management software that’s seriously easy to use.

AgExpert Booth

Eventplex Hall 7, south side

Let’s talk soon

If you can’t make it to this show, look for the AgExpert Booth at other shows throughout the country all year long. We’re always happy to see you.


How do you pay employees for statutory holidays?

As an employer, figuring out how to pay your employees for statutory holidays can seem like a tall order. Who’s eligible? How much they are entitled to? The payroll module in AgExpert Analyst handles the bulk of your payroll calculations, but stat pay will require some manual work. Here’s a quick guide for you:


Know the rules for your province

In most provinces, producers are exempt from paying stat pay. In exempt provinces, producers may still choose to pay stat pay. If you're unsure what your obligations are, check with your accountant or call your local labour standards branch.

British Columbia – 1-800-663-3316
Alberta – 1-877-427-3731
Saskatchewan – 1-800-667-1783
Manitoba – 1-800-821-4307
Ontario – 1-800-531-5551
Quebec – 1-844-838-0808
Newfoundland and Labrador – (page 14 ) 1-877-563-1063
Prince Edward Island – 1-800-333-4362  
Nova Scotia – 1-888-315-0110
New Brunswick – 1-888-452-2687
Yukon – 1-867-667-5944 
Northwest Territories – Check out page 21 of the Employment Standards FAQ PDF 1-888-700-5707 
Nunavut – 1-877-806-8402 


Here’s an example of how to calculate stat pay in Saskatchewan

Let’s say John Doe makes $1,375.20/week. He is paid monthly and a stat holiday falls within the current pay period. To calculate John’s stat pay, we’ll use this calculation:

Regular wages: $1,375.20 x 4 weeks = $5,500.80
Stat pay = Total earning divided by the number of days worked

Full-time employees work 5 days every week.
$5,500.80 divided by 20 = $275.04

Essentially, we’re figuring out his average daily wage, or if you prefer, his average daily hours.


How to setup stat pay in AgExpert Analyst

  1. First, go to the Payroll menu and select Setup. In the payroll setup screen, click on Pay Types. Select Add and enter the information for Stat Pay. Save your changes. 

  2. Now you’ll add the stat pay to your employee. Go to Employees/ROE, highlight your employee and click Edit. 

  3. Next, select the Pay Types, Benefits and Deductions tab. Click on the binoculars to the left of Pay types and select Stat Pay. If your employees are paid hourly, type in the average hours on the stat pay line. If they have a salary, leave it at zero. Save your changes. 

  4. To pay your employees stat pay, go to the Payroll menu and Create Paycheques. Enter the payroll information as usual. When paying stat pay, enter the average hours worked and the rate at which they’re paid. 



Is your inventory set up properly?

Tracking your inventory is important. And if you're tracking for AgriStability, so is the way that you set up your inventory accounts. But don't be intimidated. We'll take it step by step to make it simple.

Manage your details with AgExpert Analyst

When you created your data file, you chose which commodities to have. Fast forward a few years. Now let’s say you’ve decided to start growing peas as well. How are you going to add peas to your inventory? Just follow these steps:

  1. First, add the inventory account. Go to the Setup menu and select Chart of Accounts. Under the asset tab, scroll until you find your Pulse inventory. Highlight the Pulse Inventory account (Primary account) and click the Add button.

  2. Create a sub account for the variety of peas that you want to plant. The account class will be Sub Account and select Create Account. Select Yes to the pop-up that appears. Make sure to select the Unit label, Inventory adjustment account and the AgriStability commodity type.

  3. Now you’ll add the income and expense accounts and link them both to our inventory account. Let’s start with the income account.

    Click on the Income tab and go to the Pulse sales header account. Add a Primary account called Pea Sales.

  4. Using the same account number as your primary account (4121), add a sub account for Peas – yellow sales. Click on the blue book beside Inventory account to select our Peas – yellow account.

  5. Moving to the expense tab, add Pea seed purchases as a primary account and Peas – yellow as a sub account.

Now that you know how to set up your inventory, whether you use it to track detailed inventory for AgriStability or to keep track of your inventory. At year-end you can be confident that your data is correct.

AgExpert Analyst Tips

  • Make sure that when creating accounts all fields are filled in.
  • If you are unsure of what AgriStability codes to use, ask your accountant or check online.
  • An easy way to link your income/expense accounts to your inventory accounts use the Setup Inventory Accounts window, which you’ll find in the Inventory menu, then choose inventory setup.



Are you ready for your financial year-end?

The Canada Revenue Agency deadline for filing your income tax is April 30, which is right around the corner. Make your life – and your accountant’s – easier with AgExpert Analyst, and make sure you’re ready to file.

Go at your own pace

You can move into the new year when you’re ready. AgExpert Analyst has a perpetual database system and no actual Year-End button. Does your accountant work in AgExpert Analyst at year-end? Easy. Use the Accountant’s Copy feature to send your data to your accountant so that they can work on the old year while you work in the new year. When they’re finished, you can import their changes into your working copy to update your balances appropriately. How do you enter the accountant’s adjustments manually? Also easy. Here are a few things to remember:

  • You can adjust inventory value and quantity, but the math must match. Debits must have positive quantities, credits must have negative quantities.
  • You can adjust value using Debit or Credit and leave the Quantity as zero (new in 2017). This rule is true only if the account is not at zero prior to, or after the adjustment is recorded. (See the next two points).
  • If inventory is currently at zero and you’re debiting to increase inventory, you must put a quantity on that line. You may not know what the correct quantity is, so make your best guess based on what you think the value per unit might be. The logic: you can’t have a positive value if there’s nothing on hand.
  • If zeroing out the inventory, you must zero out the quantity as well. If there are 3 units of inventory valued at $300 and you want to credit (-) the inventory account by $300, then you’ll need enter negative 3 as the quantity on that line.
  • You can only back out what is currently on hand. For example, at year-end, there are 3 units of inventory valued at $300 if you did a bit of work in the new year before sending your books to your accountant and sold 2 of those inventory units so “current” inventory is 1 valued at $100. In that case, you can’t back out $300 at year-end because that would make “current” inventory a negative $200. The easiest solution is to enter $200 worth of inventory on to the account in the new year to give you the room required to remove $300 in the old year.
  • To enter adjustments against AR Customers or A/P Suppliers, use the regular transaction entry window to create a Receivable Charge (1200-00) or Payable Charge (2100-00).

How to: Create your accountant’s copy

  1. Add your next fiscal year so that you can continue working in your books. Go to Setup and Fiscal Years. Click Add Fiscal Year.

  2. Close the Fiscal Years window and go to File and Create Accountant’s Copy.

  3. Set the dividing date as the last day of your fiscal year. You can view anything before the dividing date, but cannot edit. Your accountant will have access to everything before that dividing date to work on your year-end. You can continue your books after the dividing and your accountant can view the data but cannot make any changes. 

  4. Select the save location for your Accountant’s Copy. Click on the yellow folder in step 3. Save it to the desktop so that it’s easy to attach to an email. You’ll either see “this PC” or “computer.” Click whichever one you see, then click on Desktop and Data. Click OK and save.

  5. You'll see this icon on your desktop with the extension .agacctransfer to send to your accountant.

Year-End tips in AgExpert Analyst

  • If year-end has your head spinning, check out this handy list of 9 tasks to wrap up your fiscal year.
  • A file with the extension .agacctransfer goes to your accountant. The file extension .agextransfer comes back from your accountant once the entries are complete.
  • Top Tip 1 Do not undo the Accountant’s Copy. If it’s undone, you won’t be able to import the data your accountant sends back to you.
  • If your accountant doesn’t have AgExpert Analyst, you can print or export the required reports.
  • Top Tip 2 Always add your next fiscal year before creating the Accountant’s Copy.


It's very practical... AgExpert Field 02/22/2018


The easy way to manage your farm

AgExpert Field is now available. Track your records, and get the details you need to make the best business decisions. AgExpert Field is web-based software, which means your records are secure. You choose who can access them.


What does it look like?

  • It’s seriously easy to use.
  • AgExpert Field lets you enter and access your info any time, anywhere.
  • Analyze your data, plan your strategy, then track your performance.   
  • Easily share your information with the people you choose.

Premium users can migrate their data from Field Manager PRO to AgExpert Field. Watch the video below for a how-to.


Practically speaking

Let’s look at how to sign-up for AgExpert Field.

  1. Visit Sign up for a new account. If you’re a current Field Manager PRO Mobile user, your username and password won’t be recognized, so you’ll sign up for a new account too.

  2. Enter your information. Click Create.

  3. You’ll receive an email to confirm and activate your account. Once you click Confirm, you’ll return to the AgExpert Field sign-in page.
  4. Once you sign in, you’ll see a message saying that your account has been confirmed. Click Continue.

  5. Enter your business or farm name and your phone number. If you’re a current Field Manager PRO user, you can migrate your data into AgExpert Field. You will only receive this message once.
  6. Once you click Save, you’ll be asked if you want a tutorial of how to start using AgExpert Field. If so, click Add a field. If not, select Exit tutorial.

Best practices


  • As with any new software, AgExpert Field may have a few bugs. If you notice an error, call our Support Team at 1-800-667-7893. Please mention what error message you received and we’ll clean it up as soon as possible.
  • Get the latest news about AgExpert Field on our Online Community.
  • You can try the Basic version for free, or upgrade to Premium for additional features and support.
  • Top Tip If you have a current service plan for Field Manager PRO or AgExpert Analyst, you’ll automatically receive Premium access for your first year. Make sure to sign up with the email address you have already registered with us.
  • Have a suggestion about what you’d like to see in AgExpert Field? Visit and let us know.






It's very practical... Accrued Interest

There have been some changes made to the look of FCC Statements. The major change that has been made to the crop input transaction statement is that the statement will no longer show the monthly accrued interest for each individual month. You will now see the cumulative balance of your accrued interest each month. Some concern may arise from these changes and this blog is here to help answer any questions you might have.

What does it look like?

  • The accrued interest on your crop input transaction statement will now show as a cumulative balance at the end of the statement period.
  • To determine the accrued interest for one month you will need that month’s statement and the statement of the month prior.
  • The cross-over from the old statement format to the new statement format will be a different, one-time, calculation.

Practically speaking

Let’s look at how to enter your transactions into AgExpert Analyst.

  1. The accrued interest from the old format to the new format will be calculated by subtracting the September accrued interest from the August accrued interest.

  2. The new format now shows the total cumulative accrued interest instead of what your accrued interest is for each individual month. To calculate the monthly accrued interest for October you will need both September’s statement and October’s.

  3. Pay accrued interest on your crop input loan.
  4. Annually, you will receive a loan statement that will show what interest was actually posted to your account that fiscal year.  You will need to do a year end adjusting entry once you receive this statement. Once the adjustment is complete, the ending balance on your loan statement should match the balance on your loan account in AgExpert Analyst.

Best Practices

  • Don’t panic, if you have any questions or need any assistance we are always here to help.
  • Keep your crop input transaction statements organized so that you have everything you need to make the month-to-month calculations.
  • Top Tip - Please refer to  for more information about both the Transaction Statement and the Annual Loan Statement. You can also call the Customer Service Centre at 1-888-522-2555.
  • In reconciling your loan every month, you no longer reconcile against a single loan statement balance. You will now reconcile your accrued interest balance against your accumulated interest FCC input loan payable account and the closing balance to your loan account.

It's very practical... Cash Flow


It’s easy to know how much cash you have on hand today. Just open the banking app on your phone – and there it is. What it won’t do is show you how much cash you’re going to have in the future. The cash flow module in AgExpert Analyst allows you to do just that. When funds are tight, this tool can help you walk that tight rope successfully. Will you have enough on hand in March to make that loan payment? With the cash flow module, you can rest easy knowing that you’ve got it covered.

What does it look like?

A basic cash flow report is easy to create.

  • The Cash Flow module takes your starting cash position, then helps you forecast future inflows and outflows.
  • You can set it up based on numbers that already exist – then tweak the forecast to make it even more accurate.
  • To keep it simple, AgExpert Analyst uses the indirect method for cash flow statements.

Practically Speaking

Let’s look at how to set up cash flow and what you can do.

  1. Projection vs Actual

    Projection allows you to manually manipulate your cash flow. You can edit fields to predict what you
    should expect to be your cash inflows and outflows over a period of time (monthly, quarterly, yearly).

    Actual will show you exactly what you have today based on real life transactions that have been recorded in AgExpert Analyst. When producing an actual cash flow statement, you cannot edit any field.
  2. To set up your projections, collect information about your transactions from previous years. Account for factors that could change each year: price fluctuations, environmental conditions, or inflation. Once you have gathered information from past years, you can begin to complete your monthly projections.
  3. In the Setup menu, ensure that all your listed accounts are linked to cash flow sections. If you don’t like how your accounts are linked, simply highlight the account, and select the cash flow section you want it to report to and click Save.
  4. In the View tab you can decide if you wish to include last year’s numbers and current inventory. Keep in mind that inventory balances are for projection purposes only and will not show on an actual cash flow report. 
  5. The Auto fill option is a way to either automatically fill a row, a column, or the entire worksheet. This option is only available for a projected cash flow because the actual will pull from your transaction entries. We like to start by auto filling the entire worksheet.

Best Practices

  • Don’t confuse budget with cash flow. A budget is aspirational – it’s what you hope is going to happen. Cash flow is reality – it’s the biography of how money moves in and out of your account.
  • Review your cash flow periodically to make sure your projections are on track.
  • Top Tip: To keep your cash flow statement accurate, reconcile your bank regularly.    
  • If cash on hand seems to be particularly high and the funds are not required in the immediate future, it may be appropriate to consider making some short-term investments.





It's very practical... Capital Assets

Keeping good records of your capital assets is important and we recognize that there may be road blocks. You may feel like it takes too much time or maybe that it’s too complicated and you aren’t quite sure how to do it. Some of the reasons why it’s worth the extra effort are:


  • Quickly generate a list of current capital assets for insurance purposes, and maintain a list of historical capital assets as part of your financial records.
  • Calculate and post your capital cost allowance.
  • Calculate depreciation for management reporting using five different methods.
  • Ensure your Net Worth Report is accurate.
  • Automating your capital asset records helps to keep you organized and efficient. 

What does it look like?

Capital assets are tracked in four ways in AgExpert Analyst. 

  1. The Balance Sheet tracks your assets by class and reports the total for each class as well as the accumulated depreciation in separate accounts.
  2. The Capital Asset listing (Setup > Capital Assets) tracks the details of each asset individually.
  3. The CCA/Depreciation module allows you to calculate your capital cost allowance for tax purposes.
  4. The Net Worth report allows you to track the Fair Market Value for each asset over time. 

The info-graphic and story below demonstrate how AgExpert Analyst ties the first three together. 








Let’s walk through a real life example. Jane just bought a new grain bin for $30,000 and enters it into AgExpert Analyst. The program will increase account 1820-00 by $30,000 and record the serial number, purchase date and original cost to her capital asset listing. Also, her CCA Schedule will update to reflect the $30,000 addition and forecast the depreciation using the half-rate rule.




The fourth way, tracking Fair Market Value (FMV), allows you to easily generate an accurate Net Worth report. Check out the video below to learn more about Fair Market Value with Steven Tippe from the FCC Customer Care Team.


Practically Speaking

Let’s walk through a few transactions dealing with capital assets and some scenarios you're likely to encounter.


  1. You finance a new capital asset purchase (tractor) and trade in an old one. You also put a deposit on the purchase at an earlier date. First, we need to enter the deposit.

    Once that's taken care of, we can enter the 2nd payment and take care of the capital asset purchase.

    When you’re entering a C+ line, AgExpert Analyst gives you a supplemental window where you
    can enter the details of the capital asset. (Pro tip: if you accidentally close this window, just          
    click on the  at the end of the C+ row to get the window back.

  2. A hail storm damages your truck so extensively that the insurance company decides to write it off. When you receive the cheque, you enter a deposit (not a withdrawal) into AgExpert Analyst.

  3. You sell a half-share of your potato planter to Jim. Before you can enter the capital asset sale, you need to split your capital asset in two.

    Once you've got the capital asset split, you can then sell off the one you labelled as "1/2 Share."

  4. When building a capital asset, you can place all expenses incurred throughout the project into a work in progress account to convert into a capital asset when the project is complete. This will be recorded with two separate transaction entries.

    (If you know the GST, you can record that as a separate A+ line to the GST Paid account.)

    When Joe’s Contracting issues their final invoice, all that’s left owing is $3,500.

  5. At year-end, the accountant reviews your books and informs you that the tractor you purchased and entered as class 8 should actually be class 10. To enter this into AgExpert Analyst, simply locate the original transaction, click on Full Edit, delete the original C+ line and record a new C+ line to the correct capital asset account.

  6. Record year-end depreciation in the General Journal. You’ll find the numbers you need for this transaction in column 9 of the CCA/Depreciation report.

Best Practices


  • All passenger vehicles are considered Class 10.1 rather than Class 10. This means that the maximum claimable GST on the purchase is $1,500. Any remaining GST should be included in the Original Cost field of the Add Capital Asset window.
  • Top Tip - Every time you add a new fiscal year or you receive your tax package back from the accountant, set the beginning balance for the year in the CCA/Depreciation window.
  • When reviewing your Income and Expense report as you approach year-end, set the Depreciation to either User or Maximum to include a depreciation expense forecast on the report. This will give you an idea of what your real bottom line will look like.
  • Review and set new FMV amounts at least once per year to ensure that your Net Worth statement is relatively current. And it never hurts to update it more frequently too.