1. KENTUCKY AGRICULTURAL EDUCATION RECORD KEEPING INSTRUCTIONS & EXAMPLES 1. I can accurately record entries regarding a market herd operation. 2. I can accurately record entries regarding a breeding herd operation.

2. As with Financial Beginning Inventory, students can get to the Finances link by clicking on the light green box from the AET homepage.

3. Remember, students can enter any financial entry, including beginning values, transactions, and loans from the Financial Home Page.

4. Remember, the Experience Manager can easily be accessed from this page, which lists all AET Experiences.

5. Also, remember that students can review/edit all financial entries from this screen as well.

6. All beginning values can be accessed/edited from this page.

7. After entering Beginning Values (before Financial entries), those students who have Entrepreneurship SAEs involving animals will need to set up and use the Livestock Managers.

8. To access the Herd Managers, select the appropriate Livestock Manager at the bottom of the Financial Page.

9. USING THE MARKET HERD MANAGER

10. Market Animal A feature to help students setup and manage market animals. Students who purchase or have raised animals that they plan to resell (typically within a year) would use this feature. Market Manager Purchased animals or purposely transferred raised animals that would be classified as current/operating inventory items. This inventory would generally be converted into cash within one year. Ex: steers, bottle calves, show animals

11. Remember, when a student sets up their SAE/AET Experiences (when setting up his/her Profile), they should select the Management Module that is appropriate based on their SAE.

12. Only “Animal System” Experience Categories will allow a student to select a “Management Module.”

13. As a student sets up their “Beginning Values,” any purchased market animals or purchased young breeding animals that the student wishes to utilize as part of a market project should be recorded within that project.

14. Once a student’s SAE has been setup and Beginning Values have been recorded, students can make use the Market Manager.

15. Any Beginning Inventory/Current Inventory item that a student entered as a Beginning Value will automatically be reflected here. The animals will all be shown as a general name. The student will have to edit the name of each animal to accurately reflect the animal’s Tag.

16. The students should type in the accurate tag/name of the Market Animal. The student can also select, “Portfolio” to upload a picture of the animal.

17. After saving, the new Tag/name should now be reflected on the Market Livestock Manager Home Screen.

18. Here students can upload any documents or photos of his/her animal. Any pictures will be available to input into FFA Award Applications.

19. Market Manager Example: Brandon’s Market Manager is shown. All of his cattle are saved under the name, “Market Cattle 1.” To make better management decisions and for easier records, Brandon should edit the name of each animal to accurately reflect his records.

20. Market Manager Example: After Brandon edits the name of each of his Market animals, his Market Manager would automatically reflect that.

21. There are several features within the Market Livestock Manager. Once entries have been entered within the manager, students can review those entries with the “Review Management Entries” and “Review Feed Entries” options.

22. If an animal is no longer part of the herd (dies, sold, transferred, etc.), the animal will show within a gray line. For instance, Brandon has already sold Steer 202 at the Bluegrass Stockyards on August 17, 2013. Therefore, the animal is showing within a gray line.

23. If a student makes a cash purchase that will be utilized for his/her market animals only, that can easily be recorded from this screen.

24. Remember that students also have the option to record any cash expenses from the Finances home screen.

25. If students use the cash expense feature from the Market Manager page, they will be directed to the Cash Expense Transaction page. These expenses will also automatically be reflected within the Financial Transaction List.

26. Certain cash entries will be reflected as “Management Entries” or “Feed Entries” within the Market Manager and can be reviewed to make financial decisions.

27. Market Manager Example: Brandon decided to purchase 250 ml of LA 200 for his market cattle on April 22, 2014 from Mark’s Feed Store. This purchase cost $50.

28. Market Manager Example: Brandon decided to purchase 250 ml of LA 200 for his market cattle on April 22, 2014 from Mark’s Feed Store. This purchase cost $50.

29. Market Manager Example: This transaction is only reflected in the financial transaction list. It would not show up as a management or feed entry within the Market Manager.

30. If a student has a non-cash transaction that will be utilized for his/her market animals only, that can easily be recorded from this screen.

31. Remember, a student can also enter non-cash transactions from the Financial home screen as well.

32. From the Market Manager Non-Cash feature, the student will be directed to the Non-Cash Income/Expense Transaction menu. These expenses will also automatically be reflected within the Financial Transaction List.

33. After the student selects the type of non-cash transaction to be made, they will be directed to the specified Non-Cash Transaction page. Information regarding the transaction should be recorded. All information can be reviewed under the Market Management Module and the Financial Transaction List.

34. Market Manager Example (Non-Cash Entry): Brandon mowed his uncle’s yard on September 7, 2013 in exchange for $25 worth of feed for his Market Cattle project.

35. These non-cash entries will be reflected as either “Management Entries” or “Feed Entries” within the Market Manager that students can review to make financial decisions. Brandon’s non-cash exchange would be a Feed Entry.

36. All feed purchases will be listed. Students can make management decisions based upon the amounts listed from each vendor. The student will have to manually enter the weight of the feed purchase if it was not previously inputted.

37. If a student has a non-current item transaction that will be utilized for his/her market animals only, that can easily be recorded from this screen.

38. Remember, students can also access Non-Current (Capital) items from the Financial home screen.

39. The student will be directed to the specified Non-Current (Capital) Item Manager page. The student can purchase, sell, and designate usage for any Non-Current item. All information can be reviewed under the Market Management Module and Financial Transaction List.

40. If a student purchases a new Market animal, that can easily be recorded from the Market Manager home screen.

41. The student will be directed to the New Expense Transaction page. The student can record the purchase information. All information can be reviewed under the Market Management Module and Financial Transaction List.

42. Market Animal Purchase Example: On April 21 th 2014, Brandon purchases a Calf (206) from Bustle’s Black Angus for his Market Beef Cattle Project. The calf weighed 400 lbs, and Brandon paid $775 for the inventory item.

43. Upon saving, the student will be redirected to the Management Manager home screen. The new purchase will automatically be reflected. The Tag/Name of the animal should be edited for accurate record keeping.

44. Within the Market Manager, students can easily record herd or individual management practices. These features are the same except a “New Herd Entry” will record a Management Operation for all active Market Animals, and an “New Animal Entry” will record a Management Operation for a selected animal.

45. Students can enter Management Operations for an entire herd or individual animals.

46. Students should enter the date of the Management Operation and select the action that occurred.

47. Market Animal Management Operation Example: On May 20 th 2014, Brandon’s local veterinarian came out to look at his herd. The Veterinarian stayed for 2 hours, and Brandon’s Agriculture Teachers were unable to do an SAE visit that day.

48. Upon reviewing Management Entries, students will see all entries they have entered for specific animal and the herd.

49. Students can review specific years, individual animal management operations, and specific types of management operations using the drop down menus. If a student records any outside class hours for a management operation, the entry will automatically be reflected in the Experience Journal.

50. By selecting the abbreviated “Journal” link, the student will be directed to the detailed version of the Journal Entry

51. If a student reviews their Journal entries, this Management Operation entry will also automatically be reflected as well.

52. From the Market Manager home page, students can also reflect a sale of multiple Market Animals.

53. The student will be directed to the Cash Income Transaction page. The student will see all Market Animals listed and can input the information for multiple animals at once to reflect a sale. The sale will be reflected within the Market Manager and the financial transaction list.

54. From the Market Manager home page, students can also record other actions for a Market Animal.

55. To sell a Market Animal, the student would select “Sell.”

56. The student will be directed to the Cash Income Transaction page. Here, the information regarding the individual Market Animal sale can be entered. This entry can be reviewed in the Market Animal Management Manager and the Financial Transaction List.

57. If a Market Animal dies, that loss can be recorded by selecting, “Death Loss.”

58. All information regarding the death can be entered. This loss will be reflected in the Management Module entries, as well as the Financial Transaction List. Remember, if an animal does die, it will be shown as a grey line.

59. To transfer this inventory item to another Market SAE’s inventory, select “Transfer.”

60. All information regarding the transfer should be recorded. The appropriate SAE should be selected to reflect the “purchase” of the inventory item. Again, this option should only be used to transfer the animal to another market project.

61. To record the usage of a Market Animal at home, select, “Use at Home.” For example, your family slaughters a steer for its meat.

62. The student should record the date of the slaughter, the fair market value of the animal, and the weight of the Market Animal. This entry can be reviewed under the Market Management Entries and the Financial Transaction List.

63. To transfer a Market Animal to a Non-Current (Capital) Inventory Item, select “Transfer to Capital.” For instance, a student chooses to keep a purchased show animal to use within their breeding herd.

64. The date, fair market value, weight, and description of the transfer should all be recorded.

65. Market Animal Transfer to Capital Example: On September 3 rd, 2014, Brandon decided to transfer Calf (206) from Market Beef Cattle Project to his Breeding Project. The calf now weighed 715 lbs, and the market value was estimated to be $1189.00

66. Market Animal Transfer to Capital Example: Since Calf 206 was transferred, it will now be displayed as a gray line within the Market Manager.

67. Once you transfer this Market Animal, it will also automatically show up under “Available Capital Assets” within a student’s Breeding Livestock Herd Manager (explained later in this Power Point).

68. The Market Animal will also automatically show within the Non-Current (Capital) Item Manager. The student can edit any information for the inventory item. Remember at the end of the SAE year, to record the usage of the capital item.

69. USING THE BREEDING HERD MANAGER

70. Remember, after entering Beginning Values (before Financial entries), those students who have Entrepreneurship SAEs involving animals will need to set up and use the Livestock Managers.

71. To access the Herd Managers, select the appropriate Livestock Manager at the bottom of the Financial Page.

72. Breeding Animal A feature that helps students setup and manage breeding animal AET Experiences (SAE). Students who purchase or have raised animals that they plan to use for breeding purposes, as well as any offspring should be recorded within this manager. Breeding Herd Manager A project that involves livestock that are classified as noncurrent inventory items used for breeding purposes. These items have a useful life that exceeds a normal year and are also considered high value. Ex: bull, cow, sow, boar, mare

73. Remember, when a student sets up their SAE/AET Experiences (when setting up his/her Profile), they should select the Management Module that is appropriate based on their SAE.

74. Only “Animal System” Experience Categories will allow a student to select a “Management Module.” If a student has a cow/calf operation or another type of breeding project, they should select the “Breeding Herd Manager.”

75. Once a student’s SAE has been setup and Beginning Values have been recorded, students can make use the Breeding Herd Manager.

76. Any Non-Current (Capital) item linked to a AET Experience that is using the Breeding Livestock Herd Manager will show on the Manager home screen.

77. Sire Male parent of an animal (father) Ex: buck, bull, ram Dam Female parent of an animal (mother) Ex: doe, cow, mare, ewe

78. Any new Capital purchase that is directly related to your Breeding Livestock can easily be entered from this screen. As with the Market Manager, you can also enter new Non-Current Item purchases from the Financial Home Screen.

79. The information regarding the new Non-Current Item purchased should be entered.

80. The Capital Items should also be placed in the appropriate categories (Sires and Dams). This can be done by dragging and dropping the animal into the appropriate category.

81. Before any births can be recorded, the capital assets must be categorized.

82. To record any Management Operations for the herd, select “Manage Breeding Animals.”

83. A menu similar to the Market Animal Manager will be shown. From this screen, several management actions can be completed.

84. Once Management and Feed entries are recorded, all entries can be reviewed by selecting the “Review Management Entries” and “Review Feed Entries” options. These are the same as the Market Animal Manager menus.

85. Cash Expenses and Non-Cash Transactions can also be easily completed from this screen. Again, these transactions can be reviewed from the Herd Manager, as well as the Financial Transaction List.

86. The Cash Expense page is the same transaction page as viewed before.

87. The Non-Cash Transaction menu is the same as viewed with the Market Manager.

88. The Non-Current Inventory Manager can also be accessed from this screen.

89. The student will be directed to the Capital Item Manager.

90. As with the Market Manager, each individual animal’s information can be edited from this screen.

91. The Non-Current Item’s detailed screen will be shown for editing.

92. As with the Market Manager, Herd Management Entries and Individual Animal Entries can be entered from this screen.

93. Herd Management Entries or Individual Management Entries can be recorded. This feature is the same as the Market Manager.

94. Individual Animal entries give students the option to put in specific information for each animal. Some options are the same as an entire “Herd Entry,” but some of the options are different. Students can enter the weight and location of each animal. The option to adjust market value is located within this page as well.

95. Once births are recorded, the “Offspring Manager” can be accessed from this screen.

96. If a Breeding Animal is sold, that transaction can be recorded from this screen.

97. The sale’s information should be recorded.

98. Remember, if a Non-Current Item is sold, it will only show under the “Sold Items” feature of the Capital Item Manager.

99. If a Breeding Animal dies, that is recorded by selecting the “Death Loss” option.

100. The information from the death should be recorded. This information will also be reflected in the Financial Transaction List.

101. A birth can also be recorded from this screen. Offspring The progeny (young) of an animal Ex: foal, calf, kid, pup, kit/bunny

102. The information from the birth should be recorded.

103. A birth can also be recorded from the Breeding Livestock Herd Manager home screen. Select “Manage Offspring.”

104. The student will be directed to the “Offspring Manager.” Several of the same options are available here. Cash expenses, Non-Cash Transactions, and Non-Current Item transactions can be accessed from this screen.

105. To record a new birth, select “New Birth.”

106. The Tag of the birth, date, weight, gender, sire, and dam should be recorded. Any details from the birth should be typed in the description. Any time spent on the birth should be recorded as “Outside Class Hours.” If any hours are recorded, the entry will automatically be reflected in the AET Experience Journal as well.

107. Breeding Herd Birth Example: On March 30 th, 2014, Brandon’s Cow 101 calved a 60 lb. female calf. The Sire of this birth is Bull 300. This was an unassisted calving. No outside hours were recorded.

108. Upon saving, the birth will automatically be reflected in the “Offspring Manager.” As with the Market Manager, the student has the options of “Sell, Death Loss, Transfer, Use at Home, and Transfer to Capital with all offspring. The “Sell Multiple” option is also available if a student sells multiple offspring at one time.

109. Selecting the “Manage Breeding” option will reopen the “Breeding Animal Manager.”

110. Within the Offspring Manager, students have the option to record several options that may occur with the calf. All of these options are the same as the Market Manager.

111. This concludes the instructions for using the Market and Breeding Herd Managers.