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1
Teagasc eProfit Monitor
User Manual
For External Users
Kevin Connolly
Financial Management Specialist
(047) 81188
Version 1.1
2
INDEX
Logging in 3
Year Selection 3
Farmer Selection 4
Setting up the Enterprise Profile 4
Explanation of Enterprise Profile 5
Entering in Farm Data 7
Farm Details 8
Land & Quota Use 8
Sales & Premia 9
Opening & Closing Stock 10
Livestock Sales & Purchases 12
Stock Reconciliation 13
Variable Costs 14
Tillage Variable Costs 15
Fixed Costs 15
Dairy Physical 16
Assets & Liabilities 17
Farmer Data Approval 18
Running Reports 19
Individual Reports 19
Group Reports 21
Saving And Printing Reports 23
Using e-Profit Monitor
Logging in to the programme
The web address for the Teagasc eProfit Monitor is https://epm.teagasc.ie/epm/
Y
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ear Selection
efore entering any data it is very important that you check that you are in the correct
ear for the data you are going to enter.
he year that the system is currently working in is displayed in the banner at the top of
e screen
o change the year
Click on ‘Year Selection’ on the menu bar
Click on the drop-down arrow
Select the relevant year
Login to the system using your Username
(PPS Number) and Password (Date of
Birth).
After entering the Username & Password
click on ‘Login’
4
Farmer Selection
To access a particular farm on the system you should
Click on the ‘Farmer Selection ‘option on the menu bar on the left.
Select the relevant farmer off the list by clicking on the farmers name.
The farmers name will appear on the top banner.
Setting up the Enterprise Profile for the farm
Before any data can be entered the type of enterprises for analysis on the farm must first
be defined.
NOTE:
Always check the banner at the top of the screen that the correct farmer name is visible
before setting up or changing a profile.
Click on ‘Enterprise Profiles’
Enter the Year end date in the format DD/MM/YYYY
Select the profiles by ticking the relevant boxes.
Crops in a ‘Detailed-Tillage’ profile are selected by entering the column number
corresponding to the order in which they were entered on the input sheet.
5
e.g. if Winter Wheat was the first crop in column 1 on the input sheet then a ‘1’ should be
entered beside ‘Winter Wheat’, number ‘2’ for the next crop and so on. This crop order
will determine the way crops are displayed on the input screen and on any reports.
The profile set up for the farm will determine the type of input data required and the type
of reports available for the farm.
NOTE:
Changing an Enterprise Profile for a farm after data has been entered may result in any
previously entered data being lost -as identified by a warning message.
Explanation of Enterprise Profiles
The purpose of setting up the profiles is to determine the layout of the screens for
receiving the input data as well as determining the level of detail in the output.
The profiles available are summarised as follows
Summary Detailed
Dairy (Detailed)
Cattle Summary Cattle Detailed
Sheep Summary Sheep Detailed
Tillage Summary Tillage Detailed
In setting up a profile for a farm you must select at least one enterprise from the
‘Detailed’ column. Picking an enterprise as detailed means that this is the main
enterprise you are interested in analysing and in generating reports for.
If a Dairy enterprise exists on the farm then you must select the Dairy (Detailed) option.
The other enterprises have the option of Detailed or Summary profiles which can be
selected in addition to the main ‘Detailed’ enterprise.
In selecting an enterprise as ‘Summary’ what you are in effect saying is that while this
enterprise exists on the farm you are only interested in collecting financial data on this
enterprise for the purpose of excluding it from the analysis of the principle enterprise
(which you have selected as detailed).
For example if the farm for analysis has cattle as the main enterprise and a supplementary
tillage enterprise on the farm then this farm could be set up with ‘Cattle Detailed’ and
‘Tillage Summary’ as its farm profile.
NOTE:
If a detailed analysis report is required for a particular enterprise then this enterprise
should be selected as ‘Detailed’
Once the farm profile has been
defined the menu-bar will display the
various input screens available for
entering data
Normally you would start at the top
input screen and work your way
down.
Click on the ‘Farm Details’ option to
start entering data.
6
7
Entering in Farm Data
NOTE: Important General Input Information
As information is entered on each input screen it can be saved by clicking .
You must do this before leaving a particular screen otherwise the data entered will be
lost.
It is good practice to click on after a substantial amount of data has been entered
on an input screen even before you have completely finished entering data on the screen.
ePM is set to disconnect from the internet if it is opened but has not been used for a
certain period of time. To avoid the loss of data you should always hit if you are
leaving the program idle for a period.
Also it is good practice to click upon returning to the programme to enter data
after it has been left idle. This will check whether the program has disconnected. If it
has you will have to login again.
Once you are satisfied that you have completed all necessary input on a particular screen
then you should tick the tickbox and then click . This indicates that the data
input on this section is complete. A tick will then appear alongside that input screen in
the menu-bar on the left.
Moving between the input cells on the screen is best achieved by using the Tab key
(located above the Caps Lock key on the left of the keyboard)
The cream coloured cells cannot be changed and are either pre-determined or are
calculation cells.
8
Farm Details
Some of the main farmer details will be already filled in here automatically.
A description of the type of production involved in each enterprise is required.
This is done by selecting an option off a drop down list for the Dairy & Tillage
enterprises.
For Cattle & Sheep enterprises the number of units sold is entered by system and the
most important system is determined for each enterprise.
The number of labour units (paid & unpaid) working on the farm can also be entered
here.
The farm can also be flagged for later group reporting by using the drop-downs available
under the ‘Related Links’. This can also be done for the full list of farmers who have
profiles completed by using the ‘Assign Agencies’ screen under adviser functions.
Land & Quota Use
Details of the farm land area both ‘Owned’ and ‘Leased’ are entered here.
If there is both stock and tillage on the farm then the land area must be allocated
individually to stock and tillage.
Livestock Land Area
Where there is more than one livestock enterprise on the farm there are two options with
the land area
Enter in the total area used by all the livestock enterprises OR
Enter in the actual land area allocated to each specific enterprise
9
Tillage Land Area
If ‘Summary Tillage’ is selected under the Enterprise Profile then only the total land area
for tillage will be required.
If ‘Detailed Tillage’ is selected under the Enterprise Profile and individual crops are
selected then there is the option of allocating a land area to each crop.
If there is leased land on the farm then this can be allocated in the same way.
The cost of the lease should also be entered here and this cost will be carried forward to
be included in ‘Fixed Costs’.
A further breakdown of ‘Grass/Forage’ & ‘Tillage’ land usage should also be entered.
NOTE:
The ‘Total Stock Adj Ha’ must equal the total ‘Grass/Forage Ha’ and the ‘Tillage Adj
Ha’ must equal the total ‘Tillage Ha’
Details on the quotas used on the farm should also be entered. Again a breakdown
between owned and leased quota (including lease cost) is required.
Sales & Premia
For dairy and/or tillage farms the sales details for milk/crop sales are entered here.
Physical information (litres of milk or tonnes of grain sold) is required along with the
financial value of the sales.
Livestock sales are NOT entered here but will be catered for in a separate input section.
The Single Farm Payment, REPS and CAS (headage) are entered as total figures.
On the reports only the REPS and CAS payments are broken down by enterprise and
therefore appear on individual enterprise reports.
The Single Farm Payment is shown only as a whole farm figure and therefore will
not appear on individual enterprise reports but only on Whole Farm reports
10
There are additional input boxes available to cater for additional enterprise-specific
premia if they apply.
Opening & Closing Stock
For Dairy and Summary Cattle the details required under Opening & Closing stock are
number of animals and average value.
Where Cattle and/or Sheep detailed profiles have been selected then there will be a
further breakdown of the Cattle categories by age.
An extra column of detail is required on Average Kgs for the drystock enterprises.
If there has been a previous years data entered for this farm then last years closing stock
numbers and values can be imported in as the Opening Stock figures for the current year.
To do this click on the button- at the top of the screen.
A set of standard values for the Average Value & Average Kgs can be used and can be
selected by clicking on either or .
The average number of animals in each category for the year is also required.
The average number can be entered against each category on the screen directly or
alternatively the monthly stock table can be used
11
Monthly Stock Table
Click on to access this screen.
Using this table the monthly numbers for each category of animal can be entered and the
average is calculated.
Once all the required monthly entries have been completed then by clicking the
button the average values are fed into the average column on the main input
screen.
There is also the option to ‘Print’ these stock details.
Other Stock
Also in the ‘Opening & Closing Stock’ screen there is the facility to enter details of other
stocks of materials on the farm at the start and end of the year.
Details of Feed, Forage and Fertiliser can be entered.
12
Livestock Sales & Purchases
For Dairy profiles with summary drystock the data required for Sales & Purchases is
numbers of animals and total value of this number either sold or purchased.
For Detailed Cattle or Sheep profiles there is a further breakdown by age and in addition
to number and total value, a value for the total kgs liveweight sold/purchased in the
detailed drystock categories is required.
Stock Bull Usage
A stock bull used on the farm must be allocated between the dairying, replacement and
cattle enterprises. The percentage usage on each enterprise should be entered and the
total usage should equal 100%.
Livestock Transfers
For livestock enterprises, further information is required on numbers and values of
livestock transferred between enterprises.
Standard figures for the animal value and weight (if applicable) are pre-entered but can
be overtyped if necessary.
Ewes to Ram for Current Lamb Crop
Information on Ewe Number Details is required for ‘Detailed Sheep’ profiles. These
figures will be used in the per ewe analysis on the ‘Sheep Detailed’ reports.
13
Stock Reconciliation
The stock reconciliation screen acts as a check on the stock inventories, sales &
purchases entered previously for each of the stock enterprises.
No figures are entered on this screen but you must still ‘tick & save’ the screen in order
to complete the data entry process.
Compare the ‘Balancing Figure’ for each enterprise against the estimated number of
births and/or deaths to check that the stock numbers are reconciling.
You can click on the help button to get an explanation of how to interpret the
Balancing Figure.
Explanation of Balancing Figure Fields.
A negative figure here indicates that Closing Stock numbers are short by this number ofstock - this may be due to animal deaths during the year or an error in the stock numbersentered.
A positive figure here indicates that this number of stock were sold or transferred fromthe enterprise and cannot be accounted for in opening stock or stock purchased/transferred in. Provided Opening & Closing numbers as well as numbers Purchased Sold& Transferred are correct it represents the net figure for 'Births - Deaths' for the year.
If this figure is higher than expected check -- Opening Stock - number too low- Purchases/ transfers - number too low- Sales - number too high
If this figure is lower than expected check -
- Opening Stock - number too high- Purchases/ transfers - number too high- Sales - number too low
14
Variable Costs
Costs are entered here for each type of expense category and are allocated to the farm
enterprises either manually or automatically based on enterprise livestock units.
‘White’ input boxes in an enterprise column require a figure to be entered for this
enterprise, if applicable.
For some categories of expense e.g. ‘Purchased Concentrate’ a figure must be entered for
each enterprise on the farm.
For certain expense categories, which have ‘Grey’, coloured boxes there is the
option of –
entering a total figure for ‘Stock’in the ‘White’ input box and ePM will allocate the stock
fertiliser cost among the livestock enterprises
OR
using the ‘Grey’ boxes to manually enter the cost for each enterprise where the actual
enterprise cost figure is known.
For farms with Detailed Cattle or Sheep then an extra breakdown of ‘Contractor’ costs is
also given as an option for these two enterprises. The input cells for these figures are
coloured ‘Green’ .
The individual costs for ‘Silage Making’, ‘Slurry Spreading’, etc. for Cattle & Sheep
can be entered as a total in the ‘Stock’ column which will be split automatically on the
basis of the LU’s in these enterprises. There is also the option to overtype these
allocations with the actual costs for each enterprise.
A column for entry of ‘Tillage’ costs is available here for farms that have ‘Summary
Tillage’ selected in their Enterprise Profile.
15
Tillage Variable Costs (VC)
This screen is only available for farms that have ‘Detailed Tillage’ selected in their
‘Enterprise Profile’
Individual costs must be entered for each crop as set up in the ‘Enterprise Profile’
‘Lime’ and ‘Scutch Control’ do not require allocation on a crop-by-crop basis and only a
total figure for these costs should be entered.
Fixed Costs
Total figures for ‘Fixed Costs’ for each expense item can be entered for Livestock &
Tillage farms or the cost figures can be manually split between the Stock and Tillage
enterprises.
NOTE:
No splitting of costs occurs between enterprises on the input screen. The costs will be
allocated between enterprises when the reports are generated.
Fixed costs can be manually allocated to individual enterprises (or crops for a detailed
tillage farm) by using the ‘Additional Fixed Cost Allocation’ option
Insert a tick in the tickbox to use this function
Click on ‘New’ to allocate a € amount to a particular fixed cost
16
Select the cost category from the dropdown list and enter the € amount under the
relevant enterprise
Then click on Add to add the cost to your fixed cost list. You can then select
another cost if you wish.
Fixed costs added using this ‘Additional Fixed Cost Allocation’ option will be included in
the analysis in addition to any total costs entered under the same cost category in the
main part of the fixed costs input screen
NOTE:
The figures for ‘Land Lease’ and ‘Quota Lease’ are brought in automatically to this input
screen from the ‘Land & Quota Details’ input screen.
If there are land & quota lease costs they must be entered in the ‘Land & Quota Details’
input screen.
Dairy Physical Data
On this screen you may enter date details and other information relating to the
management of the dairy enterprise.
All dates should be entered in the format DD/MM/YYYY
17
Assets & Liabilities
This screen allows the input of the value of the assets and liabilities that the farm business
had at the beginning and end of the year of analysis.
If data has been entered for this farmer for a previous year then the ‘closing’ values for
that year can be brought in as ‘opening’ values for the current year by clicking on
.
The ‘opening’ figures used can be used as the ‘closing’ figures in the current year by
clicking on .
Standard values for Land Ha’s and Quota units can be used by clicking on
. These values can be overtyped if required.
Land/Quota Owned
For ‘Land Owned’ and ‘Quota Owned’ the opening and closing amounts (and values) of
each should be entered. Amounts invested (€’s) in each asset type should also be entered.
These investment amounts are independent figures and do not update the closing values
for the asset.
The opening values for fixed assets, investments and pension should be entered first.
Investment in each asset type should then be entered. These investment figures will be
used in the calculation of closing values of these assets.
Depreciation values for the ‘Buildings’ and ‘Machinery’ that have been previously
entered as ‘Fixed Costs’ are deducted in arriving at the closing value for each asset.
Opening and closing values for debtors, cash on hand, loans and liabilities must be
entered separately.
Farmer Data Approval
If all input screens have been ‘ticked’ as complete and have been saved then the farm
data must be approved for reporting.
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here are three options available for each farmers data
To view the farm data and make changes if required.
To accept the data as suitable for reporting
To delete the data
lick on to allow the farm data to be included for reporting purposes.
OTE:
a farm’s data has been approved but subsequently an input screen for that farm has
een resaved (due to changes in data or otherwise) then the farm data must be approved
gain before reports can be run.
To do this click on the ‘Data Input Approval’
option under ‘Adviser Functions’.
A list will appear of all the farmers who have
complete data i.e. all the input screens have been
Ticked and Saved (there will be a tick beside
each screen on the menu-bar as shown for any
farmer who has complete data)
19
Running Reports in ePM
Individual Reports
NOTE:
The ‘Individual Reports’ list will only appear on the menu bar if the selected farmers
data has first been approved. (See ‘Farmer Data Approval’)
NOTE:
Check that you have selected the right farmer for reports by checking the banner at the
top of the screen.
To select a different farmer you must click on ‘Farmer Selection’ and pick the required
farmer.
The list of individual (single farm) reports available is grouped under several headings.
The number of reports available will depend on the way the farm was set up in the
‘Enterprise Profile’.
NOTE:
To see the full list of reports under a particular heading you should click on the + beside
the report category headings.
Whole Farm
The ‘Whole Farm’ reports section is available for all farms regardless of the enterprise
profile that is set up.
Under this heading you will have access to reports that give summary analysis of all
enterprises on the same report.
A Balance Sheet and Multiple Year report can also be accessed here.
20
Enterprise Reports
Detailed analysis reports are available for each specific enterprise- Dairy, Cattle, Sheep &
Tillage.
NOTE:
The detailed enterprise reports will only be available for those enterprises that have been
set up as ‘Detailed’ in the farm ‘Enterprise Profile’
Running an Individual Report
After selecting an individual report from the menu bar you should be given the option of
generating the report in either Adobe (PDF) or Excel format.
Select the required option and click on ‘View Report’ to see the report.
NOTE:
A separate window will open up to display the report. The ePM program can still be
accessed by clicking on its icon on the taskbar (usually visible at the bottom of the
screen).
If you want to run several reports in sequence then it is good practice to close down each
report before running the next one.
You can ‘Save’ any report to a file if you wish to look at it later (see later section)
To run the report in PDF format you will need Adobe Acrobat Reader on your computer.
The reader can be downloaded from this web address http://get.adobe.com/reader/
21
Running a Group Report
A selection of group reports are available under the various enterprise headings.
Before running any group report you must first create a group of farmers and name the
group.
Setting up a Group
In the Adviser menu on the left click on ‘Adviser Groups’
Click on
Name the group so you can easily identify it later
Highlight the farmer you want to include in the group and click . The farmers
name will then transfer to the right of the screen.
Do the same with each other farmer until you have all farmers required for that group
batched together on the right of the screen.
If you wish to remove any farmer from the group them highlight his name on the right
and click
Save the group when you are happy with it.
22
NOTE
Once a group has been saved you have the option, at a later stage, to
Edit: Add/Remove farmers from the group
Copy: Copy the group to add/remove farmers to it and then save it under a different
name
Delete:Remove the group from your adviser group list.
Running a report for a group
Firstly select the type of report by
Clicking on the + beside ‘Group Reports’ on the menu bar
Clicking on the + beside the enterprise type
Click on the report heading
Select a group by clicking on the drop down box on the left of screen
You will get a list of farmers in the group together with some information on the type and
status of their data.
If you wish to edit the group then select
To view the report ON SCREEN then select . The report will
then open up in a separate window in Adobe (PDF) format.
23
Saving and Printing Reports
All ePM reports can be saved and printed using the toolbar in Adobe Acrobat Reader
It is good practice to save any ePM report on your own computer so you can look at this
report again without having to login to ePM over the web.
Click on the disk icon on the toolbar just above the report itself to save the displayed
report.
To make it easier to find the reports you save you should create a new folder either in
‘My Documents’ or on your ‘C drive’- click on the ‘New Folder’ button (circled) to do
this and name the folder something like ‘ePM Reports’
Give the report an easily recognisable name- e.g. include the farmers name in the title.
To print any report then click on the print icon on the Adobe toolbar and select your
printer.
Button to create aNew Folder in thecurrent location
Type the name of thereport you are saving