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FINANCIAL PLANNING

SOFTWARE

HMI Financial Planning Software—Getting Started 3

F1 Screen

HMI Financial Planning Software-Getting Started 4

Setting up the System

The main menu of HMI’s Financial Planning Software contains three user options: Annual

Plan, Setups, and Database Maintenance, along with an Exit option.

Main Menu


Database Maintenance The Database Maintenance tab allows you to backup and restore your database. You will be able

to save changes to your database without using this feature, but you should periodically backup

your database (software) so if you do need to restore it later, due to data loss, it will be available

to you. Some people backup their software after each use.

Database Maintenance

The Database Maintenance window contains five buttons with the following options:

Backup Database – where you can backup your information

Restore Database – where you can restore your data to a previous time if you lose data.

Update Indexes – to rebuild indexes if files get corrupted.

Download Updates – where you can download an update to the software.

Clean Data Files—erases data if not correct or corrupted


Multiple Client Backup If you have multiple clients you are keeping data for, you should create a folder under the HMI

folder for each client, just to keep it simple. Then, when you are working on a certain client and

need to switch to another client, do a backup of the Data Files only, since this is really all that

needs to be backed up.

Backup Database -> Select Backup Location -> Data Files Only Then, navigate to the folder

you have created for this client, give the zip file a unique name that identifies the client and back

it up. THEN….

Restore Database -> Select Location -> Of Data Files Backup Navigate to the next client’s

folder and select the zip file to restore.

When you get a new client, use the "Clean Data Files" option to Delete ALL Data to start clean

with the new client.

Setup Menu

Financials Menu Begin by clicking on the Financials Menu option, which will take you to the screen shown

below.

Financials Menu


The Financials Menu contains three tabs with the following options:

Bank Accounts – where you enter banking information for all of your bank accounts including

bank name, address, and opening balance.

Savings Accounts – where you enter information for your savings accounts including custodian

and account description

Loan Payees – where you record information on institutions that you borrow funds from,

including name or payee, and standard contact information.

You will enter more information later on these various accounts and can come back and do this

at any time.

Bank Accounts


Operations Menu

Click on Setups and choose the Operations Menu.

Operations Menu


Income/Expense Accounts

Main Accounts

Assets

Non-livestock assets can be tracked in this screen. You will give value to the assets later. For

now enter them and if there is a bank account that holds that asset. Likewise, if it is a usable asset

like diesel or hay, you can track usage by selecting that option.

Assets Screen


Enterprises

Enterprise Screen

Products

Product Screen


Stock Classes

Stock Class Screen

Vendors


Customers

HMI Financial Planning Software—Entering Data 14

SECTION 2

Entering Data into the Annual Plan

Annual Plan

Annual Plan Spreadsheet

Plan Year

Open Annual Plan button AFTER doing the above setups. In the top left corner of the window,

you will see the following:

Bank Accounts

Once you’ve ―Autofilled‖ this form the first time, you will need to select the Bank Accounts

Worksheet to ―Autofill‖ the Bank Accounts you entered previously in Setups. Once this is done,

you can go to any of the Worksheets. However, a good place to start would be with the Gross

Profit Analysis Worksheet and work through some scenarios. From there, you can copy the data

over into the Income, Expense and Livestock worksheets.


The key areas of the Annual Plan Spreadsheet area are:

Financials

Income/Expense

Livestock Worksheet

Assets

Bank Accounts Worksheet

Savings Worksheet

Loan Worksheet

Production Worksheet

Gross Profit Analysis

Profit Allocation

Invoicing

Account Setup (same interface as in Setup Menu)

Reports

Income/Expense Sheet


Livestock Worksheet

1. Assets – The Assets tab shows Planned and Actual Sales, Planned and Actual Purchases,

and Planned and Actual Values for all of your assets.

Assets Worksheet

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Can set up profit allocation here or as expense items that are Wealth Generating

Profit Allocation Worksheet

Gross Profit Analysis Screen

Reports – The Reports tab provides quick access to various financial reports and

will be discussed in more detail later in the manual.


Banking Worksheets – The Bank Accts. Worksheet, Savings Worksheet, and

Loans Worksheet displays your Planned and Actual Deposits, Savings, and Loan

Payments, and offers you the option to add more deposits, savings, and payments,

if desired.

Invoicing—To create invoices for customers

Production Worksheet—To track production and inventory of product as well as

sales.


Financials

Bank Balance Worksheet

Bank Balance Worksheet

Savings Account Screen


Loans Worksheet Screen

To make a payment on the loan, click the month on the spreadsheet you want to enter an actual

payment. Then, click on that month in the bottom right corner of the screen. This will bring up a

screen with the default amount which you can edit. It also allows you the option of assigning the

type of expense it is and to which enterprise the amount should be expensed.


Payment Made on Loan

Income Worksheet


Expense Worksheet

Livestock Inventory Worksheet


Options on the Inventory Adjustment Screen include the following:

Inventory Adjustment Screen (Adjust Counts)

1. Adjust Values – This is where you can adjust your initial livestock values to reflect

actual values. If you originally entered a value of $5000 for Bulls in February, and the

actual value was $3000, you would enter that information in this screen.

Inventory Adjust Values Screen


2. Birth – Here is where you will enter information on any animals born. You can enter the

month the animals were born, along with the planned and actual number of animals.

There is also a Female Class and Male Class option available where you can add both

planned and actual births. Birth Adjustment Screen

3. Death – Similar to the Birth screen, you’ll have to enter Animal Class, Enterprise to

charge, and Planned and Actual Animal Deaths.

Inventory Death Screen


4. Gift Given and Gift Received – These options allow you to enter stock value for any

gifts given or received including Stock Class, Estimated, and Actual Value.

Inventory Gift Given Screen

5. Purchase – Here is where you can record any stock purchases made throughout the year.

You’ll need to enter the purchase month, animal class, enterprise to charge, account to

debit, as well as planned number to purchase and actual number purchased. Choose

whether your classification is EACH or Per LB. You’ll also need to enter Estimated and

Actual Value and what type of expense your purchase should be classified as.

Inventory Purchase Screen


6. Sale – The Sale option is similar to the Purchase option except you will enter enterprise

to credit and account to credit. Inventory Sale Screen

7. Transfer – This function allows you to transfer livestock from one class to another. All

animals birthed (i.e. Stock classes like calves, lambs, kids, etc) are not given value. They

must transfer to a different class (i.e. Heifers, steers, yearlings, wethers, etc.) to be given

a value and then sold.

Inventory Transfer Screen


Production Sheet (Similar to Livestock Sheet)

Production Sheet (Adjust Value)

Harvest/Production Worksheet


Usage – This is where you can enter and update information on asset usage. You’ll have to

choose your usage month and which asset was used. You can also choose to click on the check

box in the track usage field to enable the track usage feature. You’ll also need to choose the

enterprise to credit, account to credit, enterprise to debit, and account to debit. Below, you’ll

need to enter planned and actual usage along with the value of each.

Production Details (Usage)

Assets (Similar to Livestock & Production)

Adjust Value & Counts, Purchase, Sale, Usage, etc.


Gross Profit Analysis

NOTE: Once you transfer these figures to the annual plan, they are time consuming to remove

from the plan, so you should only transfer them to the plan when you are sure of the figures and

that you want to implement that enterprise. These figures go to income and expense worksheets

in the annual plan and that is where you will track your actual totals as well. You can adjust plan

figures there as well.

GPA Screen


GP Report Save Option

GPA Copy to Plan


Profit Allocation Profit Allocation Worksheet

Another option for Profit Allocation is to create a main account of Profit in the setup menu. You

can then make sub-accounts with various items you may be investing in to address a logjam or

weak link. Just be sure if you are including that weak link expense in a gross profit analysis not

to also enter it as well in one of your profit allocation areas. You can use the notes field in the

profit allocation screen to note your total profit allocation for the year or percentage so you can

track your plan versus actual. You can use the Yearly Budget Report by Expense Type to

determine what your total profit allocation is from your various investments as you have

identified them either as Profit or Wealth Generating.


Profit Account Setup Screen


Yearly Budget by Expense Type Report Screen


Additional Features

Load Prior Year Budget

If you want to build out your plan from the previous year’s plan, select the current year for

planning from the drop down menu on the Annual Plan.

Plan Year for Annual Plan Screen

Invoicing


Then click the Print Invoice Button and you will see a preview. From there you can actually print

the invoice.


Then post the invoice

Print Check When you choose the Print Check option you can choose from Current Transactions (planned

expenses) or choose a New Transaction.

If you select Current Transaction, select the account from the drop down menu in the Expense

List. It will list any transactions for that Account. Select the one you want.


If you select a New Transaction, you can note how you want to split the check into various

enterprises (i.e. A check to a feed store that is paying for feed for different animals that represent

different enterprises. In the scenario below, the check will be for $80.)

When you click the Print Check button it takes you to a screen that lets you select the Payee

(which must be entered in the Vendor portion of the Setup menu ahead of time), the check


number and the amount and memo item (the data defaults to the current date but can be

changed).

When you click the Print Check button on this screen, you can choose between immediately

printing or previewing.

HMI Financial Planning Software—Reports 39

SECTION 3

Reports

Reports

Report Screen on Annual Plan


Enterprise Report Selection Screen

Reports available from the Report button on the Annual Plan include the following:

Yearly Budget – By Expense Type – This report prints all of your budgeted items as a

Profit/Loss for enterprises. It lists expenses by expense type. You can choose to include any or

all of your Enterprises in the report.

Yearly Budget – Normal – The Yearly Budget-Normal Report displays your budgeted totals by

Income & Expense categories. Choose any or all Enterprises to include in the report.

Profit & Loss by Enterprise – The Profit/Loss by Enterprise displays your profit & loss totals

for each of your Enterprise categories that had activity during the specified time frame. You can

choose any or all of the available Enterprises to include in the report.

Profit & Loss by Income/Expense – This report lists your planned and actual income and

expense by individual account.

HMI Financial Planning Software—Reports 41

Balance Sheet – The Balance Sheet provides a complete listing of your entire total Assets, total

Liabilities, and total Net Worth. Prior to running this report it is best if you rebuild your Net

Income and Net Worth Data which is accessed through the Report Tab on the Annual Plan.

Livestock Worksheet Report Screen

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Economy & Finance

total profit allocation

print check button

profit allocation

yearly budget

setup menu

database maintenance

annual plan

profit