1. Understanding record Keeping

2. Objectives
1. Understand why records are important for the planning and continuity of an agricultural
business.
2. Identify the two functions of records.
3. Understand the procedure of record keeping.

3. I. Records provide a wealth of information for the agricultural business manager. They are used for the following:

4. A. To determine earnings
B. To determine profit and loss
C. To determine financial progress or net worth
D. To determine the profitability of enterprises

5. E. To determine where improvements can be made
F. To assist with planning
G. To provide information needed for income taxes.
H. To provide information needed to obtain credit
I. To preserve information for future reference

6. II. Many agricultural businesses utilize records for tax purposes, yet neglect the management
information that can be provided.

7. A. For tax purposes, businesses must keep receipts and cancelled checks in order to complete
income tax filing.

8. B. Management information includes cost per unit of production, yield per acre, and inventory
turnover. Inventory is the number and value of the goods owned by a business. They
are the goods and materials that are in final product form or used in making the final
product.

9. III. Four steps can ensure successful record keeping.

10. A. Study the record keeping system selected before implementing it.
B. Make complete record entries on a regular basis. Include date, quantity, description, and
the person or firm with whom transaction occurred.

11. C. Do little business with cash
C. Do little business with cash. A checking account will offer cancelled checks as supporting
documentation.
D. Reconcile the business checkbook and record system monthly.
E. Keep both financial records, list of money owed and money received, and physical records,
list of items owned by the business.