Embedded Files
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Banking Processes – HeliOps & Booth Ag
Banking Processes – HeliOps & Booth Ag
The general rule for bank deposits of cheques is: Send in when one of the totals is over $5K, or at the end of the week – whichever comes first.
Open the mail and place any cheques – with their invoice or statement stub – in a separate pile for Booth Ag and HeliOps. Make sure you work through each pile to the end, separately to the other.
With each cheque and stub, match the following and tick that they’re correct, or adjust as shown:
a. Company to pay name on cheque & stub (eg. Both HeliOps). If wrong, check the piles again in case they were mixed up. (If actually written out to the wrong company, you will need to contact the cheque writer for a replacement.)
b. Amount being paid. If there is a difference, write the actual cheque quantity on the stub underneath the stub amount, which should then be crossed out.
c. Creditor account name & cheque account name. If different, write the cheque account name on the invoice stub, so we allocate it correctly.
3. Once all checks (and cheques) are correct, they need to be recorded.
If only one or two cheques are expected
a) You will be using the bank pre-printed deposit book slip (bppdbs) only.
b) Write the account number, account name, and amount clearly on the back of the deposit book slip, as well as on the back of the stub to the left.
c) Identify the number of the (bppdbs) being used. (The six figure number to the left of the number strip at the bottom).
d) Write the last three of the six figures at the bottom of each invoice stub - #123.
e) Leave the cheques and stubs in the deposit book.
If three or more cheques are expected
a) If there are three or more cheques, please use a Deposit Supplement Page (DPS) alongside the (bppdbs).
b) Working right to left, transfer the account number from the bottom of the (bppdbs) to the bottom of the DPS. Also write the company name.
c) Identify the number of the (bppdbs) being used. (The six figure number to the left of the number strip at the bottom). Write the last three of the six figures at the bottom of each invoice stub - #123.
d) Complete the required details for each cheque on the DPS. (You will add to this if you begin at the start of the week, so don’t do any totals until the day of the actual deposit.)
e) Leave the cheques and stubs inside the supplement pad.
On the day of the actual deposits, you will be using the Bank Deposits – Confirmation sheet, as well as a bank deposit envelope, and the (bppdbs) from the deposit book. Collect all of these from the bottom drawer of the credenza.
On the invoice stubs, DPS and/or bppdbs, write the date of the deposit (today’s date).
Using a calculator (hand-held, computer or phone), and doing each column as an individual calculation, complete the Bank Deposits – Confirmation Sheet row for that date. (Note which company by putting the initials beside the date.) Only once all three columns have the same amount, and you have ticked ‘confirm’, should you move on.
Transfer the confirmed total from the Confirmation Sheet to the DPS and/or (bppdbs) and (bppdbs) stub, and complete any further information on them as required. Put this/these with the cheques.
Photocopy either the back of the (bppdbs) (if only two cheques) or the DPS, and put the original with the cheques and the copy with the invoice stubs.
Take your bank deposit envelope, and working right to left, transfer the account number from the bottom of the (bppdbs) to the cover of the bank deposit envelope. Also write the company name, the date and the bank pre-printed deposit book slip number that you wrote on the invoice stubs. Then, place the cheques, the (bppdbs), and the supplementary deposit form (if included) inside, tear off the cover, and seal the envelope.
Staple the cover of the envelope, the photocopied deposit information sheet, and the invoice stubs together, and place them in the bottom of the drawer, so they’re accessible for the bank reconciliation & deposit receipting.
If there is a deposit needed for the other company, go back to #2, and repeat. If no, call ACE.
Call ACE/Fastways 03-218-1006 and let them know there is banking to collect. Place the sealed envelope on the credenza by the door.
Bore Water Sampling
Bore Water Sampling
This testing is done every six months as part of our Discharge Permit from Environment Southland (consent number 302581). The diarised dates are the beginning of April and the beginning of October.
Testing is done by Watercare Lab Services, at 142 Esk Street, Invercargill, from samples taken on site at 94 Bayswater Road, Otautau.
Testing should be done FIRST THING IN THE MORNING, so as to catch the morning courier collection.
Procedure:
Find the Client Request Form in the Watercare Folder in the Booth Ag filing cabinet.
Find the Water Testing box on the top shelf of the stationery cupboard, and take out a single yellow top canister, a single screw top bottle, and two stickers (if not already on the canister and bottle).
Find two pair of disposable gloves and two alcohol or cleansing wipes.
Complete the form as per the exemplar included, and complete the stickers on the bottles using vivid.
With the sample containers still closed, but the tops loosened, take them, the disposable gloves, and the alcohol or cleansing wipe out to the pump shed in a bag or box.
Open the wee pump shed.
Find the hose with the metal tip end (as pictured =>). Then find the tap that opens the water flow (as pictured <=). Setting the hose so that the water will flow outside and away from the shed, turn on the tap fully and let the water flow freely for five to ten seconds to clear the line. Place the hose so that the nozzle is not touching anything.
Find the hose with the metal tip end.
Then find the tap that opens the water flow. Setting the hose so that the water will flow outside and away from the shed, turn on the tap fully and let the water flow freely for five to ten seconds to clear the line. Place the hose so that the nozzle is not touching anything.
Put on your gloves, open the lid of the bottle, open the cleansing wipe and wipe the outside end of the tap with it.
Holding the bottle in one hand, use the other hand to turn on the water again – but not fully or you’ll drown yourself - and then pick up the nozzle to fill the bottle with water. Make sure you do NOT touch the end of the nozzle after cleaning it – either with your hand or the bottle top itself!
Turn off the water and again place the hose so the nozzle is not touching anything. Cap the bottle and place to one side.
Change gloves, open the lid of the canister, open the second cleansing wipe and wipe the outside end of the tap with it again.
Repeat step ‘9'.
Turn off the water completely. Cap the canister and place to one side. Re-curl the hose so the nozzle is inside the shed and shut & latch the door.
Dry the outside of the bottle & canister & place them in a Ziploc bag. Put the bag and the completed Client Request Form into a box – with padding from bubble wrap or newspaper. The box should be closed, but does not need to be sealed. Make sure the address for Watercare Lab Services is clearly showing on the box.
Call ACE couriers (03-218-1006) and let them know there is a pickup for Watercare, with samples.
Call Watercare (03-214-4040) and let them know there is a water testing delivery coming.
Once the results are emailed through from Watercare (to admin@boothag2008.co.nz):
a. Save the results PDF in the folder: ..\..\a___Health_Safety_Compliance___a\Booth Ag (2008) LTD\BA__Compliance\Bore Water Testing
b. Print off a copy and file it in the Watercare folder in the Booth Ag filing cabinet.
c. Email a copy of the results to Environment Southland. The address to send it to is: service@es.govt.nz
Any response will likely come as a posted letter. This is to be scanned and saved in the folder ..\..\a___Health_Safety_Compliance___a\Booth Ag (2008) LTD\BA__Compliance\Bore Water Testing alongside the test results themselves, and copied and added to the Watercare folder in the filing cabinet too.
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Entering Debtor Invoices - HeliOps
Entering Debtor Invoices - HeliOps
1. Open the appropriate EXO database (for HeliOps).
2. Ensure the date is set for the actual day you are doing this (unless it is the first day of the month and you’re entering jobs completed in the previous month).
3. Click on ‘Sales’, then ‘Create/Supply Sales Orders’.
4. Enter the client number on the job sheet or spray diary in the ‘Search Key’ box, and hit ‘Search’. This lets you know if there is an existing invoice for that client. If there is, double click on the line and then, go to step 8. If there is not, continue with step 5.
5. Click on ‘New’, or hit Alt-N.
6. Enter the client number in the box ‘Account’. If do you want to change the delivery address? Comes up, just click ‘No’.
7. A pop-up box may appear, giving you information about that account’s requirements. Take note of it and click ‘ok’.
8. Put your name/number into the ‘Salesperson’ box, and then proceed as follows:
NB. If there is an existing job already on the invoice for that client, in the Stock Code area under the existing details, type ZZ and then hit ‘enter’ or arrow down to the next line to begin the new entry.
Always enter a new job on the same Sales Supply as previous jobs for the month, unless specified by the client. (eg. Westfield Farms)
9. Under Stock Code, type DATE, then hit ‘tab’ or click into Description, and type in the date that is on the Spray Diary.
10. Under Stock Code, type the last two letters of the Helicopter (eg. GY, LL, KJ, FU, RS) used and then go to the next line.
11. Under Stock Code, type the initials of the Pilot who did the job (eg. RH, AH, LK,), and then go to the next line.
12. Under Stock Code, type the letter J, then hit ‘tab’ and describe the job done, as indicated on the Job Card. (eg. Applied: Urea @ 100kg/ha / Spray Out / Target:Gorse / Pre-Emerge Fodderbeet / Applied:Fishfert)
13. Under Stock Code, refer to the Price Sheet to identify which charge code will apply to the job done, (based on Hectares, Water Rate, and Machine/s used)***. Type the appropriate code in, hit ‘tab’ twice, and then enter the quantity of hectares done under Qty.
*** The water rate will cause the price to need to be manually adjusted, if it is not 80L/ha.
14. If HeliOps provided the chemicals used in the job, then under Stock Code identify one chemical per line by name. For each chemical’s line, follow step 15 below.
15. If the quantity is per hectare, click on the column with the three dots … and enter the quantity used and the hectares covered in the appropriate spaces. If a total quantity is noted instead, then enter that amount in the Qty column.
16. If the CLIENT provided the chemicals, then under Stock Code, enter CH. This will put ‘Own Chemical Used’ into the Description Column.
NB. Fortuna clients need the QUANTITY included with their own chemical information.
17. If there are only one or two own chemicals used, replace the wording ‘Own Chemical Used’ with ‘Own [chem name] used’. (NB. Fortuna clients will need ‘Own [chem name] XX [total quantity] used.)
18. If the chemical used information will not fit on the single line available, then leave ‘Own Chemical Used’ there and right click ‘Enter Narrative’ (or Control+N). In this pop-up box, enter all required chemical information. It will print out under the existing line. You know there is a Narrative Box, when an icon appears to the left of the line, in the leftmost column.
19. If a job sheet has two different jobs charged to the same account, on the same day by the same person, then under Stock Code, type Z, then line down. This will add a spacer to allow you to then enter the new job from as of at Step 10.
20. Click on ‘Save’ (or Control+S), then check the total quantities of chemical have been saved correctly. If all is correct, click on ‘Save and Close’ (or Control+V), and begin again at Step 4.
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General Ledger Entries – HeliOps
General Ledger Entries – HeliOps
General Ledger Entries are used for financial transactions where a Debtor or Creditor invoice has not been issued. This mostly relates to bank charges, loan payments, interest payments, GST or DWT, and account transfers.:
1. Click on “General Ledger”, and then “Enter Cashbook Transactions”.
2. Click on “New” (or Alt N)
3. Ensure the date of the GL entry corresponds to the date listed against the transaction on the bank statement.
ONLY ENTER TRANSACTIONS FROM THAT SINGLE DATE. EACH DAY NEEDS ITS OWN NEW CASHBOOK ENTRY.
4. Enter your initials in the “Entered by” box, then click down into the far-left column “Lr” (Ledger).
5. In “Lr”, type GL, then tab across to “A/c”
6. In “A/c”, enter the code that corresponds to the type of financial transaction. (See: “Transaction Codes”)
7. Under “Details” type any specific information that may be required, although there will be a generic description automatically added in.
8. Decide if the transaction is an “Expense” (Bank Statement says “Withdrawal”), or “Income” (Bank Statement says “Deposit”), and enter the amount listed on the bank statement.
NB. The General Ledger has “Expense” first, but the Bank Statement has “Deposit” first. Don’t get them mixed up!
9. When the transactions for that day are complete, click on “Post To GL”.
Specific Notes:
If repaying BoothAg for something, it will be a CASH CONTRA code: 987-000
If it is a Transfer from the SAME AC # but different suffix NATIONAL BANK CALL code: 681-114
(if a different account – leave it for the Financial Controller)
If it is BANK CHARGES BANK CHARGES & FEES code: 407-000
If it is DWT (Dividend Withholding Tax) credit OR debit WITHHOLDING TAX code: 685-005
If it is GST (Goods & Services Tax) credit OR debit GST code: 910-000
If it is IPS (Tax on Interest) credit OR debit IPS code: 685-006
If it is INC (Provisional Tax) credit OR debit INC code: 685-003
If it is CREDIT INTEREST (put in the Income column) INTEREST code: 210-114
If it is DEBIT INTEREST (put in the Expense column) INTEREST code: 397-114
If it is a LOAN PAYMENT – (002 suffix = principal only) PRINCIPAL code: 985-000
If it is INTEREST on a LOAN – (002 suffix = interest only) INTEREST code: 397-114
If it is a LOAN PAYMENT – (004 suffix = principal only) ANZ LOAN 1004 code: 965-015
If it is a LOAN PAYMENT – (005 suffix = interest & principal both) ANZ LOAN 1005 code: 965-016
If it is a regular payment to R&K Family Trust (a/c 23) or RN & PJ Preston (a/c 143), generate an INVOICE via the Debtor system, and check prior invoices to choose the next number in the series. (You can use the duplicate invoice option to do this.)
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Mail – Receiving & Processing
Mail – Receiving & Processing
1. Go down to box 84 at the SuperValue. Collect any mail within. Check to see if there is a yellow card, as this indicates a parcel or further mail inside to be collected.
2. Bring all mail back to the office. Check mailbox on Bayswater Road, in case mail is there for the company.
3. Using the letter opener on Kirsty’s desk, open all the envelopes. Do this from the back, so you can see if it is a re-useable envelope from the likes of IRD or Spark. If it is, use the zip system rather than the letter opener, for these ones.
4. Mail is now to be sorted as follows:
Advertising / Magazines / Mailers etc – Most go to Roger, but office related go to Kirsty. Where two of the same thing (eg. one for Booth and one for HeliOps), put one on each desk.
Cheques – to be taken out of the envelopes and placed inside the appropriate deposit book in the Admin drawers for processing later.
Invoices – to be taken out of the envelopes and placed in the Invoices box on Roger’s desk.
Statements – to be taken out of the envelopes and placed straight into the Tin.
All other correspondence is to be left in the envelope and placed in Kirsty’s ‘to do’ rack on her desk (second down on the left – green rack).
Monthly Timeline – Admin' Team
Monthly Timeline – Admin' Team
1. Week 1: (1st to 5th of the month approx)
Record diesel tank data. See instructions: Checking and Recording Diesel
Receipt any late Debtor (client) Payments made
Check chemical costs to see if any adjustments need to be made to invoices.
Finalise any Debtor (client) invoices.
Mail Merge Debtor (client) Invoices.
Print invoices onto letterhead paper. See instructions: Printing Debtor Invoices
Check invoices for:
i. Overdues: Printed: Place in a pile on Kirsty’s desk. She will decide if a statement or note is required before posting. Emailed – Check sent and note the account number of any with overdue details. Put this note on Kirsty’s desk as well.
ii. Multiple invoices to single address: Collate and insert into one envelope. Put the highest cost invoice at the front. This also relates to having an invoice from Booth Ag as well as HeliOps.
iii. Incomplete addresses: Where there is no rapid or street number, you will need to keep that invoice aside and find the correct address. Update the details on BOTH databases when you get the full information.
Once any overdues have been checked for payments made, Kirsty will do the Bank Reconciliation (Bank Rec), and confirm that things are correct.
Enter any supply orders from this month.
WHEN ENTERING SUPPLY ORDERS ON EXO, ENSURE THE DATE IS SET AS THE ACTUAL DAY OF THE CURRENT MONTH.
2. Week 2: (6th to 11th of the month approx)
Continue entering supply orders from this month. (ACTUAL DAY OF THE CURRENT MONTH)
Collate creditor invoices & any statements.
i. Photocopy: any invoices which have been labelled as a different account than addressed (eg. HeliOps written on a Booth Ag addressed invoice, or vice versa). Note “H/Ops to Pay” or “B/Ag to Pay” as required, by the amount owing. The ORIGINAL is to stay as addressed, and the COPY is to go into the pile for payment by the account nominated.
ii. Statements: will come in dribs and drabs from the last day of the month prior, up until even the 14th of the current month. When they come in, attach all invoices noted, and tick that they’re as invoiced. Where an invoice is for the other company, write the letter (H, or BA) instead of ticking.
iii. When all collated: Once you have all the invoices with a statement, tally the totals (if some allocated elsewhere) and record the total to pay for each (HeliOps & Booth Ag) on both the statement and the first invoice of the other allocation. Double check that the two sums equal the total invoiced on the statement. If correct, you can begin to enter the invoices on Exo, as outlined below.
3. Week 3: (12th to 17th of the month approx)
Enter all CREDITOR (our purchases) invoices. See instructions: Entering Creditor Invoices
WHEN ENTERING CREDITOR INVOICES ON EXO, ENSURE THE DATE IS SET AS THE FINAL DAY OF THE PREVIOUS MONTH.
Enter any General Ledger transactions that come through from the bank statements. See instructions: General Ledger Entries – HeliOps or General Ledger Entries – Booth Ag
Receipt any Debtor payments made. See instructions: Receipting Debtor Payments
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New staff member - Contract
NB. Only done by Kirsty or at her request.New staff member - Contract
1. Open \\Boothag16\documents\f__PAYROLL__f\
2. Open the document: Data for Contracts.xlsx
3. Enter the new person’s details as applicable. NB. Last Name first.
Be aware that if you drag down, rather than copy and paste, the pasted information will add to any numbers. Eg 3 weeks will become 4 weeks.
4. The job description for the role should be in the second tab of the “Data for Contracts’ file. Check that it has all the relevant details covered.
It will automatically enter the details based on the job name that has been given to the person, so it is important to give a new job name to someone whose job description is radically different from the norm.
5. Once the details have been added correctly to the Data for Contracts.xlsx file, then close it.
6. Now go into \\Boothag16\documents\a__Staff Folders__a\
7. Open the document HeliOps IEA - Permanent Employee CLEAN.dotx or Booth Ag IEA - Permanent Employee CLEAN.dotx by double clicking, which opens a new Document 1.doc document. You will be asked if it can run an SQL command. Say ‘Yes’.
8. Once open, click on the ‘Mailings’ menu link, and click on the number referenced (circled) until you find the name that you have just entered.
9. ‘Save As’ a word document with the name of the person as the file name, in a new folder with their name, under the appropriate business name folder in: \\Boothag16\documents\a__Staff Folders__a\
10. Now check through the document, ensuring that the pages are set out correctly. (They should be mostly, but a wee tweak may be needed).
11. Once you have checked that all is correct, ‘save as’ and change the word document style to a PDF. This is the final document, and the one that you will print off.
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Preparing Data for Timesheets
Preparing Data for Timesheets
The data for it is here: ..\..\f__PAYROLL__f\data for paysheets.xlsx
In the off season, prepare the document for the upcoming year. This will include:
Confirm the pay fortnight dates for the year, and enter them in the left hand column.
Type the first Monday, Tuesday and Wednesday dates in the second row, and then you should be able to use the click and drag option across.
In the second column, create a formula to look at the cell above, plus 14, (which will put the new fortnight date in that cell.
Click and drag down the second column, so all Mondays are included.
Highlight all Mondays from the bottom to the third row, and then click and drag across the rest of the columns to complete the fortnight dates.
Check with your initial column fortnight dates that all dragged dates are accurate.
Highlight all dates and click copy.
Then choose 'paste as' and do as numbers only. This removes all of the formulas, and means you won't muck it up with the next step.
Using the information here: MBIE Public Holidays, identify all Public Holidays, and in that cell enter the date as 01/01/1900. This shows up on the mail merge document, and lets you know to type PUBLIC HOLIDAY and the relevant details in each sheet. Also include the 'Mondayised' days for noted holidays, and the Monday after the first weekend in May, which is when we take Southland Anniversary Day.
Processing Timesheets for Payroll
Processing Timesheets for Payroll
1. The Timesheets themselves are part of a Mail Merge Document, that rolls over pay periods for each fortnight.
This document is here: \\Boothag16\Documents\f__PAYROLL__f\Time Sheet Template.dotx The data for it is here: ..\..\f__PAYROLL__f\data for paysheets.xlsx2. Once a quarter, set up the document to do a mail merge for the forthcoming quarter, and then print off a sheet for each pay period for each employee.
3. Collate each employee’s timesheets into chronological order, staple them together, and put them behind any existing timesheets on their clipboard.
4. Collections of Timesheets occur fortnightly, on the Tuesday morning following the end of the pay period. This is to allow any last-minute addition of weekend hours etc. The individual timesheet for each person is collected and brought to the office.
5. Each employee’s hours worked (minus breaks listed) are then collated using PENCIL ONLY according to the following protocols:
Generally only employees who have been working with us for at least six months, are eligible for overtime. This will be confirmed by the Financial Controller.
Where overtime is not available, the total number of hours worked in each day will be listed under ‘Regular Hours Worked’.
Where overtime is available, the maximum number of hours that can be listed as ‘Regular Hours Worked’ on any given day is nine (9). All subsequent hours worked on any given day will be listed as ‘OT Hours Worked’.
Once an employee who receives overtime has worked five (5) consecutive days in the week (this does include public/statutory holidays as ‘days worked’), then any subsequent work done in that seven (7) day week must be listed as ‘OT Hours Worked’.
Where public/statutory days, sick leave or paid leave are taken, the equivalent eight (8) hours will be listed in the appropriately headed column. If a different form of leave, such as Leave Without Pay (LWOP), Bereavement Leave, or Maternity Leave, is required to be noted, the hours will be tallied in the ‘Other’ column and the reason written under ‘Comments’.
6. Each column is then to be tallied under ‘Weekly Totals’, and the fortnightly total to be tabulated at the bottom of the page.
7. Once fully tabulated the HeliOps staff timesheets then need to be used to record the hours worked in the document:
..\..\f__PAYROLL__f\HeliOps - hours and days stats.xlsx9. Then the timesheets are to be put on the Financial Controller’s desk.
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Spray Diaries – Entry of jobs
Spray Diaries – Entry of jobs
Sort the spray diaries into Machine then Date order.
Open ExoNet, & cross referencing with job line on Admin Copy HOPs Work 19-20 Spreadsheet, confirm Business Name & Client number. Write these on the Spray Diary itself.
When step 1 is completed for each Spray Diary needing to be entered at this time, then open the G:\My Drive\ICOZA\DAILIES - setup for 2020.xlsx document.
Enter the appropriate information according to the column requirements below.
(N.B. – If two jobs are on one sheet, compile them together UNLESS the chemical brews are different. In that case, list them on separate lines but ensure the date, client name, farm /ac number & spray diary number is the same.)
Month: Ignore this column, as it is used for PivotData only. It will automatically pre-populate when the next column is completed.
Date: Date job done – enter as DD/MM/YY
Spray Diary #: Individual number listed on the top right of each Spray Diary. (Check the previous entry for the same machine, and confirm it is the next one along.)
Craft: (ZK-) _ _ _ three letter listing only
AG/Pri/Train: Identify if it was an Agricultural/commercial related job, or a private (non-commercially related) one.
Client Contact: This is the contact person usually. May be the farm name.
Charged to Account: Account number from Exonet, and Farm name (if different to client’s name) or clients name again. It should automatically pre-populate if this client and account has been listed under the “LOOKUPS” tab. If it doesn’t, confirm from Exonet, and add the information to the “LOOKUPS” tab.
Area: As listed on the Spray Diary
Job Type: Either – Top Dresssing, Boomspray, SPOTboom, Stock Control, Training, Testing, Ferry, or Private
Job Description: Job info, then flight plan for job – as noted on Spray Diary. If first or last flight, add an * to denote landing and parking up, or leaving from being parked up.
Billable Extras: List all chemicals provided by HeliOps, as well as if a tractor/wolf/loader was required.
Pilot: First and Second name.
Co-Pilot: If a second pilot was used (usually to ferry), add their name as co-pilot, and then colour the relevant flight time box with their colour. If that time was actually split between the two pilots as well, add a note to the box detailing what the split was.
Hobbs Start: The recorded Hobbs before the craft took off. This should be the same as the Hobbs End from the previous Spray Diary.
TT: Total flight time. This includes all time spent in the air recorded on this Spray Diary. This column automatically fills in, based on the times that are entered to the boxes on the right of it.
AG: Total flight time that can be charged to a client [1]
T&Ft: Training & Ferry – work/ag related flight time, but NOT CHARGEABLE.
PT: Private – not business related, but personal. CEO level confirmation.
Dual: Training done with a permitted trainer officially in control, considered a dual flight.
Solo: Training/Practice done where the trainee is considered to be in control.
Hobbs Finish: The recorded Hobbs when the aircraft is back on the ground, and all work recorded on this spray diary is completed. It should be the same as the Hobbs Start for the next Spray Diary in the sequence. Check this by highlighting the Hobbs Start column and the TT column, to confirm the number is correct.
Product Applied: Type of Product – Ur.Fert (Urea), Phos.Fert (Phosphate), Ni.Fert (Nitrogen Urea), L.Fert (Liquid), Agri. Chem, Trace Elements, Seeding. If no product applied (eg. Stock Control, Testing, Ferry), then this box should say that.
SPA/LPA: This box should pre-populate, as long as the Product Applied column was completed correctly. SPA (Solid Product Applied), LPA (Liquid Product Applied) or NPA (No product applied).
Product per trip: This automatically calculates whether the number of trips was sufficient to keep the weight/trip ratio within permitted bounds, once the loads, hectares and total applied has been completed. It is just a backup to the checks the pilots do. It will ask you to ‘check’ if the weight is higher than the HEAVIEST pilot is permitted
Weight check: This will self-populate if necessary. If it says ‘CHECK’, then confirm in the function box that the weight is correct for that machine and that pilot (see tab PILOT & MACHINE WEIGHTS)
Time check: This will self-populate if necessary. If it says ‘CHECK’, then it might be saying that the time available was not enough for the number of runs. This is just to ensure that the timeframe is not too short to be safe; and asks you to check if it might be. NB. Seeding jobs are much faster than normal trips, due to the small weight being applied.
No.Loads: How often did the craft take off, land, reload & take off again for this job? Should be clearly listed on the Spray Diary. (If not relevant - stock, spot spray, private, ferry - leave blank).
Ha: How many hectares were flown in total for this job? Should be clearly listed on the Spray Diary. (If not relevant - stock, spot spray, private, ferry - leave blank).
Total. Appl: This relates to the to total quantity of product applied.
If LPA – multiply the number of hectares covered, by the water rate required for the job. Put this total number in the box.
If SPA – record as kilograms. This means converting any tonnage information by multiplying it by 1000. (Eg. 2.5T = 2500kgs)
P1: List the first product applied.
W1: List the application rate for that product, as listed on the spray diary.
U1: This is the unit for the product. It should pre-populate if the product name is spelled the same as in the “LookUP” tab. If it is not listed in the “LookUP” tab, add it in, and the unit used.
P2: List the second product applied OR list the second RATE applied of the same product
W2: List the application rate for that product, as listed on the spray diary.
U2: This is the unit for the product. It should pre-populate if the product name is spelled the same as in the “LookUP” tab. If it is not listed in the “LookUP” tab, add it in, and the unit used.
P3 and upwards: Repeat as above.
[1] For pilot hours, AG only involves the discharge of product. Where a job has been done for a client that does not involve product, it can be considered AG for the company, but not for pilot hours.
5. Save the document & close it. Get further instructions from Spray Diaries2.docx
Spray Diaries - Pilot & Machine Hours
Spray Diaries - Pilot & Machine Hours
Open the Dailies – Set up for 2020 document.
Click the ‘enable content’ box.
Go to the “Machine PIVOT” tab.
Working down the filters at the top of the sheet, make sure you do the following:
Click on ‘Months” and choose the current operating month.
“Pilot” – choose only those pilots who work for HeliOps.
Co-Pilot – (All)
Job Type – (All)
Ag/Pri/Train – choose all except ‘blank’.
Job Description (target & travel) – (All)
Solid or Liquid – (All)
Month – (All)
The actual Pivot should have all machines used showing. You can click on the (-) sign to consolidate the jobs to their totals, unless you wish to have the breakdown of all client work visible.
Go to the “Pilot Pivot” tab.
Check that the total is the same as the total on the “Machine PIVOT” tab.
Working down the filters at the top of the sheet, make sure you do the following:
Click on ‘Months” and choose the current operating month.
Co-Pilot – (All)
Job Type – (All)
Charged to account – (All)
Ag/Pri/Train – choose all except ‘blank’.
Solid or Liquid – (All)
The actual Pivot should have all Pilots showing. If any dates have a (+) showing, click to provide breakdown of all work done on that day.
Each day will list work by type, and then show the description of travel and job. This should be in order of spray diary, but may not always be.
For each Pilot, collapse all other pilots to a single line, and then create a print area for the work done since the last print-out. Print the flight information and put in the ‘to be taken to the hangar’ box.
Collapse all dates already printed, and un-collapse the pilot names.
Save and close.
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