Farm Office

dar31

After the last year with the farm office in a steel container down the yard, i am moving it back into the house, so no better time for some improvements.

how do you manage the office, filing, cards, maps, do do lists, accounts etc from the simple things that make life easier to the more complex.
i dont like clutter, but, im not very good at uncluttering!!!!!

the area for the new office is 10*18 ft will have two desks, one farm and the other smaller one for house and family (bills, school related, wife work etc)
will more than likely have two computers as well, house/farm(children dont touch)

edit pic of systems, ideas welcome

Miname

two desks and two computers arent you a fancy farmer:D. ive a biro and the kitchen table and a filing cabinet, works grand.

KatyMac

I just put all receipts into a cardboard wallet, paperwork like cards, maps etc are all in a big plastic box with the taggers and tags sitting on top and my computer is exclusively mine only after everybody else is gone to bed. Like Miname my office is the kitchen table.

dar31

Miname wrote: »

two desks and two computers arent you a fancy farmer:D. ive a biro and the kitchen table and a filing cabinet, works grand.

unfortunately that's what it has become, its a business with a line between farm and personal.
even the pen and scraps of paper is being replaced with the smartphone.

frazzledhome

Lap top and printer as well as radio in my office. I use clip boards for to do lists. I don't use filing cabinet
Large ring binder folders for Area aid, movements, prescriptions, safety statement etc. All on shelves for easy access. Still use diary.

Cow treats etc on smart phones but all info not being transferred. We now use clip boards with preprinted A4 pages. One in parlour, calf shed and calving shed to record all meds lame and mastitis. Brought to office each Friday for input and paper filed.

All calving are recorded in a day book at calving shed. We have a little ante room with tags, sink, hot water and all required bits

Large accordion folder with appropriate named folders for invoice and receipt storage. 3 yrs records held in office, then stored away in those large sealed plastic boxes from Viking

Muckit

Was there not woeful condensation in the steel container OP? Can't imagine would be great for any electronic gadgetry. Also paper ripples when it gets damp and will clog printers, photocopiers etc

einn32

I have a filing system going with ring binders. A year planner too. Trays for various things like one that says to be paid etc. I do everything per quarter as far as accounts go. I record meds on note pad. Map of the farm too. I also have reference material on my wall. Everything is on computer or smart phone.

Timmaay

Dar I picked up two 2nd hand filling cabinets from a warehouse in Rathnew last week, 2 for 100 +vat, they have loads of other office furniture also. They are the start of a proper office for us now, at the min paperwork spread across me my dad and mum, and it's an utter disaster. I'm just using the corner of the sitting room for now, have a desk there also. Seriously considering getting a tablet for out in the parlour, for checking up cows/entering data while milking.

Greengrass1

Timmaay wrote: »

Dar I picked up two 2nd hand filling cabinets from a warehouse in Rathnew last week, 2 for 100 +vat, they have loads of other office furniture also. They are the start of a proper office for us now, at the min paperwork spread across me my dad and mum, and it's an utter disaster. I'm just using the corner of the sitting room for now, have a desk there also. Seriously considering getting a tablet for out in the parlour, for checking up cows/entering data while milking.

Maybe build an office when doing parlour Tim?

dar31

Timmaay wrote: »

Dar I picked up two 2nd hand filling cabinets from a warehouse in Rathnew last week, 2 for 100 +vat, they have loads of other office furniture also. They are the start of a proper office for us now, at the min paperwork spread across me my dad and mum, and it's an utter disaster. I'm just using the corner of the sitting room for now, have a desk there also. Seriously considering getting a tablet for out in the parlour, for checking up cows/entering data while milking.

are you not using IFC program, it great having all the herd info on the phone, and you are able to enter info as well. one of the lads has set me up on One Note, Microsoft filing/organizing program, looks promising but would take some time to get up and going,

muckit.. it a insulated steel container, it was used for storing files for the HSE before i got it,

frazz.. how do you stop the paper on clip boards from getting damp and grubby, and what sort of lay out are sheets

was going to get a few magnetic white board for various bits.

one of the lads i worked for in NZ had a white board on the wall with his goals and targets wrote on it split short, med and long term, in the corner there might be some thing scribbled like go see a rugby match

Jb1989

Note to watching haveing a business office in your house
If you ever had a revenue audit the revenue can check your office and are entitled to go through other rooms in your house where u may genuinely have cash or cash receipts , bills etc that u may have hidden to save yourself a few pound which could land you in hot water.
If your office is a portacabin etc in a shed they can only check that farm office there and then an can't go into your house. Now maybe they could get a warrant etc to check your house but you should have time to hide evidence that May trouble you.

dar31

Jb1989 wrote: »

Note to watching haveing a business office in your house
If you ever had a revenue audit the revenue can check your office and are entitled to go through other rooms in your house where u may genuinely have cash or cash receipts , bills etc that u may have hidden to save yourself a few pound which could land you in hot water.
If your office is a portacabin etc in a shed they can only check that farm office there and then an can't go into your house. Now maybe they could get a warrant etc to check your house but you should have time to hide evidence that May trouble you.

all above board here, so would nt be concerned, although the container on a cold winters day would shorten any visit

Jb1989

dar31 wrote: »

all above board here, so would nt be concerned, although the container on a cold winters day would shorten any visit

Yes I'd imagine you are,
Me too,
Just Something small that you'd hidden could open a can of worms and then the revenue would accuse you of doing that all the time and it may be a genuine mistake, but they wouldn't see that.
Just a note for others to know this.

Connemara Farmer

Pocket, wallet, coffee table, under coffee table, various drawers, glove box, bags, boxes................

I'm always sorting it next year.

lakill Farm

Jb1989 wrote: »

Note to watching haveing a business office in your house
If you ever had a revenue audit the revenue can check your office and are entitled to go through other rooms in your house where u may genuinely have cash or cash receipts , bills etc that u may have hidden to save yourself a few pound which could land you in hot water.
If your office is a portacabin etc in a shed they can only check that farm office there and then an can't go into your house. Now maybe they could get a warrant etc to check your house but you should have time to hide evidence that May trouble you.

you have to invite them into your private dwelling unless they have a search warrant

Jb1989

lakill Farm wrote: »

Jb1989 wrote: »

Note to watching haveing a business office in your house
If you ever had a revenue audit the revenue can check your office and are entitled to go through other rooms in your house where u may genuinely have cash or cash receipts , bills etc that u may have hidden to save yourself a few pound which could land you in hot water.
If your office is a portacabin etc in a shed they can only check that farm office there and then an can't go into your house. Now maybe they could get a warrant etc to check your house but you should have time to hide evidence that May trouble you.[/QUOT

you have to invite them into your private dwelling unless they have a search warrant

Your a man in the know anyway.
What if you don't invite them in,
Do they go get a warrant if u don't invite them in?
Does it take long enough for you to move evidence in your house?

whelan2

Jb1989 wrote: »

lakill Farm wrote: »

Your a man in the know anyway.
What if you don't invite them in,
Do they go get a warrant if u don't invite them in?
Does it take long enough for you to move evidence in your house?

i thought most audits take place in accountants office?

Miname

Heard of a farmer getting caught with green diesel, said he couldnt pay the fine and when he got his sfp it had been taken out of it, aparently now if you are caught with green your automaticay audited as well. All second hand info so dont know any of the ins and outs of it.

whelan2

Miname wrote: »

Heard of a farmer getting caught with green diesel, said he couldnt pay the fine and when he got his sfp it had been taken out of it, aparently now if you are caught with green your automaticay audited as well. All second hand info so dont know any of the ins and outs of it.

i had a an audit a couple of years ago and it was held in accountants office

Timmaay

Had one 10/15yrs back, was in the house.

kowtow

dar31 wrote: »

all above board here, so would nt be concerned, although the container on a cold winters day would shorten any visit

Hmm.. good idea.

And maybe get a refrigerated one in case the weather doesn't oblige.

whelan2

Timmaay wrote: »

Had one 10/15yrs back, was in the house.

ye my dad had one around 15 years ago in the house too but i think that has changed

Miname

whelan2 wrote: »

ye my dad had one around 15 years ago in the house too but i think that has changed

its different situations sole traders that do there own taxes often work out of their own house, most businesses have an official office. id say once they get in the door its hard arguing with them. they arent there to see if they owe you money.

A cow called Daisy

Is there anything or reason that can trigger an audit or is it the (bad) luck of the draw

whelan2

A cow called Daisy wrote: »

Is there anything or reason that can trigger an audit or is it the (bad) luck of the draw

normally a reason, they give you a months notice of the audit-but dont tell you why you are having an audit:mad: At the start of the audit you get a chance to disclose anything that you think might have caused the audit.

ganmo

Late submission of your books will require an audit the following year, not a revenue audit though

whelan2

ganmo wrote: »

Late submission of your books will require an audit the following year, not a revenue audit though

was talking to a lad last week, he said he is in trouble with tax man for not doing tax returns for 2009,2010,2011,2012:eek:

ganmo

whelan2 wrote: »

was talking to a lad last week, he said he is in trouble with tax man for not doing tax returns for 2009,2010,2011,2012:eek:

Deep doo doo!

Dawggone

Desk audit is OK.
Full audit you will need lube...

Miname

A cow called Daisy wrote: »

Is there anything or reason that can trigger an audit or is it the (bad) luck of the draw

My accountant told me late returns help draw them in. Massive fluctuations up and down in accounts is another one and basically they are told every year to press down on certain categories. Building is due a good rattle soon with the lift in work starting

Bullocks

A cow called Daisy wrote: »

Is there anything or reason that can trigger an audit or is it the (bad) luck of the draw

I reckon its mostly luck of the draw but I'm sure there are things that flag up on their system also .
I dont get too worried about getting audits , I pay the accountant every year to make sure everything is right so there shouldn't be problems if I get one .
I'm going more like my father every year and keeping things to the book !

lakill Farm

whelan2 wrote: »

was talking to a lad last week, he said he is in trouble with tax man for not doing tax returns for 2009,2010,2011,2012:eek:

we get 3 or 4 of them every year

doing a 2008 to 2013 at present

lakill Farm

ganmo wrote: »

Late submission of your books will require an audit the following year, not a revenue audit though

your mixed up on CRO audit exemption

lakill Farm

Dawggone wrote: »

Desk audit is OK.
Full audit you will need lube...

Desk audit sometimes meets full audit straight after

td5man

lakill Farm wrote: »

we get 3 or 4 of them every year

doing a 2008 to 2013 at present

Will insurance cover all costs?

Deepsouthwest

lakill Farm wrote: »

we get 3 or 4 of them every year

doing a 2008 to 2013 at present

Is that 3 or 4 farmers that get audited or anyone on ur books? My accountant told me he has nearly 500 clients, as had only audits in 25 yrs

whelan2

td5man wrote: »

Will insurance cover all costs?

insurance will only cover accountants fees less the vat

lakill Farm

Deepsouthwest wrote: »

Is that 3 or 4 farmers that get audited or anyone on ur books? My accountant told me he has nearly 500 clients, as had only audits in 25 yrs

no 3 or 4 every year that have 4 or 5 years of accounts to be done

have 1 audit at present and client was in audit when he switched to us.

That's the 1st one in 6 years thank god