Transcript RECORD BOOK INSTRUCTIONS

RECORD BOOK
INSTRUCTIONS
By following the instructions, you will
successfully download a FFA record book,
enter your personal information and save the
file to the school server or a flash drive.
1. Open Internet Explorer and go to the web site: http://calaged.org/
2. Click on the
word
“Teacher”
located in the
blue box .
3. Select
“Curriculum” and on
the drop down
menu .
4. Select “E Record
Book Software”.
This will allow you
to save the
electronic record
book to your
computer, a server
or a flash drive.
(There is not
enough space on a
disk to save the
book and enter
information.)
It is always a good idea to
back up your files!!! You
may save it to a flash
drive.
Do not save the file to the
hard drive or desktop of
the computer you are
using at SLOHS. All
campus computers “cleanup” every Summer. Save
a copy to a flash drive for
next year in June. IT WILL
BE LOST!!!
Click on “download release 2.0b. The “file download” box will appear.
Save the file to your documents. Make sure you change the name of the file. This way you
will be able to access your record book/s from any computer on campus.
Change the name of the file from “record book version 2.00b to your name
and the last two numbers of the year (example: kbibby 08)
Remember where you saved this file!
CONGRATULATIONS!!! You are now ready to open your record book
and enter your personal information.
Close Internet Explorer and open Excel.
When Excel is open, open your file from the location that you saved it.
(I told you to remember where you saved it!)
You must click on “enable
macros” for this program to
work!!!
If your computer will not allow
you to enable macros, the
security setting is too high. To
change the security setting,
follow the directions on the next
page.
If you can enable macros, click
on “enable macros”.
ONLY COMPLETE
THIS STEP IF YOUR
COMPUTER WOULD
NOT ALLOW YOU TO
ENABLE MACROS!!!
On the top tool bar, choose “tools”, scroll down to “macros”, then
choose “security”. Click on “security” and a box will pop up.
Set the security
setting to medium
and click on OK at the
bottom of the security
box.
Now go back and open your record
book file.
You are now ready to enter your personal
information!
Enter your name in the space provided.
Enter your school name, San Luis Obispo High
School
Chapter name goes here: San Luis Obispo FFA
Year in agriculture should be a number; example
1, 2, 3…
Beginning date can be Aug/Sept your first year in
FFA. Other years begin on Jan. 1st. Enter
beginning date in this format: mm/dd/yy
Enter the number of months this book will run. If
the books beginning date is Sept 07 and will run
until Dec. 08 enter 16 months. If your book is
Jan – Dec. enter 12 months. (the ending date will
be calculated for you.
Enter your instructors names here: Bates,
Evans, Thompson
SAVE YOUR BOOK!!! The program will not let
you change pages without saving each sections
first.
Select “record book” from the
drop down menu, and select
“introduction page”. Click to
select that page.
You will enter the
types/name of your
enterprise project. Select
the type of project:
ownership means that you
own the project and are
responsible for the money.
Paid placement is a paid job
and unpaid placement is an
unpaid job. Click on the
appropriate type of project.
SAVE WHEN COMPLETED!
These are examples!!! You will enter the
information for your personal enterprise
project or projects.
Go to record book on
the menu bar and
select “calendar”.
This will take you to
the calendar pages.
All calendar pages
will be available to
you, depending on
the dates you
determined on the
cover page of your
book.
You can scroll through
any/all of the calendar
pages.
The calendar is used to help you keep
track of dates & activities that are important
to you. You should include information
related to your enterprise projects, school
and/or personal life.
Calendar dates are available on the
Program of Activities at www.sloffa.org
Simply click on a date and enter the
information.
SAVE THE CALENDAR WHEN
COMPLETED!
Back to the drop down menu for
the record book: select
Agreements.
Business agreements are a written
record of what each party agrees
to provide and what they expect to
receive.
Agreements reduce the chance of
misunderstandings between you
the people with whom you are
doing business. Yes, you need
one with your parents!
On the next two pages I have provided sample agreements: one for ownership
and one for placement. Enter the dates of the project, your name will
automatically be in the appropriate locations. Use complete sentences! If the
example says “student name” that means you should put your name in that
location.
This is a sample
ownership
agreement and
may be adjusted to
meet individual
needs. Your
instructor can
answer any
questions regarding
your enterprise
project.
Enter when your project started
and when it will end in the
appropriate locations.
The “other party” is whom you
have an agreement with, usually
who owns the location where
your project is located.
“Name of Enterprise” is the
same as what is listed on your
introduction page.
You must have an agreement for
every project listed on the
introduction page!
You may use this sample
agreement for the written
agreement.
An agreement is between
the parties involved in the
project. It allows everyone
involved to understand who
is responsible for what.
Insert your name where it
says (student name)
This is a sample work
experience
agreement. It will
need to be adjusted
to fit your individual
needs for your
specific employment.
See your instructor
for help in
customizing this
agreement for your
needs.
Use this example to
complete your work
experience
agreement.
Enter the date you received the
employment and the date you started
working.
Enter the ending date of your employment.
If you are working from year to year, enter
Dec. 31st as the ending date.
Business name and type, supervisors name
are entered in the location provided.
How much are you paid and frequency of
pay are entered.
This is a sample work
experience agreement. It
will need to be adjusted to
fit your individual needs for
your specific employment.
See your instructor for help
in customizing this
agreement for your needs.
Use this example to
complete your work
experience agreement.
This agreement lets the
parties involved understand
what is expected.
After completing your
agreements and
saving them, change
to the budget page.
Same thing, click on
record book and
select “budget”.
Budgets are to be completed for all projects involving money. If you have
an “unpaid placement” project, you WILL NOT have a budget. The values
entered are your best estimate of your expenses and income from the
enterprise. Enter the value, rounded to the nearest dollar. DO NOT
ENTER DECEMAL POINTS OR CENTS. WHOLE DOLLARS ONLY! This
is an estimate only, the total do not have to match anything in the rest of
your book.
Enter a description
of what you expect
to purchase for your
enterprise project.
The type of projects
(entered in the
introduction page)
will automatically be
listed in the
enterprise columns.
Remember whole
numbers only.
The program
automatically totals
this for you. Yea!
The top of the
budget page is for
expenses.
Now, estimate your
income. How much
do you expect to
sell your animal for
or how much will
you make at your
work experience?
Enter those figures
in the appropriate
column.
The program will total your income and then subtract from your
expenses. If you are already losing money, why are you doing this
project? It should be a positive number under “Net Income”.
After saving your budget page, go to Record
Book and select journal. Select the month
your project started.
The journal is used to record all income, expenses and hours that you work on your
enterprise. It should be kept up-to-date. Only activities related to your enterprise
should be included in the journal. Do not enter equipment, breeding livestock or
depreciable inventory here, there is a different location for these items in the book. FFA
activities are entered in a different location of the record book; do not enter FFA meetings,
judging contests, conferences here.
The types of projects you entered on the introduction page are automatically listed in the
enterprise columns.
The journal is the “heart” of your FFA record book.
Take extra care and time to make sure you
enter the information correctly!
Please follow the directions provided.
We know that this journal page is January, it
says so at the top of the page.
In column 1, Date, you will only enter the
actual day that you purchased or sold an item
or worked. Example: 2, 15, 28.
Do not enter Jan 2, or 1-15, or 1/28.
In column 2, Description, describe what
occurred. Be specific, if you worked, list what
specific jobs your performed. If you
purchased or sold something, list what that
item was.
You may use more than one line to
describe what tasks you performed.
Leave the date column blank when you
utilize additional lines for the description.
When you purchase items, complete the
Units columns. Column 3 indicates the
number of items bought and column 4 is
the price paid for the individual items. DO
NOT put the total paid for all items, just
the cost of one item.
The program will not let you enter
amounts directly into the income &
expense totals columns or the total
hours self labor!
Entries must be made into the column
for the specific enterprise and the
program will transfer the information
for you.
Record income, or
money that you have
received for your
enterprises in the
column for the specific
project.
This can be from
wages or selling items.
Wages should be
recorded as gross
wages, not your net
pay (deductions are
not listed.)
Enter expenses for your enterprises in the
appropriate column. Expenses indicate the total
amount that you paid for an item.
The program will automatically total the expenses
for you in column 6; you can not enter values in
columns 5, 6, or 7.
The program will
automatically total the
income for you in
column 5; you can not
enter values in
columns 5, 6, or 7.
Hours or time that you work on your enterprise project are entered into the
hours column. Be sure to enter the hours in whole hours only, not partial
hours or minutes. Enter the hours for each project separately under the
correct column. Example: market animal hours are recorded under
market animal 
The program will automatically total the hours for you in column 7; you
can not enter values in columns 5, 6, or 7.
You may enter your work experience wages
and hours according to the frequency of
wages being paid: monthly, twice a month or
weekly. Most students find it easiest to enter
wages and hours once a month at the end of
the month.
Be sure to fully describe the tasks performed
when you were at your job.
You can summarize your total hours spend with an
ownership enterprise at the end of each month. Be
sure to fully describe what you did with your project.
It is OK to use more than one line. Be sure the
hours are in the correct column!
Check this out!!! The program automatically
totals the columns for you. Imagine
totaling this by hand?!? Not fun.
The program also automatically transfers this
information to the rest of the months.
Enter information
for each month
as occurs (so you
don’t forget). You
should update
your journal
monthly!
Remember to
enter the
information under
the appropriate
column for each
enterprise:
market animal vs
work experience.
Some enterprise projects are year long and others may only last a few months.
Work experience sometimes is only for a few months in the summer or all year
long. Most livestock projects are for the county fair and only last a few months.
Don’t worry about this, just enter the information in the correct months.
At the end of the year, all of your totals will appear in the totals columns.
They will be totaled by enterprise, as well as totals of all enterprises. The
addition is done for you and automatically transferred to your income
summary page (no we have not talked about this page yet).
OK, I am getting tired of telling
you how to change pages!
Save each page each
time!!!
To change pages in your
record book, you will always
go to “Record Book” in the
drop down menu, wait for it to
drop down and select the
correct page that you need to
work on.