Client Farms/Business can have multiple owners listed (no limit) along with their respective share of the ownership (i.e. share of the income and expenses). Multiple reports can be generated showing the owner specific share.

The system will maintain independent records for up to 676 individuals, client farms and/or business entities.

Using a structure Master Chart of Account Descriptions provides for quick and easy setup of a new client. It provides consistency across clients for easier data entry. Chart of Accounts can be easily customized by client to reflect variations in the type of enterprises it contains, its business model, or to meet other accounting and reporting needs specific to the client. The Chart of Descriptions includes categories of Income, Expense, Cash Reconciliation and Other Transfer Accounts. Cash Reconciliation Descriptions are used to track non income/expense flow of cash in and out of the client farm/business. Generally these are used when doing single entry accounting and not tracking asset, liability and equity balances within the system. For example: income distributions to owners, contributions to the business, capital purchases, loan payments, etc. Other Transfer Accounts are for the standard balance sheet categories of Asset, Liability and Equity. These can be added as needed based on the client and the level of detail needed for their accounting records. This all provides a great deal of flexibility in structuring a chart of account descriptions that best fits the needs for managing the client’s operations and records.

Choose between single entry mode, batch entry mode, or double entry accounting, or a switch modes as needed. In single entry mode (and batch mode when not using double entry accounting), PFMA uses an internal cash account to balance all transactions entered. This allows for simplified entry of income and expense (and other adjustment) transactions while ensuring the flow of funds are accounted for. Batch mode allows for grouping multiple associated detailed transactions together, such as breakdown of a fertilizer and chemical bill. In doubly entry accounting mode, the system runs in batch mode and ensures the debit and credit portions of all transactions are properly balanced prior to saving the batch entry. This setting is currently global (i.e. it applies to all clients), but can be easily toggled on and off via the Options menu.

Posted transactions can be edited. An audit log is automatically created, clearly documenting what was changed, when it was changed, and the reason for the change. An Audit Log report is provided to allow viewing or printing the changes. Only the final version of the transaction appears on other report. Transactions that have been entered during the transaction entry session, and not yet posted, can be edited prior to posting. Since the transaction had yet not been posted to the journal, these edits are not tracked. Transactions can also be voided. Most reports that include transaction details, such as the General Ledger report, have the option to include or exclude voided transactions.

The system allows for a new fiscal year to be opened prior to closing the prior year. This allows for adjustments to be made in the prior year as taxes are prepared and account for other end-of-year activities, while at the same time allow for transactions to be entered for the new fiscal year. This means, you don’t have to wait until the prior year’s records are finalized before entering transactions for the new fiscal year. Transaction amount entered or edited in an earlier open fiscal year which impact account balances for cash or other asset, liability or equity accounts are automatically rolled forward to maintain account balances for subsequent years.

Multiple period groupings are available – monthly, bimonthly and quarterly. Periods can vary from client to client. They may also be customized as needed to account for unique situations, but the maximum number of periods is currently limited to 12. Period groupings can also be easily changed from one form to another (for example from monthly to quarterly) if the need arises.

The Master Payor/Payee list (aka Vendor List) is available across all clients. This allows for quick and easy lookup of payors/payees during transaction entry. The list can be edited directly, as well new entries saved to the list during transaction entry.

While in Transaction Entry, a simple click of a button opens the Edit Chart of Descriptions window. Additions, name changes and even deletions can be made then, upon closing the window, you are returned back to right were you were in Transaction Entry with the revised Chart of Descriptions ready for use.

PFMA for Windows includes the ability to print checks from transaction entry using pre-printed check forms. In Spring of 2026, the ability to print the MICR encoding as well as other check details will be released. At that point, blank check paper can be used to print checks. More details will be coming as we get closer to the release of the MICR print functionality.

Transactions can be assigned to one of 9 user defined Enterprises (or business segments) and a production year independent of the accounting fiscal year. This allows for tracking and reporting on income and expenses by enterprise and by production year, even though transactions may have occurred across multiple fiscal years.

Nearly all reports have multiple customization options such as …

• Whether to produce a summary report at the major account level or at a more detailed sub account level
• Reporting period or date range
• Certain details to include or exclude, such as check number, 1099 flag, transaction reference number
• Sort order for transactions listed on the report
• Number of copies to produce per owner
• Exclude account descriptions that had no activity
• Range of account descriptions to be included

All reports also allow for customizing the font used, margins, page rotation (landscape or portrait), which printer to use, and the default font size. PFMA automatically makes adjustments to the report formatting in order to accommodate the selections. These report settings are unique to the report and Client, and can be saved for the next time the report is run.

All reports in PFMA for Windows are viewable on-screen. You can zoom in, zoom out and resize the on-screen report viewing window as needed to better view the report.

PFMA has the ability to work with selected third party PDF Printer Drivers to automate the creation of PDF versions of PFMA Reports. Using this automation, when PDF versions of reports are generated, they will be automatically named and stored under designated folders. Several options are provided to define the file naming convention and folder structure.

Upon startup, PFMA will check on whether there is a new update available. If so, the user is given the option to have the update installed. They can also view information about what the update contains. Alternatively, the user can choose to wait and install the update another time. They can also have update messages temporarily suppressed. There is also a Check for Updates menu option.

PFMA for Windows supports being run on a network environment, allowing client data to be accessed by multiple users. A single license is all that is required regardless of how many users there will be. If there are multiple office locations, that is also covered under the same license agreement.

A detailed User Manual is provided and accessible from PFMA for Windows. The manual is revised as needed when new updates or versions are released, and the revised manual is automatically downloaded as part of the PFMA Automated Updates.

A simple click of a button launches the built-in memory calculator. Features in PFMA and the calculator allows for easily copying values between the calculator and value fields in PFMA.