Set Up for Success - Data & Coding Review

Tātou App is designed to provide users with the flexible options when it comes to account set up. This section will cover set up tips that we’ve found to support easy of use from data tracking in the field to payroll and finance reporting.

Background Data & Codes:

Tātou App has been built with users at every level in mind. That’s why for what we call the “background” information there are a few layers of identification which can be merged with Custom Logic to provide the exact level of detail users need depending on their role at your organisation. These include:

Reporting Values and Codes

Background Item NAME	Visible in Tātou Field	Visible in Tātou Office	Associated Reporting Values (Custom Logic Format)	Used for Division Mapping
Task Category	❌	✅	`$task_category_name` `$task_category_code` `$task_category_costing_code`	✅
Task	✅	✅	`$task_code__name` `$task_code__code`	❌
Client	✅	✅	`$client_name` `$client_code` `$client_costing_code`	✅
Location	✅	✅	`$location_name` `$location_code`	✅
Block	✅	✅	`$block_name` `$block_code` `$block_costing_code`	❌

Pro Tip: Keep the following values simple and recognisable for Operational Staff tracking time in Tātou Field App:

Task Name
Client Name
Location Name
Block Name

Mapping for use from Field App to Finance → Best Practice

Each business has their own coding structure, so the structure and examples below are meant to demonstrate best practice, but is by no means the ONLY way to structure your data.

1. Talk to Operations

Get a Task Information
- Task Name
  - How do they group these (a.k.a Task Categories)?
- How is task completion tracked?
  - Pruning is tracked by plants,
  - tractor operation tracked by row kilometre,
  - harvest by bin, etc.
Client, Location, Block Data
- Client Names
- Location Names
- Block Names

Client Name - While the name of this type is more relevant to contractors, this type can be used for growers too. If your Orchards/Vineyards/etc. are grouped at a lower level than simply your organisation you can use clients to organise locations that are grouped together.

Locations - When Tracking Jobs in the Field App - Blocks at the same Location can be worked on the same job. Many operations have different “locations” where blocks at the different sites are worked together because they are next door, or even at the same property. Make note of any Locations where this might occur to decide what data organisation works best for your team.

2. Talk to Payroll, Invoicing & Finance

Once Jobs are tracked in Tātou any Associated Values in the Table above can be combined for reporting using Tātou Custom Reports, so it’s important to talk to your admin teams so these values are linked to the correct task, client, location and block for reporting.

Payroll -
- Payroll Codes from your Payroll System
  - Task codes?
  - Client/Location Codes?
Invoicing -
- Invoicing Codes from your Invoicing System

If you’re using our Xero Invoicing Integration clients are linked in Tātou Office App once your Xero account has been linked.

Finance -
- What do your accounting codes look like & what information does it contain?
  - Client, Location, Block, Variety Codes?
  - Tasks and Task Categories Codes?

Putting it all Together ->

When a Job is tracked in Tātou all of the following values will be available for reporting purposes AND can be combined in custom order to tailor reporting for payroll, finance and invoicing teams.

Operations Usage	Finance/Invoice/Payroll
`$task_category_name`	`$task_category_code` `$task_category_costing_code`
`$task_name`	`$task_code`
`$client_name`	`$client_code` `$client_costing_code`
`$location_name`	`$location_code`
`$block_name`	`$block_code` `$block_costing_code`
name values can only have ONE associated code value per name	code values DO NOT need to be UNIQUE to different name values

Example → Task Category & Tasks

Task Category	Task Category Code	Task Category Costing Code	Task Name	Task Code	Default Unit Tracked	Division?
Kiwifruit Pruning	15	1000	Pruning - Females	WAGES	square_metre	Kiwifruit Division
Kiwifruit Pruning	15	1000	Pruning - Males	WAGES	units_max	Kiwifruit Division
Vineyard Pruning	15	1000	2 Cane Pruning	WAGES	plants_available	Vineyard Division
Vineyard Pruning	15	1000	3 Cane Pruning	WAGES	plants_available	Vineyard Division
Vineyard Pruning	15	1000	Spur Pruning	WAGES	plants_available	Vineyard Division
Ground Management	25	1000	Mowing	WAGES	kilometres	No Division (Org Wide)
Ground Management	25	1000	Mulching	WAGES	kilometres	No Division (Org Wide)
Meetings and Training	10	1000	First Aid	WAGES	none	No Division (Org Wide)
Meetings and Training	10	1000	Toolbox Meeting	WAGES	none	No Division (Org Wide)
Admin Tasks	111	2000	Payroll	WAGES	none	No Division (Org Wide) RESTRICTED

Pro-Tip: When managing different crops, don’t worry about creating task specific tasks for each crop. Tātou can use Job data to identify task completed at different orchards or on different crops. For example:

Harvest Picking*
Harvest Tractor Ops
Harvest Load Out
Harvest Supervision

These 4 Tasks could be used for Wine Grapes or Kiwi Fruit, and the Job + Names and Coding can distinguish which is which.

This keeps the list of tasks SIMPLE in Tātou Field App - which means easier tracking, and less opportunity for data entry mistakes

*note: if your operation has different picking requirements consider simple task identifiers to ensure jobs are tracked against the correct units - like some crops picked by kg and others by the bin, consider having “Harvest Picking (kg)” and “Harvest Picking (bin)”

Example → Client, Locations and Blocks

Client Name	Client Code	Client Costing Code	Location Name	Location Code	Block Name	Block Code	Block Costing Code
Kiwi Orchards	KIWI	100	Opotiki View	OPV	Block 01	B01	GREEN
Kiwi Orchards	KIWI	100	Opotiki View	OPV	Block 02	B02	GREEN
Kiwi Orchards	KIWI	100	Tauranga Place	TP	Block 01	B01	GOLD
Wine Grapes	WINE	200	Marlborough Crest	MC	Block 01	B01	SAUV
Wine Grapes	WINE	200	Marlborough Crest	MC	Block 02	B02	BUBBLES
Wine Grapes	WINE	200	Marlborough Crest	MC	Block 03	B03	BUBBLES

Example → Code Combinations

Check out our Custom Logic Support Article for more details….

Mowing at Kiwi Orchards vs Mowing at Wine Grapes?

= $task_category_costing_code+.+$client_costing_code+.+$task_category_code

Job Combo	Resulting Code
Kiwi Orchard Mowing	1000.100.25
Wine Grape Mowing	1000.200.25

Pruning at Kiwi Orchards vs Mowing at Kiwi Orchards?

= $task_category_costing_code+.+$client_costing_code+.+$task_category_code

Job Combo	Resulting Code
Kiwi Orchard Mowing	1000.100.25
Kiwi Orchard Pruning	1000.100.15

Wages at Kiwi Orchards vs Wine Grapes vs Admin

= $task_code+$client_code

Job Combo	Resulting Code
Kiwi Orchard Mowing	WAGESKIWI
Kiwi Orchard Pruning	WAGESKIWI
Wine Grape Mowing	WAGESWINE
Payroll	WAGES