Skip to main content
link to IPM tools section
->Home > nysipm > trac > tracfaqs

Trac Frequently Asked Questions trac faqs

Obtain Trac Software for Fruit
Obtain Trac Software for Turf
Trac FAQs
Trac Bug Sheet
Trac Tips
Excel Shortcuts
About Trac Software
Trac Software Manual (200k pdf)
Trac FAQ Archive

These FAQ’s reflect Windows operating systems prior to Vista and Windows 7.
The FAQ answers may fail to address Apple computer-related questions.
Google any Excel-related question and find answers on webpages or in You Tube videos.

For technical support, contact Juliet Carroll.

FAQ List

FAQ Topic FAQ Topic
1 Trac – requirements 16 SiteLists – “All” & “Entire”
3 Trac – other crops 17 SprayData – light blue cells
5 SiteLists – copy to new file 18 SprayData – light blue cells
7 SiteLists – data entry sequence 19 SprayData – time entries
8 SiteLists – data entry 20 SprayData – time entries
9 SiteLists – data entry 21 CentralPosting – blank Re-entry
10 Trac – how many files 22 CentralPosting – data entry
11 ChemTable – add to it 23 CentralPosting – printing
12 ChemTable – customize 24 Trac – data entry in reports
13 SprayData – target pests 25 Trac – printing reports
14 SprayData – tank mixes 26 Trac – working with data

FAQ-1. What are Trac’s hardware and software requirements?

Trac hardware and software requirements are:

Microsoft Office Excel

CD Rom Drive

Windows 98 (or above) or Mac OS 9 (or above)

Printer to print reports

Compressed of zipped files download faster, for these you need a program to extract or “un-zip” Trac Software

Trac Software will not work in Office 2008 for Mac computers or in Open Office because Visual Basic Applications are not supported by these versions of Excel.

return to FAQ List

FAQ-3. Can Trac Software be used for other crops?

Trac software was developed specifically for the crop(s) specified in the name of the software. Users are not encouraged to use the software for other crops. New York State pesticide registrations and the pesticide information in the ChemTable is crop-specific. If the user selects chemicals from the Pesticide Trade Name drop-down list, the REI, PHI and Earliest Harvestable Date on the SprayData, CentralPosting, and processor forms may not accurately reflect another crop. Always read the pesticide label before applying any pesticide. Accuracy of reports is the responsibility of the end-user.

return to FAQ List

FAQ-5. In Trac, is it possible to transfer the previous year’s information from the SiteLists* sheet to the new year’s Trac file?  …from NameAddress, Applicators, Customers (TracLawn only) sheets?  *SiteLists was previously called FarmData in 2003, 2004, 2005, 2006, and 2007 versions.

Yes. Lists under each Excel column (see table below for Trac-specific headings) can be copied from the SiteLists sheet on your prior year’s Trac file(s) and pasted into the appropriate column on the SiteLists sheet on your new year’s Trac file(s) in order to save time re-entering data.

Open your new Trac file and click on the SiteLists sheet tab to open the SiteLists sheet. Open your old Trac file and click on the SiteLists sheet tab to open the SiteLists sheet.

Copy and paste only one column at a time. That is, do the Farms column, then the Orchards column, then the Blocks/Acres columns, and then the Varieties column.

In the old Trac file, within a column (ex. Farms), click on your first entry in that column and drag the mouse down to select all the entries in that column. On the main menu click on Edit then Copy.

Go to your new year’s Trac file and click on the cell under the appropriate column heading (ex. Farms). On the main menu click on Edit then Paste. The copied list will appear.

Continue copying and pasting each column of data on the SiteLists sheet until all are copied and pasted from the old file to the new file. After copying and pasting the SiteLists lists into your new Trac file, the lists can be edited or added to, if needed.

This can be done for other sheets (NameAddress, Applicators, Customers (TracLawn only)) also. More than one column can be copied and pasted when the columns are sequential – note the Excel column letter headings, A, B, C, D, etc.  If they skip a letter, then copy and paste only the individual or continuous group of column’s data. 

Table of SiteLists Headings in Trac Software

File Column B Column D Column F Column G Column I
Trac tree fruit Farm Names List Orchard Names List Block Names List Acres Variety Names List
TracGrape Farm Names List Vineyard Names List Block Names List Acres Variety Names List
TracBerry Farm Names List Field Names List Block Names List Acres Variety Names List
TracSod Farm Names List Field Names List Block Names List Acres Grasses/Mixtures List
TracGolf Course Names List Golf Features List Hole Code# List Units of 1000 sq ft Grasses/Mixtures List
TracGrounds Property Type List Property Names List Section/Area Names List Units of 1000 sq ft Grasses/Mixtures List
return to FAQ List

FAQ-7. Does information on the SiteLists* (Customers in TracLawn) and Applicators sheets need to be entered before making entries on the HarvestData, FertData, and SprayData sheets? *SiteLists was previously called FarmData in 2003, 2004, 2005, 2006, and 2007 versions.

It is recommended to complete the information in the SiteLists, Customers (TracLawn only), and Applicators sheets before making entries on the SprayData, FertData and HarvestData sheets. There are drop-down lists that are based on the information entered on the SiteLists, Customers (TracLawn only), and Applicators sheets. These drop-down lists are very useful because they streamline data entry, insure consistent use of names in your records, reduce typographical errors, and enhance accurate sorting and filtering of your spray records.

return to FAQ List

FAQ-8. How should information be set up on the SiteLists* sheet? *SiteLists was previously called FarmData in 2003, 2004, 2005, 2006, and 2007 versions.

On the SiteLists sheet, each column is set up for you to enter a list of the names or codes for the locations or sites where you apply pesticides, fertilizers or conduct harvesting operations. These lists then become drop-down lists on the SprayData, FertData, and HarvestData sheets to make data entry easier and more consistent. For the list of Block names or codes, the size of the block must be entered next to the block name. Use abbreviated names or codes if necessary. Put unique identifying characters at the front of the name when names are similar. For example, if several blocks contain Concord grapes, they might be designated as “B-l Concord” and “B-2 Concord”, etc.

Also consider how your sprays are applied. Are all the Concord grape blocks sprayed on a single day or does it take longer? Are only the Ginger Gold apples sprayed for fire blight? In each of the lists (ex. Farms, Orchards, Blocks, or Varieties) you may want to have the word “All” to easily indicate that all Farms, all Orchards or Vineyards, all Blocks, or all Varieties were treated on the same date and time.

Also consider how your harvest operation proceeds. Will it be useful to have split-block designations so the drop-down lists in the HarvestData sheet improve your record keeping?

If you have a small farm business, simply leave columns blank on the SiteLists sheet that are not applicable to your business structure. If you have a large business with multiple farms, orchards or vineyards, it may be desirable to set up and save separate files for each of your farms. While it is not necessary to fill in every column on the SiteLists sheet, it is recommended even if it is only one name.

These drop-down lists are very useful because they streamline data entry, insure consistent use of names in your records, reduce typographical errors, and enhance accurate sorting and filtering of your spray records.

return to FAQ List

FAQ-9. On the SiteLists* sheet, does every column (Farm, Orchard or Vineyard, Blocks & Acres, Varieties, Sprayer-Spreaders) need to be filled in? *SiteLists was previously called FarmData in 2003, 2004, 2005, 2006, and 2007 versions.

While it is not necessary to fill in every column on the SiteLists sheet, it is recommended even if it is only one name (ex. Farm Name). If a column does not apply to your business structure, leave it blank.  In 2009 versions, it is recommended to use columns F and G because the size of the area treated (acres or units of 1000 sq ft) will automatically fill in on the SprayData sheet when the Block Name, Hole Code#, or Section/Area name is selected.

Setting up user-defined lists on the SiteLists sheet allows the user to access drop-down lists when entering data on the SprayData, FertData and HarvestData sheets. These drop-down lists are very useful because they streamline data entry, insure consistent use of names in your records, reduce typographical errors, and enhance accurate sorting and filtering of your spray records.

return to FAQ List

FAQ-10. Are there advantages of keeping separate Trac files for different sectors of my business? How are separate files made?

There are situations when it may be advantageous to keep data from different sectors of your business (farms, orchards, vineyards, golf courses, etc.) in separate Trac files. Although this decision should be made prior to starting entries in Trac, data can be transferred easily from an existing file to an empty Trac file using the Copy and Paste commands as described in FAQ-5, FAQ-14, FAQ-15. Below are a few reasons that might favor separate Trac files.

The business operation is so large the Trac software file is cumbersome to use.

You want to more easily generate reports by individual farm, golf course or business sector.

Geographic distance between locations with each location having its own computer.

For Downloaded Software

If you saved the downloaded Trac software file with a different file name, open the downloaded Trac software file and save it with another file name of your choice, in a convenient location on your computer. Use this procedure to set up as many Trac files as desired.

If you did not save your file with a different name, rename your file and then download another copy of the Trac software. Save it with another file name of your choice, in a convenient location on your computer.  Use this procedure to set up as many Trac files as desired.

For CD Software

Open Trac from the CD and save it with another file name of your choice, in a convenient location on your computer. Use this procedure to set up as many Trac files as desired.

return to FAQ List

FAQ-11. Can pesticides be added to the ChemTable and the Pesticide Trade Name drop-down list on the SprayData sheet?

Yes, though not in TracApple2003.  The Pesticide Trade Name drop-down list can be customized to include user-defined pesticides by adding up to 30 (10 in 2004 versions) user-defined pesticides to the ChemTable. Click on the ChemTable tab to open the ChemTable sheet. Scroll to the end of the chemical list. In the yellow highlighted section, up to 30 additional chemicals not on the pre-defined list can be entered here. Complete all cells for each chemical entered by referring to the information on the pesticide label. The user-defined chemicals will appear at the bottom of the Pesticide Trade Name drop-down list on the SprayData sheet.

Note – A Trade Name must differ from all other Trade Names in the ChemTable or it will not display in the Pesticide Trade Name drop-down list on SprayData.

Note – some Trade Names are combination products containing more than one active ingredient, but they have a single EPA number and label information. These occupy a single row on the ChemTable and the Active Ingredients and % A.I.’s are listed together in the appropriate column of that row. When entering combination products in the yellow rows, enter them all on one row.

return to FAQ List

FAQ-12. Can the ChemTable sheet be changed or edited? (Not applicable to 2003 versions.)

The ChemTable sheet can be changed in three areas:

30 user-defined chemicals can be added.

The chemical list can be shortened to only those materials you use.

The cost of each chemical can be added.

Otherwise, the ChemTable sheet is password protected and cannot be edited or changed.

  1. Thirty user-defined chemicals can be added to the pre-defined chemical list in the yellow rows at the bottom of the table (see FAQ-11).

    Note – some Trade Names are combination products containing more than one active ingredient, but they have a single EPA number and label information. These occupy a single row on the ChemTable and the Active Ingredients and % A.I.’s are listed together in the appropriate column of that row. When entering combination products in the yellow rows, enter them all on one row.
  2. The chemical list can be shortened to only those materials you use by placing an “x” or other code letter in the “Custom Chem List Filter” column A. Once you have placed a code letter next to each material in use, click on the filter button (small square with down-arrow triangle) in the “Custom Chem List Filter” heading box and select (NonBlanks) or your letter code.  The ChemTable will be filtered for your chosen materials and the drop-down list on the SprayData sheet will contain only these Trade Names.

    If you have a market that requires a select set of chemicals (ex. organic), you can use a code letter to designate those and filter for it accordingly when entering spray records for that planting.

    Note – Un-filter the list by selecting (All), everything will show again and you can add more user-defined chemicals in the yellow rows or change the codes next to the chemicals of choice.
  3. The cost of each chemical can be added to the row for that chemical in the “Applied Unit” and “Cost per Unit” columns on the ChemTable sheet. Trac will automatically use this cost basis to calculate the cost of that chemical application on the SprayData sheet. Trac will also automatically fill in the “Unit” on the SprayData sheet. It is easiest to do this when the list is filtered for the materials you use.
return to FAQ List

FAQ-13. Can more than one pest name be entered for the Target Pest or more pests added to the Target Pest drop-down list on the SprayData sheet?

More than one target pest can be entered in the Target Pest cell on the SprayData sheet, but not by selecting them from the drop-down list. To enter more than one target pest, type the information in directly. Use abbreviations to shorten the list to make it easier to read or increase column width to allow room for more entries. Otherwise, determine the single primary pest that you are targeting the pesticide against and select it from the drop-down list.

To increase column width, first unprotect the sheet on the main menu – click on Tools then Protection then Unprotect sheet. Place the cursor over the right-hand border at the top of the Target Pest column until the black cross with arrows appears, click, hold and drag to the right to the size desired and let go. On the menu bar click on Tools then Protection then Protect sheet (don’t enter a password). Whenever increasing a column width realize that the sheet may print to more pages horizontally. To check this, do a Print Preview and adjust the page scaling in Setup on the Page tab.

return to FAQ List

FAQ-14. How is a tank or spray mix, consisting of more than one Trade Name, entered on the SprayData sheet? Is there an easy way to enter it repeatedly?

See “TANK MIXES” in the Trac Software Manual, excerpted below.

Each chemical in the tank mix goes in a separate row on the SprayData sheet because the EPA registration number, REI, PHI, etc. are specific to each chemical. A lot of other information (Date Spray Applied, Block(s), Variety Sprayed, etc.) will be the same on each row of the tank mix.  Use Excel’s shortcuts to fill in this information, quickly and easily. Two examples are given below.

As you become proficient with using Trac and Excel, you may find easier ways to enter your farm’s spray mixes on the SprayData sheet.

Note – some Trade Names are combination products containing more than one active ingredient, but they have a single EPA number and label information. These occupy a single row on the ChemTable and the Active Ingredients and % A.I.’s are listed together in the appropriate column of that row. When entering combination products in the yellow rows, enter them all on one row.

Tank Mix Example 1 – New Tank Mix

  1. Enter the complete first row of data for one material in the tank mix.
  2. Then, for the other materials, enter only Target Pest, Decision Support, Pesticide Trade Name, Amount (Rate) per Acre or 1000 sq ft, Number of Acres or 1000 sq ft units Treated, and Units in the appropriate columns. 

    Check the information in the light blue colored cells for accuracy. If needed, change it by entering the correct information (FAQ-17). Earliest Harvestable Date doesn’t calculate unless the Date Spray Applied and PHI information are available and in the proper date and number formats, respectively. Total Cost will not calculate unless the cost per applied unit is entered on the ChemTable.
  3. Fill all other cells from the first row with Ctrl-D, Copy/Paste or Ctrl-Autofill:

Ctrl-D

  • Select the cell(s) to be copied and the empty target cells to be filled in, and press Ctrl-D.

Copy/Paste

  • Select the cell(s) to be copied, in first row of tank mix.
  • Click on Edit then Copy on the Excel menu bar.
  • Select the cells to copy the information into.
  • Click on Edit then Paste on the menu bar and hit OK, to paste the copied data into the cells.

Ctrl-Autofill

  • Select the cell(s) to be copied, in first row of tank mix.
  • Position the cursor on the lower right corner of the selected cell(s) until the cursor turns into a crossbar.
  • With crossbar showing, click and hold mouse button while depressing the Ctrl key and drag the crossbar down to the last row of tank mix to be filled in.
  • Release mouse and then release the Ctrl key. Copied information will populate cells.

Note – If using Autofill without using the Ctrl key, Excel may sequentially “auto-number” the entries. Check to insure this does not occur.

Tank Mix Example 2 – Repeatedly Used Tank Mix

A tank mix used repeatedly, on different locations or at different times of the year, once entered, can be copied and pasted.

If just the chemicals in the tank mix are the same:

Alternatively, you can copy and paste the entire set of SprayData information for the tank mix, from the Date Spray Applied column to the Comments column:

Manage your tank mix records with any combination of copying, pasting and filling sets of data using these methods.

return to FAQ List

FAQ-16. Is there an easy way to enter a spray, on the SprayData sheet, that’s been applied to an entire farm, golf course, orchard, vineyard, grounds, or several blocks?

Always enter your spray records to best fit your reporting or record keeping needs. Therefore, make sure all reporting requirements continue to be met for the Central Posting and processor forms when using the tactic described below. While this tactic may reduce data entry, it may make it more difficult to organize spray information at the orchard, vineyard, variety, or block level (FAQ-26).

To enter a spray for entire farms, orchards, vineyards, grounds, several blocks, or all varieties include a word such as All or Entire in the lists on the SiteLists sheet. For groups of Blocks or Golf Course Holes that you usually treat together, enter the group in the list. Refer to FAQ-8 for further information on setting up the SiteLists sheet. When all orchards or vineyards, all blocks, or all varieties are sprayed on the same date and time, simply choose the word All from the drop-down list in that column on the SprayData sheet.

return to FAQ List

FAQ-17. Can the data in the light blue shaded cells that automatically fill in when data is entered in adjacent cells, such as the REI (re-entry interval) or PHI (pre-harvest interval), be changed by the user?

The data in the light blue shaded cells that automatically fill in can be edited or changed. First unprotect the sheet on the main menu – click on Tools then Protection then Unprotect sheet. Then, simply type the new information into the light blue cell. Be aware that when information is typed into a light blue cell it will overwrite the formula in the cell and it will no longer fill in automatically. If you decide to clear your typed entry and want to reinstate the formula, see FAQ-18. After you are done, re-protect the sheet: on the menu bar click on Tools then Protection then Protect sheet (don’t enter a password).

return to FAQ List

FAQ-18. On either the HarvestData sheet, FertData sheet, or SprayData sheet, why are a few of the light blue shaded cells, which automatically fill in when data is entered in adjacent cells, not filling in?

On the data entry sheets (HarvestData, FertData, or SprayData), if data in the light blue cells is cleared or over-written, formulas that automatically fill the cells will be erased. To refill the formulas, copy an empty, unused cell in the same column and paste it into the cell that is not filling in by doing the following. First unprotect the sheet on the main menu – click on Tools then Protection then Unprotect sheet. Click on an empty, unused cell in the appropriate column, click on Edit then Copy from the main menu, select the cell that is not filling in, and click on Paste from the main menu. After you are done, re-protect the sheet: on the menu bar click on Tools then Protection then Protect sheet (don’t enter a password).

return to FAQ List

FAQ-19. How is time entered in the Time Start Spray and Time Finish Spray columns on the SprayData sheet?

Time Start Spray and Time Finish Spray must be entered in the proper format for the program to calculate time-dependent entries, such as the Earliest Harvestable Date on the SprayData sheet and the Safe Re-entry Time on the Central Posting Form. Use either a 12-hour or a 24-hour (military) time format. Whenever your time entries are in a proper format, Trac will automatically convert them to military time.

On the SprayData sheet, move the cursor over the small, red triangle in the top right corner of the Time Start Spray or Time Finish Spray cell to see time entry examples in the Comment Box.

12-hour Time Formats:

A space (spacebar entry) is required between the numerical time and the “a”, “p”, “am” or “pm” indicator.

On the hour – Enter the hour then a space then either “a”, “p”, “am” or “pm”.

Hour and minutes – Enter the hour then a colon (:) then the minutes then a space then either “a”, “p”, “am”, or “pm”.

12-hour Examples:

Enter Screen Shows
10 a 10:00
1:15p 13:15

24-hour Time Formats (military time):

On the hour – Enter the hour and a colon (:). The colon is required.

Hour and minutes – Enter the hour then a colon then the minutes.

24-hour Examples:

Enter Screen Shows
10: 10:00
13:15 13:15
return to FAQ List

FAQ-20. Why is Trac changing my time entries?

Trac will accept either a 12-hour or 24-hour time entry format. Then Trac automatically changes time entries to a 24-hour time format so the formulas will calculate properly. See FAQ-19 or access the Comment Box from the red triangle in the upper right hand corner of either the Time Start Spray or Time Finish Spray cells for tips on entering time.

return to FAQ List

FAQ-21. Why are the Re-entry Date or Re-entry Time cells blank in the Safe Entry columns on the CentralPosting sheet?

Empty Safe Re-entry Date or Safe Re-entry Time cells on the Central Posting form indicate that the date and time finish for the pesticide application is either missing or in an incorrect format on the SprayData sheet. Check each of the items outlined below, make corrections as required, and then see if the change corrected the problem on the Central Posting Form.

On the SprayData sheet check the following three things:

  1. Date Spray Applied column – a date must be entered.
  2. Time Finish Spray column – a time must be entered in the correct format and Trac then converts it to a standard 24-hour format. For time format information, refer to FAQ-19 or mouse-over the red triangle in the upper right hand corner of either the Time Start Spray or Time Finish Spray heading cells to access the Comment Box with instructions.
  3. REI column – REI must be in hours and contain only numbers, no words. If the REI has words in addition to a number, the Safe Re-Entry date and time will not calculate. In Trac there are a few chemicals this applies to because the REI on the pesticide label may vary depending on its usage. Therefore, you must determine the appropriate REI for the pesticide based on your use pattern and the pesticide label. First unprotect the sheet on the main menu – click on Tools then Protection then Unprotect sheet. Then enter the appropriate value in the REI cell. After you are done, re-protect the sheet: on the menu bar click on Tools then Protection then Protect sheet (don’t enter a password).

The REI cell may be empty on SprayData because the formula that looks up the REI was inadvertently deleted from the cell. To re-enter the formula, unprotect the sheet, copy an empty, unused cell in the REI column, paste it into the empty REI cell where the formula was deleted, and re-protect the sheet as described above.

On the ChemTable sheet check the following:

If, after checking all of the above, the REI is still missing on the SprayData sheet, unprotect the sheet, type the appropriate REI from the pesticide label into the cell, and re-protect the sheet as described above.

return to FAQ List

FAQ-22. Why can’t the Safe Re-entry Date and Safe Re-entry Time be typed in on the EPA Worker Protection Standard Central Posting Form sheet?

The EPA Worker Protection Standard Central Posting form is password protected and cannot be edited by the user. The Safe Re-entry Date and Safe Re-entry Time are calculated from the Date Spray Applied, Time Finish Spray, and REI on the SprayData sheet. See FAQ-21 for additional information on insuring that Safe Re-entry Date and Safe Re-entry Time fill in.

Note – When applying a tank mix on the same day, the re-entry time and date for each material in the mix will be calculated and displayed on the EPA Central Posting Form sheet. Select the rows for the materials applied on that day and click on the “Print Selected Rows” button (2006 and later versions). The latest reentry time and date among all the materials applied in the tank mix will be calculated and will appear in the text box at the top of the form.

return to FAQ List

FAQ-23. Can just the current day’s sprays be printed from the EPA Worker Protection Standard Central Posting form sheet?

Yes, the EPA Worker Protection Standard Central Posting form can easily be printed to show just the current day’s sprays or a set of sprays of your choosing. Select the rows for the materials applied on the current day and click on the “Print Selected Rows” button (2006 and later versions). A Print Preview window will open. Verify you are printing what you want and hit Print. The latest reentry time and date among all the materials selected will be calculated and will print in the text box at the top of the form.

return to FAQ List

FAQ-24. Trac doesn’t work…Why can’t I enter data in the report forms?

Enter data on the SprayData, NameAddress, and Applicators sheets and the report forms fill in from this data. The report forms are password protected and cannot be changed or edited by the user. On some of the report forms, certain cells in the heading area remain open to allow data to be typed in. These cells vary, depending on the processor or company whose form it is.

To enter data in the reports for 2007, 2008, 2009 versions

On the SprayData sheet, column A “Report Form for Data in Row” select the report form you want the row’s data to be sent to. Every Report can be selected and data will be sent to all report forms in the Trac software program you are using.

The report form sheets this FAQ applies to are:

Beechnut Cliffstar&WestfieldMaid GrowersCo-Op Motts&YonderDistr.
BirdsEye&Others EcoApple Knouse PrivAppRecord
CarriageHouse GLOBALGAP Meier’s ApplicatorReport-26
Constellation GenericForm MogenDavid RecordKeeping-26

Not all report forms are in every Trac software program.

Note – Mouse-over the red triangle to access the Comment Box on some report forms and obtain information on which companies accept that form.

FAQ-25. Can the report forms be printed with just my data without printing any blank rows?

This applies to 2006 and later version only, see FAQ-25-archive for printing prior years’ versions.

Blank rows will appear on the report forms for rows of data that are not sent to that report form from the SprayData sheet. To print the reports for 2006 and later versions with only rows containing data, filter them first.

Filter blanks out with the pre-set filter buttons in the report heading rows. Just click on the filter button and select (NonBlanks) to filter out the empty rows from the print-out. Then print the report. To show all the rows again, click on the same filter button and select (All).

The report form sheets this FAQ applies to are:

Beechnut Cliffstar&WestfieldMaid GrowersCo-Op Motts&YonderDistr.
BirdsEye&Others EcoApple Knouse PrivAppRecord
CarriageHouse GLOBALGAP Meier’s ApplicatorReport-26
Constellation GenericForm MogenDavid RecordKeeping-26

Not all report forms are in every Trac software program. 

Note – Mouse-over the red triangle to access the Comment Box on some report forms and obtain information on which companies accept that form.

return to FAQ List

FAQ-26. Can data be re-organized or rearranged on Trac sheets? Ex. Organized by a location, variety, pesticide trade name, spray date, etc.

See “WORKING WITH DATA” in the Trac Software Manual, excerpted below.

Data can be re-organized or rearranged on Trac’s data entry sheets. Use Excel’s Data/Filter or Data/Sort features to re-organize data in the SprayData, FertData, and HarvestData sheets. Unprotect the sheets before beginning and protect them again after finishing. All automatically filled report sheets are password protected and cannot be sorted, but some can be filtered using pre-set Autofilter arrows.

Note –  Before performing data manipulations always save the file.

FILTER DATA

Filter data on a sheet, for example, by a particular fungicide and only the data on that particular fungicide will show. Filter is a safe feature to use because it does not rearrange the file’s data and can be turned on and off. See additional information on Filtering Data in Excel’s Help.

Print Filtered Sheets. When printing directly from a filtered sheet, only the displayed, filtered data is printed. To narrow down what is printed, you can “Hide” columns (click on Format, then Columns, then Hide). This allows you to generate customized reports for specific reporting needs. Click on File then Print from the main menu and hit OK. If desired, click on the Preview button to verify what will print before clicking on Print.

Why Filter Data?

Filter using following the steps:

  1. Click on Tools in the Excel Menu Bar, then on Protection, then on Unprotect Sheet to unprotect the sheet.
  2. Select any single cell containing data.
  3. Click on Data, then Filter, then AutoFilter on the Excel main menu. Arrows appear in each data heading cell.
  4. Click on the arrow button in the column containing the information you want to filter and select the item to filter for from the drop-down list.

The sheet now shows just the entries for that item. To filter further, select items from the drop-down lists on other columns. To show all the data again, click on Data, then Filter, then Show All on the main menu.

To turn the Filter off:

  1. Click on Data, then Filter.
  2. Click on the checkmark next to AutoFilter. The arrows will disappear from the data heading cells.

When you are done filtering and all the data is showing, protect the sheet again, Tools/Protection/Protect Sheet (without a password) to prevent inadvertent damage to the Trac software sheet.

SORT DATA

To organize data on a sheet, Sort it by information in chosen column(s). Data can be sorted alphabetically or numerically in ascending or descending order. Data is permanently rearranged when sorted. See additional information on Sorting Data in Excel’s Help.

When selecting data to sort on SprayData, FertData, or HarvestData, make certain that the entire data set is selected to prevent disassociating the information in columns from that in rows. In Trac, the automatically-filled report sheets will sort in the same manner as the SprayData sheet is sorted.

Why Sort Data?

Applicators sheet. The lists of responsible persons and pesticide applicators on the Applicators sheet can be sorted, for instance, by the expiration date of their pesticide applicator certification license. Or it might prove easiest to scan lists of names that are in alphabetical order.

SiteLists sheet. It may prove useful to sort the SiteLists information in alphabetical order to make the drop down lists easier to scan. When sorting the lists on the SiteLists sheet, the Blocks and Acres columns must be sorted together. All others must be sorted one column of data at a time.

Print Sorted Sheets. Sorting data can facilitate selecting a particular range of data for printing. To do this, select the rows that contain the data you want to print and print the “Selection”.

  1. Select (highlight) the rows you want to print.
  2. Click on File then Print… and next to “Print what:”, choose Selection, and then click OK. You can also choose Print Selection in the Print Preview window.

Sort Data by following the steps below:

Before sorting large sets of data (SprayData, FertData, or HarvestData sheets) save the file with a different file name and sort only in this file.

  1. Open your farm’s Trac file.
  2. Click on File, then Save As on the main menu.
  3. In the Save As window, enter a new file name (ex. TracSpraysSort) and hit Save.

The file just saved is now the open file. Proceed to Sort Data.

Note –  In large data sets, never sort just one column of data because this will alter the relationship of the data in that column with the rest of the data in the rows. If possible, undo: click on Edit then Undo, OR press and hold the Ctrl key and press Z. If you can’t undo, close the file without saving it and re-open it.

  1. Open the sheet to be sorted by clicking on the sheet tab.
  2. On the main menu click on Tools, then Protection, then Unprotect Sheet to unprotect the sheet.
  3. Click on any single cell containing data or in the colored row of data headings.
  4. Click on Data then Sort.
  5. The entire range of data will be selected and a Sort window will open.
  6. In the Sort window under Sort by, choose the column heading you want to sort by first from the drop-down list. If you want to sort something else, then choose it in the next drop-down list, and then the last, if needed.
  7. Next, choose Ascending or Descending to sort alphabetically starting with either A or Z. Hit OK.

The range of data will be sorted as chosen. All the rows in the processor reports will be sorted in the same manner as in the SprayData sheet. Data can be sorted again, or other files created for different sorting operations.

When you are done sorting, protect the sheet again, Tools, then Protection, then Protect Sheet (without a password) to prevent inadvertent damage to the Trac software sheet.