Introduction to File Imports
File imports are a time-saving alternative to manual data entry or automated bank feeds for managing your banking transactions.
Benefits of File Imports
Time-Saving: Quickly import date, description, and amount details without manual typing.
Reduced Errors: Minimise the risk of human error compared to manual entry.
Flexible: Useful when automated bank feeds are unavailable or not preferred.
Automation: Set up bank rules to automatically code recurring transactions.
When to Use File Imports
Your bank doesn't offer automated feeds
You prefer not to use automated bank feeds
How It Works
Download: Obtain a transaction file from your online banking platform. Contact your bank directly if you require support with this.
Import: Upload the file to your accounting software.
Review: Check and edit transactions as needed.
Automate: Set up rules for recurring transactions to streamline future imports.
Supported Banks and Institutions
Farmplan Business Cloud supports default formats for major UK banks, including:
Barclays
Natwest
HSBC
Royal Bank of Scotland
Lloyds
Santander
For other banks, you can create a custom file import format.
How to Use File Imports
First ensure that there is either a default file type for your bank, or you have created a customer import format.
Step 1: Download Your Bank Statement
Obtain a CSV or OFX file of your transactions from your online banking platform.
Step 2: Import the File
Go to 'Banking' and select the appropriate bank account
Ensure the account's entry method is set to 'File Import' and click to enter transactions
Click the 'File Import' button
Enter a description (e.g., the period covered)
Select your bank format from the list, or your custom import format
Upload your file
Step 3: Review and Confirm Transactions
Understanding Transaction Types
There are four main types of transactions:
Cash Analysis Based Entry
Allocating the statement line through the bank rather than allocating to an existing invoice on the system.
Money In: For amounts received directly into your bank account (e.g., direct payments, wayleaves)
Money Out: For payments leaving your account (e.g., direct debits, cheques for insurance, utilities, rent)
Note: VAT is declared upon entry of the receipt or payment for Money In/Out transactions when no invoices have been entered previously.
Invoice-Related Transactions
Customer Receipt: For amounts received from customers with issued invoices
Supplier Payment: For amounts paid to suppliers who have issued invoices
Coding your entries
For one-off transactions, complete details manually. For regular payments, you can set up a Bank Rule for automatic future coding.
Key Fields for Manual Coding
Category
Enterprise (if applicable)
Description
Currency (for multi-currency use)
Quantity/Price (if applicable)
Net amount
Tax Code
Tax amount
Handling Multiple Line Items
Use the Split button for transactions with multiple items. The system will show an 'Amount Left' figure to help you allocate the total correctly.
Managing Invoices
Change the transaction type to Customer Receipt or Supplier Payment when clearing previously entered invoices. Select the supplier or customer under 'Categories' and then click the green 'Invoices' button to choose which invoice(s) to allocate to.
Underpayments and Overpayments
For underpayments, allocate against relevant items
For overpayments, use the Overpayments feature to manage excess amounts
Confirming Entries
Once satisfied with each transaction:
Click the checkbox at the end of the line
Confirm them at the bottom of the screen
Understanding Transaction Tabs
Check: Main tab for transactions needing confirmation
Confirmed: Historical list of checked and confirmed transactions
Ignored: Deleted transactions that can be restored if necessary
Bank Reconciliation
For manual bank account reconciliation, please refer to our separate article on this topic.