Using this option when importing your Anglia Farmers statement, it is imported as a single invoice against 'Anglia Farmers' the supplier.
Notifying Anglia Farmers and what to do their end
To be able to produce an export file, you will first need to make Anglia Farmers aware that you are now using Farmplan Business Cloud and wish to import their statement into your accounts.
Please email them at help@af.farm for support with this step.
Once they have been notified, within your portal and once you have coded your transactions as normal, you will then be able to export a csv in either a bank or invoice format.
You will first need to make sure you have setup Anglia Farmers as a supplier, with a Supplier Reference that matches the reference given in the first column of your invoice file (AccountRef in column A).
Importing your statement can be split into 3 simple sections.
1 – Formatting the statement:
1. From your Anglia Farmers member portal you retrieve 2 files - for Invoices and Credit notes. You will need to combine them into 1 file by copying the data from the credit note file into the invoice file. You will need to copy all of the data (not the column headers), and paste them directly below the bottom line of data on the invoice file, ensuring no blank lines.
2. Combine the InvoiceRef for each line of the statement to be a combination of the invoice and credit note reference. Be careful when copying the ref down that it does not change the reference each time – it is import that each line has the same InvoiceRef.
E.g. If the InvoiceRef for invoices is 927940 and the InvoiceRef for credit notes is 48967, then combine them so that the Invoice Ref column shows as 927940-48967.
3. Save the new file - if you wish to give it a new name such as 'Combined file to import' as an example, so that it does not overwrite your exported individual files.
2 – Importing into Farmplan Business Cloud:
1. Go to Suppliers | Suppliers.
2. At the bottom of the screen select New | Imports.
3. Enter a description e.g. ‘January 2024 import’, select Supplier Invoice Import in the type, and choose dd/mm/yyyy as the date format. Drag and drop or browse to select the combined file.
4. Save and Upload
3 – Confirming the statement:
1. Select the green ticks under Actions
2. Check that it has automatically linked the Supplier to Anglia Farmers.
3. As this is brought in as a single invoice, click on the orange ‘Split’ icon to allocate the individual lines.
4. Complete the allocations for each line – a warning will be shown if any changes are made to the imported data.
5. Save the split.
6. Tick and confirm the import.
4 - Paying the invoice
When the payment is made and appears on your bank feed/file import/manual bank transaction, you will allocate the payment to the invoice as a ‘Supplier Payment’.
What if the total value of the credit note file is greater than the value of the invoice file
If the value of the credit note(s) is greater than the value of the invoice(s) on an individual statement file, meaning the total of the statement is a negative figure, the statement will need to be edited before importing to include an additional, non-vatable line to make the statement a positive, which then needs to be credited as soon as the import is complete.