Using this option when importing your FramFarmers statement, it is imported as a single invoice against 'Fram Farmers' the supplier.
You will first need to make sure you have setup Fram Farmers as a supplier, with a Supplier Reference of Fram Farmers.
Importing your statement can be split into 3 simple sections.
1 – Formatting the statement:
You will first need to edit the csv file from Fram Farmers. Open the file received from Fram Farmers and make the changes below:
Rename cell A1 to AccountRef.
In cell A2 enter 'Fram Farmers (ensure it matches the supplier reference setup in Farmplan Business Cloud), press Enter, and then drag this down the the bottom line of data, to replace all of the existing information with 'Fram Farmers' for column A.
In cell S1 add a heading 'InvoiceRef'. In cell S2 enter a reference for the period.
Drag this down to the last line of information.
Tip - Enter the same reference in S2 & S3, highlight both cells and then drag to the bottom to ensure it is the same reference for each line!
In cell F2 (under the heading of 'Description') paste the following formula: =CONCATENATE(Q2, " | ", R2, " | ", B2, " | Invoice Ref: ", E2)
Press enter, then drag this down to the bottom line of data as per the previous two steps.
In cell T1 add a heading 'Date'. In cell T2 and T3 enter the statement date. Highlight these cells, and drag down to the last line of information so that each line has the same invoice date.
If you do not do this step then you can simply enter the correct date at the point of allocating the import.Rename the following headers:
Qty. (G1) - change to - Quantity
Line Goods Value (I1) - change to - NetAmount
Line VAT total (J1) - change to - TaxAmount
Total Line Value (K1) - change to - TotalAmount
Save the new csv file.
If you wanted to code the Category and Enterprise within the csv file, then you would need to create additional columns for these fields.
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 Fram 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.
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’.