Using this option when importing your North Herts Farmers statement, it is imported as a single invoice against 'North Herts Farmers' the supplier. First ensure you have set the supplier up within Farmplan Business Cloud, with a 'Supplier reference' of NHF.
Importing your statement can be split into 3 simple sections.
1 – Formatting the statement:
1. Twice a month you will receive a statement from North Herts Farmers, in a csv format. You will need to open this and make adjustments to the file before it can be imported.
Cell A1 - change to 'AccountRef'
Cell B1 - change to 'Date'
Cell C1 - change to 'InvoiceRef'
Cell D1 - change to 'TotalAmount'
Cell E1 - change to 'NetAmount'
Cell F1 - change to 'TaxAmount'
Cell X1 - enter a new header called 'Description'
In cell X2 - paste the formula =CONCATENATE(I2, " | ", M2, " | Qty", K2, " | ", O2, " | ", P2) and press enter.
Drag the formula down to the bottom line of data entry:
Save the new file in a location you can find . We would recommend giving it a unique name that you can refer back to if needed.
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 North Herts 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.
As quantities are not brought in at the point of import, these can be easily entered here for those lines needing quantity recorded. The quantity will show in the description.
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’.