Overview
All the information that is entered to the Farm Business Manager program is immediately stored in its basic format. However if all the totals that were affected by each entry, for example the bank balance, were updated continuously, it could slow down the speed of processing and cause delays in data entry. For this reason it is necessary to periodically update your data before studying reports to ensure that the most up to date and accurate information is displayed.
If your data is completely up to date and all the figures displayed are accurate and inclusive of all data entered, each Screen Report will display the a yellow smiling symbol in the bottom right hand corner:
If the symbol is shown as green and sad,  the report is not up to date. This symbol warns that data has been entered but the totals have not been recalculated to take account of it. It may also warn that the report has been temporarily updated to an earlier date (i.e. last year end), and again does not include all the information that has been entered.
The date displayed underneath shows the latest date entered within data entry and the report includes all information entered up to and including this date.
It is possible to force your data to update to an earlier date, perhaps to study an individual report up to your previous year end.
Instructions
For convenience there are several places within the program where it is possible to carry out the update:
- A total update e.g. from the Tool bar or the Data Entry menu.
- A limited update within most menu options - may just update the figures relevant to that group of reports e.g. inspectors.
- Within individual reports - just updates the figures on that report.
Total Update
It is possible to update all the reports in one go, from several different places within the program.
- Each Tool Bar (across the top of the home page) has an update button at the right hand end.
- Alternatively from the Data Entry menu or the Reports menu take the option 'Update Accounts'.
Dates
The date is a crucial part of the operation of Farm Business Manager. Reports are normally calculated up to the 'latest entry date'. The 'latest entry date' is the last date that you have entered any transactions. This will be the default date for recalculating.
Typing a different date into 'Use selected date ' will make the program look at the figures and print a report for the date you have typed.
If an earlier date, i.e. other than the 'latest entry date', the reports will be accurate to the date chosen but the face symbol at the bottom of each report will remain green.
From individual menu options
Certain menu options will contain a limited update for all the reports contained within their section. If the green symbol is displayed, click on it to recalculate up to the latest entry date. For example the 'Update' button under VAT in the Office Accounts section.
If you have temporarily altered the date by doing a 'total update', the symbol will remain green to warn you that it does not include all the entered data.
For more help on Farm Business Manager call our Adviceline team on 01594 545022 or email us at support@farmplan.co.uk.
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