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Once you have entered the sales invoices and sales credit notes, they are ready to be transferred to the Business Manager program to update your accounts.
Before you start:
- Check that you are using the correct level of the Business Manager program - i.e. it must support invoice-based data entry (not Cash Manager or Cash Focus). Please contact the Adviceline for more details if you are not sure.
- Ensure that you have taken a backup of your Sales Order Processing data before you create the export file.
Take the option File - Export
Grouping & User Defined
Firstly check the date range of the invoices/credit notes to be transferred to ensure that none will be left out. You may wish to transfer different periods in separate batches e.g. either side of a year end.
Item Grouping Method
This will determine how your data is presented in Business Manager.
If you are entering large volumes of data within the Sales Order Processing program you may wish to summarise it in the accounts to save space. For example if the original invoice showed the following information:
You may wish to summarise the detail and amalgamate similar products together within the accounts as below:
By Category
By Group
By Product
No Grouping (i.e. as it was entered)
Using this option will export the full description up to a maximum of 254 characters.
In each scenario the program has converted the number of units to the group units of the products so that they are treated on the same basis within the Business Manager program.
N.B. Take care not to group products with different group units, as this will make the quantities meaningless.
User Defined Fields
Within Tools - User Defined Fields, you were given the opportunity to set up user defined fields; two covered the whole transaction and two were for each item. If you wish this information to be transferred into the accounts put a tick against their names.
You will be given the opportunity to link each item to enterprises (including the harvest year if your sales span two different harvests), farm codes, search codes and asset running costs. If the user defined codes have no relevance to your accounts do not include them in the export as it will unnecessarily increase the work that needs to be done when you import them for the first time into the accounts.
N.B. You can only select the item user defined fields if you have also selected 'No Grouping' so that each item is coming into the accounts separately.
Invoices and Credit Notes
Select the transactions that you wish to transfer to Business Manager by putting a tick against them. To tick or untick the whole list, use the options at the bottom of the screen.
To view/edit any of the entries click on the drill down box at the left hand side of the line.
Items
This tab will display a list of all the entries selected and allow you to check that you are going to export the correct information.
To select an individual entry click on it to enter an arrow in the left margin.
The two tabs either display the items as they have been entered in the Sales Order Processing program, or using the other tab, in the format that they will be transferred into Business Manager. This screen will also allow you to print the data in the order that it will be exported.
If the information is incorrect or the grouping/user defined codes are not as you would like to see them in Business Manager you can amend them and then recheck this screen.
Export to Business Manager
When you are happy with the items that have been selected and the format that you have chosen select the 'Export' tab.
The export file will normally be created in a default location. If you would prefer to create it in an alternative location, use the browse button (with 3 dots). Remember to make a note of the location as you will need to know it when you import the data into Business Manager.
Click on the 'Export' button to create the export file.
N.B. This will normally create a file called 'itemsp01.txt'. If you have not yet imported a previous file it will not be overwritten. Subsequent files will be called itemsp02.txt and so on.
View Previously Exported
Occasionally you may need to re-create the export file, perhaps if you have to go back to an earlier copy of the Business Manager data.
The 'View Previously Exported' button will allow you to select an earlier export file and re-create it.
N.B. You should check the grouping and user defined codes first as these will need to be redefined.
There is a safety check in place within Business Manager to prevent it being imported more than once.
For more help on Sales Order Processing call our Adviceline team on 01594 545022 or email us at support@farmplan.co.uk.
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