How to use the Actuals screen

The Needs Action screen is divided into two sections: Invoices (left) and Bank Transactions (right). 

Invoices

• Invoices appear on the left-hand side of the screen.

• Columns can be customised.

  • Compulsory columns: Due Date, Other Party, Amount.

  • Optional columns: Invoice Date, Reference, Bank Account (A/C), Status, Other Party Bank Account.

• Use the search function to find invoices by:

  • Batch payment number (e.g., #0019).

  • Partially paid invoices (identified by an orange token).

  • Invoice or credit note number (e.g., 2023-007).

  • Zero-dollar invoices (e.g., $0.00).

  • Other Party name.

  • Uncoded invoices (marked with a blue token).

• There are five ways to bring invoices into the Needs Action screen:

  • Connectors (integrations with suppliers).

  • Invoice Scanner (automated recognition).

  • File Upload (manual import of invoices).

  • Manual Invoice Entry.

  • Tax Invoice Creation.

Transactions

• Transactions appear on the right-hand side of the screen and record money physically coming in or out of your bank account.

• Columns can be customised.

  • Compulsory columns: Payment Date, Other Party, Amount.

  • Optional columns: Reference, Particulars, Code.

• Use the search function to find transactions.

• Transactions are recorded in Farm Focus using:

  • Automated Bank Feeds.

  • Importing a transaction file from your bank's website.

  • Manual entry from a bank statement.

Matching

Use the Match tab to link invoices with bank transactions as transactions arrive in the bank feed.

Completed

Once invoices are matched or manually coded, they move to the Completed screen. Here, you can:

• Find historical transactions.

• Review and amend coding.

• Attach additional documents.

• Switch between two views:

  • Transactions: Bank transactions (e.g., Farmlands payment).

  • Coded Lines: Individual coded items.

• Adjust the date range to view past transactions.

• Use the search function or sorting options to find specific records. 

Stock Activity

This screen lists all financial (sales/purchases) and non-financial (births, deaths, etc.) stock events for the selected financial year.

• To record a non-financial stock event, click Non-Financial Event. 

Bill Payments

You can create a payment file from invoices in Farm Focus and upload it to your online banking.

• Export multiple batches for payment.

• Invoices are identified with a batch number to streamline bank transaction matching.

Tax Invoices

This screen lists all tax invoices created in Farm Focus. You can sort them using different criteria.

Repeating

This screen lists all manually created repeating invoices.

• Farm Focus can automatically generate recurring invoices for income or payments, such as rental income or loan repayments.

Balancing

Ensure your bank transactions reconcile with your actual bank balance.

• Transactions are sorted by date.

• Click the drop-down arrow next to the month-end date to view transactions. 

Deleted 

Be able to view and restore deleted manual invoices, bank transactions and tax invoices.