How to import PGG Wrightson, Ruralco, Ravensdown, Farm Source (or Ag Warehouse in Australia) statements

Why import your statement? Importing your monthly supplier statement lists each item separately and includes additional purchase details in the Description field. This makes it easy to allocate a Category and Extended Code to each line.

This feature is available in both Australia and New Zealand:

• NZ farmers will only see NZ suppliers

• Australian farmers will only see Australian suppliers.

NOTE: We are working with suppliers to automate invoice imports. In the meantime, this method allows you to bring in your statements quickly and efficiently.

TIP: To ensure consistent and accurate coding, consider setting up invoice coding rules.

Step 1: Download your supplier’s file

Before importing, download the statement from your supplier’s website. The file format is usually CSV. Below is a guide on where to find this file on each supplier’s website (as of July 2023):

PGG Wrightson

1. Log in to the PGG Wrightson website.

2. Go to Transaction Listings.

3. Enter the required Transaction Date range (usually one month).

4. Click Download.

Ruralco

1. Log in to the Ruralco website.

2. Select Statements.

3. Find the required month.

4. Click the CSV file icon (second icon).

Ravensdown

1. Log in to the Ravensdown website.

2. Select My Finances.

3. Find the required month.

4. Click the Save icon.

Step 2: Import your file into Farm Focus

1. Go to Actuals > Needs Action.

2. Click the Import File icon in the top right corner.

3. On the Import File page, select Supplier Invoice as the file type.                                                                                                                

4. Choose your Provider.

5. Click Browse and locate the downloaded file on your device.

6. Click Import.

Your invoice will now appear in the Needs Action screen, ready for coding.

Advanced: Formatting other supplier invoices for import

You can modify invoices from other suppliers into a CSV format compatible with Farm Focus. This is useful if you regularly purchase from multiple suppliers with detailed invoices.

NOTE: This process is suited to experienced Excel or Word users and is not best practice.

Steps to create a CSV file for import

1. Download the invoice as a PDF from your supplier.

2. Open the file in Word.

3. Open a historical CSV file (e.g. a PGG Wrightson file) in Excel.

4. Copy transaction lines from the Word file and paste them into the CSV file below the previous transactions (keep the original transactions until verified).

5. Ensure all columns align correctly (e.g. amounts and descriptions in the correct fields).

6. Remove merged cells.

7. Delete any non-transaction lines (e.g. summaries, invoice totals) and remove the original PGG Wrightson transactions, but keep the column headings.

8. Save the file as CSV.

9. In Farm Focus, import the file as a PGG Wrightson statement.

10. Check the Statement Date and update the Other Party Name.

11. Upload and code as normal.