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administrators

  • RE: What do I code transactions between farm and trust to??

    @ilovefarming that sounds fine - we have something similar but they are named ...Trust and ..Ltd(the name of the company) - making it easy for the accountant to identify what is for what.

    posted in In the Office
  • How to autocode your trader statement

    How to autocode your trader statement

    As you import the trader statement into your database, you can speed up the coding process by using autocoding.

    Similar to autocoding bank transactions, you can use the Other Party or Note to identify and code a transaction line in the statement.

    If you use the automated Farmlands Feed and find the preset codes aren't quite right for your database, you can also replace them with your own autocodes.

    Before you start, you need to import the trader statement so that it's sitting in the Transaction screen; ready to code.

    1. Highlight the transaction line you want to autocode.

    2. Select the lightning bolt at the bottom of the screen.

    The Autocode screen will appear which also lists existing autocodes in your database.

    1. Select New to create a new autocode.

    2. Type in the text you want to use e.g. the Other Party or part of the note.

    3. Assign a category and extended code.

    4. Click OK to save the changes.

    "<use imported note>" retains the original transaction line's information in the note field instead of the default note attached to the category and extended codes.

    0_1501037353245_51cbf6c1-a3fe-4817-b41a-4c27463f4553-image.png

    Helpful tip

    Use as brief a description as possible so that the autocode isn't limited.

    In the image above, the keyword Hansen has been used, not the full note of 5x Hansen Female straight 20mm.

    If the full text is used, the autocode is limited to only looking for "5x Hansen Female..." to code.
    This means the autocode won't work if next time, you purchase 3x Hansen Female Tee 20mm.

    However, if the word Hansen is autocoded, any joiner purchase regardless of size or quantity will code to RM : WS (Repairs & Maintenance : Water Supply).

    Want to know more?

    How to autocode imported bank transactions
    How to autocode manually entered transactions

    posted in Setting Up
  • How to autocode manually entered transactions

    How to autocode manually entered transactions

    If you're Invoice basis for GST or you use the Direct Credit Export tool, you will manually record transactions in your database.

    To speed up the process, you can automatically code transactions based on information attached to the Other Party.

    This is a handy tool to use if the Other Party is consistently coded to the same category and extended code. For example, an FMG transaction would be coded to RI : I (Rates & Insurance : Insurance).

    Autocoding saves time and ensures accurately coded transactions.

    0_1501019083937_33c93297-7e60-454e-9677-65038d17801f-image.png

    In order to use this tool, you do need to set up Other Parties in your database.

    If you haven't set up an Other Party, have a look at our topic, Create an Other Party.

    How to setup autocodes on an existing Other Party

    1. In the Transaction screen, click on Setup - Other Party.

    2. Locate and highlight the Other Party you want to attach a category and extended code to.

    3. Select Edit.

    4. Click on the Cashbook tab.

    5. Select a category and extended code.

    6. Click OK to save the changes.

    TIP: If you use the Enterprise tool, you can also allocate an enterprise to the Other Party.

    0_1501033664094_7bb842aa-1b31-4883-a733-1609c02114a1-image.png

    Want to know more?

    What is the direct credit export function?
    Autocode imported bank transactions

    posted in Finance & Taxes
  • Autocode your bank transactions

    How to autocode imported bank transactions

    If you import bank transactions either manually or through bank feeds, the best place to set up an autocode is in the Load Bank Transaction screen while you're coding transactions.

    The bank transaction contains information that is far more reliable because you're using information from the source.

    You can use either all or part of the following fields:

    • Other Party

    • Reference

    • Notes

    NOTE: Autocoding doesn't combine text from multiple fields. You need to choose one field that best suits what you want to code.

    Setting up a good autocoding structure can take time but the benefit of having consistent information is quickly realised.

    The example below gives you an idea of what pieces of information can be used to autocode most of this transaction list of imported bank transactions.

    0_1500953848611_f7401b6b-a337-4e71-b986-36053b35033a-image.png

    How to set up an autocode

    1. Highlight the text that you want your database to recognise and code.

    If you only want to use a portion of text, highlight the selection and use Ctrl + C on your keyboard to copy the selected text.

    1. Click on the Autocoding button.

    2. Select New in the Autocoding screen.

    The text highlighted automatically appears in the Search Text field.

    If you have selected and copied a portion of text in step 1, use Ctrl + V on your keyboard to paste the text into the Search Text field.

    1. Allocate a category and extended code. If you use Enterprising, you can also assign the transaction at this point.

    2. Click OK to save the changes.

    TIP: Use the <use imported note> option to describe the transaction in the Transaction screen and reports. The information attached to the bank transaction tends to have more detail than the default notes attached to category and extended codes.

    0_1500956458695_7ed73136-dc26-4b05-a1e9-efd453e1973f-image.png

    Want to know more?

    Check out our training video on autocoding
    How to autocode your trader statement
    How to autocode manually created transactions

    posted in Working day to day
  • Edit, delete or make codes inactive

    Edit, delete or make codes inactive

    When can you edit a section, category or extended code?
    If a code has been set up wrong or you wish to add more information against the code, you can edit it at any time.

    When can you inactivate a section, category or extended code?
    If a code is no longer used you can make it inactive so that it no longer appears in your budgets, reports and code list.

    when can you delete a section, category or extended code?
    If you have never used a code, you can delete if from your code list.

    Edit codes

    To edit a code you can either:
    Click on the Edit button.
    Double left click on the highlighted code.
    Right click your mouse to bring up the Edit Category box.

    1. Highlight the category or extended code you want to edit.

    2. Click on Edit.

    3. Make changes to the code.

    4. Click OK to save the changes.

    0_1500937039977_3ab9a3f2-95bb-4727-81b1-659431d2f119-image.png

    Inactive codes

    If you want to remove a code that has been used from your code list, you'll need to make it inactive.

    1. Select the code you want to inactivate.

    2. Click on Edit.

    3. Tick the Inactive box.

    4. Click OK.

    TIP: to see your inactive codes select All from the Active Records drop-down box.

    0_1500936550774_3193d9fd-cdbc-4d7a-b765-639a0be1db80-image.png

    Delete codes

    You can delete a code only if it hasn’t been used in any transactions.

    If a code has only been used in a budget but not in a transaction it is better to make the code inactive than delete it.

    In most cases, you will make codes inactive rather than delete them.

    1. Highlight the code you want to delete.

    2. Right click your mouse and select Delete xxx code.

    3. Confirm you want to delete the code by clicking Yes to the pop-up box.

    4. Click OK to save the changes.

    0_1500937217530_e53242fb-bde4-4fd3-b23c-92c0a1a3f8f2-image.png

    TIP: if a box appears saying "Code in use..." you won't be able to delete the code. The next best thing is to make it inactive.

    Edit or delete a section

    • To edit a section, follow the same steps you would use to edit a category or extended code.
      Select the relevant section and right click to select edit.

    • To delete a section, follow the same steps you would use to delete a category or extended codes.
      It must be empty (there are no category or extended codes sitting within it) before you can delete it.

    Want to know more?

    Create a new code
    Use templates to set up your code list
    Stock, crop and dairy codes
    Enterprise codes

    posted in Setting up
  • Create a new code

    Create a new code

    Sometimes you may need to add another category or extended code.

    Create a new category code:

    0_1469329957379_Screen Shot 2016-07-24 at 3.12.02 PM.png

    1. Highlight the section you want the code to sit under.

    2. Click on the New… Category.

    3. Use abbreviations for the code.

    4. Enter the description of the code (full name).

    5. Select the relevant Summary Group.

    6. Either you or your accountant can enter the Accountant’s Code.

    7. If you have enterprise codes, allocate a code.

    TIP: Cashmanager RURAL allows you to have an unlimited number of codes. However, having too many codes can cause confusion. Try to keep your code list as simple as you can.

    Create a new extended code

    Adding an extended code is similar to adding a category code.

    0_1469330090941_Screen Shot 2016-07-24 at 3.14.35 PM.png

    1. Highlight the category code you want to add an extended code to.

    2. Select the extended code.

    3. Fill in the extended code details.
      Unlike the category code, you can Split the GST between one or more extended codes. This will become a permanent split used every time the extended code is selected.

    4. Here the GST is split between two different category and extended codes as 25% is coded for business use and 75% is coded for personal use (which will not include GST).

    For stock, crop and dairy codes, extra information is required. Have a look at Creating new stock, crop and dairy codes.

    Want to know more?

    Use templates to set up your code list
    Edit, delete or make codes inactive
    Stock, crop and dairy codes
    Enterprise codes

    posted in Setting Up
  • What are code templates?

    What are code templates?

    When you initially set up your database you can choose a default code list based on your business type e.g. Sheep and Beef or Dairy.

    Your business may change and diversify over time so you can add codes from a pre-existing template. For example, you may introduce cash cropping to your business, rather than entering each new code, import the Crop template and then only add extra codes if you need them.

    Set up codes from a template

    From the transaction screen click on Setup - Codes this will bring up the Setup Codes box:

    0_1469329738048_Screen Shot 2016-07-24 at 3.08.44 PM.png

    1. Click on Tools - Load.
    2. Select the template you want to load the codes from.

    Want to know more?

    Create a new code
    Edit, delete or make codes inactive
    Stock, crop and dairy codes
    Enterprise codes

    posted in Setting Up
  • How to import a Scan my Bills document into an existing bank transaction

    How to import a Scan my Bills document into an existing bank transaction

    Importing bank transactions either through an automated bank feed or by exporting a file from your bank's website is the quickest and most accurate way to record transactions into your Transaction screen.

    This doesn't mean that you can't use Scan my Bills though.

    Have a look at the case study below to see how you can import a Scan my Bills document into an existing bank transaction.

    Case Study

    Rebecca uses bank feeds to import her bank transactions into Cashmanager on a regular basis.

    Because of the way she records transactions in her database, she knows that using Scan my Bills for every bank transaction won't suit her office processes as it involves editing each transaction; which she doesn't have the time to do.

    But she likes the idea of using Scan my Bills to store certain invoices that she knows her accountant will want to be made aware of throughout the year.

    Rebecca purchases a new quad bike and wants to attach a copy of the invoice to the corresponding bank transaction.
    She follows the steps below:

    Import a document into a bank transaction

    1. Email invoices and bills to your unique Scan my Bills email address.

    2. Code your bank transactions and then import them into the Transaction screen as normal.

    3. Locate a transaction that you want to attach a document to.

    4. Edit the transaction so that the bottom part of the Transaction screen turns blue.

    5. Click on the Bills button at the top of the Transaction screen and locate the document.

    6. Highlight the document and correct it if required.

    7. Once the document is sitting in Ready for Coding, click Add Single-Line or Add Multi-Line.
      Your choice depends on how many lines the invoice has and how many you want to import.

    0_1497152208192_02e2dd5a-174f-4e6c-abd6-72d97bf532b9-image.png

    The following message will appear. Click OK to continue.

    0_1497152269968_3a8c7676-9ce8-4166-ba40-4967802e40e0-image.png

    NOTE: You may need to recode the transaction. To find out why, check out the topic How do I use autocoding with Scan my Bills?

    A Transaction with a document attached can be identified by a notepad symbol in the Note field.
    0_1497152744610_e2b64910-bbe7-4ff2-b4a5-8efb36fb2034-image.png

    Want to know more?

    How to use autocoding with Scan my Bills
    How to use Scan my Bills and the Direct Credit Export tool

    posted in Scan my Bills
  • How to use autocoding with Scan my Bills

    How to use autocoding with Scan my Bills

    When you import a Scan my Bills document into an existing transaction in your Transactions screen, you may find that the codes have disappeared and you have to code the transaction again.

    In this topic, we explain why this happens and how to minimise its occurrence.

    Why do the codes disappear from my transaction?

    Autocoding recognises text in a transaction and maps it to a category code and extended code that you've selected to automatically code the transaction.

    In a bank transaction, there are plenty of options to choose from whether it's the payee, the reference or part/all of the note.

    In the example below, we have a bank transaction that has been set to autocode based on information in the note.

    0_1497148508940_0c43fcf7-8d9f-4f3e-adc3-c34b5571f3fe-image.png

    However, when a Scan my Bills document is imported into a bank transaction, the text that is searched in the document is the supplier (Other Party) and invoice number (Reference).

    If this information isn't in the autocoding list, the code details in the transaction are removed as below.

    0_1497219310497_99242958-618a-43af-a934-33b2d14cb71c-image.png

    What should I do to autocode a document?

    The Other Party needs to match exactly to the supplier on the document. For example, if you set the autocode criteria to HirePalace, it won't work. It needs to be Hire (space) Palace.

    We recommend you set up the autocode while you're editing the transaction. That way, you can see exactly how the supplier appears in the Other Party field.

    While you're in a transaction you can setup the autocode from the lightning bolt symbol 0_1497149949467_05b9fa83-6f1f-41ab-a01b-37dfd321ebda-image.png at the bottom of the transaction screen.

    Want to know more?

    How to create a transaction using a Scan my Bills document
    How to import a Scan my Bills document into an existing bank transaction
    How to use Scan my Bills and the Direct Credit Export tool

    posted in Scan my Bills