10 Steps for a smooth EoFY in Farm Focus
1. Ensure appropriate access via a Workspace
You will need organisational admin or subscription admin access to the Farm Focus database. This is best managed by having a workspace. A workspace:
ensures the right people in your organisation have the right access at the right time to all databases in your control
improves security and privacy for your clients
unleashes the ability to lock databases and customise Farm Focus reports with your logo
includes a certification process for staff
all activity by workspace members is auditable.
2. Clear the 'Needs Action' screen
Ensure no outstanding invoices or bank transactions remain in the Needs Action screen from the previous financial year.
Common Issue: Rogue Invoices
Occurs when both the invoice and bank transaction are coded separately, leaving the invoice unmatched in the 'Needs Action' screen.
This can cause double counting—resolve before exporting to the general ledger.
Steps to resolve:
Payment basis clients: Save important attachments before deleting rogue invoices (move to Document Storage).
Invoice basis clients: contact our customer success team for assistance (tel: 0800 888 080)
3. Confirm coding accuracy
Ensure coding is sensible and accurate for meaningful EoFY reports.
Check coding using Section 4 Analysis by Code (ABC) of the Accountants Annual Report (AAR).
Run an eyeball test for misclassified transactions.
Fix errors in Farm Focus first to prevent recurring mistakes.
Best practices for re-coding:
Individual edits: Use the View icon > Edit button directly from Section 4 Analysis by Code (ABC) of the Accountants Annual Report.
Bulk recoding: Go to the Actuals > Completed Page > Coded lines
Tick box selection for multiple transactions.
Shift-click for a range of transactions.
Learn more
GST Considerations:
If a code change affects GST type, you may need to file a late GST claim. Learn more.
4. Check balance roll-overs
Check last year’s closing balances match this year’s opening balances, for bank accounts, accounts payable and accounts receivable.
Steps:
Compare last year’s AAR closing balances with this year’s AAR opening balances.
If they don't match, do further investigation to identify backdated or edited transactions.
Moving forward use the Lock Date feature in Workspaces to prevent accidental changes.
5. Check closing debtors & creditors
Ensure all transactions are correctly assigned to the right Financial Year.
As a minimum check milk income, stock sales, and Farmlands are in the correct Financial Year.
Review transactions in the Completed screen. Go to Actuals >Completed Page > Transactions
Sort by Invoice Date
Adjust any misdated transactions. Remembering it is the invoice date that determines the financial year.
If there is no invoice, add an invoice date to align with the financial year by using the contextual menu > Add an invoice date.
If there is an invoice and the invoice date is incorrect, open the matched invoice and edit the invoice directly.
6. Confirm bank accounts are balanced
If your clients use bank feeds they should automatically be balanced.
Always confirm this using AAR >Section 1 Balancing.
If they are not balanced investigate further in the Balancing page.
Go to Actuals >Balancing
Look for:
Deleted Transactions (restore if needed)
Manual entries (verify with bank statement)
Learn more
7. Verify key documents are attached in Farm Focus
Minimise physical paperwork. Store all important documents in Farm Focus either attached to the associated transaction or in document storage.
Check key invoices are attached from Section 4 Analysis by Code (ABC) of the AAR.
Add additional documents to transactions retrospectively if required.
Encourage clients to create a folder called EoFY documents in their Document Storage to store all critical EoFY documents you need in one place. eg:capital items, insurance policies.
8. Ensure all new codes are mapped
Before exporting, all Farm Focus codes must be mapped to your General Ledger.
How to check & map codes:
Go to Settings > Codes > Farm Codes (map all new codes).
Check mapping in the AAR Report (Section 2 Summary or Section 4 ABC):
Green shows mapping has occurred
Red signifies that an accounting code has not yet been mapped. Go to Settings >Codes farm Codes to undertake the mapping
Also map the General Ledger codes. Go to Settings > Codes > General ledger account codes
Bank accounts
Accounts Payable & Receivable
Suspense accounts
Tax codes (Input, Output, Nil, Exempt)
If codes are not mapped in Farm Focus first, they will default to "suspense" code in the General ledger creating extra work.
9. Save the AAR
Retain a copy of the AAR for future reference.
Before exporting, print a copy or save a PDF copy of the AAR.
Steps:
Select "Display all sections" in AAR.
Save to Document Storage for backup or store a copy in your firm’s records.
10. Export to the General Ledger
Farm Focus supports direct exports to:
Xero
MYOB
CCH iFirm
APS
Export process:
Go to: Reports > Export to GL
Select GL software
Choose the financial year
Select Accrual View (recommended) or Payment Date View
Why use Accrual View?
Includes debtors & creditorsEliminates manual accounts payable and receivable journal entries.
If using Payment Date View, accounts payable and receivable must be manually journaled using AAR Section 5.