The invoice scanner is a handy tool to use to send your invoices into Farm Focus. The scanner will read the invoice for you, picking up the dates, dollar amounts, and line descriptions for you. The source document will also be attached in Farm Focus for your reference.
The Invoice Scanner is designed to read expense invoices only, not credit (or income) invoices. However you can still use the scanner to record these credit invoices by making a few small changes.
Adjust invoice scanner to income invoice:
Send your income invoice to the invoice scanner email address.
Depending on the invoice, you may have an email bounce back to Review the Document, otherwise, it will come through into Farm Focus but with debit amounts rather than credit.
If it did bounce back, you must review the document from the email using the Fill in the Gaps button.
In Farm Focus your invoice will appear with all the correct information except all in negative amounts. In the top line in the green header, select Reverse amount. This will change the negative amounts to be positive.
You can now update the other information. Often the due date on the invoice is written as '14 days', rather than a date, so the due date will need to be manually entered. If multiple lines have come through, you may wish to select all and Merge the lines to have one line to code.
Click Save and your invoice will now appear in your Needs Action screen as an income invoice.
Create a manual Money In Invoice:
You also have the option of creating a manual Money In invoice and attaching the relevant documents to the invoice, however using the invoice scanning tool allows you to select your relevant information directly from the invoice and therefore reduces the ability for human error and manually typing incorrect descriptions or amounts.
Learn more about creating a manual invoice here.
