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Coding bank transactions - tips & tricks
Coding bank transactions - tips & tricks

Here are some tips and tricks in Farm Focus to help make the process of coding transactions more efficient

Updated over a week ago

NOTE: You must code an invoice OR its corresponding bank transaction, not both. It is best to code from the invoice as that is where all of the source information is stored and the item lines are extracted via the invoice scanner.

Coding a bank transaction is only necessary for those transactions that don't have an invoice to match (such as bank fees or personal drawings) in which case a Bank transaction coding rule can be created to make this process quicker.

Tips and tricks for coding bank transactions:

  1. For the majority of bank transactions, you should have a corresponding invoice sitting on the Invoice side (left-hand side) of the Needs Action screen. Always match bank transactions before you code them.

  2. If you are matching a bank transaction to an invoice, the most likely match will appear at the top of the list.

  3. Uncoded invoices appear on the list identifiable by the Uncoded blue token. They can not be selected as they first need to be coded. You can code directly from the screen by clicking on the three dots and selecting 'Go to invoice'.

  4. To code a bank transaction, click on the cross button. It will take you straight to the code line. Code as per normal. Always check there is not a corresponding invoice to match.

  5. Sort in alphabetical order to bring together similar transactions for coding. Click on the Other Party header. Click a second time on the header to sort in reverse order.

  6. Bulk code multiple items straight from the transaction list. Select the relevant transactions and then select the Code modal.

  7. Money out/Money in. If you click to create a Money Out item but you want to create a Money In item, you can just make the dollar amount positive and it will automatically change to Money In (and vice versa). Click on +Record to get to Money Out/Money In.

    TIP: This is great for handling income invoices through the invoice scanner such as livestock income or milk payments. Learn more here.

  8. Create coding rules within the Bank Transaction.

  9. When you create a coding rule within the Bank Transaction, you get the option to commit the rule 'Individually' or 'As part of a group'. If you select 'Individually'; each time the coding rule applies, you need to review it and select 'Save'. If you select 'As part of a group'; the coding rule automatically applies and all you need to do is select the Run coding rules icon. Farm Focus will code all transactions that have had 'As part of a group' selected. It is recommended that this option only be used when you trust the rule and the bank transactions are the same every time eg for bank fees and drawings.

  10. Create a Coding rule from the Completed Screen. Go to your Completed Screen. Click into one of the lines that you want to create a coding rule for, click into the 3 dots on the right-hand side, and select 'New Coding Rule' This will apply the information you have input already into a new coding rule. You can create a new coding rule in the Coded lines or Transaction page.

  11. Use your keyboard for coding. Use the Tab key to work through your coding lines. Type in the code as a full word or abbreviation and then use the down arrow on your keyboard to choose your code. Hit enter to confirm the code and tab to the next item. Hit Enter at any time to save the transaction.

  12. Add a new line anywhere in the invoice or bank transaction. Click on any line in the invoice or transaction click on the 3 dots on the right-hand side and select 'Add line below' A new line will appear directly below. You also have the option to add a new line at the bottom of the invoice or transaction by selecting the 'Add new line' button at the bottom of the invoice or transaction.

  13. Once you have applied the code the amount will auto-populate with the remaining balance. You can overtype this remaining balance to match your line item, and if there is any further balance remaining you can repeat the process and create a new line.

    TIP: the red line at the bottom of the screen will keep a tally of how much remaining balance is left to code

  14. Use the Save and Next button to go to the next item on your transaction list. If you are not ready to code that item, click Save and Next and it will keep that transaction uncoded and allow to you go to the next on the list. You can also use your keyboard to tab and highlight the Save and Next button, hit the Enter key and you will be taken to the next item on your list.

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