This article explains the steps to be completed as part of the Replacement File process when setting up a new file for a New Financial Year.
Before setting up the new file, you will need to get the current file ready to be made Read Only. Before commencing this process, please do the following:
- Request A Replacement File through File Manager
- Review the "A Replacement File will be Delivered Shortly" email from Agrimaster
If you cannot complete the above steps, please read About The Replacement File Process.
If you have requested a Replacement File through File Manager or via email, you can contact Customer Support for guidance.
Setup The Cashbook
Step 1. Get the current file ready to be made Read Only
During the 60 Day Replacement File transition period, the following steps will need to be completed over June and July as part of the EOFY/June reconciliation and BAS process. Actions and timelines may differ slightly depending on your EOFY deadlines.
- Complete all the tasks for the End of Financial Year - Section A-Preparation for End Of Financial Year
- Address any outstanding invoices in the cashbook - Dealing With Outstanding Enhanced Invoices
Address any outstanding cheques and payments from Past Months/Years - Dealing With Outstanding Cheques From Past Months/Years
- Reconcile and close the month of June and finalise your BAS
Once the EOFY/June reconciliation and BAS process have been completed, import actuals into the budget following the help article Importing Actuals From The Cashbook
Step 2. Setup the Replacement File
Agrimaster's coding system provides farmers with greater flexibility for detailed cashbook reporting and business management. This level of current and historical reporting is also essential when making key budgeting decisions.
Before setting up the new file, we recommend reading Understanding Agrimasters Coding System as this will ensure the foundations of the new file are setup correctly.
The Replacement File can be accessed by clicking on the upwards facing arrow. The Replacement file is the file with the Star icon and the suffix of "From July 2021".
To successfully setup the new file, complete all setup steps as outlined in the following order:
Step 3. Import Data Into The New File
To assist you with the process, please read Import Code List – Agrimaster this will show you how to choose the data to be imported into the new file.
- Import Codes
- Import Transaction Codes
- Import Enterprises
- Import Allocations
- Import GST Setup
- Import Tax Deducted Setup
- Import PAYG Setup
- Import Tax Withheld Setup
- Import Bank Accounts
- Import Descriptions (optional)
- Import Names & Addresses (optional)
- Import items (optional). Please make sure to
Step 4. Add, Edit or Delete File Setup Information
Whist no cashbook or budget data exists in the new Replacement File, it is a perfect opportunity to add, edit or delete information imported from the old file (e.g. codes, enterprises, names, bank accounts).
Important: Opening bank account balances for all accounts must be entered correctly or they will affect the reconciliation process. The opening bank account balance is the first day of the month for each account (before any transactions being credited or withdrawn from the opening balance).
Credit cards can differ, you will obtain the opening balance from the previous month's credit card statement closing balance. To understand how to setup and reconcile credit cards, read Reconcile Your Bank Accounts.
Step 5. Check and Setup
- Check all Tax Setups are correct and activated.
- Setup Fuel Tax Rebate
- Setup Invoice Formats
- Setup Internet Banking For EFT Payments in Agrimaster
- Setup Bank Feeds For Reconciliation
- Asset Register
- Stock Control Setup
- Setup Alternate Codes
- Setup Enhanced Invoicing
- Edit Bank Account - Update the As at date and the bank accounts balance (If bank accounts were imported in)
Step 6. Setup Cashbook Settings
Setup the Options F8 to reflect your preferences or set it up with the recommended Magic Seven turned on.
Step 7. Add Cashbook Data
Once the file has been setup you can now commence moving any transactions into the cashbook that need to be brought over from the old file. This could be outstanding invoices or transactions.
To understand how to enter outstanding transactions from the old file into the Replacement File, read Entering Outstanding Transactions Into A New File. This is important for accruals customers.
It is highly recommended to only import budgets once the cashbook has been fully setup. The reason being, in the new file codes and bank accounts, may be deleted or add will affect the importing of budgets process:
Step 1. Import Budgets:
- Import Full Budgets from the old file - Importing A Budget From Another File
- When importing the budget, select the code option to Use Matching Code Name If Any
- Import Quick Budgets from the old file - Importing A Budget From Another File
- The same can be used to import Quick budgets. When you see the word 'Full Budgets", Select the "Quick Budgets" option instead.
- Import Budget Cost List - Import Cost List
Step 2. Check Budget Setup:
Once a budget has been imported into a new file, there are a few key items to be checked are:
- Quick Budgets: Interests, Opening Balances & Tax Items
- Activate Full Budget Fuel Tax & Rebate
- Assembling Your Budget
- Check the budget for any transactions that have gone to the code Suspense Receipt and Suspense Payments. As part of the import process, a value may go to the suspense if there is no matching code in the existing budget.
What is Next?
Only once all the above steps have been completed, you can Begin Using The Replacement File As Your Main File. Click on the link to read about the next stage of the replacement file process.
If you would like assistance with your file setup service, please submit a ticket to Customer Support.