The Farmlands Export allows the creation of an export file containing a batch of Customer Invoices that is automatically emailed to Farmlands. The transactions have to be processed via POS. Revert to the old Export if the user is not set up for POS.
For the email to be sent users must have Email Defaults set and there must also be an email address entered in the Settings – Admin / Settings / G/L Cashbook / Manage Integrated Payment Methods.
If the EDI Export is being used, Invoices should not be emailed.
Enabling the Farmlands Export
From Admin / Settings / Import/Export / Manage Exports, locate the Farmlands Export option in the Available Exports list, double click it to move it to the Selected Exports list.
Once enabled, the Farmlands Export is available under the Import/Export menu, Export Data.
Exporting Invoices to Farmlands
From the top menu, select Import/Export and then Export Data.
Select the Farmlands Export option and confirm.
Export Farmlands Invoices Screen
When using the export for the first time, some details need to be entered. These details will be stored by the software so they do not need to be entered every time the export function is used:
- Type the number of the Farmlands Customer Account on the Farmlands Head Office A/c
- The Export Filemask field is to contain an identification of the sender of the file for Farmlands. Please confirm with Farmlands the filemask they require. This is case sensitive.
The Invoice Dates fields allow selecting the date range of the batch that will be prepared for export. The software tags the records once exported, so they are not automatically included on a new batch unless the tick box Include Previously Exported is selected.
Clicking the Export button will process the export and email it to Farmlands. A success message will be displayed.
If for any reason the software is unable to send the email automatically, the exported file will be stored inside the Farmlands Export folder, under your Data set, inside the Infusion directory.
The email address from the licence is used in conjunction with that from the email defaults, if these are not the same or the licence email is not at alias of the default email address, the file will not be exported.
A message will display the name and location of the file so it can be manually emailed to firstname.lastname@example.org as an attachment using Outlook or your preferred email client.
Important Notice: If there are already invoices in the Farmlands Customer Account which were previously reported to Farmlands via a manual system, it is recommended that these are tagged as sent before the first export.
The filename is updated to include the date, hour and minute the export file was created. Subsequent files created within the same minute will be suffixed with "_1","_2" etc to avoid overwriting files.
For information on processing payments and commission - see: Farmlands Payment and Commission
For information on POS processing - see: Farmlands Integrated Payments for POS Users