GateKeeper to Business Manager Link

Page 2 of 16

Page 3 of 16

Contents

INTRODUCTION ............................................................................. 4

Getting Started ....................................................................................... 4

EXAMPLE 1 Single Business in GateKeeper and Business Manager ................. 5

EXAMPLE 2 GateKeeper Single Business with Contract Business ............... 5

EXAMPLE 3 GateKeeper Mulitple Businesses and Contract Businesses ............ 6

EXAMPLE Export From GateKeeper (with Deliveries) .................................... 7

EXAMPLE Import Back to GateKeeper ........................................................ 8

DETAILED INSTRUCTIONS ........................................................... 10

How This Link Is Made? .......................................................................... 10

Capture Details From GateKeeper ............................................................ 11

Apply Costs within Business Manager ....................................................... 13

GateKeeper Trading Data Location - Link Data .......................................... 13

Allocate amounts to individual Delivery Notes ........................................... 15

Update Prices to GateKeeper ................................................................... 16

Page 4 of 16

INTRODUCTION

The link between GateKeeper and Business Manager is designed as a simple method

to allow the accounts to update the prices of stock purchases within GateKeeper

without the need to duplicate entries. GateKeeper data is not saved within Business

Manager data which is unaffected by this link. This link will be particularly useful if

different members of staff update each program separately. There are two basic

methods:-

Update existing deliveries within GateKeeper with the correct prices from invoices

entered within Business Manager. To make best use of this link it is recommended

that DELIVERIES are recorded in GateKeeper.

These deliveries must be exported to BM and linked to either Invoices/Cash

Analysis Payments to avoid duplication of data. Please note you cannot use the link

for Intra Business transactions or Buffer Deliveries.

Update GateKeeper stocks with the completed invoices from Business Manager

where no stock details have previously been entered.

Getting Started

It is important to establish how GateKeeper is being used, as this does affect the

way data files interact with Business Manager.

The link in Business Manager relies on two files being exported from GateKeeper.

If the customer has multiple businesses and/or stock centres it is important that

these are identified by the correct use of Folders and Export References.

Essentially we recommend there is a separate folder for each GateKeeper business

that links to a Business Manager dataset.

On the following pages we have given examples of some common scenarios.

Page 5 of 16

EXAMPLE 1 Single Business in GateKeeper & Business Manager

To check GateKeeper. Click on the ‘Business

and Year selector’ this is the green button

on the right hand corner of screen.

The following screen is

displayed. Each GateKeeper

business is the equivalent of a

Business Manager data set.

Create a single folder for the exported files e.g. C:\BM GK Export

EXAMPLE 2 GateKeeper Single Business with Contract Business

GK with a single business and contract business. (A ‘Contract Business’ is linked to

the main business and cannot be selected from the green business and year

selector).

Create separate folders for the main and contract businesses to export data files to

and from e.g.

C:\ GK BM Export\Camphill Farming Company

C:\ GK BM Export\PF Contract Business

Page 6 of 16

EXAMPLE 3 GateKeeper Mulitple Businesses and Contract Businesses

Business Manager Multiple Datasets

If you have multiple businesses we recommend a folder for each business and then

sub folders for the contract businesses i.e.

C:\ GK BM Export\Camphill Farming Company\PF Contract Business

C:\ GK BM Export\Camphill Farming Company\XY Contract Business

C:\ GK BM Export\Greenway Estates\Farm 1

C:\ GK BM Export\Greenway Estates\Farm 2

Page 7 of 16

EXAMPLE Export From GateKeeper (with Deliveries)

1. In the Export screen browse to select folder or create new folders as

necessary.

2. Optional Reference: use this to prefix exported files and is useful when

identifying data when importing data in GK. We recommend using

business/stock centre name and month.

3. Check the date range is correct

4. Ensure the correct business/transaction are selected.

5. Click on Export Resources and the Export button (only if using deliveries)

1

2

3

5

5

3

4

All available deliveries for the

selected business(s)are

displayed. Individual entries

or a range may be selected.

Page 8 of 16

The exported files will be shown as follows:-

Resource (includes all products and suppliers) suffixed with 20._0.fmx

Trading which includes all delivery notes suffixed with 15._0.fmx

EXAMPLE Import Back to GateKeeper

The import screen will show all files at the location shown at the top of the screen.

You can see how the ‘optional reference’ has helped identify the batch of invoices

you are importing. This is especially useful if importing from a single Business

Manager dataset to separate contract businesses within GateKeeper.

We recommend you choose ‘Confirm all Imported transactions in edit window now’

Scroll to view other columns which

include the BM dataset name

Page 9 of 16

The following screen is displayed which allows you to edit imported invoices. N.B.

If deliveries are not entered and you have Contract Businesses (Stock Centres) you

will need to edit the PURCHASER for the relevant invoices.

Once a file has been imported it remains in its original folder but its type is changed

to ‘fma’ as shown below

Page 10 of 16

DETAILED INSTRUCTIONS

How This Link Is Made?

GATEKEEPER WILL CREATE AND EXPORT 2 FILES: The link is made by transferring

a couple of files between the 2 programs. It is not necessary to have both programs

on the same machine as the files can be emailed or copied between the 2 machines.

1. Resources - laid out in the format deliveries_xxxxxxx_20.fmx (supplier and

product details). It is necessary to have entered the details of any supplier

or product that you may wish to refer to within Business Manager before

you enter the financial details. It is therefore important that you always

have the most up to date copy of this file available when you are entering

the invoice details. This information should be periodically exported from

GateKeeper in the form of a file which is made available to the accounts

operator – either on the same computer/network or by email.

2. Trading - which is laid out in the format deliveries_ xxxxxxxx_15.fmx

(delivery note details). The GateKeeper operator will enter delivery notes

as the stocks arrive, allocating the product, quantity and delivery note

reference. This file will contain the details of all the delivery note details

that have not yet been invoiced. Within Business Manager you will be given

the option to match these to purchase invoices or cash analysis cheques so

that you can allocate the price to them. However, it is not necessary to

enter the delivery note into GateKeeper. If there is no delivery note present

that is applicable, Business Manager will create a completed and invoiced

entry within GateKeeper when the details from this file are transferred

back.

Page 11 of 16

Capture Details From GateKeeper

Using the Trading option within GateKeeper, enter deliveries as you receive

them into stock. OR if you are not entering deliveries at this point and

wish to enter all stock purchases directly as completed invoices from

Business Manager, setup any new Products in Setup - Products (Business)

and Suppliers (Setup - Companies - Stock).

Having selected the Trading icon - pick the option to Import/Export at the

top of the screen.

Select the Export tab.

Note the 'Designated export folder' at the top of the screen. If necessary

browse to somewhere more appropriate. The 2 files that you are about to

create will be saved in this location and you will need to refer to it, either

directly in Business Manager or when you email/back up the files.

Page 12 of 16

Optional Reference make sure it is used to identify correct business name.

Using the filter, select the appropriate businesses, date range and, if

applicable, transactions.

The logo to the left of each entry will show its status .

Click on Export Resources at the bottom of the screen. This will create a

file called deliveries_xxxxxxx_20.fmx. This file must be present when you

allocate the costs within Business Manager.

If you have outstanding (i.e. unpriced) deliveries again use the filter to

select the appropriate businesses, date range and transactions.

Click on Export. This will create a file called deliveries_xxxxxxx_15.fmx. NB

If you do not have any outstanding deliveries at this point this file is not

needed.

In order to maintain the correct links it is important that the files retain the names

that the program has allocated to them. Do not attempt to rename them.

If Business Manager is not on the same machine as GateKeeper you should now

copy these files or email them so that they can be restored onto the second

machine in a known file location.

Page 13 of 16

Apply Costs within Business Manager

Before you can match these details with any data entered into Business

Manager, you should ensure that you have taken the option to use the

GateKeeper link - go to Tools - Options - Data Entry.

Enter your stock purchase as normal using either a Purchase Invoice or a

Cash Analysis cheque. At this point, it is not necessary to itemise the entry

in any detail - for example you may find that one line labelled 'Sprays' is

enough detail for Business Manager even though you are looking for more

detail within GateKeeper.

At the bottom of the screen you will see a tick box labelled 'Save to

GateKeeper' - select this before you save the whole transaction. (TIP - if

you forget to check this box before you save the entry, go back and edit

the transaction slightly to re-activate the 'Save to GateKeeper' button).

GateKeeper Trading Data Location - Link Data

Having saved the normal data entry screen, you will now be presented with this

screen:

Page 14 of 16

Use the browse buttons to the right of these selection boxes, find the

relevant files that were created from GateKeeper. IMPORTANT - Make sure

that you are using the most up to date files. You must link to the Resource

file but you may not have any outstanding delivery notes and therefore do

not have a Trading file. Business Manager will create one for you if

necessary.

At the bottom of the screen select the Stock Company name - i.e. the

supplier name used in GateKeeper.

From the files selected, the program will calculate the total number of Products,

Suppliers and outstanding delivery notes for this supplier from GateKeeper. You

will also see a summary of the purchase invoice or cash analysis cheque entered,

net of VAT.

WARNING - if you are editing an existing entry, take care that you do not edit the

linked supplier unless you intend to add a new GateKeeper entry. Any outstanding

entries that have not yet been imported into GateKeeper will be unaffected and

using a different supplier will create a new entry. See Editing Rules for more

details. Click on Next.

Page 15 of 16

Allocate amounts to individual Delivery Notes

If you have outstanding delivery notes within GateKeeper for this supplier you will

now see the items listed on the screen:

Click on each line and enter the financial value of each one at the bottom

of the screen. Remember to 'Save'.

To add new items click on the New button at the bottom of the screen. Pick

the Product name from the drop down list created from GateKeeper and

enter the full details of the delivery and its value, select the purchasing

business (if relevant) and optionally add a comment. Remember to 'Save'

when complete.

Totals on this screen do not have to balance with the total invoice as it may contain

items not applicable to GateKeeper.

Page 16 of 16

Editing Rules - please read the Editing Rules within the Help Text if you wish to

amend or remove any figures.

Update Prices to GateKeeper

Entering the prices for each item within Business Manager will automatically update

the Trading file -i.e. deliveries_ xxxxxxxx_15.fmx.

If GateKeeper is on a different machine to Business Manager this file

should be copied or emailed to the GateKeeper computer.

As before, select the Trading Icon and Import/Export as above.

Select Import and ensure that you have highlighted the correct file.

Select the option to 'Import Highlighted File'.

Remember to confirm the transactions once they have been imported. If applicable,

you should also mark deliveries as complete.

Farmplan Computer Systems, MEWS Business Park, Mitcheldean, Gloucestershire, GL17 0SN

Tel: 01594 545022 Fax: 01594 545012 E-mail: support@farmplan.co.uk

Web: www.farmplan.co.uk