What this is
Actuals Import brings a season's completed work into Phase from a Farm Performance (season actuals) report PDF exported from your current farm management software. It records each completed activity with its date, products, rates, quantities and costs, so past seasons show in reports and gross margins.
Where to find it
More → Planning & Imports → Actuals Import. It opens the same page as Crop Plan Import, which reads crop plans and farm performance reports and works out which one you uploaded.
An older page also titled Actuals Import still opens from an old link or bookmark. It takes farm performance reports only: drop the PDF onto its upload area or choose it, then work down the page. Its sections are no longer numbered, and it used to be called "Import season actuals".
You need permission to edit crop plans and complete activities.
Export the right report
From your farm management software, export the farm performance (season actuals) report for the season as a PDF, with paddock details included. Stay on the page for a minute or two while Phase reads it.
Easier option: send us a CSV
You can ask your current farm management platform for a CSV export of your farm data (paddocks, crop plans, applications, products and costs). A CSV is much easier for us to import than a PDF. There's no CSV upload in the app, so email it to support@phase.ag and we'll import it for you. Email us your CSV on the importer page starts the email for you; attach the CSV yourself before sending.
Review before recording
Upload the PDF. Phase checks what it read against the totals printed in the report and reads a paddock again when they do not match.
Under What should this become?, check Season history (actuals) is selected, and confirm the Season. Phase starts on your own season for the report's year ("Winter 25" when the report says 2025), and creates the season if it does not exist.
If the report covers more than one farm, choose the matching Phase farm for each.
For every paddock, match an existing paddock, create a new one or skip it. A paddock with a different number or letter (North 1 and North 10) is never matched or suggested.
Check the products. They link by name where possible, and Link to a product… on the row links one by hand. Add as new product, Import by name only and Skip are in the row's ••• menu. An unmatched product still records with its printed name, rate and cost. An operation whose name plainly says it is a cost (cartage or freight, a lease or rent, a levy, fee or receival, insurance, hire or rental, contract or aerial work) is recorded as a cost of that kind, shown in the preview as, for example, "cost: Lease & rent", so it adds up under its own row in Finances. Seeding, spraying and other operations stay machine work.
Open a paddock in the preview and compare its activities, dates, products, rates and costs with the PDF.
Select Record N completed activities on season at the foot of the screen, then confirm the short check that follows. If something still blocks it, a line beside the button says how many things to sort out first, for example "2 things to sort out before importing."
A Doesn't add up panel on a paddock means the activities Phase read do not reach the total printed for that paddock, and it blocks the import until you resolve it. Untick a misread row, add a missing activity from the PDF with its date, products, rates and costs, or choose Import as read only after comparing the visible PDF and accepting the difference.
A Costs that look 1,000× too high panel, just below Products, lists any product that reads more than $1,000 a hectare, usually a cost printed to three decimals and read 1,000 times too high. It also blocks the import until each product has an answer: Use the likely figure (the $/ha and cost ÷1,000 on every paddock) or Keep as printed. Machinery and contractor lines are not asked about.
The source PDF is saved in More → Documents so the original report stays with the farm history.
Avoid duplicate history
Activities already brought in by an earlier import are recognised and skipped. The preview marks them already in Phase — skipped, so importing the same report again only adds what is missing.
What happens after import
Completed activities are recorded against the selected season and paddocks. A pass that sows a seed is recorded as seeding, even with MAP or another fertiliser alongside it; a pass with nothing but fertiliser or chemical on it, such as a fertiliser pass called "At sowing", is recorded as an application. New paddocks, products or the season are created only where the review says they will be. Harvest yields are not recorded from the report; add them in Yield Centre. Operations recorded by an import before 5 October 2026 are not re-filed as costs.
The import records history; it does not deduct the imported products from current Inventory. Use Open reports after the import to spot-check several paddocks against the PDF. The receipt offers Undo this import for as long as nothing it wrote has been edited, completed, reconciled or built on, and lists a few next steps under What next (see Crop Plan Import).
Undo it later
Leaving the page doesn't lose the undo. Open Actuals Import or Crop Plan Import again on the same computer or phone within 7 days, and Your last import at the top shows what came in, with Undo last import. Phase checks the farm's latest records first and, if the import has since been edited, completed, reconciled or built on, says what changed instead. The undo is kept on the device the import was made on, for the person who made it. Imports made before 15 October 2026 have no kept undo.
If it fails or isn't right
If the import fails or doesn't look right, email the PDF to support@phase.ag and we'll process it for you. Say which paddock or activity looked wrong. The importer shows the same offer under a read error and on the receipt, with a link that starts the email.