Summary
Description
Use this when your bank doesn't have a bank feed, your bank feed isn't working or you have historical transactions not included in your bank feed. Import using XLS, CSV, QIF, and OFX files.
If your bank statement is only available in PDF format, consider using AutoEntry to import directly into Accounting. See how to import your statement using AutoEntry.
What you need to know
Once your statement has been uploaded you can also:
- Apply bank rules to transactions to automate the process, saving you time
- Bulk delete any duplicate transactions before importing them
Resolution
Download your bank statement
You need to make sure you download the file as one of the following types:
- OFX/ASO
- QIF
- CSV
- XLS
OFX/ASO file
OFX or ASO files are an industry-standard format. This means you can upload your OFX file without needing to edit or view it, and we’ll be able to process it. If your bank gives you the option to download your statement in this format we recommend using this over other formats.
The maximum file size you can upload is 250MB.
We can only import transactions from one bank account at a time. We’ll import transactions from the first bank account within a file, and ignore the rest. Make sure that you are not importing transactions for several accounts using a single OFX or ASO file.
We need to know how the dates are formatted in the file so we can process it correctly,. We will prompt you to confirm this prior to uploading.
To find out how your dates are formatted:
- Open your QIF file in a text editor. If you’re a Windows user, you can use Notepad, or use TextEdit if you use a Mac
- Find a date linked to a transaction and take note of their order, for example DD/MM/YYYY. We need to know the order of day, month and year
- Select the correct date order when you upload your file
The maximum file size you can upload is 250 MB
TIP: Your file must contain the right headers so we can upload it. The headers you need to use will depend on the file type and how many columns are in your file. The file must contain information in the correct date, amount and description formats listed in the steps below.
Tips to create your CSV file
There's two ways to create the CSV file to import
- Adjust the CSV file from your bank to match one of our CSV file templates
- Download a template file, then copy and paste information from your bank into our template
CSV file with 3 columns
Download a 3 column CSV template
- The file must contain columns labelled Date, Description and Amount and be in that order.
- Dates in the Date column must be separated by a slash, such as 04/01/2021.
- The Description column must contain text and not left blank.
- The text in the Description column must all be on 1 line.
- The Amount column must only contain numbers.
- Payments in and payments out must both be in the Amount column.
- Payments out must have a negative value.
CSV file with 4 columns
Download a 4 column CSV template
- The file must contain columns labelled Date, Description, Money in, Money out and be in that order.
- Dates in the Date column must be separated by a slash, such as 04/01/2021.
- The Description column must contain text and not left blank.
- The text in the Description column must all be on 1 line.
- The Money in and Money out columns must only contain numbers.
- Payments in must be in the Money in column.
- Payments out must be in the Money out column.
Add more details with columns
If you want to upload more detailed transaction information, you can add additional columns in your file. You can include information like:
Transaction reference
Payee name
Address
Additional column headings
Any new column headings must match one of the column headings below:
Header options | Information in your column |
---|---|
Cheque number | For example, 650240 |
Cheque | |
Cheque ref | |
Document number | |
Reference | For example, 20-inch lemon drizzle cake |
Reference number | |
Transaction reference | |
Transaction ref | |
Payee name | For example, Jane Doe |
Payee | |
Payee description | |
Customer reference | |
Customer | |
Cust ref | |
Address Line1 | For example, Newcastle upon Tyne |
Address | |
Street | |
House/street | |
Address Line2 | |
Address Line3 | |
City | |
Town/city | |
Town | |
Postcode | For example, NE13 9AA |
Post code | |
Post-code | |
Phone number | For example, 07700 900 982 |
Phone | |
Phone # | |
Payee bank ID | For example, HSBC |
Payee BankID | |
BankID | |
Bank ID | |
Payee account | For example, 12345678 |
Payee account number | |
Payee account ref |
If you’re uploading an XLS or XLSX file, we can only process the first tab in your file.
If you want to import data from other tabs in your file, you can:
Copy all the data into the first tab
Upload the data from each tab as a separate file
Upload each tab individually, using the same file. You'll need to move each tab to the first tab position before starting a new import
Import your statement in 3 steps
Step 1 of 3: Upload your file
- From Banking, select the bank account you want to import transactions to.
- From Actions select the drop-down arrow and Import statement.
- Select your file type.
- To add the file you can either:
- Choose Select file and find the bank statement file on your computer. Select Open to add the bank statement.
- Or you can drag and drop the file.
- Select the date format used in your file so we can process it correctly. Choose either:
Day, month, year
Month, day, year
Year, month, day - Add a comment to help you identify the import later.
- Select upload file.
Step 2 of 3: Verify transactions
After the file upload, you need to tell us which transactions show:
- Money coming into the account
- Money coming out of the account
To help with this, one of your transactions will be displayed on screen. You need to confirm your transaction as either money in or money out of the account. We will apply this rule to the rest of your transactions.
Step 3 of 3: Review transactions
All your transactions will be listed and shown as either money in or money out of the account. If there are errors with the way these are categorised, you can go back to the Verify screen.
Once you have reviewed the transactions select Import transactions. You will be taken back to the Banking screen. Once the transactions have been imported into your account, they will show on your banking tile.
Review bank transactions
The number of imported transactions from your statement are shown on the Banking page. Select the number to view all transactions on the incoming bank transactions page.
The Imported from statement message shows each transaction that has been imported from your bank statement.
Match, create or transfer transactions
For each transaction you need to choose whether to:
- Match transactions to bank rules
- Match transactions to outstanding invoices, credit notes or receipts
- Create a new transaction
- Transfer from or to a different account
- Delete transactions you don’t want to import
Help with importing a statement
Fixing import issues
If your file isn't imported, review the list of errors to see which entries failed and why. Correct the issues in your file and then try the import again.
Tips for creating a CSV file
If you are consistently getting errors when importing, try copy and pasting into a template, then copy the formatting from an example row across all the copied rows:
- Download CSV template that matches the information from your bank's CSV file. The CSV file from your bank will usually have either a single amount column (3 column CSV file) or a column for money in and a column for money out (4 column CSV file).
- In the CSV template file, leave the heading and the top example row, then delete the information from all other rows.
- In your bank's CSV file you will need to do the following:
- Remove any columns that are not in the template file.
- Copy all the remaining rows and columns.
- In the CSV template you will need to:
- Right click under the top example row (row 3),
- In the paste options, choose Paste as values.
- Copy the formatting from the top example to all the pasted rows below.
- Make sure amount columns with no values are left blank and do not contain zeros, 0.00.
- Remove any special characters.
Unable to upload bank statement
Check above to make sure that the file type you have from your bank is supported.
Apply bank rules to transactions
Find out how to apply bank rules to transactions imported from your bank statement.
Delete transactions you don’t want to import
Find out how to delete duplicate transactions, including how to save time with bulk delete.
Delete transactions you don’t want to import.
Related Solutions
What's next?