The company card import feature is great way for Finance users to reconcile company card expenses against imported statements.
Before importing a card statement, you'll need to already have your statement downloaded to your computer in either CSV, OFX or QIF format. You can download your statement from your online banking/credit card portal.
Note: If you have multiple card holders, you may want to use our multi-user import feature; this feature is only available for CSV format statements.
How to import a company card statement
1. Go to the Finance area.
2. In the Imports and Exports section, click the Card Transactions subheading.
3. Click the Import button.
4. In the Import Card Statement window, complete the import details.
User - select the user you want to import the card statement for from the drop-down; or tick Multi-user import (CSV only) to upload a card statement containing all of your card holders' transactions.
Note: To use the multi-user import feature, you'll have to set a statement identifier in your users' profiles in the Admin area.
Choose Statement - click Browse... to search for and choose the downloaded statement from your computer.
Statement Date - add a statement date to help track which statement the expenses belong to.
Purchase Method - select a purchase method for the imported expenses.
Import Mapping - select the column from the drop-down which matches to the corresponding column in the file of the card statement you're importing.
Date - The column containing the date of the transaction; this date will be imported as the expense date. You must ensure the date format in the statement matches the Region Date Format set in your profile.
Merchant - The column containing the name of the merchant.
GBP Amount - The column containing the base currency amount i.e. GBP.
Local Amount - The column containing the local or transaction currency. If provided along with a currency code, the expense will be created in this currency.
Note: If your cardholders have used their company card abroad, you'll want to import the foreign amount and currency code. This will ensure expenses are recorded in the local currency and any existing draft expenses or unattached receipts can be matched correctly.
Currency Code - The column containing the transaction currency code. If populated, must be the 3-letter ISO currency code, E.g. USD or EUR.
Category - The column containing the name or reference of the associated expense category.
User Identifier - The column containing the unique user statement identifier as configured against the user's profile (required when performing a multi-user import).
Note: When you select the statement from your computer, the import mapping fields will populate automatically; if any of the field selections need to be amended, you can select the correct column from the relevant drop-down.
Save Mapping - tick the save mapping checkbox if you'd like to save the column mapping so that next time you import a statement with the same columns you won't have to manually set each column. Once you've saved your mapping, you'll be able to manage your available mappings during future imports.
5. Once you've completed the import details, check the expenses in the Preview section to ensure your expenses will be imported as expected.
Note:
You'll see a preview of 10 expenses based on the chosen import mapping.
If your expense amounts are showing as negative, but should be positive, tick the Switch amount sign checkbox.
If there are any refunds on the statement, ensure the Allow negative expenses setting is enabled in the Additional Settings section of the Admin area.
6. Click Import to import the statement.
How to view an imported card statement
1. Go to the Finance area.
2. In the Imports and Exports section, click the Card Transactions subheading.
3. In the Statements tab, you can use the filters available to find the relevant imported card statement.
4. You can click on the statement line to expand it and view the individual expenses that have been imported for that user.
Note: The expenses are visible to the user in the Draft section of their My Expenses area. On importing the statement, if the user had any matching draft expenses or unattached receipts on their account, the system will have attempted to match these to the expenses being imported from the statement.
If you don't want your users to be able to alter the imported date, amount or currency of imported expenses, an Account Administrator from your company will need to turn on the Restrict editing of imported expenses Additional Setting in the Admin area. The purchase method imported is locked as standard.
How to reverse an incorrectly imported statement
When initially imported, the card statement will display as 'unreconciled' which is identifiable by the red Unreconciled label.
Whilst a statement is still displaying as unreconciled, you can reverse the import if required in the Card Transactions section. To do this, you can click the three dots icon on the statement line, then select Undo Import from the drop-down.
For more steps on undoing a statement import, see our Undo a card statement import Help Article.
Note: Reversing a statement import will not delete any receipts or expenses already created by the user, even if these were matched to the imported statement.
How to reconcile a card statement
Imported expenses can be reconciled from the Approved section of the Finance area. Marking an expense as reconciled will record in the system that the expenses reconcile against the imported card statement.
For more steps on reconciling expenses from an imported card statement, see our Mark approved expenses as paid, reconciled and billed Help Article.
In the Card Transactions section, you'll also be able to see which expenses have been reconciled and which ones haven't by looking at the label against the expense/statement.
