The company card import feature is great way for Finance to reconcile card expenses against imported statements.
Before you get started with importing the card statement, you will 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.
Please note: If you have multiple card holders, you will want to use our multi-user import feature. This feature is only available for statements downloaded to CSV.
Navigate to Finance.
Click the Import icon.
3. From the Import Card Statement box can select the user you want to import the card statement for. Alternatively, tick multi-user import to upload one card statement that contains all of your cardholders on it.
Date - The column containing the date of the transaction. This will be imported as the expense date.
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.
Currency Code - The column containing the transaction currency code. If populated, must be the 3 letter ISO currency code i.e. 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.
Please note: In order to use the multi-user import feature, you will have to set statement identifiers against your users in the Admin section.
4. Click Browse to choose the statement from your computer.
5. Add a statement date to track which statement expenses belong to.
6. Choose the purchase method.
7. Check the mapping of your columns. If these need to be amended you can assign the column fields from the drop-downs.
If your cardholders have used their company card abroad, you will 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.
Tick Save if you would like to save the column mapping and give your saved mapping a useful name. Once you have saved your mapping, you'll be able to manage your mapping settings during future imports.
In the preview area, you can see a preview of the expenses. If your expenses are showing as a negative, be sure to tick Switch amount sign.
Please note: If there are refunds on the statement you want to turn on negative expenses in the Advanced Settings area.
When you're happy, click Import!
The system will transform the imported card statement into individual expenses and send them to the corresponding user's account. If the cardholder has any matching draft expenses or unattached receipts, then these will be matched to the imported statement.
If you do not wish your users to be able to alter the imported date, amount or currency then please ask an Administrator from your company to turn on the Restrict editing of imported expenses setting in Admin, Advanced Settings. The purchase method imported is locked as standard.
The imported card statement will now reside in the Card Statement area of Finance. Initially, the card statement will show up as Unreconciled. If you need to reverse the import you can click Undo Import. For more steps on how to do this please see our Undo a card statement import help article.
Please note: Reversing the process will not delete any receipts or expenses already created by the user, even if these were matched to the import.
When you mark the expenses as reconciled in the approved area, this action will reconcile the expenses against the imported card statement. In the Card Statements area, you will be able to see which transactions have been reconciled and which ones haven't.