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Import company card statements
Import company card statements

Import card statements for your users and reconcile submitted card expenses against this.

Written by Jack
Updated over a week ago

The company card import feature is great way for Finance to reconcile card expenses against imported statements. 

Before you get started with importing a 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 CSV format statements.

1. Navigate to Finance.


2. Click the Import icon. 

3. Within the Import Card Statement screen, you can select the user you want to import the card statement for. Alternatively, tick Multi-user import (CSV only) to upload a card statement containing all of your card holders purchase transactions. 

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 search for and choose the downloaded statement from your computer.

5. Add a statement date to help track which statement expenses belong to.

6. Select a Purchase Method.

7. Import Mapping is where you match the columns of the card statement you are importing to the corresponding listed fields.

  • Date - The column containing the date of the transaction. This will be imported as the expense date.

    Please note: 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.

    Please note: If your card holders 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.

  • 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. 

If any of these fields need to be amended, you can assign a different corresponding column from the available drop-downs.

Tick Save Mapping if you would like to save the column mapping so that next time you import this statement you won't have to manually set each column. Once you have saved your mapping, you'll be able to manage your available mappings during future imports.  

8. In the Preview section, you will see a preview of 10 expenses based on the chosen Import Mapping. If all your expense amounts are shown as negative, be sure to tick Switch amount sign. 

Please note: If there are any refunds on the statement ensure negative expenses are enabled in the Advanced Settings area. 

9. Click Import when ready.

The imported card statement will now reside in the Card Transactions area within Finance.

You can use the filters available to find the relevant imported card statement.

At the import, the system transforms the imported card statement into individual expenses that are allocated to the corresponding user account. If the card holder has any matching draft expenses or unattached receipts on their account, the system will try to match these to the imported statement expenses.

If you do not wish your users to be able to alter the imported date, amount or currency 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. 

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 imported statement.

When you mark the expenses as reconciled in the Approved area of Finance, this action will reconcile the expenses against the imported card statement. In the Card Transactions area, you will be able to see which transactions have been reconciled and which ones haven't. 

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