Importing bank statements

To support the import of bank statements, the system makes it possible to use the following predefined import formats:

  • Swift MT940
  • Swift MT940 Alior
  • Swift MT940 BGŻ
  • Swift MT940 BZ WBK
  • Swift MT940 Deutsche Bank Polska
  • Swift MT940 ING
  • Swift MT940 mBank
  • Formats defined by the user

Before initiating the import of a bank statement, it is necessary to:

  • Define a relevant entity’s bank account number for which cash/bank transactions have been issued (on the Bank Accounts tab on the form of a given entity)
  • Assign the bank account number to a cash/bank account to which the transactions are to be imported
Note
If the same bank account is assigned as default to several entities, the system retrieves data of the first entity, i.e. an entity with a lower ID in the database.

To use the feature of bank statement import, it is necessary to select Finances → (C/B Transactions) → Import.

The ribbon of the Bank Statement Items window contains the following buttons:

  • [Close] – it closes the window
  • [Load File] – it allows the user to load a bank statement file from the computer
  • [Import Selected] – it imports transactions selected on the list

Above the list of bank statement items, there are two fields:

  • File Format – it makes it possible to select a defined format for a file to be imported
  • Encoding – for predefined MT940 formats, it is possible to select an encoding type from the list. The available options include: ASCII, Windows-1250, ibm852, ISO-8859-2, and UTF-8. In the case of formats defined by the user, the system displays an encoding type retrieved from the definition of a given format, with no possibility to change it.

In order to import a transaction, it is necessary to:

  • Select a file format
  • Click the button [Load File] and select a file from the computer
  • Select transactions on the list of loaded bank statement items and click [Import Selected]
Note
Bank statement items which have only been loaded are marked in black; in turn, items which have been both loaded and imported are marked in blue. The system does not verify the uniqueness of imported transactions.
List of bank statement items with an imported statement file

The list of bank statement items is composed of the following columns:

  • Document Date – it is retrieved from an imported file
  • Credit Amount – it presents the amount of a revenue transaction
  • Debit Amount – it presents the amount of an expense transaction
  • Entity Code – it presents the code of an entity for whom a transaction has been issued
  • Entity Name – it presents the name of an entity for whom a transaction has been issued
  • For – it presents text retrieved from the For field of a transaction

Hidden by default:

  • Individual Bank Account Number – it presents the number of an account for which transactions are to be imported

Imported bank statements can be accessed in the system by selecting Finances → C/B Transactions. The owner of imported transactions is set as a center to which the user running the import is logged in.

The bank account and entity of imported transactions are set on the basis of bank account numbers. If an account number related to a given transaction has not been imported (also in the case where the Account Number field has not been defined in transfer formats), the system displays the following notification upon an attempt to save changes: “ERROR: Company’s bank account number {0} from the statement is not consistent with any bank account number of the cash/bank account in the system”.

While transactions are being imported, the system verifies if given bank accounts are active. It means that if a single bank account number has been assigned to two bank accounts, and one of these accounts has been deactivated, the system recognizes the active account and makes it possible to import a transaction to it.

Note
If transactions with different dates are to be imported, it is necessary to add a report encompassing all the transaction dates before initiating the import in order to include all the transactions in the report. Otherwise, daily reports corresponding to the transaction dates will be automatically added during the import.
Example
The user needs to import a bank statement to the system. The relevant file contains transactions with different dates, but falling within a single month and year (5 January 2019, 23 January 2019, and 31 January 2019). The user wants to include all the transactions from a single month in one report. In order to do so, it is necessary to:

  • Select Month as the report period on the cash/bank account form
  • Add a report with the opening date of 1 January 2019 and closing date of 31 January 2019
  • Import the file to the system

A detailed description of the import of transactions related to the split payment mechanism may be found in the article Split payment mechanism in the export of statements of remittance orders and import of bank statements.

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