About importing transactions

In Visma.net ERP, you can upload transactions in files in the following formats:

• OFX (Open Financial Exchange), QBO (QuickBooks Online), and QFX (Quicken File eXchange):

  Visma.net ERP includes the PX.Objects.CA.OFXStatementReader import service, which parses uploaded files in these three supported formats to create bank statements.
  For more information about uploading files in these formats, see: Import a bank statement in OFX, QBO, and QFX formats

• Excel: For more information about uploading files in this format, see: Import a bank statement in Excel

  The file format you use defines the preliminary steps you should take and the details of the import procedure.

When you import transactions for the first time, the system creates the first bank statement.
If you import a file in OFX, QBO, or QFX format, the values for Statement date, Start balance date, End balance date, and Ending balance fields in the Import bank transactions (CA306500) window are imported from the file. You have to specify the beginning balance of the first statement manually.

If you import transactions from Excel or enter them manually, you have to enter all these values manually.

If a bank statement that you are going to import does not include transaction reference numbers, make sure that the Require document ref. no. on entry check box is cleared in the Cash management preferences (CA101000) window.

You can import files that contain transactions for multiple cash accounts or for one cash account.
When you upload transactions, for each involved cash account, the system creates a bank statement that lists the uploaded transactions and assigns the reference number to this bank statement.

In Visma.net ERP, you can use the following windows to upload transactions:

• Import bank transactions (CA306500):
  

  You use this window to upload and view transactions for each bank statement that the system has created.
  When you use the window to upload a file with transactions for one cash account, the system displays the created statement in the window right away.
  When you use the window to upload a file with transactions for multiple cash accounts, the system does not display any of the created statements.
  To view one of the statements, you need to select the needed cash account and the reference number of the statement (the last uploaded statement will have the highest reference number).

  Here, too, if you import a file in OFX, QBO, or QFX format, the system imports the values of the Statement date, Start balance date, End balance date, and Ending balance fields from the file. The system validates the value of start balance date which should be equal to the end balance date of the previously imported statement.

  These formats (OFX, QBO, and QFX) do not provide the beginning balance in bank statements.
  The system uses as the value of beginning balance the ending balance of the previous bank statement.
  Also, the system checks whether the beginning balance plus the total imported receipts minus the total imported disbursements agrees with the imported ending balance of the bank statement.

  If you import bank transactions in Excel format, you need to manually enter the statement date, end balance date, and ending balance.
  The system uses as the beginning balance the ending balance of the previous bank statement.
  Similarly, as the start balance, it uses the end balance date of the previous bank statement.

  After upload, you can manually edit bank transaction details before continuing to process the transactions in the system (matching and clearing them).

• Process bank transactions (CA306000):
  

  You use this window primarily to process transactions from all the created statements for the selected cash account, but you can upload statements on this window as well.
  When you upload a file, the system does not display the transactions, regardless of the number of cash accounts in the file.
  To view the uploaded transactions, you need to select a cash account; the system then displays all the transactions uploaded for this cash account that have not been processed (matched and cleared) yet.

Your company may receive statements for cash accounts in formats that are both supported and not supported by Visma.net ERP formats.
If your company has an import service to parse files in formats that are not supported, the service can be added to the list of import services in Visma.net ERP.
For details, please consult Visma.net ERP support.

In such a case, you can define to the system an import service that is specific to a particular cash account.
To do this, you need to select the Import bank statements to single cash account check box on the Bank statement settings tab of the Cash management preferences (CA101000) window.
This causes the Statement import service field to be displayed in the Cash accounts (CA202000) window, where you can specify the particular import service for the cash account.
Also, if the check box is selected, a user can upload a file only after selecting a cash account in the Import bank transactions (CA306500) or the Process bank transactions (CA306000) window (to make the Upload file button available in the toolbar of the window).

If your company always receives separate files (in supported formats), each of which contains transactions for a single cash account, you can make the upload procedure more strict.
In this case, by selecting the Import bank statements to single cash account check box on the Bank statement settings tab of the Cash management preferences (CA101000) window, you can force the user to select a cash account before uploading a file.
If the check box is selected, a user can upload a file only after selecting a cash account in the Import bank transactions (CA306500) and the Process bank transactions (CA306000) windows.

In this case, for each cash account for which you import transactions, in the Statement import service field in the Cash accounts (CA202000) window, you also need to specify the PX.Objects.CA.OFXStatementReader import service.

You can manually enter transactions for a specific account directly in the table in the Import bank transactions (CA306500) window and save the list as a bank statement with a reference number.