Mapping Statements

Mapping Statements is where you follow your bank data into your books. Every uploaded file and every bank sync appears here as a card. Once a file is complete, this is also where you check and correct how its statements were classified.

Mapping means giving each statement an account from your Chart of Accounts, the list of categories your books are organised into. A statement can’t count in your reports until it has one. Bokapsys maps statements automatically. You review them only if you want to.

Find it under Import Bank Data → Mapping Statements.

The file list

At the top of the page, four tiles give you the overall picture:

Tile	What it counts
In progress	Files and syncs still being read, imported or mapped.
Completed	Files that are mapped and in your books.
Missing a Chart of Account	Statements that still need an account.
Transfers waiting	Transfers between your own accounts that are waiting for their other half. See Transfers and cash.

Below the tiles, the page shows Where your files are, with two tabs:

In progress lists files and syncs still working their way through. A progress bar shows how far along each one is.
Completed lists files that are fully imported and mapped.

Each tab shows a count. Cards are grouped by the day they arrived. When there are many days, use Newer and Older to page through them. Click Refresh to update the list.

Each card shows the file name (or the bank and account for a sync), how many statements it contains, when it was imported or synced, and its bank account. For what each stage means, see the steps a file goes through.

Expand a card

Click the arrow on the right of a card to expand it. You see the step-by-step tracker plus two panels.

Summary

Item	Meaning
Total pages	Pages in the file (PDFs only).
Statements found	Statements imported from this file.
Mapped	Statements that have an account.
Needs review	Statements worth a second look.

Actions

View mappings lists the file’s statements and how each was classified.
Download statements saves the file’s statements as a CSV, with the same columns as View Statements.
Download GL saves the general ledger entries the file has posted as a CSV. A posted statement creates two entries: one against the bank account and one against the account it was mapped to.
Re-extract from scratch reads a PDF again from the beginning. It is only offered before any of the file’s statements are posted. See Upload bank files.
View data history opens Data History.

Review and correct

A file is Completed as soon as Bokapsys has mapped it. Your books are already up to date at that point. Reviewing is an optional double-check.

Each completed card has a Review button. When some of its statements are worth a look, the button shows a count, for example Review 4 of 62. To review everything at once, open the Completed tab and click Review all statements.

Statements are grouped by description

The review screen collapses statements with the same description into one row. If you paid the same supplier twelve times, you see one row marked 12×, not twelve. For each row you see the latest date, the total amount, and the current Type, Vendor and COA (Chart of Accounts).

Change an account

Find the row and open its COA list.
Pick the right account. Type in Search… to find it quickly.

That one change:

Reclassifies every statement with that description that hasn’t been reconciled yet, across all your files and feeds, or within the file if you opened Review from a single card.
Updates entries already posted to your general ledger, and posts any that weren’t, so your reports recalculate straight away.
Teaches Bokapsys a rule, so future imports with that description are mapped the same way automatically.

You can’t map a statement to a cash account. The bank account itself is already the cash side of every statement, so mapping to cash would count the money twice.

You change Type and Vendor the same way. Pick a value from the list, or type a new one and choose Add. The change applies to every statement with that description.

Accept the AI’s choice

Some statements carry a Check badge. Bokapsys mapped them but wasn’t fully confident. If the account looks right, click Accept on the row. Accepting changes nothing about the statement. It only clears the flag.

Filter what you review

The buttons at the top of the review screen (and on the Completed tab) narrow the list. Each only appears when it has something in it.

Button	What it shows
Missing mapping	Statements with no account yet, marked Needs an account. These are not in your books until you give them one.
Review accounts	Statements filed to a catch-all account, marked Catch-all account. See below.
Low confidence	Statements the AI mapped but flagged to check, marked Check.

When Review accounts or Low confidence is selected, Accept all confirms every statement in that list at once. Click Back to files to return to the file list.

The Uncategorized fallback

Sometimes a description gives Bokapsys nothing to go on, such as a bare reference number. Rather than leave the statement out of your books, Bokapsys files it by direction:

Money out goes to Uncategorized Expense.
Money in goes to Uncategorized Income.

These statements are posted, so your books stay complete and your reconciliation still balances. They appear under Review accounts, so you can give them a real account whenever you have a moment. When you do, the statement leaves the list. Bokapsys doesn’t learn a rule from the Uncategorized fallback itself, so future imports keep trying for a real match.

Turn the fallback off

If you would rather leave unclear statements unmapped for an accountant to classify, turn the fallback off:

Go to Account → Company Settings and open the Posting Config tab.
Under Auto-categorize every transaction, click Off.

With the fallback off, statements Bokapsys can’t classify stay unmapped. They appear under Missing mapping and stay out of your books and reports until you map them. See Posting settings.

Vendor and Type

Besides an account, each statement gets two more labels:

Vendor: who the money went to or came from, such as Starbucks, a customer’s name or your bank. For descriptions that aren’t a business, Bokapsys uses a plain label such as ATM, Internal Transfer or Bank Fee. When it can’t identify anyone, it uses Unknown Merchant.
Type: a short label for the kind of transaction, such as Transfer or ATM. When it can’t tell, it uses Unknown Type.

Vendor and Type help you search, filter and analyse your statements. Changing them doesn’t change your ledger.

Transfers

Money moving between your own accounts is handled separately, so it never shows up as income or expense. When there are transfers to look at, a Transfers button with a count appears on the Completed tab. See Transfers and cash.

When statements are waiting for an account, Bokapsys shows a New statements need mapping popup as you move around the app, with the number of statements and descriptions involved.

Do it now opens the review screen.
Remind me later hides it until the next day.

The popup doesn’t appear on Mapping Statements, Upload Bank Files, Live Bank Feeds or Inbox, because you are already working on your imports there.

Upload bank files

View StatementsEdit, split and export individual statements.

Chart of Accounts

Posting settings