Upload bank files
If you download statements from your bank, or your bank doesn’t support live feeds, you can upload the files instead. Bokapsys reads every transaction out of each file, checks it against what is already in your books, and maps it to an account, all without you staying on the page.
You upload on the Upload Bank Files page, under Import Bank Data in the sidebar.
Supported files
Section titled “Supported files”| Format | File types |
|---|---|
.pdf, the statement as your bank prints it |
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| CSV | .csv, the transaction export most banks offer |
| Excel | .xlsx, .xls, .xlsm, .xlsb |
- Each file can be up to 10 MB.
- You can add up to 20 files at a time.
- A file of any other type, or one over the size limit, is skipped and Bokapsys tells you which.
Bokapsys finds the transactions itself. You don’t need to tidy the file first. For example, a CSV export that starts with a block of balance totals above the real column headings is handled, as is an export with separate credit and debit columns.
Upload files
Section titled “Upload files”-
Go to Import Bank Data → Upload Bank Files.
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Choose a Statement type: Bank Statement for a checking or savings account, or Credit Card Statement for a card. This is required.
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Choose a Bank account. Pick an existing one, or choose Add new account if this is the first time you are uploading for it. The statement type and bank account apply to every file you add.
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Drag your files onto the upload area, or click it to browse.
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Check the list. If the batch is mixed, for example one card statement among several bank statements, change the type or bank account on that file’s own row. Click a file’s name to preview it before it uploads, or the X to remove it.
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Click Upload files. The button shows how many files you are uploading, for example Upload 1 file.
The first time you upload, Bokapsys asks you to agree to the upload terms. Click I Accept & Proceed.
On Mapping Statements, each file gets its own card. Expand it to follow the file step by step and, once it is complete, to see what it imported.
When the upload finishes, you see how many files were queued, and Bokapsys takes you to Mapping Statements to follow their progress. If you uploaded a single file, a progress window opens. You can close it at any time.
Why choose a bank account
Section titled “Why choose a bank account”Choosing the bank account tells Bokapsys whose money this is. That decides which account in your books the statements post against, keeps each account’s balance separate for reconciliation, and lets Bokapsys spot duplicates correctly. See Duplicates.
Uploading the same file twice
Section titled “Uploading the same file twice”Bokapsys recognises a file it already has by its contents, not its name. If you upload an identical file again, it isn’t imported twice. You see That file is already in your books and nothing is added.
A different file that overlaps with earlier ones, such as a quarterly statement that repeats a month you already uploaded, is imported. Bokapsys sets aside the transactions it already has and imports only the new ones. See Duplicates.
The balance check
Section titled “The balance check”Most PDF statements print an opening and a closing balance. Bokapsys uses them to check its own work: the opening balance plus every transaction it read should equal the closing balance.
If the numbers don’t add up, a transaction was probably missed. Bokapsys automatically reads the file once more to look for it. If the statement still doesn’t balance, the file’s card shows Review needed with a Resolve button. Click it to see the opening balance, what was imported and the statement’s ending balance, then choose:
- Re-scan document to have Bokapsys read the file again for anything it missed. A re-scan only adds transactions. The statements already imported stay exactly as they are.
- Looks right, dismiss if you have checked the file and are happy with what was imported.
Re-extract a file from scratch
Section titled “Re-extract a file from scratch”Sometimes a file is read badly, for example a poor scan, and you would rather start that file again than fix it row by row. Open the file’s card on Mapping Statements, expand it, and choose Re-extract from scratch under Actions.
Re-extracting removes the statements imported from that file and reads the whole file again from the beginning, including mapping.
- It is available for PDF files only.
- It is only offered while none of the file’s statements have been posted to your general ledger. Once they have, correct them on View Statements instead.
Delete a file
Section titled “Delete a file”To delete one file, click the bin icon on its card on Mapping Statements. Bokapsys emails you a 6-digit code. Enter it and click Confirm delete.
Deleting a file removes the file, every statement it produced and any ledger entries those statements posted. You can’t delete a file while any of its statements are part of a reconciliation. Undo the reconciliation first.
To clear out several files at once, use Delete N files at the top of Mapping Statements. This removes only files whose statements have not reached your ledger. Files that have are kept, and Bokapsys tells you how many it skipped.
Bank-feed cards can’t be deleted from here, because there is no file behind them. Use Data History to remove synced statements.
Limits
Section titled “Limits”Imported statements count toward your plan’s allowance. If an upload would go over it, you see Transaction limit reached with a link to View plans. See Subscriptions.