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Import Transactions

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Contents

 

You can import transactions into ChMeetings Accounting using a variety of data files. To organize imported transactions effectively you can create import rules that will map imported transactions to specific Categories, Funds, or Payees. 

Compatible Data Files

You can import transactions from the following file formats:

  • OFX (Money), 
  • QFX (Quicken), 
  • QIF, QBO (Quickbooks), 
  • CSV, XLS, XLSX (Excel).

For OFX, QFX, QIF, QBO files, ChMeetings tries to match the import rules. if there is no matching rule, new transactions are imported to the default Category and Fund.

For CSV, XLS, and XLSX files, please download the template and process your transactions according to the template columns (Date, Memo, Category, Fund, Amount, Payee, Check Number, and Note). 

If imported transactions have no assigned Category or Fund in the spreadsheet, then ChMeetings matches import rules and assigns the defaults if no rule matches. Upon uploading the import file, ChMeetings highlights the rows that contain errors. Please either edit and re-upload your file, or uncheck the rows with errors so they will not be imported. Please upload files of up to 100 rows. This makes it easier to review the data and ensure its accuracy.

Run the Import

To run a transaction import, please follow the steps below: 

  1. Go to Accounting > Accounts > Financial Accounts and select the Account to which you want to import transactions. 
  2. Click Import Transactions.


     
  3. Click Select File to choose the file to upload from your computer. You can import OFX, QFX, QIF, QBO, CSV, XLS, and XLSX files. 
  4. Click Start Import once your file uploads.


     
  5. On the next screen, review the imported transactions and check the checkboxes next to those that you validate.


     

The Import Screen

The import screen lets you process imported transactions without leaving the screen or reuploading the data file:

  1. Search by memo and filter by Date Range, transaction Type (All, Income/Deposit or Expense/Charge), or Rule Match Status (All, Matched, Unmatched).


     
  2. Manage Rules: You can manage rules right from within the import page. Just click the button, make changes to your rules, then use the Re-Apply Rules button to apply your new rules configuration to your list of transactions. 


     
  3. Exclude transactions from import by selecting them and using the Exclude button at the top of the list. You must confirm your choice as this deletes excluded transactions from the list. If you change your mind afterwards, you must restart the import and reupload your data file.


     
  4. From the level of individual transactions in your list, you can access the following features, using the options menu next to each item: 
    • Edit the transaction. You can update transaction details, as well as the transaction type, including setting an income or expense transaction as a transfer. 
    • Create a rule that should apply to the respective transactions and to others with matching characteristics,
    • Exclude the transaction from the import. 


       
  5. Once you have validated your list of transactions, you are ready to import. Click the Import Checked Items button to proceed. 

Once imported, the transactions will be listed within your Account Transactions, as part of the Account you imported into. They will be allocated to the selected Category and Fund, if you have set this up in a Rule. Otherwise, imported transactions will be assigned to the General Fund and General Income or Expense Category.

 

Duplicate Detection

During the import process, ChMeetings detects whether there are possibly duplicated transactions. This means that if an imported transaction has the same date and amount as another one that is already recorded on the same account, then it will be marked as duplicated.

Other details, such as the Payee, are not considered, so transactions will be marked as Possible Duplicate even if the Payee is different. This is because you can easily miss transactions that are actually duplicate, but aren’t marked as such by the system due to, for example, a small spelling error. 

So, for this reason, the duplicate detection feature provides possible duplicates, not confirmed duplicates. You must double check these yourself before completing the import, to confirm what is and what is not a duplicate transaction. 

If you find duplicates, we recommend that you open a new browser tab and open the account you’re importing to, so you can compare transactions and edit those being imported without restarting the import process. 

When duplicates are found, you will also see transactions marked as Possible Duplicate and a filter that lets you select to see All transactions, Possible Duplicate, or those Without Duplicate. Note that this filter does not display if no duplicates are found. 

Here is what the Import window looks like when duplicates are detected: 



 

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