Importing bank files into PocketSmith

In this user guide

Preparing bank files to import into PocketSmith

If you are importing bank files into PocketSmith, it is best to have your bank files prepared. Most online banking services provide export options for bank files in OFX, QFX, QIF or CSV format. You will need to have your files exported from your online banking website before they can be imported into PocketSmith.

Learn how to export your bank files from your online banking website here:  Preparing your bank files & accepted file types

Once you have exported the bank files from your online banking, you are ready to import them into PocketSmith! 


Importing bank files from the checklist

If you have just signed up to PocketSmith, you'll see your checklist. From here you can import bank files to set up new bank accounts.

1
Select the option Upload your bank files 

2
As long as you have  prepared your bank files, you can click I'm ready to upload my files! 

3
Our Quick Importer tool will open where you can drag and drop or choose the files you would like to import.
4
After adding a bank file, you'll need to create a new account for this file to be imported into. To do this, add an  ACCOUNT NAMEBANK NAME and  TODAY'S BALANCE

If you are importing a CSV file, you'll also need to choose or create a CSV format

5
You may notice some different options to apply to the import. We have outlined what these different options are  below.
6
To add any additional files, you can create new bank accounts for these, or just add it to a previously created account. Once you've added all of your bank files that you'd like to import, click Start import

Importing bank files on the Account Summary page

If you want to import a QFX, OFX, QIF or CSV bank file after you have completed your checklist and once you're set up in PocketSmith, it's easy to do from the Account Summary page ( Accounts > Account Summary) page. 

Importing bank files into a new offline account 

1
Head to the Account Summary page ( Accounts  Account Summary)
2
Select New offline account > From a file import  and select the bank where the account belongs that you'll import the file to

Note

If you want to import a bank file into a new account that belongs to a new bank which doesn't exist in your PocketSmith account, you'll just need to add the bank before following these steps.

On the Account Summary page, select +New Bank from the left sidebar, enter the name of the bank, select the option Accounts from a file import, and click Save. This bank will now show as an option when choosing New offline account > From a file import 

3
Add the account name, opening balance, account type
4
Click Save and continue
5
Drag and drop or choose the file you'd like to import
6
If you're importing a CSV file, choose a CSV format or create new format and assign the columns appropriately
7
You may notice some different options to apply to the import. We have outlined these different options below
8
Select Import my transactions

Importing bank files into an existing bank account 

1

Head to the Account Summary page ( Accounts > Account Summary

2
Navigate to the bank account that you'd like to import a bank file
3
Click MANAGE ACCOUNT > Upload bank file 
4
Continue from step 5 in the previous section

Bank file import options

Transaction overlap options

When uploading a bank file into an existing bank account, PocketSmith can pick up any transactions that occur on overlapping dates - i.e. on the same date as any existing transactions within the account.

You are able to select how PocketSmith handles transactions on overlapping dates:

  • Leave transactions on overlapping dates out
    This keeps the original transaction and prevents any transactions with the same date as an existing transaction from being imported
  • Alert

    Please be aware that selecting this option may lead to missing transactions on overlapping dates. 

  • Replace transactions on overlapping dates 
    We recommend this option to avoid missing out any transactions, however, any existing transactions will lose their previous edits such as labels or notes
  • Keep all transactions (may result in duplicates)
    We do not recommend this option 

Tip

In order to prevent duplicates and missing transactions, we recommend using the Replace transactions on overlapping dates option.

When exporting your transactions from your online banking, choose to export from the date of the latest transaction in the related PocketSmith account. Then, when uploading to PocketSmith choose to Replace transactions on overlapping dates. 

This ensures that no transactions will be missing, however you will lose any edits (such as labels or notes) made to previously posted transactions on overlapping dates.

Amounts in the statement file are reversed

This checkbox should only be selected when the transaction amounts are incorrectly imported as expense or income. This option is available because some credit card providers show debit amounts as a credit or credit amounts as debit. For more information about this check out our user guide: Expense transactions are showing as income (or vice versa) after importing my bank file

Payee and memo field

If you have imported a bank file and you notice some information is missing from the Merchant column, this may be because some banks separate merchant details into a memo field and a merchant field. To fix this, you can import the file again and select the checkbox Join the payee and memo fields together. Just remember to change the overlap options to  Replace existing transactions with overlaps!

Note

This option won't work when importing a CSV file as payee and memo fields aren't defined in CSV files. This option will only work for OFX and QIF files as these file types have pre-defined payee and memo fields.


CSV file formats

CSV files are plain text files that do not come in a standardized format like OFX or QIF files. This means that different banks may provide CSV files in various layouts.

When you import a CSV file, you need to identify and choose what is in each column (i.e. merchant, amount, and date) so that PocketSmith knows how to import the file.

Setting up a CSV format

When importing a CSV file, PocketSmith will ask you to review all the columns of your file. 

You'll need to identify the Date, Amount, and Merchant, but you can also allocate categories if these are present within your file. To learn more about how to manage categories within CSV files see: CSV files and categories

Note

You may need to scroll to the right of the file to see all of the available columns.

Once you’ve assigned the columns and you’re happy with the set up of the CSV format, you’ll be able to save this format and use it for future CSV bank file imports.

Deleting saved CSV formats

If you need to delete a saved CSV format, you can do so following the steps outlined below:

1
Head to Settings > User preferences
2
Select Saved CSV formats from the left menu panel
3
Navigate to the saved format you wish to delete, and click on the trash can/rubbish bin icon, then click OK

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