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 NAME,  BANK 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 into a new account on the Account Summary page

If you want to create a new offline account using a QFX, OFX, QIF or CSV bank file after you have completed your checklist, you can do this from the Account Summary page.

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 a 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 on the Account Summary page

Drag-and-drop a bank file onto an account in order to import your latest transactions. Alternatively, you can upload files via the account's MANAGE ACCOUNT menu.

Drag-and-drop bank files

1
Head to the Account Summary page ( Accounts > Account Summary) 
2
Drag-and-drop the file you'd like to import onto the Account card 

3
If you're importing a CSV file, choose or create a CSV format
4
Select the appropriate import option and then click Import my transactions 

Note

For grouped accounts, this method of importing files will default to the primary transaction account for the group.

If you'd like to upload your file to a secondary account, you can do so by first selecting the relevant institution in the sidebar. The account cards for each account within the group will now display individually, allowing you to drag-and-drop the file to the desired account.

Import bank files from the MANAGE ACCOUNT menu

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 to
3
Click MANAGE ACCOUNT > Upload bank file 
4
Drag and drop, or choose the file you'd like to import
5
If you're importing a CSV file, choose or create a CSV format
6

Select the appropriate import option and then click Import my transactions 

Importing multiple bank files to your accounts via the Transactions page

If you'd like to upload multiple bank files to your accounts at one time, you can do this via the Transactions page. 

1
Head to the Transactions page ( Accounts > Transactions) 
2
Select File import and then Quick import

3
Drag-and-drop the files you'd like to import   
4
Match the bank file to the correct bank account using the account dropdown menus

Note

We recommend using OFX where possible, as PocketSmith will attempt to automatically choose the right account when they’re uploaded.

5
If you're importing a CSV file, choose or create a CSV format
6
Select the appropriate import option and then click Import my transactions 
7
Select Start Import 

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 on overlapping dates will lose their previous edits such as labels or notes.

    Where possible, it's best to import bank files with minimal overlap of existing transactions. 

    • Note

    Please note that if this option is selected and you are importing transactions that include the same dates as existing transactions within the account, then the transactions from the date range spanned will be overwritten.

    Any transactions that are not within the bank file that occur on the dates spanned by the bank file, will be overwritten and lost.

  • 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

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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