Importing a bank statement (MT940 and CSV) and matching payments

You load bank data from a statement file downloaded from online banking.

Adding an account

Bank, "Accounts" tab, "Add account" button. Enter the Name, Account number (a Polish 26-digit number or a full IBAN; the system checks the checksum), Currency (PLN by default) and Ledger account (130 by default). You cannot add the same IBAN twice.

File import

1. Click "Import statement" (in the header or next to the account).
2. Choose a file: MT940 (.mt940, .sta, .txt) or CSV, up to 5 MB.
3. After loading you will see a summary: the number of transactions in the file, new ones, duplicates, match proposals and automatic matches.

• The format is recognised from the file contents. The encoding is UTF-8 or Windows-1250.
• MT940: the system checks that the account number in the file matches the selected account and compares the closing balance with the sum of transactions (a discrepancy produces a warning).
• CSV: the separator (semicolon, tab or comma) is detected automatically. A date column is required, plus either an amount column or a pair of debit and credit columns; title, counterparty, counterparty account and currency are optional. Supported formats include dates as YYYY-MM-DD and DD.MM.YYYY and amounts such as "1 234,56".
• Rows without a date (totals, footers) are skipped, and rows with an invalid format are skipped with a warning.

Duplicates

The same file on the same account will be rejected ("This file has already been imported"). If you load a statement that overlaps a previous one, only the new transactions are added. Two identical payments on the same day are not treated as a duplicate.

How matching works

• Incoming payments are matched to open sales invoices, and expenses to posted purchase invoices in PLN.
• Match confidence depends on, among other things, the invoice number in the transfer title, whether the amount matches to the penny, and the counterparty's NIP and name. Proposals below 50% confidence are skipped, and ambiguous ones (several similar invoices) have reduced confidence.
• By default, every proposal waits for "Approve" in the Team inbox. You can switch the posting of incoming payments and the settling of supplier payments to automatic mode, but only for unambiguous matches with confidence above the configured threshold.
• Foreign currency invoices are not matched automatically, only manually.

Manual matching and skipping

In the "Transactions" tab, click "Match" next to an incoming payment and choose the invoice, and "Match to purchase invoice" next to an expense. Transactions you do not want to settle can be marked "Ignore". The "Status" filter shows unsettled, matched and skipped transactions. Matching requires finance write permission.