How to import credit card transactions from your bank into WorkBook.
See also this guide for further instructions on the import setup.
This guide also covers what to do if you need to reject a personal expense import.
1. Please go to Settings -> Price lists & activities -> Personal expense type setup as seen below
2. Click on the little green plus icon to create a new expense entry type
From here fill out the VAT settings to suit your expense type as seen below.
If you are creating an expense entry with the post type Operating, please enter a finance account in the “Operating account” column.
3. Next step is to go to Finance & Administration -> General maintenance -> Personal expense entry import and click create new to import data
4. Now click the “Folder with a magnifier” icon to import the Excel (.xlsx) file you have downloaded / recieved from your bank.
This file contains all the transaction data.
5. If you have any non mapped cards please to go the Non mapped cards tab and fill out the blanks.
6. For the data to be listed in expense entries you must click transfer data.
The transactions have now been imported into personal expense entries and mapped to the correct employees, jobs and operating accounts.
What does the different icons mean?
Rescan: When changes has been made to a line/multiple records, press this button and the records refresh with the new changes.
Park/Unpark: Lets you park/unpark the records for further approval.
Transfer data: This button allows you transfer a selected records or all records.
Reject: Rejects the record. This can also be used to reverse the rejection. It can also be used to overrule an error, such as doublet-errors, so it can be transferred regardless.
Record contains errors: If a record contains an error it will show in the bottom of the screen in a yellow column.
Record is ready for transfer: This icon indicates that the records is ready for transfer.
Record has been transfered: This icon indicates that the record has been transfered succesfully.
Rejection on approval
If as a user, you need to correct or alter a credit card import, the only way this can be done is by rejecting it. It is possible to reject any personal expense entries until they get posted.
When an imported expense gets sent for user approval- in the case that is an incorrect import, the user can reject it and it will return to the import and a notification is sent to the finance. The user will need to specify in a comment why the import is rejected.
Before the approver can send the entry again, the approver will need to make changes to the import and then change the ‘Rejected’ status before it can be retransferred. To do this, the Reject icon in the toolbar needs to be pressed until the green symbol in the subgrid reappears.
The administrative follow-up Personal expense credit card import can also be used to ensure people finalise their open expenses.
There is also the possibility of including a finance user as an approver. Set up System variable 578 that will send any approved expense entries to status 40. The nominated Finance user will then have to go in an manually review it before sending it for booking.