Overview
Importing your bank and general ledger (G/L) data is the first step in the bank reconciliation process. Once your records have been imported into Bank Rec Online, the system can automatically match transactions, identify exceptions, and streamline the reconciliation process.
This guide explains:
- Preparing your bank and G/L files
- Recommended import fields
- Using the Import Wizard
- Importing an Outstanding Checklist
- Common questions and troubleshooting tips
- Best practices for successful imports
Table of Contents
- Data Import Overview
- Before You Begin
- Preparing Your Files
- Required and Recommended Fields
- Importing Bank Transactions
- Importing General Ledger Transactions
- Importing an Outstanding Checklist
- Reviewing Control Totals
- Best Practices
- Frequently Asked Questions (FAQs)
Data Import Overview
Bank Rec Online supports importing data from most accounting systems and banks including:
- Excel (.xlsx)
- CSV (comma-delimited)
- Tab-delimited text files
After importing your data:
- Bank transactions are loaded into Bank Rec Online
- General ledger transactions are loaded into Bank Rec Online
- Automated Matching compares the records
- Users review unmatched items and complete reconciliation
For best results, import both data sets for the same reconciliation period
Before You Begin
Before importing data into Bank Rec Online, confirm that:
- Your Bank Rec Online account has been created
- You have access to the bank transactions file
- You have exported the corresponding general ledger file
- Both files represent the same reconciliation period whenever possible
Recommended Starting Point
Gather:
- Bank transactions file
- General ledger transaction file
- Outstanding checklist (if available and importing your first period)
Having these files prepared before launching the Import Wizard can significantly reduce setup time.
Preparing Your Files
Bank Transaction File
Your bank file should contain transaction activity from your financial institution.
Common transaction types include:
- Checks
- Deposits
- ACH transactions
- Wire transfers
- Service charges
- Interest earned
General Ledger File
Your G/L file should contain the accounting transactions that correspond to the same period as your bank activity.
Most accounting systems can export this information directly to Excel or CSV format.
Required and Recommended Field
Bank Rec Online supports dozens of available fields, bust most organizations can successfully reconcile using a small number of key fields
Most Common Import Fields
| Field | Recommended |
|---|---|
| Date | Yes |
| Amount | Yes |
| Check Number | Recommended |
| Description | Recommended |
These fields provide enough information for most automated matching scenarios
Matching (Text1) Field
The Matching (Text1) field is one of the most powerful reconciliation tools available in Bank Rec Online.
Typical examples include:
- Transaction IDs
- Deposit slip numbers
- Reference numbers
- Batch IDs
Best Practice
The Matching (Text1) value should exist on both the Bank and G/L records.
This field is frequently used by Automated Matching to increase matching accuracy and reduce manual review.
Additional Text Fields
Bank Rec Online also supports:
- Text 2
- Text 3
- Text 4
- Additional user-defined fields
These fields are often used for:
- Research
- Reporting
- Additional transaction details
- Internal reference information
Unlike Matching (Text1), these fields are generally not used by Automated Matching.
Alternative Amount Fields
Some source files separate transactions values into:
- Debit columns
- Credit columns
Bank Rec Online supports alternative amount mapping options, including:
- Debit/Credit structure
- Amount Reverse Sign
- Sign-based imports
For more details, see the Amount Field Help Guide.
Importing Bank Transactions
Step 1: Launch the Import Wizard
Open the Import Bank Transactions Tile and select your data file.
Supported formats include:
- Excel
- CSV
- Tab-delimited text
Step 2: Map Your Fields
During your first import:
- Select a source column
- Choose the corresponding Bank Rec Online field
- Repeat until all desired fields are mapped
Good News
Field mapping is typically a one-time setup.
Bank Rec Online remembers your mappings and automatically reuses them during future imports.
Step 3: Review Import Totals
Before completing the import:
- Verify record counts
- Verify debit and credit totals
- Confirms overall control totals match your source file
Then click 'Next' to complete the import.
Importing General Ledger Transactions
The process for importing General Ledger data is nearly identical.
- Open the Import G/L Transactions tile
- Select your file
- Map your fields
- Verify your totals
- Complete the import
Once both Bank and G/L records have been imported, Bank Rec Online can begin the matching process.
Importing an Outstanding Checklist
First-Period Recommendation
When reconciling your first period in Bank Rec Online, Treasury Software recommends importing an Outstanding Checklist if one is available.
This helps establish beginning reconciliation items and improves accuracy during the transition process.
Example
If your first reconciliation period is:
March 2027
Import the Outstanding Checklist from
February 28, 2027
Import the information using the Import G/L Transactions Tile
Don't Worry About Perfection
Even if your prior outstanding checklist is not perfectly maintained, importing it can still provide valuable historical reconciliation information.
Reviewing Control Totals
Before finalizing any import, verify:
- Number of records imported
- Total debits
- Total credits
- Net balance
Control totals help identify:
- Missing records
- Incorrect field mappings
- Sign issues
- Incomplete imports
Resolving import issues before matching will save significant reconciliation time later.
Best Practices
Use Consistent Export Formats
Whenever possible, export files using the same layout each period. This allows Bank Rec Online to reuse your saved field mappings.
Include Reference Numbers
Importing check numbers, transaction IDs, and other reference fields improves matching accuracy.
Verify Control Totals
Always compare imported total against your source files before proceeding.
Import Both Data Sets Before Matching
Automated Matching works best when both Bank and G/L transactions have been loaded for the same period.
Import Outstanding Items for Your First Period
Including beginning outstanding transactions can significantly improve your initial reconciliation results.
Frequently Asked Questions (FAQs)
1. What file formats can I import?
Bank Rec Online supports:
- Excel (.xlsx)
- CSV
- Tab-delimited text files
2. Do I need every available field?
No. Most organizations only need:
- Date
- Amount
- Description
- Check Number (when available)
Additional fields are imported as needed.
3. How often do I need to map my fields?
Typically only once per file format. Bank Rec Online saves your mappings and automatically reuses them for future imports.
4. What is my accounting system uses separate debit and credit columns?
Bank Rec Online supports multiple amounts mapping methods, including separate debit and credit fields
5. When should I import an Outstanding Checklist?
Only during your first reconciliation period or when mitigating historical reconciliations into Bank Rec Online.
6. What happens after I import my data?
Once Bank and G/L records are imported, Bank Rec Online can automatically begin the transaction matching process, helping you reconcile accounts faster and with greater accuracy.
Need Help?
Still have questions? Contact Treasury Software Support or visit www.treasurysoftware.com for personalized assistance.
