A Compleat Administrator should have already set up the Expenses module and configured some settings to enable credit card imports. If you're an Administrator and you haven't set up Expenses yet, click here to see how.
Processing credit card statements is no quick and easy task - until Compleat gets involved.
Compleat automatically splits credit card statements into separate expense claim for each account holder, ready to be coded, processed and approved by the right people.
All you have to do? Import the statement. It's really that simple.
Follow this guide to see how.
1. Format the credit card statement
There are a couple of important formatting rules to remember when you're importing a credit card statement. This only involves some slight tweaking on your part, which will become second nature once you get into the swing of importing statements regularly.
All credit card statement should be upload to compleat as CSV files (Comma Separated Values).
A CSV file is a plain text file that contains a list of data separated by commas. You can save an Excel spreadsheet as a CSV file. The name of the file will end in .csv.
The field columns in your credit card statement should be in the following order, with no column headings:
All fields are mandatory. If only one description is provided in the credit card file, it should be duplicated in both the Name and Memo fields. When the credit card statement is imported to Compleat, the Name and Memo fields are linked together and separated by a hyphen.
A correctly formatted credit card statement file should look like this:
The format above is a new standard format that applies to Compleat implementations from June 2020 onwards. If you've successfully been importing credit card statements using a different format prior to this, please continue to use that format.
2. Import the credit card statement
When your statement is in the correct format, it's ready to import.
- In the Expenses module, click Create a new expense claim.
- Give the claim a title.
- Select the layout for credit card imports.
- In the bottom-right, click Import CC.
- Click the magnifying glass, and select the credit card statement file on your PC.
- Compleat is now attempting to validate the contents of the statement.
If the statement contains any values that have previously been imported and are therefore duplicates, Compleat will flag up a warning message. You can bypass this by clicking OK.
- The contents of the credit card statement appear in a grid.
To import the entire statement, click Import ALL lines.
To import selected items, tick the checkboxes beside the items, and click Import selected items.
- Click Save.
To see the line items that you're importing, click Summary.
- Your credit card statement is imported!
Compleat has automatically split the statement into an individual expense claim per account holder, which they can now process. Other users with visibility of all expense claims can now see these indivdual claims in their Saved tray.
The original claim in visible in your Saved tray, with a value of zero (unless you are one of the account holders with transactions to process on the statement).
If the claim has a value of zero, you can delete it, or keep it as a record if you prefer.