Import transaction information

To save time and reduce data entry, you can import transactions into OnBalance from a spreadsheet or from a file you download from your bank.

Spreadsheet overview

You can upload the following file types.

  • CSV
  • OFX - OnBalance can import OFX files version 1.2 or earlier.
  • XLSX - OnBalance does not import spreadsheets saved as XLS files.

At a minimum, your spreadsheet should include a column for Date and Amount (an expense or a deposit). You can include separate amount columns for income and expenses.

You can download a sample spreadsheet to see examples of column headings and sample information to help you prepare your spreadsheet.

Note: You will find the spreadsheet in your computer's Downloads folder.

Import transactions

Note: As you import transaction information, click the Back link in the lower left corner to go back to a previous screen to see or change information.

  1. In the Banking screen, click the down arrow for the New Transaction button > Import Transactions.
  2. In the Transaction Information section, select a financial account.
  3. To upload a file, drag the file to the Upload File area, or click Browse For File and navigate to the file location.
  4. XLSX files: In the Spreadsheet Information section, select the sheet you want to import from the Sheet to Import field.
  5. XLSX and CSV files: Mark the Include Headers checkbox if your file has column headings you want to use when mapping columns.

    Note: If you do not mark this checkbox when mapping columns, the columns will be labeled Column A, Column B, and so on, and imported transactions will begin with the first row in the spreadsheet.

  6. Click Next.
    • For XLSX or CSV files, go to step 7.
    • For OFX files, go to step 8.
  7. In the Spreadsheet Data section, select the date format and the format for importing expense and income amount columns.
    1. Select your preferred date format (required).
    2. From the Expense and Income Amounts field, select one of the following options.
      • Single Column: If transaction amounts (expenses and income) are listed in a single column in your spreadsheet, OnBalance will map those amounts to one amount column, with positive amounts imported as income (deposits) and negative amounts imported as expenses.
      • Separate Columns: If transaction amounts (expenses and income) are in separate columns in your spreadsheet, OnBalance will map your expenses to an Expense Amount column and your income (deposits) to an Income Amount column.
  8. In the Column Mapping section, select a column for each transaction field in your spreadsheet.

    You can map the following columns from the spreadsheet you are importing.

    • Date - This is a required field and should be the date of the transaction.
    • Amount - This is a required field. You can map the following amounts.
      • Expense Amount - Enter the number in parentheses in your spreadsheet to indicate a negative amount.
      • Income Amount - Enter income and deposit amounts. 
    • Description
    • Category - This applies to income (deposits) and expenses. Expenses should be one of the OnBalance default expense categories.

      Note: If you do not enter a category for a transaction in your spreadsheet, OnBalance will automatically categorize the transaction if you added a transaction rule for the type of transaction.

    • Reference number
    • Invoice number
  9. Click Next.
  10. Review the information one last time before you click Import.

    • Click the Review Expenses tab to confirm the expense information that you will import.

      Notes

      • You can edit the Date, Description, Category, and Amount columns.
      • If an expense in your spreadsheet does not match a default category, OnBalance categorizes the expense as Uncategorized. You can change the category in the Review screen. For a list of default categories, see Expense categories.
      • Mark the Omit Row checkbox for any transactions you do not want to import.
    • Click the Review Deposits tab to confirm the deposit information that you will import.

      Notes

      • You can edit the Date, Description, Category, and Amount columns.
      • If you do not map a deposit to an income category, OnBalance maps the income as Other Income. You can change the category in the Review screen.
      • Mark the Omit Row checkbox for any transactions you do not want to import.
  11. Click Import. Your transactions will appear in the Banking screen.

The availability of some or all of these features depends on your OnBalance bundle.


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