Setting up Transaction Templates

Prior to importing bank transactions from your bank into Expense Management, you are required to set up a transaction template. Each template is associated with a bank, and it’s possible to have multiple templates for the same bank. Each template includes several rules and configurations, and they determine how bank transaction files are processed.

Setting up transaction templates

To set up a new transaction template, follow these steps:

  1. Choose the Search icon, enter Bank, and then choose the related link.
  2. If you can't find the bank from which you want to import the transactions on the list, you need to create a new bank.
  3. On the action tab, select Navigate, then Bank, and finally Transaction Template. A transaction template will now be created for this bank. In the General FastTab, fill out the information as required.
  4. For Data Formats, several predefined formats can be selected via lookup. If the specific date or decimal format is not defined in the lookup list, it is possible to enter them directly via free text. In the Lines to be ignored fields, you can define if certain lines in the beginning or end of the file should be ignored during import, such as lines containing header information.
  5. The Field Mapping section contains the actual mapping from COLUMN NO. IN FILE to MAP TO FIELD. If a file contains negative amounts, you will have to manually enable Reverse sign, as credit transactions should be imported into the transaction journal as positive amounts.
  6. You can specify additional settings by selecting Enable/Disable Template Rules. If the credit card number is specified in the file name, and not in the transaction itself, then you can enable Card number in file name to extract the credit card number from the file name. Using the Card number start position and Card number length, you can define where to locate the card number in the file name.
  7. You can also ignore lines from the file. For example, you can exclude lines that contain the word "Total", and then the transaction will not be imported. You can use Line Rules for this purpose, which is also found in Enable/Disable Template Rules.