How does a manual bank import work?




If your bank isn't supported by our automated bank feeds, or you don't want to use them, then you can do a manual bank import instead.

With Bokio’s bank import, you log in to your internet bank, take a copy of your account statement and paste it into Bokio. We then let the computer analyse it for you and read the dates and amounts and suggest what the different transactions might be. You can then check everything as normal and approve the recording of the different transactions. If you use the invoice method, you can also set the invoice date for the invoices you’ve paid so that these are also input correctly.

Step 1: Copy from the bank

Log in to your internet bank and copy the lines you want to import into Bokio. Ctrl+C on PC and ⌘+C on Mac. For the lines and columns to be read by Bokio, sometimes you need to paste the extract into Excel first and then adjust and correct the table. Copying directly from a PDF file can be difficult for the system to read.

Bear in mind the following:

1. The date format must be DD-MM-YYYY (DD-MM-YY doesn’t work)

2. All lines must be completed. The column for “Description” is often not included on all account lines. You can overcome this by entering a hyphen, for example.

3. Separators for thousands must not be activated.

Step 2: Paste into Bokio

You can reach the bank import in the same way as when you enter bookkeeping records. You’ll always find the “Upload” button at the top of the left-hand menu. Click the down arrow and then “Import from bank”.

You’ll now come to the overview of all your accounts where bank imports have been made previously.

If you click on an account, you’ll see the history of previously imported bank lines.

To import new bank lines, click “Import from bank”.

Then select which account the import relates to e.g. company account (1200). The account you select here will be the account the bank line is recorded on.

Paste the lines (Ctrl+V on PC and ⌘+V on Mac) and click “Next”. If Bokio is unable to read the table, we’ll warn you.

Here’s also a tutorial showing you what to do, click “Check here” to view it. If the system is unable to read the lines, there are some steps you can take. Further on in the guide take a look at “Bank imports aren’t working”. Click “Next” to proceed.

Step 3: Checking columns

Check that the columns match the headings “Date”, “Message”, and “Amount”. If they don’t, edit them or ignore the column. If so, select “No, Change columns”.

Change the respective column as required. When you’re done, click “Use new columns”.

To import the bank lines, click “Yes, import”.

The next step is to match the bank lines against existing journal entries or saved customer and supplier invoices.

Bank imports aren’t working

If the import doesn’t work we usually recommend that you first paste into Excel to adjust any uneven columns. You can then usually add the import to Bokio. If it still doesn’t work, we’ll be happy to help.

In Bokio at the moment the data needs to be in a particular format in order to import this into the bank. There are a number of reasons that will block you from importing your bank statements:

  1. The first problem will be the presence of a £ sign. If your bank statements shows the £ sign in front of each amount then you should export your bank statements into excel and click on the cells with a £ sign and change the format to number instead of currency.

  2. The other potential reason could be due to the amount in your bank statements being split into amount received and amount paid columns. In Bokio we need to have these in the same column with amounts received being positive and amount paid being negative. If you have data in two columns and you want to split it out the best way to do this is to export the statements to excel and calculate amounts received minus amounts paid and drag this all the way down.