Bank File Import
Bank File Import lets you bring into AdmCloud, in bulk, the movement detail you download from your bank's portal (deposits, withdrawals, charges, checks, transfers, etc.) instead of typing each one by hand. Every imported movement becomes an Imported Bank Transaction ("Bank Feed") waiting to be identified, which you then Register as the matching document or Ignore if it doesn't belong in your accounting.
What is it and what is it for?
This feature works in two steps, available as two tabs on the same screen: Import Transactions, where you upload the file you exported from your bank's portal, and Process Imported Transactions, where you review, account by account, the movements that came in and decide what to do with each one.
When AdmCloud already has a recorded transaction with the same date and the same amount as an imported movement, it matches them automatically and shows that movement under the In AdmCloud tab instead of leaving it pending for your review. That way you only need to deal with the movements you genuinely still need to register.
AdmCloud also avoids duplicating movements if you upload the same file, or one with overlapping dates, more than once: it uses the unique identifier your bank assigns to each movement (when the file includes it) or, if that's not available, the combination of date, amount, reference and description, to recognize a movement that was already imported before.
How to use it step by step
- Download the movements file from your bank's portal, in one of the formats AdmCloud recognizes (see "Supported file formats" below).
- Open the "Import Transactions" tab and select the downloaded file.
- Choose the Account (bank or credit card) these movements belong to, and the File Type that matches the exact format you downloaded.
- Click "Upload". If the file is valid, AdmCloud takes you straight to that account's Imported Bank Transactions screen, on the Pending Process tab.
- Review each pending movement and use the Register button to choose which type of document to create from it (deposit, collection, payment, bank charge, transfer, etc.). AdmCloud opens that form in a new tab with the account and the movement already linked.
- Use "Ignore" on movements you shouldn't register (for example, noise coming from the bank's own file). You can recover them later from the Ignored tab with "Don't Ignore".
- Repeat until the pending list is empty, using the date filters and the search box to work in batches when the file brings in a lot of movements.
Supported file formats
- OFX: a standard format available to every company, regardless of country or bank.
- CSV (BanReservas), CSV/TXT (BHD) and TXT (Banco Popular): formats specific to these banks, available only to companies configured for the Dominican Republic.
- DAT (Bank of America): only available if your company has this feature enabled; if you need it and don't see it in the list, request it from support.
The File Type you choose must match the file's actual extension (for example,
OFX requires an .ofx file, BanReservas requires .csv, Bank of America
requires .dat). If they don't match, AdmCloud rejects the upload with an error
message.
Key fields
| Field | What it's for |
|---|---|
| File | The movements file you exported from your bank, on the "Import Transactions" tab. |
| Account | The bank or credit card account these movements belong to. Only non-grouping bank or credit card accounts are listed: grouping accounts only roll up their child accounts and never receive movements. |
| Code | On the "Process Imported Transactions" tab, the general ledger code of each listed account, so you can identify it without relying on the name alone. |
| File Type | The exact format of the file you're uploading, used to know how to read it. Must match the file's actual extension. |
| From / To | On the process screen, filters the imported movements by date range. |
| Search | Filters the imported movements by their reference or description. |
Actions on each imported movement
From an account's "Pending Process" tab, on each pending movement you can:
- Register: opens, at your choice, the Deposit, Customer Prepayment, Cash Receipt, Bank Credit, Bank Transfer, Vendor Prepayment, Bill Payment, Account Payment or Bank Charge form, in a new tab, with the account and the movement already linked.
- Quick Registration: immediately creates a Deposit against your "Undeposited Funds" account, without opening any form. Only shown on positive (credit) movements when your company has this feature enabled and that ledger account is configured for the bank account's currency and subsidiary.
- Ignore / Don't Ignore: removes a movement from the pending list without registering any document, or brings it back to pending if you made a mistake.
Also, from the header of the process screen, depending on your setup:
- Sync with Bank: only visible if your company has this feature enabled and the account has a linked financial institution with direct integration; instead of manually uploading a file, it queues an automatic background sync.
- Delete Unused Transactions: available only to administrator users; permanently deletes, for that account, every imported movement that isn't yet linked to any registered document.
"Delete Unused Transactions" cannot be undone. Use it only to clean up movements you imported by mistake or that you've already decided you'll never register.
Validations when importing and registering
- Account and file required to import.
- The file's extension must match the selected File Type (.ofx, .csv, .txt or .dat, depending on the format).
- The file must contain at least one recognizable movement; if none is detected, the import is rejected.
- The account must belong to the subsidiary you're logged into, validated automatically when importing.
- Quick Registration is only offered when the bank account has a currency configured and an "Undeposited Funds" account exists for that currency and subsidiary.
- Duplicate movements from a repeated upload are discarded automatically, using the bank's unique identifier or, failing that, the combination of date, amount, reference and description.
Availability and permissions
- Access is controlled by the "Bank Reconciliations" permission of the Banking module.
- Available on every AdmCloud plan, as part of the Banking module.
- The BanReservas, BHD and Banco Popular formats only appear for companies configured for the Dominican Republic.
- The Bank of America DAT format, Sync with Bank and Quick Registration depend on features your AdmCloud account may or may not have enabled; check with support if you need them.
- "Delete Unused Transactions" is only available to users with administrator permissions.
Tips and common mistakes
Don't worry about re-uploading the same file by mistake. AdmCloud recognizes movements it already imported before and won't duplicate them.
"Invalid file type" or extension-mismatch errors. Check that the File Type you picked on the form matches the actual format your bank exported.
Use the tabs and filters to your advantage. Combine the date range with the reference/description search to work through files with a lot of movements in batches, instead of reviewing everything at once.
Want to register deposits with a single click? Ask your administrator to enable Quick Registration and configure an "Undeposited Funds" account in the currency you use, so positive movements get registered right away without opening any form.