Tocpoc

Step by step · For the committee

Import your bank data

It all starts with a CSV file downloaded from your bank. Here is where to get it, how to drop it in, and what sorts itself out once it is in.

  1. At your bank

    Go and get the statement

    In your online banking, open the club account’s history and look for « Export », « Download » or « Save ». Take the CSV. A PDF is read by the eye, not by a machine.

    • The club account, the one the fees arrive on. The statement carries its number, and the app remembers it : you will never type your IBAN.
    • A generous period. Taking a month you have already imported costs nothing : each line carries its fingerprint, and a line already in does not come in twice.
    • Credits and debits. An export limited to incoming lines deprives the accounts of half their journal.

    Many banks also offer the CODA format. That is not the one : take the CSV.

    The Reconciliation screen : the « Import a bank statement » block with its explanation and the Choose a file button, then the payments to check 1What the screen expects
    The screen says it itself : a CSV exported from your bank, and nothing else to prepare.
    • 1 What the screen expects

  2. Membership · Reconciliation

    Drop the file in

    « Choose a file », and that is it. The format is recognised on its own, the lines come in, and a band tells you how many were read, how many were new, and how many were matched to a fee without you stepping in.

    The same screen then does the sorting. Nothing goes anywhere else : fee transfers are matched here, and the rest drops into the accounting journal.

    You can drop the same file ten times. The tenth import creates zero duplicates : that is checked line by line, not by guesswork.
    The « Choose a file » button of the import block, to the right of its explanation 1Opens the file picker
    One button, and the file is read on the spot.
    • 1 Opens the file picker

  3. When the format is not recognised

    Have your bank added

    Two formats are read today without asking anything : Fintro and ING. For the others, the screen says so plainly instead of guessing. That is deliberate : a misread amount costs more than a refused file.

    « Help us add your bank » sends a sample of your file. Names and account numbers are replaced before it leaves ; the dates, the amounts and the structure stay, because that is exactly what it takes to write the reader. As soon as your bank is added, your statements come in like the others.

    Another refusal is possible : « this statement comes from account…, which does not belong to this club yet ». A club may own several accounts. That one is added in a click, and you will still not have typed an IBAN.
    The import block after dropping an unrecognised file : the sentence in red that says so, and the « Help us add your bank » button 1This is not a mistake of yours 2The sample leaves anonymised
    The file is not wasted : it is what gets your bank read, once and for all.
    • 1 This is not a mistake of yours
    • 2 The sample leaves anonymised

  4. After the import

    What matched on its own

    A transfer carrying the structured reference lands on its fee without anyone stepping in. That is what that string of digits is for, and why the reminders put it front and centre.

    The others are offered to you with the reason shown : the payer’s name matches, the amount matches their fee exactly. You confirm in one click, or you decide otherwise.

    An account already known for a single member attributes on its own. A shared account — a couple, a parent paying for two — suggests and never decides : it is the only way not to put one person’s fee on another’s back.

    The Reconciliation screen after an import : the band counting the lines read, inserted, automatically reconciled and to check, then the payments to decide 1What was read 2What is left to decide
    The statement has been read, line by line. Three payments still need a judgement.
    • 1 What was read
    • 2 What is left to decide

  5. Accounting · Journal

    The rest is not lost

    A transfer that is not a fee — the bar takings, a hall rental, a municipal grant, an equipment invoice — is not rejected. It drops into the journal, with its date, its amount and the text the bank printed.

    All that is left is to give it its category. The end-of-season income statement is built on that, without anyone retyping an amount.

    The journal is also the proof : every line comes from a bank statement, not from a keystroke. That is what an auditor asks to see.
    The club’s journal : the income, the outgoings and the balance, then the movements one by one with their category and the member they are attributed to 1What came into the account 2The movement’s category
    Everything that went through the account is there, fees included.
    • 1 What came into the account
    • 2 The movement’s category

The 5 steps

  1. Go and get the statement
  2. Drop the file in
  3. Have your bank added
  4. What matched on its own
  5. The rest is not lost

All the help pages

The pages to forward to your members are in the members’ help, in English, French, Dutch and German.

Back to the committee help

A member paid without the structured reference ?

It happens, and it is not serious. Their transfer is in the queue to check, under their name : you put it on their fee in one click, and their reminder stops.