Importing Transactions

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The Transaction Import feature allows you to quickly generate multiple Receipt, Payment and Transfer records by uploading statements from your bank or online payment systems.

This feature can significantly reduce manual entry and administrative overhead, and we highly recommend that all users become familiar with the import process.

On this page

• Standard and Advanced Transaction Import
• Step 1: Load Source Data — mapping your source columns
• Step 2: Create Draft Transactions — Cost Code & Member matching
• Step 3: Review & Edit Draft Transactions — Actions menu, splitting rows, amounts and VAT, finalising
• Importing from Online Payment Systems

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Standard and Advanced Transaction Import

The Transaction Import feature comes in two versions:

➡️ Standard Transaction Import

The Standard Transaction Import allows you to easily upload transactions from bank statements or online payment systems, creating multiple Receipt and Payment entries in one streamlined process. This highly automated feature is suitable for most organisations, and we recommend that new users begin with the Standard version.

➡️ Advanced Transaction Import

In certain cases the Advanced Transaction Import process may be more appropriate. It provides additional options and, significantly, allows you to manually map your source data columns to specific Clubtreasurer fields rather than relying on the automatic mapping algorithm.

The Advanced option is recommended when:

• The Standard Import is unable to accurately identify and match your source data columns
• The first row of your source data does not contain column headings
• You are importing online payment data that requires the import to create separate Receipt/Payment batches with distinct gross amount and fee amount transactions

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🔴 Step 1: Load Source Data

Before you begin, download your transactions from your bank or financial institution and save the file in *.csv format (UTF-8). Please contact your bank if you need help with this step.

Go to Receipts & Payments > Import Transactions. You can either upload your file or copy and paste your data directly.

Your source data must include these mandatory columns:

• Date
• Details
• Amount — either a single Amount column, or separate Paid In and Paid Out columns

Some banks show the Paid Out column as negative values; these are handled correctly during the import.

Mapping your source columns

When you load your data, the import process matches your source columns to the Clubtreasurer fields used to create Receipt and Payment transactions.

The Standard Import does this automatically, using a library of keywords. If one of your columns is headed “Description”, for example, the algorithm associates it with the Receipt/Payment Details field.

Click to see the Source Data Keyword & Mapping Guide used by the Standard Transaction Import

The Advanced Import lets you map each column manually by selecting the appropriate Target column.

When you import your data using the Advanced Transaction Import method you will need to manually ‘map’ the source columns to the “Target” columns to tell Clubtreasurer how to handle the data. In some cases, the import process will automatically map the columns where it finds a name match, otherwise you will need to manually select the appropriate value from the Target column.

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🔵 Step 2: Create Draft Transactions

In this step you add the accounting details that your bank statement does not contain, so that Clubtreasurer can create Receipt, Payment and Transfer records.

First, check that Loaded Rows shows the number of rows you expected, and that there are no Failed Rows. Errors here are usually caused by column mapping — check that your source data has all the mandatory columns, and that no two column headings map to the same Clubtreasurer field.

Next, choose the default values to apply to every imported row. You can change any of these on individual rows afterwards.

• Upload to Account — the Account all rows will be added to
• Reconciled — tick to import rows as already reconciled, with a reconciliation date
• Event and Fund — the defaults applied to each row where not imported
• Receipt and Payment Cost Codes — the defaults used where no Cost Code is imported or matched
• Transfer Cost Codes and Account — used if you convert any rows to Account Transfers

The import assumes that zero and positive amounts are Receipts, and negative amounts are Payments.

Then click the Create / Refresh Draft Transactions button

Cost Code & Member Matching Options

As well as the default values, you can ask the import to match Cost Codes and Members automatically, which can dramatically speed up the process.

➡ Cost Code Matching

When the “Apply Cost Code Matching?” option is selected and you click the “Create/Refresh Draft Import Rows…..”  button, the import process will attempt to automatically assign Cost Codes to the imported rows based on matching row descriptions to existing historic transactions. Rows that cannot be matched will use the default Cost Codes.

You can change all Cost Codes as before by editing rows in the Draft Transactions table.

👉 The matching algorithm is an approximation and may not always provide an accurate match in all cases. You should always review your imported rows and manually change incorrectly matched Cost Codes in the Draft Transactions table.

➡ Member & Membership Matching

Organisations using the Membership Management application will see “Member” and “M’ship Billing Line” columns in the Draft Transactions table.

When the Apply Member & Membership Matching option is selected, the Import process will try to match Members to your imported rows based on the source data Details column.

The matching algorithm attempts to match Members and Membership Billing Lines in the following order:

Matching Process #1
Billing Line / Invoice No.

Returns Member and Billing Line/Invoice when the import process matches an existing unpaid Billing Line in the imported Details column. This is the most accurate method and we recommend asking your members to add the Billing Line/Invoice No. to their payment references. (Your members can see the Invoice No. on their invoices and/or statements)

This is the only matching process that returns the Member AND Billing Line/Invoice and is therefore the recommend process.

eg. Source Details: “Burt Bison ref123456” would match to Billing line/Invoice 123456 and return both the Member and Billing Line.

Matching Process #2
Transaction Import Reference

If no match is found in Step 1. then the import process will try to return the correct Member record by finding an exact match within the imported Details column and the Transaction Import Reference value stored against the member record.

The Transaction Import Reference is a unique ID that can be used to identify a specific member when included in the source data Details columns.

Examples include:
– Direct Debit/Faster Payments Mandate
– External Payment system reference
– Alternative member names

You can store up to 3 x Transaction Import References per member.

eg. Source Details: “Bison DD009998877” would match to member Burt Bison if he has “DD009998877” Transaction Import Reference stored in his member record.

Matching Process #3
Member Name Matching

The final matching process is used if #1 and #2 are not successful. It uses a ‘fuzzy logic’ process to find the nearest matching member name based on the Details column.

eg. Source Details: “B.Bison” would match to member Burt Bison*

*CAVEAT: The matching algorithm is an approximation and may not provide an accurate match in all cases. It is very sensitive to the quality and/or completeness of the source data – eg. the example above might also return “Bessie Bison” or “Bill Bison” as other close matches. You should always review your imported rows and manually change or remove incorrectly matched Members and Billing Lines in the Draft Transactions table.

Matching Billing Lines / Invoices

When Members are matched by Processes #2 and #3, the process will also try to select the oldest unpaid Billing Line/Invoice that matches the imported line amount, otherwise it will return “Unallocated Membership Transaction” or “Non-Membership Transaction” (based on an import process option). You can then manually update this in the Draft Transactions table and select the correct Billing Line / Invoice.

For more details on importing Membership payments and Transaction Import Reference please see Managing Billing & Payments – Importing Membership Payments #4 tutorial for more details.

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🟢 Step 3: Review & Edit Draft Transactions

Your Draft Transactions are now created, but nothing has been added to your accounts yet. This is your opportunity to check the data and correct anything before the transactions go live.

It is worth reviewing every import, particularly the columns that were defaulted or matched automatically — Cost Codes, Events, Funds and Members.

Row status and colours

Each row carries a status icon. Hover over it for an explanation of the status, including what to do about it.

Rows are colour-coded too. A red cell marks a missing required value — usually the Account or Cost Code — so you can see exactly which field needs attention. Confirmed and edited rows are highlighted, transfers and batch additions have their own shades, and prior-year and duplicate rows are greyed to show they will not be imported.

Editing Values

You can change any imported value, add data that was not in your source file, and add, delete or split rows. There are three ways to do it:

• Directly in the table — double-click a field, choose or type a new value, then click Save Changes
• Actions menu — click the gear icon at the start of any row
• Edit Transaction form — a pop-up showing the whole row on one page

Editing a row automatically marks it as confirmed.

Actions Menu

Action	What it does
Edit Transaction…	Opens the row as a single page for review and editing.
Confirm Transaction Details	Marks a row as reviewed where the details are already correct.
Undo Confirm	Removes the confirmed status.
Split Row…	Divides the row into two or more transactions.
Convert to Transfer	Creates an Account Transfer pair from the row.
Restore Transfer to R/P	Converts a Transfer pair back to a single Receipt/Payment.
Clear Duplicate status	Overrides a duplicate warning so the row is imported.
Force as new Receipt/Payment	Stops the row joining an existing batch; creates a separate transaction instead.
Delete row	Removes the row from the import.

The menu only shows the options that apply to the row you clicked. Save any changes made in the table first — these actions work on saved data, so the gear icon is unavailable while there are unsaved edits.

Reviewing rows one at a time

Choosing Edit Transaction… opens the row in a pop-up showing every value on a single page, rather than scrolling sideways through the table. Click any value to change it.

Saving confirms the row and opens the next unconfirmed row automatically, with a message telling you what was saved. The table updates behind the dialogue, so you can see your progress as you work. Continue until the last row, at which point the window closes — or close it at any time to return to the table.

Splitting a row

Where one imported row needs to be recorded under two or more different Cost Codes — or against different Events, Funds or Members — use Split Row… from the Actions menu.

1. The dialogue opens showing the original pre-split amount.
2. Enter a split amount and press Enter. You cannot split more than the original amount.
3. A summary shows what has been allocated and what remains on the original row.
4. Add further split lines if required.
5. Click to save the splits.

The table then shows the split rows alongside the original. Each new row is added to the same Receipt/Payment batch as the original — shown by the batch icon — so they stay together in your accounts. You can now edit the Cost Code, or any other value, to differentiate the accounting treatment of each line.

Converting a row to an Account Transfer

Where an imported row is actually money moving between two of your own accounts, choose Convert to Transfer. Clubtreasurer creates a second row for the opposite side of the pair and highlights both so they are easy to spot.

The Transfer Cost Codes and the receiving or sending Account are taken from the default values you set in Step 2. If no defaults were set, you will need to select these manually on the new rows.

Selecting Restore Transfer to R/P on either row of a pair converts it back to a single Receipt/Payment.

Amounts and VAT

The Net and VAT amounts are calculated during the Finalise process, based on the VAT Type of each row.

VAT Type is derived from the row’s selected Cost Code, so changing a row’s Cost Code updates its VAT treatment. You can also set VAT Type directly on a row, as with any other column.

The same applies when you split a row: enter the gross amount for each split line, and the Net and VAT figures follow from the Cost Code assigned to that line.

Delete Row

Click Delete Row to delete the current row.

Finalising the import

When you have finished reviewing, click Finalise & Create… to add your Draft Transactions into your accounts as live Receipt, Payment and Transfer records.

The final screen lists every transaction line created and assigns an Import Batch ID. You can use this later to find the entries, view or edit individual lines, or delete the whole batch.

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Importing Data from Online Payment Systems

Learn how to import transactions from platforms like PayPal, Stripe, GoCardless, and SumUp.

The Challenge with Payment System Exports

Unlike standard bank statements, online payment systems typically provide multiple amount columns for a single transaction. A single row in your export file might contain:

• Gross Amount: The total paid by the customer.
• Fee: The processing or transaction fee.
• Net Amount: The final amount deposited into your account.

To maintain accurate records in Clubtreasurer, these should be imported as separate transaction lines so you can track both your income and your processing costs.

The Solution: Multi-Pass Importing

The most efficient way to handle these files is to run the import process twice using the same source file, mapping a different amount column each time.

• Pass 1: Map the Gross Amount to record your total income.
• Pass 2: Map the Fee column to record your expenditure.

👉 The import process will match the pairs of transactions and create a single Receipt & Payment containing separate transaction lines for the Gross Amount (receipt) and Fee (payment) amounts.

Video Tutorial: Step-by-Step Guide

Watch the video below to see how to use the import tool to split these amounts accurately and quickly.

You must use the Advanced Transaction Import for this process.

When mapping source columns we now recommend also mapping your TRANSACTION_ID (or equivalent) to Vouch/Inv No. column in Clubtreasurer. The TRANSACTION_ID is a unique reference number for each imported line and will ensure the imported transactions are accurately matched together. (Note this is highlighted in the video tutorial but is not demonstrated.)

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