{"id":4131,"date":"2026-08-28T17:18:29","date_gmt":"2026-08-28T16:18:29","guid":{"rendered":"https:\/\/clubtreasurer.com\/blog\/?page_id=4131"},"modified":"2026-08-29T10:20:10","modified_gmt":"2026-08-29T09:20:10","slug":"transaction-import","status":"publish","type":"page","link":"https:\/\/clubtreasurer.com\/blog\/transaction-import\/","title":{"rendered":"Importing Transactions"},"content":{"rendered":"\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>Transaction Import<\/strong> feature allows you to quickly generate multiple Receipt, Payment and Transfer records by uploading statements from your bank or online payment systems.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This feature can significantly reduce manual entry and administrative overhead, and we highly recommend that all users become familiar with the import process.<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>The import process has three steps:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list is-style-default\">\n<li><a href=\"#step1\">Load your source data<\/a> \u2013 upload or paste your statement<\/li>\n\n\n\n<li><a href=\"#step2\">Create Draft Transactions<\/a> \u2013 apply default values and automated matching<\/li>\n\n\n\n<li><a href=\"#step3\">Review &amp; Edit Draft Transactions<\/a> \u2013 check everything, correct, then finalise<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<h4 class=\"wp-block-heading\">On this page<\/h4>\n\n\n\n<ul class=\"wp-block-list is-style-default\">\n<li><a href=\"#versions\">Standard and Advanced Transaction Import<\/a> <\/li>\n\n\n\n<li><a href=\"#step1\">Step 1: Load Source Data<\/a> \u2014 <a href=\"#map\">mapping your source columns<\/a><\/li>\n\n\n\n<li><a href=\"#step2\">Step 2: Create Draft Transactions<\/a> \u2014 <a href=\"#matching\">Cost Code &amp; Member matching<\/a><\/li>\n\n\n\n<li><a href=\"#step3\">Step 3: Review &amp; Edit Draft Transactions<\/a> \u2014 <a href=\"#actions\">Actions menu<\/a>, <a href=\"#split\">splitting rows<\/a>, <a href=\"#vat\">amounts and VAT<\/a>, <a href=\"#finalise\">finalising<\/a><\/li>\n\n\n\n<li><a href=\"#payments\">Importing from Online Payment Systems<\/a><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"versions\" class=\"wp-block-heading\">Standard and Advanced Transaction Import<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The Transaction Import feature comes in two versions:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u27a1\ufe0f Standard Transaction Import<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>Standard Transaction Import<\/strong> 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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u27a1\ufe0f Advanced Transaction Import<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In certain cases the <strong>Advanced Transaction Import<\/strong> 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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Advanced option is recommended when:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-default\">\n<li>The Standard Import is unable to accurately identify and match your source data columns<\/li>\n\n\n\n<li>The first row of your source data does not contain column headings<\/li>\n\n\n\n<li>You are importing online payment data that requires the import to create separate Receipt\/Payment batches with distinct gross amount and fee amount transactions<\/li>\n<\/ul>\n\n\n<p><!-- PLACEHOLDER: Advanced Transaction Import slide embed --><\/p>\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity is-style-default\"\/>\n\n\n\n<h2 id=\"step1\" class=\"wp-block-heading\">\ud83d\udd34 Step 1: Load Source Data<\/h2>\n\n\n\n<iframe src=\"https:\/\/docs.google.com\/presentation\/d\/e\/2PACX-1vQhB3jRHxYAJMrCXz9rF2oE8keipQm42zjN0JXrS-eRUaUOXg29J3XBsXK4KSrs9892WR7qyyuAm3Bo\/pubembed?start=false&#038;loop=false&#038;delayms=3000\" frameborder=\"0\" width=\"960\" height=\"569\" allowfullscreen=\"true\" mozallowfullscreen=\"true\" webkitallowfullscreen=\"true\"><\/iframe>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Before you begin, download your transactions from your bank or financial institution and save the file in <strong>*.csv format (UTF-8)<\/strong>. Please contact your bank if you need help with this step.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Go to <em>Receipts &amp; Payments &gt; Import Transactions<\/em>. You can either <strong>upload your file<\/strong> or <strong>copy and paste<\/strong> your data directly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Your source data must include these mandatory columns:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-default\">\n<li><strong>Date<\/strong><\/li>\n\n\n\n<li><strong>Details<\/strong><\/li>\n\n\n\n<li><strong>Amount<\/strong> \u2014 either a single Amount column, or separate Paid In and Paid Out columns<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Some banks show the Paid Out column as negative values; these are handled correctly during the import.<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong> If your source data has more than one amount column per row \u2014 as online payment exports usually do \u2014 the Standard Import will only use the <strong>Net<\/strong> or <strong>Total<\/strong> column. See <a href=\"#payments\">Importing from Online Payment Systems<\/a> for how to handle these files.<\/p>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 id=\"map\" class=\"wp-block-heading\">Mapping your source columns<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When you load your data, the import process matches your source columns to the Clubtreasurer fields used to create Receipt and Payment transactions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>Standard Import<\/strong> does this automatically, using a library of keywords. If one of your columns is headed \u201cDescription\u201d, for example, the algorithm associates it with the Receipt\/Payment <strong>Details<\/strong> field.<\/p>\n\n\n\n<details id=\"stdMapGuide\" class=\"wp-block-details has-nv-light-bg-background-color has-background is-layout-flow wp-block-details-is-layout-flow\"><summary>Click to see the <strong>Source Data Keyword &amp; Mapping Guide<\/strong> used by the Standard Transaction Import<\/summary>\n<div class=\"wp-block-group is-vertical is-content-justification-center is-layout-flex wp-container-core-group-is-layout-5253b711 wp-block-group-is-layout-flex\" style=\"border-width:2px\"><div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large has-custom-border\" id=\"stdMapGuide\"><img data-opt-id=731724451  decoding=\"async\" width=\"1024\" height=\"576\" fetchpriority=\"low\" src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1024\/h:576\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2025\/05\/Screenshot-2025-05-20-at-11.10.27.png\" alt=\"\" class=\"wp-image-3428\" style=\"border-width:2px\" srcset=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1024\/h:576\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2025\/05\/Screenshot-2025-05-20-at-11.10.27.png 1024w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:300\/h:169\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2025\/05\/Screenshot-2025-05-20-at-11.10.27.png 300w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:768\/h:432\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2025\/05\/Screenshot-2025-05-20-at-11.10.27.png 768w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1536\/h:864\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2025\/05\/Screenshot-2025-05-20-at-11.10.27.png 1536w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1920\/h:1080\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2025\/05\/Screenshot-2025-05-20-at-11.10.27.png 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n<\/div>\n<\/details>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\"><\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>Advanced Import<\/strong> lets you map each column manually by selecting the appropriate Target column.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\" id=\"map\">When you import your data using the <strong>Advanced Transaction Import<\/strong> method you will need to manually &#8216;map&#8217; the source columns to the &#8220;Target&#8221; 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.<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"has-text-align-center has-background wp-block-paragraph\" style=\"background-color:#dfebff\"><strong>The minimum mandatory Target columns required to import<\/strong> <strong>your data are<\/strong>:<br><br><strong>Date<\/strong> | <strong>Details | Amount<\/strong>*<br><br>*<em>Amount can have single or dual columns<\/em><\/p>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-group\" style=\"padding-top:0;padding-bottom:0\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-columns are-vertically-aligned-center is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center has-nv-light-bg-background-color has-background is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:80em\">\n<figure class=\"wp-block-table aligncenter is-style-regular has-small-font-size\"><table class=\"has-neve-text-color-color has-text-color has-link-color has-border-color has-neve-link-color-border-color\" style=\"border-style:solid;border-width:1px\"><thead><tr><th>DATE<\/th><th>DETAILS<\/th><th class=\"has-text-align-right\" data-align=\"right\">AMOUNT<\/th><\/tr><\/thead><tbody><tr><td><em>10-JAN-2024<\/em><\/td><td><em>John Smith Membership Income<\/em><\/td><td class=\"has-text-align-right\" data-align=\"right\"><em>25.00<\/em><\/td><\/tr><tr><td><em>11-JAN-2024<\/em><\/td><td><em>Building Maintenance Costs<\/em><\/td><td class=\"has-text-align-right\" data-align=\"right\"><em>-1050.00<\/em><\/td><\/tr><\/tbody><\/table><figcaption class=\"wp-element-caption\"><strong><em>Option 1: your source data has a single AMOUNT column <\/em><\/strong><\/figcaption><\/figure>\n\n\n\n<div class=\"wp-block-group alignwide\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<figure class=\"wp-block-table aligncenter is-style-regular has-small-font-size\" style=\"font-style:normal;font-weight:300\"><table class=\"has-neve-text-color-color has-text-color has-link-color has-border-color has-neve-link-hover-color-border-color\" style=\"border-style:solid;border-width:1px\"><thead><tr><th>DATE<\/th><th>DETAILS<\/th><th class=\"has-text-align-right\" data-align=\"right\">PAID OUT<\/th><th class=\"has-text-align-right\" data-align=\"right\">PAID IN<\/th><\/tr><\/thead><tbody><tr><td><em>10-JAN-2024<\/em><\/td><td><em>John Smith Membership Income<\/em><\/td><td class=\"has-text-align-right\" data-align=\"right\"><\/td><td class=\"has-text-align-right\" data-align=\"right\">25.00<\/td><\/tr><tr><td><em>11-JAN-2024<\/em><\/td><td><em>Building Maintenance Costs<\/em><\/td><td class=\"has-text-align-right\" data-align=\"right\"><em>1050.00<\/em><\/td><td class=\"has-text-align-right\" data-align=\"right\"><\/td><\/tr><\/tbody><\/table><figcaption class=\"wp-element-caption\"><strong><em>Option 2: your source data has dual AMOUNT columns &#8211; Paid Out and Paid In<\/em><\/strong><\/figcaption><\/figure>\n<\/div><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"padding-top:0;padding-right:0;padding-bottom:0;padding-left:0\"><\/div>\n<\/div>\n<\/div><\/div>\n<\/div><\/div>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-group has-nv-text-dark-bg-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<details id=\"stdMapGuide\" class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Click to see the <strong>full list of columns<\/strong> used by the Advanced Transaction Import<\/summary>\n<figure class=\"wp-block-table is-style-regular\"><table style=\"border-width:1px\"><thead><tr><th>Target Column<\/th><th>Column Description<\/th><\/tr><\/thead><tbody><tr><td><strong>Date<\/strong>*<\/td><td>Map this column to your bank statement\u2019s&nbsp;<strong>Date<\/strong>&nbsp;column<br>*<mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Required<\/mark><\/td><\/tr><tr><td><strong>Details*<\/strong><\/td><td>You can also use the alternative <strong>DESCRIPTION&nbsp;<\/strong>or<strong>&nbsp;MEMO<\/strong>&nbsp;mapping columns but you must only use one of these in your import.<br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">*Required<\/mark><\/td><\/tr><tr><td><strong>Amount*<\/strong><br><br> or<br><br><strong>Paid-in \/ Credit Amt<\/strong>*  <strong>Paid-out \/ Debit Amt<\/strong>*<\/td><td>\u27a1 Used where the statement has a&nbsp;<strong>single&nbsp;<\/strong>Amount column<br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">*Required<\/mark><br><br>\u27a1 Used where the statement has&nbsp;<strong>separate&nbsp;<\/strong>Dr\/Cr Amount columns.<br>(You must map both columns if using this option).<br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">*Required<\/mark><\/td><\/tr><tr><td><strong>Paid\/Pmt Ref<\/strong><\/td><td>Paid-in\/Payment Reference Details<\/td><\/tr><tr><td><strong>Vouch\/Inv. No.<\/strong><\/td><td>Voucher or Invoice Number<\/td><\/tr><tr><td><strong>Comments<\/strong><\/td><td>Comments<\/td><\/tr><tr><td><strong>Cost Code<\/strong><\/td><td>You can import Receipt &amp; Payment&nbsp;<strong>Cost Codes<\/strong>&nbsp;in your source data if required.<br><br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Imported Cost Codes MUST start with their <span style=\"text-decoration: underline;\">4-digit codes<\/span> (e.g. \u201c<strong><em>4002 Membership Income<\/em><\/strong>\u201c)&nbsp;which the import process will use to match to the correct Cost Code. <\/mark><br><br>If no match is found it will return the&nbsp;<strong>Default Cost Codes<\/strong>&nbsp;in the Import Transactions page (or be overwritten by the&nbsp;<em>Cost Code Matching<\/em>, if selected).<\/td><\/tr><tr><td><strong>Events<\/strong> &amp; <strong>Sub-Events<\/strong><\/td><td>You can import&nbsp;<strong>Events<\/strong> &amp; <strong>Sub-Events<\/strong>&nbsp;during the import process.<br><br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Imported Event names must <span style=\"text-decoration: underline;\">exactly match<\/span> the existing Events\/Sub-Events already setup in Clubtreasurer, otherwise the import will fail for that line. (Not case-sensitive)<\/mark><mark><br><\/mark><br>You can leave the Event field blank for row(s) that you do not want to define an Event. In this case, the system will use the&nbsp;<strong>Default Event<\/strong>&nbsp;during the Import Transactions process.<\/td><\/tr><tr><td><strong>Funds<\/strong><\/td><td>You can import&nbsp;<strong>Funds<\/strong>&nbsp;during the import process.<br><br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Imported Funds names must exactly match the existing Funds already setup in Clubtreasurer, otherwise the import will fail for that line. (Not case-sensitive)<\/mark><mark><br><\/mark><br>You can leave the Fund field blank for row(s) that you do not want to define an Fund. In this case, the system will use the&nbsp;<strong>Default Fund<\/strong>&nbsp;during the Import Transactions process.<\/td><\/tr><tr><td><strong>Accounts<\/strong><\/td><td>In most cases your import batch will be for a specific Account which you select in the create Draft Rows page. However, it is possible to import&nbsp;different <strong>Accounts<\/strong> for each row if you have mixed import batches..<br><br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Imported Account names must exactly match the existing Accounts already setup in Clubtreasurer, otherwise the import will fail for that line. (Not case-sensitive)<\/mark><br><br>You can leave the Account field blank for row(s) that you do not want to define an Account. In this case, the system will use the&nbsp;<strong>Default Account<\/strong>&nbsp;during the Import Transactions process.<\/td><\/tr><tr><td><strong>Members<\/strong><\/td><td>You can import&nbsp;<strong>Members<\/strong>&nbsp;during the import process using the Members&#8217; Reference ID (&#8220;<strong>REF ID<\/strong>&#8220;). <br><br><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Importantly. your mapped source data column must contain the&nbsp;<strong>REF ID<\/strong>&nbsp;as the&nbsp;first&nbsp;characters in the entry which can be followed by a space + the member name (or any data) for your own reference:<br><\/mark><br><span style=\"text-decoration: underline;\">Valid Entries (REFID + Name)<\/span><br> <mark style=\"background-color:rgba(0, 0, 0, 0);color:#03990a\" class=\"has-inline-color\">\u2714\ufe0f<\/mark><mark style=\"background-color:rgba(0, 0, 0, 0);color:#00b908\" class=\"has-inline-color\"> <strong>\u201c1234\u201d<\/strong><br> <strong>\u2714\ufe0f \u201c1234 Joe Bloggs\u201d<\/strong><br><\/mark><br><span style=\"text-decoration: underline;\">Invalid Entries:<br><\/span> <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\"><strong>\u274c \u201cJoe Bloggs 1234\u201d <\/strong>(REF ID must be first chars)<br> \u274c <strong>&#8220;1234JoeBloggs&#8221; <\/strong>(Missing space between REF ID and space)<\/mark><br><span style=\"text-decoration: underline;\"><br>When you create your Draft Rows:<\/span><br><br>The import process will attempt to match the REF ID to&nbsp;<strong>Active<\/strong>&nbsp;members (matches to <span style=\"text-decoration: underline;\">Archived\/Inactive<\/span> members will &nbsp;return a blank entry).&nbsp;<br><br><strong>Do not<\/strong> check the <strong>Apply Member and Membership Matching<\/strong>&nbsp;box when you are importing the members. (If you do, the process will ignore the imported Member rows but will still try to match the missing member rows, if any)<br><br>If you have set up <strong>Accounting Rules for Member Sections<\/strong>, these will also be  applied for your imported members.<\/td><\/tr><\/tbody><\/table><\/figure>\n<\/details>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity is-style-default\"\/>\n\n\n\n<h2 id=\"step2\" class=\"wp-block-heading\">\ud83d\udd35 Step 2: Create Draft Transactions<\/h2>\n\n\n\n<iframe src=\"https:\/\/docs.google.com\/presentation\/d\/e\/2PACX-1vSgswdR_O_XWPzxAdLvWvBkhkQrpGEca8niqHr5abUVqfx9yzd4SEj9v_AW03gT2FhVlG_6GX-yiFdu\/pubembed?start=false&#038;loop=false&#038;delayms=3000\" frameborder=\"0\" width=\"960\" height=\"569\" allowfullscreen=\"true\" mozallowfullscreen=\"true\" webkitallowfullscreen=\"true\"><\/iframe>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">First, check that <strong>Loaded Rows<\/strong> shows the number of rows you expected, and that there are no <strong>Failed Rows<\/strong>. Errors here are usually caused by column mapping \u2014 check that your source data has all the mandatory columns, and that no two column headings map to the same Clubtreasurer field.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Next, choose the default values to apply to every imported row. You can change any of these on individual rows afterwards.<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-default\">\n<li><strong>Upload to Account<\/strong> \u2014 the Account all rows will be added to<\/li>\n\n\n\n<li><strong>Reconciled<\/strong> \u2014 tick to import rows as already reconciled, with a reconciliation date<\/li>\n\n\n\n<li><strong>Event and Fund<\/strong> \u2014 the defaults applied to each row where not imported<\/li>\n\n\n\n<li><strong>Receipt and Payment Cost Codes<\/strong> \u2014 the defaults used where no Cost Code is imported or matched<\/li>\n\n\n\n<li><strong>Transfer Cost Codes and Account<\/strong> \u2014 used if you convert any rows to Account Transfers<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The import assumes that zero and positive amounts are <strong>Receipts<\/strong>, and negative amounts are <strong>Payments<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Then click the <strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-neve-link-hover-color-color\">Create \/ Refresh Draft Transactions<\/mark><\/strong> button<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong> You can click <strong>Create \/ Refresh<\/strong>&#8230; at any time, but doing so overwrites any changes you have made to individual rows and restores any rows you have converted or deleted.<\/p>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 id=\"autoMatch\" class=\"wp-block-heading\">Cost Code &amp; Member Matching Options<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full is-resized has-custom-border\"><img data-opt-id=605300309  fetchpriority=\"high\" decoding=\"async\" width=\"977\" height=\"730\" src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:auto\/h:auto\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-09.42.26.png\" alt=\"\" class=\"wp-image-4103\" style=\"border-width:2px;aspect-ratio:1.3343940936863543;width:627px;height:auto\" srcset=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:977\/h:730\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-09.42.26.png 977w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:300\/h:224\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-09.42.26.png 300w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:767\/h:573\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-09.42.26.png 767w\" sizes=\"(max-width: 977px) 100vw, 977px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h4 class=\"wp-block-heading\" style=\"padding-right:0;padding-left:0\">\u27a1 <strong>Cost Code Matchin<\/strong>g<\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">When the &#8220;<strong>Apply Cost Code Matching?<\/strong>&#8221; option is selected and you click the &#8220;<strong>Create\/Refresh Draft Import Rows&#8230;..<\/strong>&#8221;&nbsp; button, the import process will attempt to automatically assign&nbsp;<strong>Cost Codes<\/strong>&nbsp;to the imported rows based on matching row descriptions to existing historic transactions. Rows that cannot be matched will use the default Cost Codes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can change all Cost Codes as before by editing rows in the <strong>Draft Transactions <\/strong>table.<\/p>\n\n\n\n<p class=\"has-nv-site-bg-color has-nv-c-2-background-color has-text-color has-background has-link-color wp-elements-1 wp-block-paragraph\" style=\"border-style:none;border-width:0px;padding-top:var(--wp--preset--spacing--20);padding-right:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20);padding-left:var(--wp--preset--spacing--20)\">\ud83d\udc49 <em>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 <strong>Draft Transactions <\/strong>table.<\/em><\/p>\n\n\n\n<h4 class=\"wp-block-heading\" style=\"padding-right:0;padding-left:0\">\u27a1 <strong>Member &amp; Membership Matching<\/strong><\/h4>\n\n\n\n<p class=\"wp-block-paragraph\">Organisations using the <strong>Membership Management <\/strong>application will see &#8220;<strong>Member<\/strong>&#8221; and &#8220;<strong>M&#8217;ship Billing Line<\/strong>&#8221; columns in the&nbsp;<strong>Draft Transactions <\/strong>table.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When the <strong>Apply Member &amp; Membership Matching <\/strong>option is selected, the Import process will try to match&nbsp;<strong>Members<\/strong> to your imported rows based on the source data <strong>Details<\/strong> column.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The matching algorithm attempts to match Members and Membership Billing Lines in the following order:<\/p>\n\n\n\n<p class=\"has-text-align-center has-electric-grass-gradient-background wp-block-paragraph\" style=\"border-style:none;border-width:0px;padding-right:0;padding-left:0\"><strong><span style=\"text-decoration: underline;\">Matching Process #1<\/span><\/strong><br><strong><span style=\"text-decoration: underline;\">Billing Line \/ Invoice No<\/span><\/strong>.<br><br>Returns <strong>Member<\/strong> <span style=\"text-decoration: underline;\">and<\/span> <strong>Billing Line\/Invoice<\/strong> 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)<br><br><strong>This is the only matching process that returns the Member <span style=\"text-decoration: underline;\">AND<\/span> Billing Line\/Invoice and is therefore the recommend process. <br><\/strong><br><em>eg. Source Details: &#8220;<strong>Burt Bison ref123456<\/strong>&#8221; would match to <\/em>Billing line\/Invoic<em>e <strong>123456 <\/strong>and return both the Member and Billing Line.<br><\/em><\/p>\n\n\n\n<p class=\"has-text-align-center has-electric-grass-gradient-background has-background wp-block-paragraph\" style=\"padding-right:0;padding-left:0\"><strong><span style=\"text-decoration: underline;\">Matching Process #2<\/span><\/strong><br><strong><span style=\"text-decoration: underline;\">Transaction Import Reference<br><\/span><\/strong><br>If no match is found in Step 1. then the&nbsp;import process will try to return the correct <strong>Member<\/strong> record by finding an exact match within the imported <strong>Details<\/strong> column and the <strong>Transaction Import Reference<\/strong> value stored against the member record. <br><br>The <strong>Transaction Import Reference<\/strong> is a unique ID that can be used to identify a specific member when included in the source data Details columns.<br><br><em>Examples include: <\/em><br><em> &#8211; Direct Debit\/Faster Payments Mandate<br> &#8211; External Payment system reference<br> &#8211; Alternative member names<br><\/em><br><strong>You can store up to 3 x Transaction Import References per member.<\/strong><br><br>eg. Source Details: &#8220;<strong>Bison DD009998877<\/strong>&#8221; would match to member <strong>Burt Bison<\/strong> if he has &#8220;DD009998877&#8221; Transaction Import Reference stored in his member record.<\/p>\n\n\n\n<p class=\"has-text-align-center has-electric-grass-gradient-background has-background wp-block-paragraph\" style=\"padding-right:0;padding-left:0\"><strong><span style=\"text-decoration: underline;\">Matching Process #3<\/span><\/strong><br><strong><span style=\"text-decoration: underline;\">Member<\/span><\/strong><span style=\"text-decoration: underline;\"><strong> Name Matching<\/strong><br><\/span><br>The final matching process is used if #1 and #2 are not successful. It uses a &#8216;fuzzy logic&#8217; process to find the nearest matching member name based on the <strong>Details<\/strong> column. <br><br>eg. Source Details: &#8220;<strong>B.Bison<\/strong>&#8221; would match to member <strong>Burt Bison<\/strong>*<br><br>*<em>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 &#8211; eg. the example above might also return &#8220;Bessie Bison&#8221; or &#8220;Bill Bison&#8221; 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.<\/em><\/p>\n\n\n\n<p class=\"has-text-align-left has-nv-site-bg-background-color has-background wp-block-paragraph\" style=\"padding-top:0;padding-right:0;padding-bottom:0;padding-left:0\"><strong><span style=\"text-decoration: underline;\">Matching Billing Lines \/ Invoices<\/span><\/strong><br><br>When Members are matched by Processes #2 and #3, the process will also try to select the oldest unpaid <strong>Billing Line\/Invoice<\/strong> that matches the imported line amount, otherwise it will return &#8220;Unallocated Membership Transaction&#8221; or &#8220;Non-Membership Transaction&#8221; (based on an import process option). You can then manually update this in the Draft Transactions table and select the correct Billing Line \/ Invoice.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For more details on importing Membership payments and Transaction Import Reference please see <a href=\"https:\/\/www.clubtreasurer.com\/blog\/?page_id=1169#billing\" target=\"_blank\" rel=\"noreferrer noopener\">Managing Billing &amp; Payments &#8211; Importing Membership Payments #4<\/a>&nbsp;tutorial for more details.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"step3\" class=\"wp-block-heading\">\ud83d\udfe2 Step 3: Review &amp; Edit Draft Transactions<\/h2>\n\n\n\n<iframe src=\"https:\/\/docs.google.com\/presentation\/d\/e\/2PACX-1vRLVucpxMKI7MgPT7FF-3tnQJ_GDKqsoJDFIjrGdtvXJRMOEh3qvjo1fMhv64Me91jWpKvyc9hsueUU\/pubembed?start=false&#038;loop=false&#038;delayms=3000\" frameborder=\"0\" width=\"960\" height=\"569\" allowfullscreen=\"true\" mozallowfullscreen=\"true\" webkitallowfullscreen=\"true\"><\/iframe>\n\n\n\n<p class=\"wp-block-paragraph\">Your <strong>Draft Transactions<\/strong> 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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is worth reviewing every import, particularly the columns that were defaulted or matched automatically \u2014 Cost Codes, Events, Funds and Members.<\/p>\n\n\n\n<h3 id=\"status\" class=\"wp-block-heading\">Row status and colours<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Each row carries a status icon. Hover over it for an explanation of the status, including what to do about it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large has-custom-border\"><img data-opt-id=101267099  fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"351\" src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1024\/h:351\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Draft_import_Row_Icons.jpeg\" alt=\"\" class=\"wp-image-4140\" style=\"border-width:1px\" srcset=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1024\/h:351\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Draft_import_Row_Icons.jpeg 1024w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:300\/h:103\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Draft_import_Row_Icons.jpeg 300w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:767\/h:263\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Draft_import_Row_Icons.jpeg 767w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1536\/h:527\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Draft_import_Row_Icons.jpeg 1536w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:1773\/h:608\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Draft_import_Row_Icons.jpeg 1773w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Rows are colour-coded too. A <strong>red cell<\/strong> marks a missing required value \u2014 usually the Account or Cost Code \u2014 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.<\/p>\n\n\n\n<h3 id=\"actions\" class=\"wp-block-heading\">Editing Values<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">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:<\/p>\n\n\n\n<ul class=\"wp-block-list is-style-default\">\n<li><strong>Directly in the table<\/strong> \u2014 double-click a field, choose or type a new value, then click <strong>Save Changes<\/strong><\/li>\n\n\n\n<li><strong>Actions menu<\/strong> \u2014 click the gear icon at the start of any row<\/li>\n\n\n\n<li><strong>Edit Transaction form<\/strong> \u2014 a pop-up showing the whole row on one page<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Editing a row automatically marks it as <strong>confirmed<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Actions Menu<\/h3>\n\n\n\n<figure class=\"wp-block-table is-style-regular has-small-font-size\"><table class=\"has-border-color has-neve-link-color-border-color\" style=\"border-style:solid;border-width:1px\"><thead><tr><th>Action<\/th><th>What it does<\/th><\/tr><\/thead><tbody><tr><td><strong>Edit Transaction\u2026<\/strong><\/td><td>Opens the row as a single page for review and editing.<\/td><\/tr><tr><td><strong>Confirm Transaction Details<\/strong><\/td><td>Marks a row as reviewed where the details are already correct.<\/td><\/tr><tr><td><strong>Undo Confirm<\/strong><\/td><td>Removes the confirmed status.<\/td><\/tr><tr><td><strong>Split Row\u2026<\/strong><\/td><td>Divides the row into two or more transactions.<\/td><\/tr><tr><td><strong>Convert to Transfer<\/strong><\/td><td>Creates an Account Transfer pair from the row.<\/td><\/tr><tr><td><strong>Restore Transfer to R\/P<\/strong><\/td><td>Converts a Transfer pair back to a single Receipt\/Payment.<\/td><\/tr><tr><td><strong>Clear Duplicate status<\/strong><\/td><td>Overrides a duplicate warning so the row is imported.<\/td><\/tr><tr><td><strong>Force as new Receipt\/Payment<\/strong><\/td><td>Stops the row joining an existing batch; creates a separate transaction instead.<\/td><\/tr><tr><td><strong>Delete row<\/strong><\/td><td>Removes the row from the import.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The menu only shows the options that apply to the row you clicked. Save any changes made in the table first \u2014 these actions work on saved data, so the gear icon is unavailable while there are unsaved edits.<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>Tip:<\/strong> <em>Clear Duplicate status<\/em>, <em>Force as new Receipt\/Payment<\/em> and <em>Delete<\/em> are also available as toolbar buttons that work on several rows at once. Use the selector column to tick individual rows, or the header box to select them all.<\/p>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 id=\"review\" class=\"wp-block-heading\">Reviewing rows one at a time<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Choosing <strong>Edit Transaction\u2026<\/strong> 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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Saving confirms the row and opens the <strong>next unconfirmed row<\/strong> 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 \u2014 or close it at any time to return to the table.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full is-resized has-custom-border\"><img data-opt-id=1856767477  data-opt-src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:auto\/h:auto\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.19.51.png\"  decoding=\"async\" width=\"987\" height=\"682\" src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:auto\/h:auto\/q:eco\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.19.51.png\" alt=\"\" class=\"wp-image-4141\" style=\"border-width:2px;aspect-ratio:1.4472485296959992;width:664px;height:auto\" old-srcset=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:987\/h:682\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.19.51.png 987w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:300\/h:207\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.19.51.png 300w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:767\/h:530\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.19.51.png 767w\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>Tip:<\/strong> You do not need to confirm every row to complete an import. Confirming is simply a checklist to help you keep track when working through a large batch.<\/p>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 id=\"split\" class=\"wp-block-heading\">Splitting a row<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Where one imported row needs to be recorded under two or more different Cost Codes \u2014 or against different Events, Funds or Members \u2014 use <strong>Split Row\u2026<\/strong> from the Actions menu.<\/p>\n\n\n\n<ol class=\"wp-block-list is-style-default\">\n<li>The dialogue opens showing the original pre-split amount.<\/li>\n\n\n\n<li>Enter a split amount and press <strong>Enter<\/strong>. You cannot split more than the original amount.<\/li>\n\n\n\n<li>A summary shows what has been allocated and what remains on the original row.<\/li>\n\n\n\n<li>Add further split lines if required.<\/li>\n\n\n\n<li>Click to save the splits.<\/li>\n<\/ol>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full is-resized has-custom-border\"><img data-opt-id=2033806504  data-opt-src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:auto\/h:auto\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.21.55.png\"  decoding=\"async\" width=\"551\" height=\"610\" src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:auto\/h:auto\/q:eco\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.21.55.png\" alt=\"\" class=\"wp-image-4142\" style=\"border-width:2px;aspect-ratio:0.9032762109685186;width:344px;height:auto\" old-srcset=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:551\/h:610\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.21.55.png 551w, https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:9dk8.241e5\/w:271\/h:300\/q:mauto\/f:best\/https:\/\/clubtreasurer.com\/blog\/wp-content\/uploads\/2026\/08\/Screenshot-2026-08-28-at-17.21.55.png 271w\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The table then shows the split rows alongside the original. Each new row is added to the same Receipt\/Payment batch as the original \u2014 shown by the batch icon \u2014 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.<\/p>\n\n\n\n<h3 id=\"transfer\" class=\"wp-block-heading\">Converting a row to an Account Transfer<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Where an imported row is actually money moving between two of your own accounts, choose <strong>Convert to Transfer<\/strong>. Clubtreasurer creates a second row for the opposite side of the pair and highlights both so they are easy to spot.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Selecting <strong>Restore Transfer to R\/P<\/strong> on either row of a pair converts it back to a single Receipt\/Payment.<\/p>\n\n\n\n<h3 id=\"vat\" class=\"wp-block-heading\">Amounts and VAT<\/h3>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>\ud83d\udcb7 If your organisation has VAT Accounting enabled:<\/strong> the Receipt and Payment <strong>Amount<\/strong> columns are always treated as <strong>Gross amounts including VAT<\/strong> throughout the import process \u2014 the figure as it appears on your bank statement.<\/p>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Net and VAT amounts are calculated during the <strong>Finalise<\/strong> process, based on the <strong>VAT Type<\/strong> of each row.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">VAT Type is derived from the row\u2019s selected <strong>Cost Code<\/strong>, so changing a row\u2019s Cost Code updates its VAT treatment. You can also set VAT Type directly on a row, as with any other column.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong> a Transfer between your own accounts is not a supply, so it cannot carry VAT. If you need to convert a row that has a VAT Type applied, set its VAT Type to \u201cNo VAT\u201d first.<\/p>\n<\/div><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Delete Row<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Click Delete Row to delete the current row.<\/p>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"has-nv-light-bg-background-color has-background wp-block-paragraph\" style=\"padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--50);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--50)\"><strong>Tip:<\/strong> Deleting Split Rows:<br><br>\ud83d\udc49 When you delete a Split Row its amount is added back to the original \u2018parent\u2019 row.<br>\ud83d\udc49 You cannot delete an original \u2018parent\u2019 row whilst it has \u2018child\u2019 Split Rows &#8211; you must delete the child rows first.<\/p>\n<\/div><\/div>\n\n\n\n<h3 id=\"finalise\" class=\"wp-block-heading\">Finalising the import<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When you have finished reviewing, click <strong>Finalise &amp; Create\u2026<\/strong> to add your Draft Transactions into your accounts as live Receipt, Payment and Transfer records.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The final screen lists every transaction line created and assigns an <strong>Import Batch ID<\/strong>. You can use this later to find the entries, view or edit individual lines, or delete the whole batch.<\/p>\n\n\n\n<div class=\"wp-block-group has-nv-light-bg-background-color has-background\" style=\"padding-top:1rem;padding-right:1.25rem;padding-bottom:1rem;padding-left:1.25rem\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-container-core-group-is-layout-68c714bb wp-block-group-is-layout-constrained\">\n<p class=\"wp-block-paragraph\"><strong>Tip:<\/strong> Deal with any red cells before finalising \u2014 those are rows with a missing Account or Cost Code, and the import will prompt you about them.<\/p>\n<\/div><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity is-style-wide\"\/>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h2 id=\"payments\" class=\"wp-block-heading\">Importing Data from Online Payment Systems<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Learn how to import transactions from platforms like <strong>PayPal, Stripe, GoCardless, and SumUp.<\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The Challenge with Payment System Exports<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">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:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Gross Amount:<\/strong> The total paid by the customer.<\/li>\n\n\n\n<li><strong>Fee:<\/strong> The processing or transaction fee.<\/li>\n\n\n\n<li><strong>Net Amount:<\/strong> The final amount deposited into your account.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">To maintain accurate records in <strong>Clubtreasurer<\/strong>, these should be imported as <strong>separate transaction lines<\/strong> so you can track both your income and your processing costs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The Solution: Multi-Pass Importing<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The most efficient way to handle these files is to run the import process <strong>twice<\/strong> using the same source file, mapping a different <strong>amount<\/strong> column each time. <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Pass 1:<\/strong> Map the <strong>Gross Amount<\/strong> to record your total income.<\/li>\n\n\n\n<li><strong>Pass 2:<\/strong> Map the <strong>Fee<\/strong> column to record your expenditure.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udc49 The import process will match the pairs of transactions and create a single Receipt &amp; Payment containing separate transaction lines for the Gross Amount (receipt) and Fee (payment) amounts.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Video Tutorial: Step-by-Step Guide<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Watch the video below to see how to use the import tool to split these amounts accurately and quickly.<\/p>\n\n\n\n<p class=\"has-nv-c-2-color has-nv-light-bg-background-color has-text-color has-background wp-block-paragraph\">You must use the <strong>Advanced Transaction Import<\/strong> for this process.<br><br>When mapping source columns we now recommend also mapping your <strong>TRANSACTION_ID<\/strong> (or equivalent) to <strong>Vouch\/Inv No.<\/strong> 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. (<em>Note this is highlighted in the video tutorial but is not demonstrated.<\/em>)<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"nv-iframe-embed\"><iframe title=\"Clubtreasurer -  Importing Online Payment Transactions\" width=\"1200\" height=\"675\" src=\"https:\/\/www.youtube.com\/embed\/b6dkIMu-b7w?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n<\/div><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity is-style-wide\"\/>\n","protected":false},"excerpt":{"rendered":"<p>Restructured Importing Transactions guide, reorganised around the three import steps with a new written section covering Draft Transactions.<\/p>\n","protected":false},"author":3,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"neve_meta_sidebar":"","neve_meta_container":"","neve_meta_enable_content_width":"","neve_meta_content_width":0,"neve_meta_title_alignment":"","neve_meta_author_avatar":"","neve_post_elements_order":"","neve_meta_disable_header":"","neve_meta_disable_footer":"","neve_meta_disable_title":"","footnotes":""},"class_list":["post-4131","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.4 - 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