{"id":579,"date":"2016-09-12T08:17:00","date_gmt":"2016-09-12T08:17:00","guid":{"rendered":"http:\/\/www.clubtreasurer.com\/blog\/?page_id=579"},"modified":"2026-08-28T10:55:33","modified_gmt":"2026-08-28T09:55:33","slug":"transaction-import","status":"publish","type":"page","link":"https:\/\/clubtreasurer.com\/blog\/transaction-import\/","title":{"rendered":"Importing Transactions"},"content":{"rendered":"\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 tool can significantly reduce manual entry and administrative overhead, and we <strong>highly recommend<\/strong> that all users become familiar with the import process.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a data-type=\"internal\" data-id=\"#ov\" href=\"#ov\">Transaction Import &#8211; Overview Tutorial<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#stdImport\" type=\"internal\" id=\"#stdImport\">Standard Import<\/a><\/li>\n\n\n\n<li><a href=\"#advImport\">Advanced Import<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a data-type=\"internal\" data-id=\"#map\" href=\"#map\">Mapping Import Columns<\/a><\/li>\n\n\n\n<li><a href=\"#autoMatch\" data-type=\"internal\" data-id=\"#autoMatch\">Cost Code &amp; Member Matching Options<\/a><\/li>\n\n\n\n<li><a data-type=\"internal\" data-id=\"#paymentSystem\" href=\"#paymentSystem\">Importing Data 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=\"ov\" class=\"wp-block-heading\">Transaction Import &#8211; Overview Tutorial<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The tutorials below provide a step-by-step guide for running a Transaction Import from a Bank Statement. These tutorials are essential for anyone planning to use this feature.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Additionally, if you need to import transactions from online payment systems like PayPal, SumUp, or GoCardless, please watch the \u201c<strong>Importing Data from Online Payment Systems<\/strong>\u201d video.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Transaction Import feature comes in two versions: <strong>Standard<\/strong> and <strong>Advanced<\/strong>:<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"stdImport\" class=\"wp-block-heading\">Standard Transaction Import<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>Standard Transaction Import<\/strong> feature 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<iframe src=\"https:\/\/docs.google.com\/presentation\/d\/e\/2PACX-1vSTUiuoxh1NmyCD1FztCPN4dkS55YmCmlG-0Bg5G1ZNmNHX7rbtyxRrFuAksUwysYPVjtzHrQVIU3Ax\/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=\"has-text-align-center wp-block-paragraph\"><em>Click the the 3-dots icon to expand (Enter full screen). Use Space bar or Enter to move slides.<\/em><\/p>\n\n\n\n<details class=\"wp-block-details has-background is-layout-flow wp-block-details-is-layout-flow\" style=\"background-color:#5cceff\"><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<div style=\"height:42px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"advImport\" class=\"wp-block-heading\">Advanced Transaction Import<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">In certain cases the <strong>Advanced Transaction Import<\/strong> process may be more appropriate. The Advanced Transaction Import 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\"><strong>The Advanced option is recommended for the following situations:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>The Standard Import is unable to accurately identify and match your source data columns<\/strong><\/li>\n\n\n\n<li><strong>The first row of your source data does not contain column headings<\/strong><\/li>\n\n\n\n<li><strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">You are importing online payment data that requires the import to create separate Receipt\/Payment batches with distinct <span style=\"text-decoration: underline;\">gross amount<\/span> and <span style=\"text-decoration: underline;\">fee amount<\/span> transactions.<\/mark><\/strong><\/li>\n<\/ul>\n\n\n\n<iframe src=\"https:\/\/docs.google.com\/presentation\/d\/e\/2PACX-1vQIqM990096ObByXfYk8Tr7oRX-3mmy35YC_VO5oUwM9KWaf28IMTzWpvEFy8qrLRV8JUkWNh70N-FA\/embed?start=false&amp;loop=false&amp;delayms=3000\" width=\"960\" height=\"569\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\"><em>Click the the 3-dots icon to expand (Enter full screen). Use Space bar or Enter to move slides.<\/em><\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity is-style-wide\"\/>\n\n\n\n<h2 id=\"map\" class=\"wp-block-heading\">Import Mapping Columns<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">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 each column&#8217;s data. In some cases, the import process will automatically map the columns where it finds a name match, but in many cases you will need to manually select the appropriate value from the Target column.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udc49 Note that the <strong>Standard Transaction Import<\/strong> method applies the similar criteria except that the column mapping is done automatically. See <a href=\"#stdMapGuide\" data-type=\"internal\" data-id=\"#stdMapGuide\">Standard Mapping Guide<\/a><\/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<p class=\"has-text-align-center has-background wp-block-paragraph\" style=\"background-color:#dfebff\"><strong>Full list of columns that can be imported<\/strong><\/p>\n<\/div><\/div>\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<figure class=\"wp-block-table is-style-stripes\"><table style=\"border-style:none;border-width:0px\"><thead><tr><th>Target Column<\/th><th><\/th><th>Column Description<\/th><\/tr><\/thead><tbody><tr><td><strong>DATE<\/strong><\/td><td><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Required<\/mark><\/td><td>Map this column to your bank statement\u2019s&nbsp;<strong>Date<\/strong>&nbsp;column<\/td><\/tr><tr><td><strong>DETAILS<\/strong><\/td><td><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Required<\/mark><\/td><td>You can also use the alternative<strong><br>DESCRIPTION&nbsp;<\/strong>or<strong>&nbsp;MEMO<\/strong>&nbsp;mapping columns but you must only use one of these in your import.<\/td><\/tr><tr><td><strong>AMOUNT<\/strong><br><br> or<br><br><strong>PAID-IN \/ CREDIT AMT<br><\/strong> and <br><strong>PAID-OUT \/ DEBIT AMT<\/strong><\/td><td><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-nv-c-2-color\">Required<\/mark><\/td><td>*Used where the statement has a&nbsp;<strong>single&nbsp;<\/strong>Amount column<br><br><br><br>*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><br><br><\/td><\/tr><tr><td><strong>Paid\/Pmt Ref<\/strong><\/td><td><em>Optional<\/em><\/td><td>Paid-in\/Payment Reference Details<\/td><\/tr><tr><td><strong>Vouch\/Inv. No.<\/strong><\/td><td><em>Optional<\/em><\/td><td>Voucher or Invoice Number<\/td><\/tr><tr><td><strong>Comments<\/strong><\/td><td><em>Optional<\/em><\/td><td>Comments<\/td><\/tr><tr><td><strong>Cost Code<\/strong><\/td><td><em>Optional<\/em><\/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><em>Optional<\/em><\/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><em>Optional<\/em><\/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><em>Optional<\/em><\/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>Optional<\/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<\/div><\/div>\n<\/div><\/div>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity is-style-wide\"\/>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h2 id=\"autoMatch\" class=\"wp-block-heading\">Matching Options (Standard &amp; Advanced)<\/h2>\n\n\n\n<figure class=\"wp-block-image size-full has-custom-border\"><img data-opt-id=605300309  fetchpriority=\"high\" decoding=\"async\" width=\"977\" height=\"730\" src=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:UPUA.2425f\/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:4px\" srcset=\"https:\/\/mlhl62ah7s0d.i.optimole.com\/cb:UPUA.2425f\/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:UPUA.2425f\/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:UPUA.2425f\/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\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As well as the <strong>Default Import values<\/strong>&nbsp;in the final Transaction Import page, you also have options that use algorithms to automatically match Cost Codes and Members which can dramatically speed up the import process.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h4 class=\"wp-block-heading has-nv-light-bg-background-color has-background\" style=\"padding-right:0;padding-left:0\"><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 has-nv-light-bg-background-color has-background\" style=\"padding-right:0;padding-left:0\"><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\u00a0<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-css-opacity is-style-wide\"\/>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h2 id=\"paymentSystem\" 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<h4 class=\"wp-block-heading\">The Challenge with Payment System Exports<\/h4>\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<h4 class=\"wp-block-heading\">The Solution: Multi-Pass Importing<\/h4>\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\n\n\n<p class=\"has-text-align-left wp-block-paragraph\"><a href=\"https:\/\/clubtreasurer.com\/blog\/transaction-import\/\">Back to top<\/a><\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Other Sections<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/clubtreasurer.com\/blog\/?page_id=81\">Introducing Receipts &amp; Payments<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/clubtreasurer.com\/blog\/?page_id=896\">Creating Receipts and Payments<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/clubtreasurer.com\/blog\/?page_id=210\">Editing Receipts &amp; Payments<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/clubtreasurer.com\/blog\/?page_id=1557\">Document Attachment Links<\/a><\/li>\n\n\n\n<li>Importing Transactions<\/li>\n\n\n\n<li><a href=\"https:\/\/clubtreasurer.com\/blog\/?page_id=871\">Accruals and Prepayments<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/clubtreasurer.com\/blog\/?page_id=1050\">Mass Transaction Change &amp; Delete<\/a><\/li>\n<\/ul>\n\n\n","protected":false},"excerpt":{"rendered":"<p>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 tool can significantly reduce manual entry and administrative overhead, and we highly recommend that all users become familiar with the import process. Transaction Import &#8211; Overview Tutorial The tutorials&hellip;&nbsp;<a href=\"https:\/\/clubtreasurer.com\/blog\/transaction-import\/\" rel=\"bookmark\">Read More &raquo;<span class=\"screen-reader-text\">Importing Transactions<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"open","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-579","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Importing Transactions - Clubtreasurer Community<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/clubtreasurer.com\/blog\/transaction-import\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Importing Transactions - Clubtreasurer Community\" \/>\n<meta property=\"og:description\" content=\"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. 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