Mapping records can be used for importing data like banking data, products, or even addresses.
Create a Mapping Record
Step 1. Select Accounting> Bank Import Mapping
The Bank Import Mapping list shows all accounts have previously been mapped. There must be a mapping record before records can be imported.
Step 2. To create a new mapping record select New.
Step 3. Click Select File, and select the transaction activity file (.csv) that you downloaded in the previous step.
The first few transactions will be shown so that you know what information is in each column.
Step 4. Select the drop-down menu at the top of each column of data that you'd like to import. The options are listed below and are the only fields that can be imported:
- Check - This is the check number that can be imported if the activity file includes it. In the example above, the bank did not.
- Check Date - You'll also need to select a format. Either mm/dd/yy or dd/mm/yy. This way we'll know if we need to adjust the date as it is imported.
Note: Some files may contain more than one date field. In this case, choose the one that contains the date that you want to use as the transaction date in Studio.
- Amount - The amount of the transaction that you would like to be imported. ***
- Checks/Charges are Negative Amounts - *** If your check/charge amounts in the data file are shown as negative amounts, select Yes for this option.
- Description - If the activity file includes a column that you would like imported into the description field.
- Ignore - If you do not want to import the data in this column.
It's extremely important that you select the correct setting for Checks/Charges are Negative Amounts. If you do not, your transactions may increase your balance, when they should decrease it, or vice versa.
Step 5. When you are ready, select Save. Once you save, the new mapping record will appear in your mapping list and the only information that will be saved is the Account, Vendor, and column selections.
Additional Functions
First Row Contains Titles (see below) - If the first row of your activity file contains titles for the various columns, slide this to on; otherwise, select off. This will determine what information is saved in the permanent mapping record.
**First Row Contains Titles**
Some banks include column titles at the top of the transaction details. If this is the case, your first line of data may look like the file below and Studio Designer may think it is text, not a date or numerical field.
If so, you will need to check the My First Row Contains Titles box so that Studio Designer recognizes the first line as column headers as shown below.
Account - This is the cash account or credit card liability account in your Chart of Accounts into which the transactions should be imported. You will select an expense account at the time you import the data.
Vendor - This is the bank name. As you import records, you'll have the option to automatically use this vendor for all imported transactions.