File format

CSV with header line - Standard comma separated (CSV) text file containing a line at the start with a heading (label) for each column. You specify each field to be imported by entering the column heading in the settings below.  This is the recommended format for most banks.

CSV without header - CSV text file which includes just the transaction data without any heading line.  You specify each field to be imported by entering the column number in the settings below, starting from 1 for the first column.

Field Separator

Specifies the character which is used to separate fields (columns) in the import file.

Auto Detect - the system will determine the separator character automatically each time a file is imported.

(Other values) - the system will use the character specified.

Header line number

Specify the line number for the header line, starting from 1. Lines above the header will be ignored when importing the file.

Date Format

This is the format of the Transaction Date and Posting Date fields in the file.

odd - day of the month (2 digits)

oddd - day name (3 letters)

oMM - month number (2 digits)

oyyyy - year (4 digits)

The following table shows the formats available and how they would be presented in the import file.

Transaction Date Column

Specify where the date the payment was made appears in the CSV file.

Transaction Amount Column

Specify where the amount of the transaction (in the Home Currency – as per the Zetadocs Expenses System Settings) appears.

Vendor Name Column

Specify where the name of the vendor/merchant appears.

Card Number Column

Specify where the card number appears in the CSV file.

This may be the full card number, or a masked (partial) card number. It is matched against the card suffix for the payment method to separate transactions for multiple cards.

Cardholder First Name Column

Specify where the cardholder's first name appears.

This may be the First name or the full name of the cardholder.

Cardholder Last Name Column

Specify where the last name of the cardholder appears.

Transaction Reference Column

Specify where the Transaction reference number of ID appears.

This may help to identify the transaction on the monthly card statement.

Posting Date Column

Specify where the date when the payment was processed by the bank and debited from the card amount appears.

Original Currency Code Column

Specify where the 3 letter code for the original currency of the transaction appears.

This helps the cardholder to match foreign currency payments if available.

Original Currency Amount Column

Specify where the original currency amount of the transaction appears.

Vendor Details Columns

The vendor details columns give extra information about the vendor - for example, their location or website.

These fields are displayed in the client View Transaction screen to help the cardholder to identify a transaction, and are optional.

Vendor Category Column

The category gives the merchant type, typically as a standard 4 digit Merchant Category Code (MCC) or a short text description.

Refund Identification

Please select how Zetadocs Expense should recognise a refund transaction:

Negative Amount -  Refund transactions are included with a negative amount  (e.g. –£19.99), in the same column as other payment transactions.

Debit/Credit Column (Recommended) - Refund transactions have positive amounts, like any other payment transactions on the statement, however there is a separate column which shows whether the transaction is a payment or refund.

Credit Amount Column - Refund transactions have positive amounts, and the file includes a separate column which shows whether the transaction is a payment or a refund.

Debit/Credit Column

Specify where the column that indicates whether the transaction is a debit (payment) or credit (refund) appears in the CSV file.

Leave this blank if refund transactions are indicated with a negative amount.

This is a required field.

Debit Match Text

Specify where the text which will be shown for a debit transaction in the column that indicates whether the transaction is a debit (payment) or credit (refund) appears.

This is a required field.

Credit Match Text

Specify where the text which will be shown for a credit transaction in the column that indicates whether the transaction is a debit (payment) or credit (refund) appears.

This is a required field.

Credit Amount Column

Specify where the column that shows the amount of a credit (refund) transaction appears.

This is a required field.

Balance Payment Identification

Select what information Zetadocs Expenses should use on the CSV statement to recognise a balance payment (which cardholders will then not see listed as a transaction that needs matching to an expense).

Two options:

Vendor name match - balance payments have a fixed value for the vendor name.

Cardholder name match - balance payments have a fixed value for the cardholder name.

Balance Payment Text

Specify the text (Vendor name or cardholder name), that, if included in a transaction, will mean it is ignored when importing the file because it is a balance payment.