Connect your bank and import transactions

Before you start

What you need

• The Banks manager permission to add banks and accounts, and Transactions manager to upload statement files.
• Your bank's name and SWIFT code, plus the account number and currency of each account.
• Access to your online banking, to approve the Kontomatik connection or to export an MT940 statement.

1. 1

   Open the Banks page

   Go to Settings → Finance & Business → Banks. The Banks page lists every bank, with its accounts underneath. In a new workspace it says No bank has been added yet and offers two buttons: Add bank manually and Connect to Kontomatik. Choose the connection if you want transactions to arrive on their own, or add the bank by hand if you will upload statement files.

   Tips

   • The Banks page needs the Banks manager permission. Without it, the Banks tile does not appear in Settings.
   • Connect to Kontomatik only appears when transactions are enabled for your organization. If you see only Add bank manually, use the statement file route in this tutorial.

   • Open Banks
2. 2

   Connect your bank through Kontomatik

   Click Connect to Kontomatik. The page Connect accounts with Kontomatik opens, with Kontomatik's own window next to the description. Choose your bank in that window, then sign in and approve access the way your bank asks. When you finish, Flowtly saves the connection and requests your transactions from the last three months.

   Tips

   • Right after connecting, the status reads Saved, not yet verified. That is normal. There is no need to connect again.
   • Kontomatik's window opens in the language you use in Flowtly.
   • If the status later reads Bank connection needs reconnecting, click Reconnect the bank and approve access again.

   • Connect to Kontomatik
3. 3

   Or add the bank by hand

   If you will import statement files, click Add bank manually. In the Add bank dialog, enter the Bank name and the SWIFT number, then click Add bank. The bank appears in the list. It holds no transactions yet, because transactions belong to an account.

   Tips

   • The SWIFT code must be 8 or 11 characters long. Flowtly tells you on the field when it is not.
   • The same dialog has a Connect button. It takes you to Connect to Kontomatik if you change your mind.
4. 4

   Add the bank account

   In the bank's row, click Add account. The dialog Create new account for opens with the bank's name. Enter the Account name, then choose the Currency and the Type: Regular, VAT Account, Cash or Manual. For Regular and VAT Account, fill in the Prefix and the Account number. Cash and Manual accounts need neither. Tick Set as default account if this is your main account, then click Create.

   Tips

   • Currency and Type cannot be changed once the account is saved. Check both before you click Create.
   • The Prefix is two characters. When they match a currency code, Flowtly fills in the Currency for you, for example PL fills in PLN.
   • You can also click Add account on the Transactions page. That dialog adds a Bank field where you pick the bank.
5. 5

   Upload a bank statement file

   Go to Finance & Business → Banking & contracts → Transactions. In the page header, click Choose file and pick the MT940 statement you exported from your online banking. Flowtly accepts .sta, .txt, .mt940 and .940 files, and you can select several at once. Click Upload. A message tells you how many transactions were imported, and how many were already in the system.

   Tips

   • There is no account to pick on upload, so add every account you import into, with its Account number, before you upload its statements.
   • Uploading a statement that overlaps an earlier one is safe. Transactions that are already in the system are not added again.
   • After the upload, Flowtly keeps matching contractors and documents in the background. A note next to the button shows while it runs.

   • Open Transactions
6. 6

   Open the account and see your transactions

   The Transactions page lists your accounts with their Bank, Name, Type and Bank account number. Click an account's row to open its transaction list. The page title changes to the account name, and the imported transactions are in the list. For a bank connected through Kontomatik, click Pull latest data to fetch new transactions without waiting.

   Tips

   • If a warning says Unregistered own account found, your transactions mention an account of yours that Flowtly does not know. Click Register to add it with the number already filled in, or Not our account to dismiss it.
   • Hover over Pull latest data on an account's page to see when the data was last updated.