Card Statements
A monthly credit-card statement can hide dozens of purchases by different employees — and normally each one has to be typed in, booked, and chased for a receipt. Card Statements does this in one import: upload the UBS credit-card statement PDF, and every card transaction becomes a bank line while each cardholder’s purchases become ready-made expenses. The cardholders then only attach their receipts in My Expenses — amounts, dates, and counterparties are already filled from the statement.
Navigate to Import → Card Statements. The page requires the Card Statements permission (under Import when editing a role).
The statement list
Every statement you’ve uploaded is listed with its Invoice Date, billing Period, Account (statement holder and main account), Total, Status, and Progress (how many lines are processed and how many expenses were created).
Two statuses matter:
- Parsed — the file has been checked, but nothing is imported yet. The row’s icons let you Continue import where you left off, or Delete the statement (“Delete this parsed statement? Nothing has been imported yet.”).
- Imported — the statement has been brought into the books.
Importing a statement
The import runs through three steps, and nothing touches your books until the final one.
Step 1 — Upload Statement
Click Upload Statement, pick the statement PDF and click Check & Continue. The file is parsed and verified — the parsed transactions must reconcile against the statement’s own totals before you can continue. If something doesn’t add up (or the file isn’t a readable UBS card statement), the error is shown and nothing is imported. A statement that was already uploaded is refused, as is one in a currency other than your base currency.
Step 2 — Card Mapping
You now see a summary of the parsed statement — billing period, invoice date, due date, total, previous balance, and transaction count — along with any warnings from parsing.
First choose the accounts:
| Field | Purpose |
|---|---|
| Card account (default for all cards) | The account the card transactions are booked on — used for every card unless a card has its own override. |
| Interest account | Where interest charges on the statement are booked; left empty, interest goes to the card fee account. |
| Card fee account | Where card fees are booked. Fees on the statement are booked directly during the import — no expense is created for them. A fee that cannot be booked (no account chosen) stays on the transition account and is reported as left for manual booking. |
Then decide, card by card, what should happen. Each card on the statement is a row showing the cardholder and masked card number (cards seen for the first time carry a New badge), its transaction count, and its total:
| Setting | What it does |
|---|---|
| Mode | Import + Expenses creates the bank lines and one expense per purchase for the cardholder. Import only creates the bank lines without expenses. Skip leaves the card out of the import entirely. |
| User | The neoo user who holds the card — required for every card set to Import + Expenses, so the expenses land in the right person’s queue. |
| Account Override | Books this card’s lines on a different account than the default card account. |
You can’t continue until every included card has an account (the default or an override) and every Import + Expenses card has a user. Card and user choices are remembered, so the next month’s statement is mostly pre-filled, and for a new card a user is suggested from the cardholder name. Click Import.
Step 3 — Import Result
The final step reports exactly what was booked — transactions, expenses, fees, refunds, lines handled by your bank rules — and anything that was skipped or failed. From here, cardholders can complete their expenses under My Expenses; refunds and unbooked fees wait on Bank Matching.
What happens after the import
- Bank lines — every imported card transaction appears on Bank Matching like any other bank line, on the card account you chose.
- Expenses — for Import + Expenses cards, each purchase becomes a company-card expense under Action needed in the cardholder’s My Expenses. It carries a Card chip; the employee attaches the receipt, and a manager approves — see Expenses.
- Fees and interest — booked directly to the accounts you chose; no expense, no extra step.
- Refunds — imported as bank transactions only (no expense), ready to be matched on Bank Matching.
- Bank rules — lines that match one of your matching rules are handled by the rule instead, just as they would be for a normal statement line.
Continuing a half-finished import never duplicates anything: lines that were already imported are recognised and skipped. Uploading the same statement PDF a second time is refused instead.