Bank-statement import and ledger

Bank-statement import brings a bank statement into VAREK and matches payments to resident invoices by reference number. Clear matches are applied automatically; uncertain ones are brought in for manual review.

Board and accountant only

Bank-statement import is available to the board’s main administrator and the accountant. The accountant can match resident payments, but marking expenses (debits) as paid is reserved for the main administrator.

Supported file formats

• camt.053 (XML)
• OP and Nordea CSV
• Nordea TITO (.nda)
• Nordea HTML statement

Multi-account file

Import handles one bank account’s statement at a time. If a Nordea file (TITO or HTML) contains several accounts, VAREK splits it by account and shows a picker: choose the account to import and continue. You can import the other accounts separately the same way.

1. Import the file

1. Open Talous (Finances) and press Tuo tiliote (Import statement) at the top.
2. Choose the file. VAREK detects the format and shows the number of transactions, the period and any closing balance.
3. Press Tuo tiliote (Import statement). Transactions imported earlier are skipped (no duplicates are created).

2. Match the payments

Press Siirry tarkistukseen (Proceed to review). VAREK groups the transactions:

• Automatically matched — the reference number matches an open invoice and the match has been applied right away.
• Suggested — a likely match; confirm with Hyväksy (Approve), change the target with the Kohdista (Assign) button, or leave it with Ohita (Ignore).
• Unmatched — assign to an invoice manually or ignore.
• Debits (main administrator only) — VAREK suggests open purchase invoices the transaction might pay; pick the right one and mark it paid.

You can approve all suggested matches at once with Vahvista kaikki (Confirm all).

Split one payment across several invoices

A resident often pays several monthly charges with a single bank transfer. Such a payment can be split across the same payer’s open invoices:

1. Press Kohdista… (Assign) on the transaction’s row and choose Jaa usealle laskulle (Split across invoices).
2. Choose the payer — only the same payer’s invoices can be selected, so the payment can never accidentally land on another resident’s invoice.
3. Tick the invoices. A preview shows exactly how much is allocated to each invoice: the payment is split starting from the oldest invoice, and an invoice is never allocated more than its open amount.
4. Press Kohdista (Settle). If part of the payment is left over (a genuine overpayment), the excess is automatically recorded as a pending payment refund (Resident invoices → Refunds, reason “Wrong reference”) — the obligation towards the resident is never left to memory alone. Mark the refund paid once the money has been returned, or cancel it if the amount is handled some other way. The shareholder sees the refund’s status on their own My finances page.

Split payments appear on the invoices as ordinary partial payments, and a single partial payment can be removed from an invoice’s payment history if needed — the other parts of the same bank transfer are kept (the pending refund’s amount updates accordingly). Undoing the import removes the pending refund along with the payments; a refund already marked paid instead blocks the undo until the situation is resolved — money already returned can never vanish from the books.

Bank transactions

Imported transactions stay browsable on the Tilitapahtumat (Bank transactions) tab of the Finances section, grouped by import batch. A matched row links back to the invoice or purchase invoice it paid.

Undo a whole import

If an import went wrong, you can undo the whole import batch at once.

1. Open the Tilitapahtumat (Bank transactions) tab.
2. Find the import batch and press Poista tuonti (Delete import).

Undo removes the batch’s payments, restores the invoices’ status and restores the bank balance. If undo would cause a conflict (e.g. an invoice has already been voided), VAREK refuses to undo and tells you why — nothing is changed.

Main administrator and accountant

Undoing an import is available to the board’s main administrator and the accountant — the same rights as importing a statement and matching payments.

Result

Matched payments update the invoices’ status (open → partial → paid) and the residents’ Oma talous (My finances) view. The bank balance updates if the statement includes a closing balance.

See also

• Resident invoices
• Purchase invoices and recurring costs
• Finances overview