To help you through the transition, we’ve created a helper tool, which can automatically edit your bank journals to get them into the format you want.

You will only be impacted if you have set up your accounting integration with file-based exports or Datev and you use the bank journals. You will not be impacted if you use a different accounting integration or if you use the account statements instead of bank journals. In which case you can ignore this article.

👉 If you are unsure if you are impacted, please get in touch.

As part of the upgrade process, we create a new Spendesk payments account for you. However, we don’t immediately close your old payments account, ensuring that your existing payments and processes don’t grind to a halt.

👉 This means that, for a short period of time, you will have two payments accounts running side by side. As a result, there will be an impact on your bank journals.

When you export your bank journal for a period that has transactions in both of your payments accounts (i.e. during the upgrade process), all of the transactions will export on a combined bank journal. So, you will have a CSV single file that contains all transactions.

If you’d prefer two separate bank journals (one for each payments account), we have created a helper utility in Google Sheets to help you automatically do this. You can also use it to customise how you handle wallet-to-wallet transfers. You can read more about this utility tool below.

As mentioned before, during the upgrade you will have two active payments account: your old one and your new upgraded Spendesk account. As part of the upgrade process you can transfer funds from the old payments account to the new payments account.

On your bank journal, we’ll represent this transfer as going directly from the old payments account to the new payments account.

👀 Let’s look at an example.

Let’s say you set the bank code for your old payments account as 512001 and you set the bank code for your new upgraded payments account to 512002. If you made a transfer of €10,000 this would appear on the Double Entry bank journal like this:

It would appear on a Single Entry bank journal like this:

We understand that some customers have a need to handle these wallet-to-wallet transfers via an internal transfer account. In France, this is typically the 58000 account, but you may have your own code for this account.

For cases like these, we have created a helper utility in Google Sheets to help you automatically adjust the journal entries to transfer via the internal transfer account. You can also use it to split the bank journal into two separate journals.

You can read about this in more detail below.

This impact only relates to periods in which you have two payment accounts running side by side. So, you will only be impacted when exporting a transaction range which includes the upgrade period. Any periods that you export after completing the upgrade will be back to normal.

➡️ Your old payments account will be closed once you have moved all of your subscriptions and activated all physical cards on the new payments account. Exports for a period after this date won’t be impacted.

👉 To help you customise the exported bank journal, we have created a helper utility in Google Sheets. This means you can format your bank journal(s) as you want, without any manual editing.

Select the version that is correct for your setup:

The linked files are locked, so you will need to ‘Make a copy’ into your own Google workspace before you can use it.

➡️ Once you’ve made a copy and are ready to start using the tool, be sure to read the instructions on the first page, as well as the points below.