Import a Party / Ledger Statement with AI

What Ledger Statement Import (AI) Does

A statement of account is just a list of transactions seen from one account's point of view. This screen takes that list and rebuilds the double entry behind it:

• You choose the ledger the statement belongs to — the anchor. It can be any ledger in your company, not just a bank.
• The AI reads every row and keeps the anchor as one leg of every voucher — debited where the statement shows a debit, credited where it shows a credit.
• For the other leg it works out the real contra account from the particulars: the sales or purchase head, an expense, or the bank/cash that settled it.
• It picks the voucher type per row — Journal for something booked on credit, Receipt or Payment where money moved through bank or cash, Contra for a cash↔bank move.
• It rewrites each particulars line into a clean narration.

You then filter, trim, correct and post — the rows you keep become real vouchers.

When to Use It

Ledger Import vs Bank Import

Same idea, different anchor — and one important difference in how careless rows are handled:

If the statement is from a bank, use Bank Import — it understands running balances and bank narrations. For everything else, this is the screen.

Step 1 — Open the Screen

1. Open the 🤖 Auto Accounting menu.
2. Click 📑 Ledger Statement Import (AI).

Or press F12 for the AI Assistant and ask it — "import a party statement" — and it opens the screen for you.

Step 2 — Pick the Ledger

The dropdown at the top lists every ledger in the company. Choose the one the statement belongs to.

If the party isn't in your books yet, choose ➕ Add new ledger…. You'll be asked for two things:

1. The ledger name — e.g. Sharma Traders.
2. Its Tally group — Sundry Debtors, Sundry Creditors, Bank Accounts, Cash-in-hand, Sales Accounts, Purchase Accounts, Indirect Expenses, Direct Expenses, Other Income, Duties & Taxes, Current Assets, Current Liabilities, Fixed Assets, Loans (Liability) or Capital Account.

The ledger itself is created when you post the first rows — nothing is written until then.

Step 3 — Load the Statement

Click 📎 Load statement… and pick the file:

Select several files at once to read a multi-page or multi-month statement in one go. Rows appear in the grid as they are read.

Step 4 — Read the Grid

Each row carries:

• Tick box — only ticked rows post. One click toggles it.
• Date and Particulars — the particulars line rewritten as a clean narration.
• Debit / Credit — from the anchor ledger's point of view, exactly as the statement shows them. This is the part worth pausing on: on a supplier's own statement, a purchase you made appears as a credit to your account with them.
• Voucher — Journal, Receipt, Payment or Contra; editable per row.
• Contra ledger — the AI's suggestion for the other side.
• New — the NEW / DUP? badges, below.

The status line reports how many rows were read and how many were skipped. A row is skipped when the AI couldn't tie it to the anchor ledger at all — check those against the original file.

Step 5 — Trim the List

Party statements usually overlap with entries you already have. Four tools along the footer let you cut the list down before posting:

• 🔍 Filter rows — type a word or a whole sentence and only matching rows stay visible. It searches the date, particulars, debit, credit, voucher and contra columns. Handy for pulling up every "interest" or "TDS" row at once.
• Delete highlighted — removes the rows you've selected in the grid. The Delete key does the same.
• 🗑 Delete ticked rows — removes the ticked ones, keeping the rest.
• ✔ Keep ticked (delete rest) — the opposite, and the fastest route when only a handful of rows are missing from your books: un-tick everything, tick the few you need, and clear the rest in one click.

Both bulk buttons ask for confirmation and tell you how many rows they're about to remove. They act on the tick state of all rows, not just the ones the filter is currently showing.

Step 6 — Fix the Contra Ledger

Click any Contra ledger cell and the full list of your ledgers drops down. Pick one, or type a name that doesn't exist yet — it gets the NEW badge and is created when you post.

Changed the same suggestion on one row and see it repeated on others? iAccounting offers to apply your correction to every matching row in one go — one edit fixes twenty.

Every other cell is editable too: date, particulars, the amounts and the voucher type.

Step 7 — Submit

Tick the rows you want and click ✅ Submit ticked rows. For each one iAccounting posts a voucher with the anchor on one side and your contra ledger on the other — anchor debited means contra credited, and the reverse. Any NEW ledgers are created under their groups, posted rows leave the grid, and the status line reports the count.

A ticked row is rejected if it has no contra ledger or no amount — the status line names the first offender by row number. Unlike Bank Import there is no Suspense fallback here, because a party statement row without a contra usually means the AI misread it and it deserves a look.

The NEW and DUP? Badges

AI Credits

Reading a statement uses AI credits from your wallet, roughly in proportion to the number of pages. Filtering, editing, deleting and posting rows cost nothing. Your balance shows in the wallet indicator, and the app warns you before a job would run it low.

Tips & Troubleshooting

1. Check the closing balance first. Post the rows, then open the ledger and compare its closing balance against the statement's. If they agree, the import is complete.
2. Import one party at a time. The anchor applies to the whole grid, so mixing statements from two suppliers doesn't work.
3. Debits and credits look reversed? That usually means the file is the other party's copy of the account. It is still correct — their debit is your credit. Confirm against one row you already have in your books before posting the rest.
4. Only a few rows missing? Filter to them, tick them, then use Keep ticked (delete rest) and submit. Far faster than un-ticking dozens of rows.
5. Rows skipped on read? The status line counts them. They are usually sub-total or balance-carried-forward lines, which have no voucher behind them — but compare against the file to be sure.
6. Opening balance. This screen does not set one. If the ledger is new, enter its opening balance on the ledger master before or after importing.
7. Post in date order. Sort or import chronologically so the ledger reads naturally afterwards.

What's Next?

• Import a Bank Statement with AI — the same workflow for bank statements
• Bank Reconciliation — match books vs statement and generate a BRS
• Scan Bills with Mobile — AI entries straight from a photo