Convert Credit Union Statements to Excel

We have tested one Suncoast Credit Union statement, a born-digital PDF with a savings account and a checking account under one member number and one statement period, over five runs, and this page describes that layout. Credit unions differ widely in how they print statements, and a layout this page does not describe is one we have not tested. The page makes no claim about any other credit union.

The statement prints the member number, the statement period as a date range and the page count, as a position within a total, at the top of every page. Each account is introduced by a section header giving the account type and a suffix, the short number that tells one account from another under the same member number, with the joint owner named beside it. The accounts follow one another, and a section can begin part way down a page.

Each section prints a transaction history with five columns: a post date, an effective date, a description, an amount, and the new balance after the transaction. The first line of the history is a balance forward line, carrying a date and a balance but no amount. One of the two accounts also prints an activity summary above its history, with the previous balance, deposits, withdrawals and ending balance; the other prints no summary at all.

A credit union statement prints several things that look like rows and are not. The balance forward line is the account's opening balance. A year-to-date dividends line, a block of overdraft and returned-item fee totals, a share draft summary listing cheque numbers and amounts, and a rewards points summary all appear on the pages, and none of them is a transaction.

StackExtract treats the balance forward line and the previous balance in an activity summary as the same thing, the account's opening balance, and never emits either as a row. Summary blocks, fee tables and rewards tables are left out of the rows. The share draft summary is a second printing of cheques that are also dated rows in the history, so each cheque is read once, from its dated row.

Descriptions wrap. A transfer prints the other account's details on a second line, an ATM withdrawal prints the machine's address, and an ACH entry prints its type and originator on the line beneath. Those lines are joined back onto the row they belong to, and a figure printed on the next row's line is never taken as the wrapped row's balance.

A transfer between the two accounts is printed twice: once as a withdrawal under the account it left and once as a deposit under the account it entered. Those are two real transactions on two real accounts, and StackExtract keeps both. Merging them would break both balance chains.

Each row carries two dates, the day it posted and the day it took effect, and the two can differ by a day. StackExtract records one date per row. A date is checked against the calendar and against the printed statement period, with a few days of grace before the period starts for a transaction that took effect before it posted, and none after the period ends. A row outside the period is flagged with the date shown as printed, never corrected.

The section header is transcribed exactly as printed and split by a fixed rule into the account type and its suffix, so the account label on the review screen and in the export is what the statement prints, suffix included.

Every row prints the balance after it, so each amount is compared with the change in balance from the row before, starting from the balance forward. A misread amount shows up on the row it belongs to. Each account's chain is checked on its own, from its own opening balance.

Each account is reconciled on its own: its opening balance plus its deposits minus its withdrawals should equal its printed ending balance, and the result is shown per account. Where an account prints an activity summary, its rows are also summed and compared with the deposits and withdrawals the credit union printed. Where it does not, that comparison is reported as unavailable, not as a pass, because there is no printed figure to compare against.

A section that was read with no rows under it is reported, because transactions missing from one account is the failure that leaves every other check looking clean. A heading that was read as an account but prints no balance of its own is flagged as unverified rather than counted, with its rows kept under their own heading.

Every page number is read and compared with the declared count. A page with no transactions, such as one carrying only the share draft summary and the fee tables, is expected; a declared page that was not read is reported. A check only runs when the statement prints the figures it needs. When it does not, StackExtract reports that the check could not run, never that it passed.

A statement with several accounts under one period is one document, and each account is checked against its own printed figures. A PDF that holds two statement periods is not. StackExtract reads one statement period and one set of printed totals per upload, so a second period's rows would be checked against the wrong figures or not read at all. Upload each statement period as its own file.

StackExtract is an independent tool and is not affiliated with, endorsed by, or connected to Suncoast Credit Union or any other credit union or bank. It reads a document you already have.

XLSX is the usual choice when a person is going to read the file: it opens in Excel with the columns intact, and the account column carries the section header and suffix as printed, so the rows can be sorted by account. Rows that need review are tinted. CSV is the choice when something else will consume the rows.

There is also a QuickBooks-ready CSV, with the date, description and amount columns that import expects and no account column. QuickBooks imports one account per file, so a two-account statement exports two CSVs, one per account, downloaded together as a zip and named by account and its last four digits. They are files you download and import yourself. They are not QBO files, not Web Connect, and not a connection to your accounting software or to the credit union.