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Importing KleerCard Charges into ACS OnDemand

This guide walks you through connecting KleerCard to ACS OnDemand end to end: building your KleerCard export file, preparing an offset account in ACS OnDemand, and creating the import mapping so your KleerCard charges post to your general ledger.

ACS OnDemand is the older ACS product (not Realm) and uses a CSV / Universal Export path rather than a direct integration. There are two parts:

  • Part A happens in KleerCard, where you build the export one time.
  • Part B happens in ACS OnDemand, where you prepare the account and create the import mapping one time.

After this one-time setup, each cycle is simply Download in KleerCard and Import in ACS OnDemand.

Before you begin
  • Have ACS OnDemand installed and open on your computer. It is desktop software, and the import reads the file from your local Downloads folder.
  • Have at least one KleerCard statement, or some charges ready to import.
  • Make sure you have the ACS permissions needed to add and edit your Chart of Accounts.
Part A — Build the Universal Export in KleerCard

In KleerCard, go to Settings > Universal Exports > Manage Charges Export. You set this up once and it saves for every future download.

Settings tab

Setting Value Why
Type of separator Comma ( , ) Standard CSV for the ACS import.
Transform user generated content Off Only needed if Business Purpose, Attendees, or Memo contain line breaks or commas. Not needed for most ACS exports.
Show expenses as negative Off Leave positive. ACS derives debit and credit from the amount field during import (set in Part B).
Include offset row Off The offset is handled on the ACS side using "Offset all entries to a single account." Do not double-offset by adding a row here.

Click Save changes.

Columns tab

Match this column layout exactly. The Column name is the header that lands in the CSV, and the Column value is the KleerCard field mapped to it. Leave "Fixed value" off for all rows.

# Column name Column value
1 Transaction ID Index
2 Date Date posted
3 Explanation Merchant
4 Account Account code
5 Amount Line amount
6 Comment Line memo

Click Save changes.

Download the file

Review the charges you want to post from the Charges or Statements page, then Download the statement as a CSV. It saves to your local Downloads folder, which is where ACS looks in Part B. On Windows, that path is typically This PC > C: drive > Users > [your username] > Downloads.

Part B — Prepare the account and import in ACS OnDemand

Step 1: Prepare the Chart of Accounts (one time)

First, decide how your charges will offset. This is an accrual versus cash decision that your bookkeeper should make:

  • Option 1 (cleaner, recommended): Offset all KleerCard transactions into a liability account, then manually post a general journal entry to offset that liability with cash when the balance is paid. This mirrors how a credit card actually works.
  • Option 2 (simpler): Offset directly to a cash account (AP or bank account). Fewer steps, but it skips the liability holding stage.

Then create or confirm the offset account:

  1. Go to General Ledger > Accounts > Add/Edit Chart of Accounts.
  2. Find an open liability account number.
  3. Click Add Account.
  4. Assign the Account Code, Name, Account Heading, Fund, and any other required fields.
  5. Click OK / Save.

Note the account code you use here. You will point the import at it in Step 3.

Vendors are optional. You can Add/Edit Vendors if you want payees tracked, but it is not required for the import to post, and the payee lookup can cause errors, so most setups skip it.

Step 2: Open the General Ledger import

Navigate to General Ledger > Transactions > Enter/Post Transactions > Add/Edit Transactions. Confirm the post dates are acceptable, then choose Import and select the KleerCard CSV you downloaded in Part A (This PC > C: drive > Users > [your username] > Downloads).

Step 3: Create a new mapping (Configure tab)

On the General Ledger - Import Transactions window, go to the Configure tab:

  1. Check Import File has a header record.
  2. Set Lookup Account by: Code.
  3. Set Lookup Source by: Code.
  4. Set Lookup Project by: Code.
  5. Set Lookup Payee by: Last, First, Middle Initial.
  6. Check Offset all entries to a single account and enter the liability (or cash) account from Step 1, for example 01-2190-001.
  7. Select the first radio button: Use Amount field to determine debit/credit entry type.
  8. Click Next.

Step 4: Map the columns (Mapping tab)

Assign each ACS field to the matching KleerCard column using the dropdowns. These line up one-to-one with the Part A export:

  • Transaction ID
  • Date
  • Explanation (the merchant data)
  • Account
  • Amount
  • Comment

Then click Save Map (give it a description or name so it is reusable) and click Next.

Every cycle after setup
  1. In KleerCard: review your charges and Download the statement CSV. Your Part A export is already saved.
  2. In ACS OnDemand: go to General Ledger > Transactions > Import, pick your saved mapping, and select the new CSV.
  3. Review for any errors, then Import.
  4. If you are using Option 1, post the manual general ledger entry to offset the liability with cash when the balance is paid.

Need a hand with setup? Reach us any time at support@kleercard.com.