Update Bookkeeping AMEX & Stripe

Updated: 4 Oct, 2025 LC

What: Due the first week of each month or as soon as a completed month is ready (take note of when each one is ready, and then create the reports all at the same time based on the one that is available the last):

AMEX Monthly Reports

Stripe Monthly Report 

Why: For Sandy to get report of credit card statements

4.     Download the previous month’s e-statement from the ‘E-statement’ tab

a. The previous month’s e-statement will be the one at the top

b. Download as XLS and then save to your computer

5.     Update the document for AMEX reports:
Doc: Bookkeeping AMEX - 1Jul23-[date of last month's report was pulled]
Folder: Dropbox > 2022 Virtual Assistant Team > ADMIN > Reports > Bookkeping

a. Open the downloaded report for the previous month you have saved on your computer

b. Open the AMEX reports file

c. Add a new row after the last entry on section:  Summary for Settlement Period  (before the ‘Totals’ row)

d. Copy the following data from the downloaded report:

·  Original Submitted Amount

·  Amount Of Adj To Summary Submission

·  Currency

·  Total Transactions

·  Exchange Rate

·  Gross Amount

·  Gross Debit Amount

·  Total Refunds

·  Discount Fee

·  Service Fee

·  Amount Paid

e. Paste those data to the newly added row on the document for AMEX reports

f. Update the totals for: Number Of Transactions, Gross Amount, Gross Debit Amount, Total Refunds, Discount Fee, Service Fee, Amount Paid

g.  Scroll down until you get to the last entry with “Summary for [month-day-year]” and add a new entry for the most recent entry (last month’s data you have downloaded)

h. Copy the previous entry’s format and paste the data on the cells for:

·  Summary for Month-Day-Year

·  Description

·  Number Of Transactions

·  Original Submitted Amount

·  Amount Of Adj To Summary

·  Submission Currency

·  Total Transactions

·  Exchange Rate

·  Gross Amount

·  Gross Debit Amount

·  Total Refunds

·  Discount Fee

·  Service Fee

·  Amount Paid

·  Total                    

5.     Save and update

Save the spreadsheet so it’s updated with the latest Stripe records.

Rename the file to include the last day of the month covered by the report.

Example: If the data added was for August 2025, rename the file to:
Bookkeeping AMEX - 1Jul23-31Aug2025.xlsx

B. STRIPE

1. Log in

• Go to Stripe Dashboard and log in.

2. Access transactions

• On the left-hand menu, click on Transactions.

3. Filter for successful payments

• At the top, under Payments, click on Succeeded.

4. Export the data

• On the right-hand side, click Export.

5. Set filters

• Timezone: keep at GMT+10.

• Date Range: choose Last Month.

6. Select columns

• In the dropdown under Columns, select All Columns.

7. Export file

• Click Export to start the download.

8. Save file

• Once the file is ready, download and save it to your computer.

9. Open exported file

• Open the newly exported Stripe file.

10. Open bookkeeping spreadsheet

• Go to Dropbox → 2022 Virtual Assistant Team/ADMIN/Reports/Bookkeeping

• Open the file: Stripe 1Jul2023-#datelastupdated#.xlsx.

11. Copy the required data

From the exported Stripe file, copy the following columns:

• Date

• Amount (USD)

• Converted to AUD

• Fee (AUD)

• Product (USD)

• Name

• Customer Email

• Country

12. Paste into bookkeeping spreadsheet

• Paste the copied data into the bookkeeping spreadsheet, adding the most recent data at the bottom of the list.

• Double-check that the format matches the data already in the file.

13. Save and update

• Save the spreadsheet so it’s updated with the latest Stripe records.

• Rename the file to include the last day of the month covered by the report.

Example: If the data added was for August 2025, rename the file to:
Stripe 1Jul2023-31Aug2025.xlsx