How do card transactions get into Landmark KEYPrime?
Through file import. KEYPrime publishes no public API, so there is no live feed a card program can push into. The system's documented route for external transaction data is importing files — the same way it takes bank statement CSVs — and card spend follows that route.
What is the manual version of this process?
- Download the card statement from your bank at month-end.
- Collect receipts from everyone who spent — often weeks after the purchase.
- Code each line to the correct account and enterprise in a spreadsheet.
- Reshape the spreadsheet to the layout KEYPrime's import accepts, then load it — or key the entries in directly.
For a farm office, the receipt chase and the re-keying are the painful parts, and they all land in the same month-end week.
How does Vergo automate the KEYPrime import?
Vergo moves all of that work upstream. Transactions appear in Vergo the moment a card is used; the cardholder photographs the receipt on the spot; the office codes each line as it comes in rather than in a batch. When you are ready to post, Vergo generates a custom-built CSV export matched to the import format KEYPrime expects — correct columns, date formats, and structure, not a generic export to rework.
The final step is the one KEYPrime users already know: run the import and check the batch. The file arrives coded, reconciled, and receipt-backed.
What should you verify on the first run?
Import a small test batch first. Check that account codes match your KEYPrime chart, that dates and amounts land correctly, and that the batch posts to the right period. Once the first import is confirmed, the format stays fixed and future runs are routine.
How often should you import?
Whenever suits your bookkeeping rhythm — weekly during busy seasons or monthly at close. Because coding happens continuously in Vergo, the export is always ready.
What does the office gain beyond saved time?
Cleaner records and fewer surprises. Every card purchase carries its receipt from the day it happened, which matters at VAT time and at year-end with the accountant. Coding done close to the spend is more accurate than coding reconstructed from a statement line. And because the KEYPrime import file is generated rather than hand-built, the format is identical every run — no mis-shifted columns, no date-format mishaps, no import rejected at the last minute of a busy week.
Can I connect a card feed directly to KEYPrime?
No — KEYPrime publishes no API for live feeds. Card data comes in by file import, and Vergo automates preparing that file in KEYPrime's format.
Does Vergo's export match KEYPrime's import layout?
Yes. The export is custom-built to the format KEYPrime expects, so it loads without reshaping columns in a spreadsheet first.
Where do the receipts live?
In Vergo, attached to each transaction. The import file carries the ledger data; the receipt trail stays searchable in Vergo for audit and VAT purposes.
What does this replace?
The month-end cycle of downloading statements, chasing receipts, coding lines in a spreadsheet, and re-keying into KEYPrime — replaced by one matched file export.
