Process Pending Bank Transactions

Turn imported bank rows into reviewed Expenses, Income, or Transfers without changing the original statement evidence.

Posting, undoing, ignoring, restoring, and deleting imported rows update saved data before xBoox refreshes the visible lists. If a later refresh fails, xBoox identifies the action as completed and asks you to refresh the page. Refresh before repeating the action so that you do not create a duplicate posting or repeat a completed deletion.

Understand the queues

When first loading a queue or changing accounts, filters or pages, xBoox shows Loading bank transactions…. After a successful Post, the remaining rows stay visible while the same list refreshes in the background. If the request fails, the table shows a loading error and Retry rather than saying that the account has no transactions. Select Retry to request the current list. The transaction count is unavailable until the list loads successfully.

Edits made in a bank-row form remain in the current browser tab when you move between accounts, queues, filters or pages. A list refresh does not replace edited fields with a new suggestion. Untouched forms may pick up current saved details and suggestions. Unsaved edits are not stored permanently: save the record, or copy anything you need before reloading, signing out or switching Workspace.

When GST/HST tracking is disabled, Pending rows omit Tax controls and tax summaries. Posted rows omit the Tax column when the visible records have no saved tax data; a posted row with a historical tax snapshot continues to show that detail for reference.

Pending: imported rows that still need a decision.
Posted: rows linked to a final xBoox transaction.
Ignored: rows intentionally excluded from posting.

Pending, Posted, and Ignored start with All Dates so saved history is not silently hidden when you first open a queue. While the page remains open, each account and queue keeps its own date range, search, available Status or Tags filter, sort order, page, and Rows per Page selection. Changing one list does not change another account or queue. The number beside each tab uses that queue's own saved date range.

Each account card uses an account-wide summary. Posted is the account's book balance: its saved opening balance plus all recorded account activity, including manual transactions, transfers, journal entries and future-dated entries. It is not the sum of the amounts in the Posted queue and does not change when you filter or page the table. For a bank account, money received increases this balance and money spent reduces it. For a credit card, charges increase the amount owed; repayments and refunds reduce it.

After Post or Undo, the card refreshes from the saved books. Matching an imported row to an existing recorded transaction does not count that transaction again. During a refresh, existing account cards stay visible and their values update when the saved summary arrives. A hidden Banking tab refreshes changes made in another tab when you return to it. Pending and Ignored import rows do not contribute to Posted. Bank Balance or Balance Due is separate statement information, so it may differ from the book balance.

While the page remains open, each account remembers the queue you last selected. For example, you can leave account 1000 on Pending, review Posted on account 2700, and return to account 1000 on Pending. An account you have not viewed yet starts on Pending. Each queue uses that account's saved list settings.

An account made inactive is no longer available for statement import or new posting, but its account card remains available for reviewing saved Pending, Posted, and Ignored history. The card is labelled Inactive.

Choosing a Date preset fills From and To with the actual dates used for that period; All Dates clears both fields. This Year always fills January 1 through December 31 of the current calendar year; a through-today range is called YTD where xBoox presents one. Fiscal-year presets use the saved Workspace fiscal-year settings. If you edit either field, Date changes to Custom Date. Click outside the field or press Enter to apply the range. xBoox waits until you leave both date fields before refreshing the queue, so moving from From to To does not interrupt typing or move focus. Dates show the YYYY-MM-DD format and require a four-digit year. This same rule applies to date fields throughout xBoox. An invalid longer year is not applied to the filter and xBoox shows a temporary notification without moving nearby controls.

Account, queue, date, search, Tag, sorting, and page selections are applied to the complete saved Bank Transactions history before xBoox returns the visible page. Use Previous, Next, and Rows per Page to move through all matching records; filtering is not limited to a recent fixed-size subset. Sorting by Status, Category, or Tax also orders all matching rows before the first page is shown. A suggestion such as Pair will not be split into separate groups simply because you move to the next page.

Post a row

For Split Transaction, each Category line also offers eligible counterpart accounts, such as an eligible GIC account, alongside ordinary posting categories. The imported bank account itself is excluded. Date and Pay From / Deposit To are fixed to the imported row. The split total must equal the imported amount; existing account restrictions still apply.

Open Banking and select the correct account card.
Open Pending and select a row.
Confirm the Bank Memo, date, and money direction.
For money out, choose Expense or Transfer. For bank money in, choose Deposit or Transfer. For credit-card money in, choose Credit Card Credit or Transfer.
Select an eligible Category or transfer account. When you change Transaction Type in the expanded review, the main row uses the same Category or transfer-account selector. Selecting a transfer account updates both places.
Review Tax and any conditional Rental Property assignment.
Optionally select one or more Tags or add a Note. Pending Tags are selected from the same rounded selector used after posting. Long Tag lists show about eight choices at once and scroll inside the selector without moving the transaction table.
Select Post in the row action or expanded review area and wait for the

confirmation. Both controls perform the same posting action. When a searchable Category field still has focus, the first Post selection is preserved instead of being consumed by the Category field closing.

Posting creates or links the final transaction and moves the bank row out of Pending. The transaction, its selected Tags, and its Receipt Attachment are saved as one posting operation. If a selected Tag or attachment is no longer available, xBoox leaves the bank row Pending and does not create a partial transaction. The bank account cards and list refresh after Posting. Closely spaced successful Posts may share one refresh; wait for it to finish before checking the final queue counts. Pair posting refreshes both sides through the account summaries. Dashboard refreshes its summary when you open it after Posting, so repeated Posts do not reload that summary between transactions.

If Transaction changed before posting appears, this posting was not saved. The bank row or a matching Receipt or Transfer row changed while the posting was being prepared. Copy any entries you want to keep, then reload the page and review the latest records before trying Post or Split again. Another person or browser tab may already have completed the action.

The searchable Category menu follows the statement direction. Money Out puts Expense accounts first, while Money In puts Income accounts first. A purchase refund can still use the original Expense category. Transfer groups eligible balance-sheet accounts by their Chart of Accounts Account Type. This includes active Bank & Cash, Credit Card, Other Current Asset, Long-term Asset, Property and Equipment, Other Current Liability, Long-term Liability, and Equity accounts. Accounts Receivable, Accounts Payable, tax control accounts, locked accounts, inactive accounts, and system-calculated accounts keep their dedicated workflows and are not offered as ordinary Transfer endpoints.

Bank and Credit Card accounts remain available as Transfer endpoints even though they are intentionally unavailable as ordinary Expense or Income Categories. The statement account containing the current row is the only otherwise-eligible account omitted, because a Transfer cannot move money to and from the same account. For example, a row imported under 1000 Operating Bank Account can offer both 2700 Business Credit Card and an active 2710 Personal Credit Card.

If the Category you need does not exist, select + New Category at the bottom of either the row or expanded-review Category menu. xBoox opens Add Category (Chart of Accounts) and defaults the new account to Expense or Income from the row's current Transaction Type. After an eligible account is saved, xBoox returns to the same pending row and selects it in both Category presentations. The pending Tax, Note, Tags, and other review details remain in the same draft.

Locked summary accounts remain visible in the searchable Category menu with a lock icon so their reporting structure is understandable, but they cannot receive a new posting. Selecting one opens a blocking explanation instead of silently clearing the Category. For example, select an eligible Vehicle subaccount rather than the locked 6700 Vehicle Expense summary account.

If Home Office, Vehicle, or Rental Property is disabled in Business Profile, xBoox blocks a new posting to that managed Category and opens a dialog directing you to enable the feature. When Home Office is enabled, 6600 Home Office Expense may receive a final claim calculated outside xBoox; Post shows a duplicate-claim warning before continuing.

Rental Property is saved with the final Expense or Income when the selected Category supports rental tracking. A property from another Workspace or an ineligible Category is rejected before the bank row is posted.

If Category or a Transfer account is missing, the affected control keeps its normal size and position, shows a red outline and an in-control required message, and provides the full instruction when pointed to. Select the missing value before posting again.

Rule suggestions retain their confidence meter. Transfer pairing suggestions show the actual matching bank row instead of a confidence percentage or redundant Recommended Posting section. Pink Pairing requires manual selection; green Paired means a unique counterpart has been identified and still needs Post. See Record and review Transfers.

When no Rule, transfer Pair, or existing transaction supplies a suggestion, the Suggestions panel shows Review required and No suggestion available instead of a confidence score. Choose the Transaction Type and Category to continue. After the required posting choice is complete, the panel changes to Ready to post and reminds you to review the Category and Tax treatment before posting.

Bank Memo and Note use compact single-line controls in the expanded review row. A long value is visually shortened with an ellipsis; point to the control to read the complete value. The stored text is not shortened.

The expanded-row summary shows Spent or Received according to the actual bank movement. Expense Impact and Income Amount describe the applicable accounting effect. For a Money In purchase refund, Before Tax and the tax components show positive amounts describing the refund; Expense Impact is negative to show the cost reduction. Zero tax remains $0.00. The posting hint uses the positive bank amount and the same Deposit, Credit Card Credit or Transfer label as the posting choice; Recommended Posting uses those document labels too. The summary shows Before tax and the components applicable to the selected Tax code. BC GST/PST labels its amounts GST and PST; an HST code shows HST. Changing Tax or an applicable component updates this summary immediately. For Income with Out of Scope, Before tax and Income amount equal Received, with zero tax. In a posted row, the preview is not saved until you select Save. Manually Adjusted beside a component label identifies a manually adjusted amount. Selecting a different Tax code recalculates the applicable components; selecting the original code again restores its calculated amounts. For example, a $53.97 BC purchase with $2.41 GST and $3.37 PST shows a $48.19 Before-tax amount and a $51.56 Expense amount. The summary appears as compact supporting text below the amount controls.

Edit a posted row

In Posted, select the pencil icon or select the row itself. Both open the same details. An ordinary bank-created Expense or Income can update Transaction Type, Category, Tax, applicable tax components, Rental Property when applicable, Note, Tags, and Receipt Attachment. Select Save Changes when the review is complete. One selection saves the current edits, including a Note you have just typed. Saving an edit keeps the row posted; it does not return the row to Pending. Use Undo separately when you intend to undo its posting.

In the expanded review, select Attach File to choose an attachment, or drag supported files into the dashed Attachments area. The same file limits apply to both methods. The area shows the selected files; select the external-link icon to open a file in a new browser tab, or the trash icon to remove it. For a posted row, select Save Changes to save the updated details. The posted review also shows files previously uploaded against the imported bank row, so those files count toward the three-attachment limit and can be reviewed or removed there. If an upload fails, xBoox shows one error message with the reason when it is known.

If xBoox reports Transaction changed while you were editing, this Save did not replace the newer record. Your unsaved entries remain in the open form. Copy any entries you need before reloading, then reopen the row and review the latest saved details before making the correction again. A Reload before editing message also requires reloading before Save can continue.

The imported amount, Post date, statement Bank Account, Spent or Received direction, and Bank Memo remain read-only statement evidence. These facts do not change when the accounting classification changes. A row in a completed reconciliation may therefore update the supported accounting fields without reopening that reconciliation.

When Transaction Type is changed to Transfer, xBoox warns immediately. Select Continue, then choose the other bank, credit-card, or asset account. This correction does not require that account to have imported Bank Transactions, and xBoox does not search for or create a matching bank row.

Existing Transfers and posted splits are not reclassified in this editor. A Receipt Capture-linked transaction must first be unmatched before its type can change. A tax-affecting correction in a filed GST/HST period requires that filing to be returned to Reviewed first. The error dialog explains the required next step and links back to this article. Saving Tax recalculates and stores the complete tax snapshot, including Before tax and applicable GST, HST, PST, or QST components. Clearing Rental Property removes the saved assignment.

Select a posted Split row or its edit icon to open the same Expense or Income detail drawer used in the transaction lists. Its saved lines show Category, Note, amount, Tax, and applicable GST/HST or provincial tax, including a Manually Adjusted label where an individual tax component was adjusted. The imported Date, Pay From, total amount, and Bank Memo remain locked. You can correct each line's Category, Note, Tax, and applicable tax amounts, and save Tags and Receipt Attachments. Split line amounts can change only when their signed total still equals the imported bank amount. A tax-affecting edit in a filed GST/HST period requires the filing to be returned to Reviewed first. Reopen a reconciled period before changing its financial lines. The drawer uses the same line layout as other Expense or Income records, with no extra transaction-level Note. Close it to return to Bank Transactions. Delete is unavailable for bank-sourced postings; hover over it for directions to use Bank Transactions → Undo. Split descriptions containing characters such as | remain part of the Note and do not shift the displayed Tax fields.

Post with a receipt match

A Pending money-out row may show Receipt Capture match found when a confirmed Receipt Capture record uses the same Payment Account and has a compatible date and amount. Review the suggested Category, Tax, attachment, and any foreign-currency warning, then select Post. The imported bank amount becomes the final transaction amount. The suggestion never posts automatically.

Split a row

Use Split transaction when one statement amount belongs to multiple accounts. The imported row's direction controls the posting: a Received row is allocated from the selected accounts into the statement account, and a Spent row is allocated from the statement account to the selected accounts. Each line has its own Account, tax-inclusive amount, Tax, and Note. The line amounts must add up exactly to the imported row total; xBoox does not save a partial split. Rental Property appears only for lines using rental Categories. With one active property, new rental lines use it automatically and the table names it above the lines. With multiple active properties, choose one for each rental line; other lines have no property assignment. Reopening a row retains its saved historical property assignment.

A Post, Split, edit, or Undo that would change the GST/HST report in a filed period is blocked until that filing is returned to Reviewed. This includes zero-tax Income and refunds or reductions posted to an Income account that change Line 101, as well as rows with GST/HST tax amounts.

Each amount must be non-zero. Positive amounts follow the bank row's direction; negative amounts are offsets in the opposite direction. For example, a $443.54 receipt can be allocated as $462.00 to one Account and -$18.46 to an Expense Account for a withheld charge. The net total must equal $443.54. Choose Tax for each allocation; xBoox calculates the included tax using that line's absolute amount. The applicable GST, HST, PST, or QST fields appear beside that line's Tax choice; GST and PST appear side by side when both apply. When no taxable component applies, Tax Amount CAD shows $0.00 and cannot be edited. If the source supports a different tax amount, adjust the component on the affected line. The amounts remain tax-inclusive and each line's before-tax amount adjusts. The Split action opens the same right-side Expense or Income drawer used for manual entry. Date, Pay From or Deposit To, and Bank Memo are filled from the imported bank row and cannot be changed. Enter Category, Note, amount, Tax, and applicable tax components on each line. The imported amount is shown in a read-only Received CAD or Spent CAD field beside the payment account, both during Split entry and when viewing a posted bank Split with two or more lines. Single-line bank transactions show their amount only on the detail line. The signed line total must equal this imported bank amount before posting. If it differs, the error dialog shows the original amount, split total, and difference. An edited GST, HST, PST, or QST amount shows Manually Adjusted beside that component. Leaving an unchanged Amount field preserves these adjustments. Changing the actual line amount or Tax choice recalculates that line and clears its manual tax adjustments. Different lines may use different Tax codes. For example, GST Only lines contribute to GST but not PST; GST/PST BC lines contribute to both. Editing GST on one line leaves the other lines and that line's unedited PST unchanged. The summary below the lines shows Spent or Received, Before tax, each applicable tax component, and the resulting Expense or Income Amount. Tags and attachments use the same controls as the Add Expense or Add Income drawer. Attachments retain the three-file limit. Close the drawer to discard an unfinished Split; xBoox asks before discarding entered changes. For a Split with both money-out and money-in lines, negative offsets retain their opposite direction. Tax adjustments change the before-tax allocation while each line's tax-inclusive amount stays fixed. Reports apply each line's direction. The bank receipt is recorded only once. Clicking Split and Post with invalid lines explains the problem in the system error dialog without posting. Selected Accounts display their account number and name. The Note field describes each allocation. The original whole-transaction note is retained when splitting; it is not repeated in each allocation.

Split can combine ordinary Income or Expense accounts with eligible balance-sheet accounts. For example, if an $11,000 Received row represents $10,000 of GIC principal plus $1,000 of interest, select the GIC asset account for $10,000 and Interest Income for $1,000. The two lines explain one bank receipt; they do not create a second Transfer. Use this only when the GIC account is not itself managed through imported Bank Transactions. If both accounts import statement rows, use Transfer matching so the same movement is not posted twice.

Reports use the split lines for Category totals while the transaction list keeps one header row.

After a successful Split and Post, the drawer closes and the row leaves Pending. Bank Transactions refreshes the list and account cards. If a message says the split was saved but the list could not refresh, reload the page and check Posted; do not submit the same split again.

Ignore and restore

Use Ignore for a row that should not create an accounting transaction. The row moves to Ignored and remains in the bank history. Use Restore to return an ignored row to Pending.

If Bank transaction changed appears during Ignore or Delete, that row was not ignored or deleted. Its saved state or a linked row no longer permits the action. Copy any unsaved entries you need, reload, and review the current records before trying again. Rows already completed in a bulk action remain completed.

Automatic transfer matching skips a candidate that changed while matching was being prepared. This does not undo an import or Restore that already completed.

Undo a posted row

Undo returns an eligible bank-created posting to Pending and removes its bank-created accounting record. When the row was linked to a Receipt Capture Expense, Undo keeps that source document and image, restores the confirmed transaction date, amount, currency, Category and tax snapshot, changes it back to unmatched, and makes it eligible for a later suggestion. For a paired Transfer, undo affects both paired bank rows and the single Transfer transaction.

If restoring a Receipt Capture Expense would put its original tax snapshot back into a filed GST/HST period, return that original filing to Reviewed before using Undo. A receipt matched before xBoox recorded complete Undo snapshots is not restored automatically; review the receipt transaction so xBoox does not guess missing historical tax details.

A row included in a completed reconciliation keeps a grey Undo button so the row action remains recognizable, but the posting cannot be undone while the statement period remains completed. Select the grey button to see the lock explanation. To correct the row, open Accounting > Reconcile > History, undo the completed statement period, return to Bank Transactions, and then use the active Undo action. Make the correction and reconcile the affected period again. If later periods have also been completed, work backward from the latest affected period before rebuilding the reconciliations in chronological order.

If a transaction or its paired row changes or becomes reconciled while Undo is preparing, xBoox can stop that Undo and explain the conflict. Reload and check the latest transaction and Reconcile History before trying again.

Delete imported Pending rows

Select eligible rows in Pending, then select Delete and confirm. xBoox displays a blocking progress dialog while it removes the selected imported rows. It shows the actual completed-row count, so the page does not appear unresponsive during a larger cleanup.

When the deletion finishes, the dialog closes and xBoox confirms the number removed. If one or more rows could not be deleted, xBoox reports the count that remains instead of presenting the cleanup as fully complete. Posted and Ignored rows must be returned to Pending before deletion.

Important rules

Imported bank rows are evidence; posting does not replace the raw row.
Money Out and Money In determine the initial posting direction, but supported workflows may include refunds or reductions.
A Money In purchase refund or reversed bank fee normally posts to Expense

and the original Expense Category. It reduces that Category rather than becoming ordinary Income.

For a restaurant charge, enter the tax dollar amount printed on the receipt.

Do not calculate Tax from the bank total because that total may include a tip.

Supported bank-created accounting classifications should be corrected from Banking; original statement facts remain locked.
Posted Notes, Tags, and Receipt Attachments may be maintained without undoing the accounting entry; these changes are recorded in the Audit Log.
A reconciled bank row may update supported classification fields without

changing the statement facts or reconciliation. Reopen the reconciliation only when the posting itself must be undone.

Returning to Bank Transactions from another page refreshes the list and its banking context. This lets you see changes another editor saved before you returned. A previously started query cannot replace the newer query result. This does not provide continuous updates while you remain on the page.

Transfer matching review

For a Pending Transfer, use Find a Match in Suggestions. Select the other account in the expanded row first. Search More Records starts collapsed. Statement-managed counterpart accounts require a complete match before posting; eligible ledger-only accounts can post directly. See Record and review Transfers for candidate rules and multi-row matching.

Direct-posting locks

Expense, Income and Journal Entry account selections use the current account's posting eligibility. An active, enabled managed Vehicle or Home Office summary can receive a direct posting when Lock Account (Prevent Direct Posting) is No. The account number and parent/subaccount relationship do not determine this lock. Yes blocks new direct postings and financial changes; existing history is preserved. System-only accounts and dedicated Transfer restrictions still apply.

Note and memo length

Note, memo, description, and review-reason inputs use a single line. Use the left and right arrow keys to move through longer text without expanding the form. New or edited text is limited to 500 characters; typing stops at the limit, and pasted text is silently shortened. No character counter or extra dialog appears. Existing longer notes are preserved when you save other changes without changing that text. Imported working Bank Memo fields are limited to 500 characters; the original import source is retained separately.

Enter dates in filters

In editable From and To filters, type or paste a complete date in YYYY-MM-DD format, or use the calendar icon on the right. Invalid dates stay available for correction and are not applied. Leave the date fields or press Enter to apply the range; typing an incomplete date does not refresh the list.

Date entry uses year, month and day segments. Type four year digits, two month digits and two day digits; separators appear automatically. A separator or leaving the field pads a one-digit month/day. Use left/right arrows or click a segment to change it. Paste YYYY-MM-DD or YYYYMMDD. Confirm with Enter or by leaving the date controls. Moving from From to To does not refresh an operational list; reports still use Apply. An invalid or reversed range is not applied.

View one posted transaction's journal

In Bank Account-Based Tracking, open an already Posted Expense, Income, Split, or Transfer. Select the three-dot More button beside Attach File, then Transaction Journal. For a Posted Bank Transaction, expand its row and use More before Attach File beneath Tags.

The read-only dialog shows that saved transaction's accounts, Note, Debit, Credit, and totals in its currency, using the same accounting rules as General Ledger. It includes applicable tax control lines. Unsaved edits are not shown. Close with the upper-right X to return to your transaction without losing your edits. New entries, Pending, Ignored, and Waiting Match records have no journal entry point. This is a single-transaction view, not a separate Reports menu item.

Bank and credit-card transaction names

The existing Transaction Type field offers Expense or Transfer for Money Out. For Money In it offers Deposit or Transfer on a bank account, and Credit Card Credit or Transfer on a credit-card account. Credit-card payments continue to use Transfer; there is no separate Credit Card Payment workflow.

The Category determines the accounting effect. A receipt against an Expense Category reduces that cost and appears in Received with positive Received and negative Expense Impact. Revenue receipts also appear in Received. Loans or owner contributions affect their liability or equity Category, not Profit & Loss revenue. Pending, Posted and Reconciled describe processing status independently of these document names.

A mixed Split can allocate one bank receipt to revenue and a fee. For example, $950 received can comprise $1,000 revenue and a $50 expense deduction. Received lists one $950 net receipt; Spent does not separately list the $50 deduction. Its drawer and reports retain the $1,000 revenue and $50 expense allocations; its posting, attachments, reconciliation and Undo are shared.

Selected rows show 1 row selected or N rows selected before the bulk action buttons. The count includes selection across pages. Clear clears the selection.