xBoox

Edit or delete a manual transaction

Correct an eligible manual Expense or Income while preserving protection for bank-linked and reconciled records.

Edit one transaction

  1. Open Expenses or Income.
  2. Find the transaction using Search, Date, or Category filters.
  3. Open the transaction row.
  4. Update the available fields.
  5. Save the transaction and wait for the success confirmation.

For a manual Expense or Income, the line editor shows each Category allocation separately. Select Add Line to add another allocation, or use the trash icon on an extra line to remove it. The total remains one transaction. Each line retains its own Tax treatment and component amounts. If the transaction is already matched or reconciled, first remove the bank match or reopen the reconciliation before changing any line's financial details; eligible Note, Tags, and attachment edits remain available.

For a line with Exempt, Out of Scope, or Zero Rated Tax treatment, the disabled Tax Amount CAD field shows 0.00. Applicable GST/HST and PST components appear only when the selected Tax treatment uses them.

When editable, Bank Memo and each line's Note accept up to 500 characters. The same limits are checked in the form and again when xBoox saves the transaction.

When you change Tax, the selected treatment and its calculated tax components are saved with that transaction. You may adjust an applicable component separately when supported by the source document. Changing the Tax code recalculates its components; an existing manual adjustment is cleared. If the background list reload is temporarily delayed, xBoox retains the confirmed saved values in the current transaction state; do not save the same edit a second time.

For an Expense or Income created from Bank Transactions, the detail drawer also allows Category and Tax corrections. xBoox keeps the imported Date, total amount, Payment Account, Bank Memo, transaction direction, and source details locked. Changing Tax recalculates the Before Tax and Tax portions without changing the imported total. Split bank transactions remain managed from Banking.

When a Category or Tax correction is saved from a Profit & Loss transaction detail, xBoox automatically reloads the current report and keeps the same account detail open. A transaction moved to another Category disappears from the former Category detail, and the transaction count and totals update. If the report reload is temporarily unavailable, the transaction remains saved and xBoox tells you to use the report's Refresh action when convenient.

Use list actions

Workspace Owners may select one or more rows to reveal Delete, Export CSV, and Clear actions in the Transactions header. Open a single transaction row to edit it. The detail drawer groups Delete beside Save Changes at the lower right and keeps a square × close button at the upper right. Clear removes the current selection without changing transactions.

If no detail has changed, selecting the shaded area outside the drawer closes it. After a field changes, selecting the shaded area leaves the drawer open. Use Close or the Escape key to choose Discard changes or Keep editing.

On a phone, bulk selection is not shown. Select a transaction card to open its details. Swipe a card to the left to check its deletion state. An eligible manual Expense shows an active Delete action; a protected record shows the same action in a disabled state. Swipe deletion uses the same server protection rules as desktop deletion.

Delete protection

xBoox soft-deletes eligible manual transactions instead of erasing their history immediately.

  • An unmatched and unreconciled manual transaction may be deleted.
  • A transaction created from Bank Transactions cannot be deleted here. Hover over

Delete for directions to use Bank Transactions → Undo.

  • A matched transaction cannot be deleted as an ordinary manual record.
  • A reconciled transaction requires reopening the reconciliation first.
  • A transaction that affects a filed GST/HST period requires changing that filing record back to Reviewed before deletion. Income affects GST/HST reporting even when its selected Tax treatment produces zero tax.
  • Deleting a transaction created by Receipt Capture keeps its attachment and returns the receipt to Needs review so it can be corrected or posted again.
  • Only the Workspace Owner may delete a transaction. Accountants with transaction-edit access may edit eligible fields but cannot delete it.
  • Bulk delete may delete eligible rows and skip protected rows in the same request.

The drawer keeps Delete visible when deletion is unavailable. Bank, matched, reconciled, and permission protections are explained from the disabled action. If a filed GST/HST period prevents deletion, the confirmation flow explains that the filing record must first be changed back to Reviewed.

Backend validation is authoritative. If the screen and saved accounting state differ, xBoox follows the server protection rule.

The same protection applies to financial edits. A matched manual transaction must be unmatched before its Date, amount, Category, Tax, payment account, or direction can change. A reconciled transaction must first have its reconciliation reopened. A transaction that affects a GST/HST period marked Filed requires returning that filing record to Reviewed before adding or changing its financial details. Note and other eligible non-financial details do not remove or reset the saved match status or historical Tax snapshot.

If the Category previously used by a transaction has since been made inactive, xBoox keeps that historical Category on the transaction and still permits eligible non-financial changes such as Note or Tags. Select an active Category before changing the transaction's accounting classification. xBoox checks the latest transaction revision, bank-match links, and reconciliation state again whenever it saves an edit. If another action changed that state, refresh the transaction and review it before trying again.

For a partial refund, a refund received in another reporting period, or a refund whose original entry should remain as evidence, create a separate negative Expense in the original Category instead of deleting the purchase. See Record Refunds, Rebates, and Reversed Bank Fees.

Shared transaction drawer

New manual Expense and Income forms show Date and Payment Account above each Category, Note, amount, and Tax line. The transaction-level Bank Memo and Tags sit beneath the lines, followed by Attachments. Existing transaction details preserve their source-specific editing permissions; bank-originated fields remain locked where required, and bank splits are reviewed through their existing split summary.

A manually adjusted tax component retains its adjustment when you reopen the transaction. Other applicable components continue to calculate when the amount changes. Enter an explicit zero when a component should be zero; an empty tax amount is not accepted. Older records without component-level adjustment history retain their saved adjustments conservatively.

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.