Complete the first reconciliation

Compare imported bank rows with a statement ending balance and save a review or completed reconciliation.

After xBoox reconciles, closes with a difference, or reopens a period, it refreshes the available periods and History. If that refresh fails, xBoox tells you that the reconciliation action completed. Refresh the page before repeating the action; do not close or reopen the same period again to repair a stale list.

When another user is working in Bank Transactions at the same time, a row Undo that is still preparing can be stopped if reconciliation completes first. The person attempting Undo should reload and check Reconcile History before retrying. This does not automatically reopen the completed reconciliation.

Before you begin

Set the account Opening Balance.
Import the applicable .qbo statement.
Process or review relevant Pending bank rows.
Have the bank statement ending date and ending balance available.
Confirm that the account is active and enabled for statement import and reconciliation.

After you save a changed Opening Balance from Reconcile, xBoox reloads the available Statement Periods for the account you are currently viewing. The selected account stays in place; you do not need to switch accounts to refresh its periods. Opening Balance is the balance at the start of its saved date. The first available period may therefore begin on that date, and posted activity on that date remains available for reconciliation. Periods ending before that date are excluded.

If Reconcile cannot load statement accounts, xBoox uses the standard system dialog instead of inserting an error banner into the page. Follow the dialog's recovery message or select its Open Help Center button. The article opens in a new browser tab so Reconcile stays open. A genuine “statement account required” message means no active Bank & Cash or Credit Card account is enabled for statement import and reconciliation; a loading error means you should refresh xBoox and try again before changing account setup.

Preview the reconciliation

Open Accounting > Reconcile.
Select the account.
Review Account Readiness. Opening Balance and Statement Cycle must be ready.
Select the full Statement Period date range that matches the statement.
Enter the statement ending balance. For a credit card, enter the amount owing as a positive number, exactly as shown on the statement.
Select Preview.

If the selected account still has Pending bank rows dated within this statement period, xBoox shows their count before you continue. Select Review Pending Transactions to process them in Bank Transactions, or Continue Preview to inspect the current reconciliation. The reminder does not post, ignore, or select those rows for you.

Preview setup errors, such as a missing or invalid Statement Period, appear in the standard xBoox dialog instead of a red message across the page. Correct the field and select Preview again. If you open Reconciliation History from Year End Review, its account and date range filter applies to History only. When you switch to New Reconcile, choose from that account's available statement periods; the historical range does not select a period for a new reconciliation.

In History, View Report opens the saved reconciliation detail. Its period summary uses the same neutral card background as Account Summary for reconciled, closed-with-difference, reopened, and older review records. The status and saved Difference remain visible in their own labels and values.

After reviewing Pending rows in Bank Transactions, select Return to Reconcile. xBoox keeps the account, statement period, and ending balance, then loads a fresh Preview. Posted rows in the current period, including any you just posted, are selected by default. Review the updated selection and Difference before completing the reconciliation. A brief confirmation appears without moving the page controls.

Fast previews complete without inserting a loading message into the page. If a preview takes longer than a brief delay, xBoox shows a temporary loading runner over the app without moving the Reconcile form or results.

The ending-balance field keeps the active input and cursor while you type, including when entering cents. As soon as the field contains a valid amount, Preview becomes available without requiring you to click elsewhere first. The field remains white because it accepts user input; validation is shown by the border and helper text rather than by changing the field background. A pasted valid amount is committed by the first Preview selection.

The empty ending-balance field shows 0.00 as a light prompt only. You can click the field and type or paste the statement amount directly without first deleting a default zero.

xBoox does not show reconciliation rows until setup is complete and Preview is selected. Reconcile uses the imported bank row's Post date as the statement date. Only rows already posted to the books, linked to an active bookkeeping transaction, and not already reconciled are offered for selection. Pending and Ignored bank rows are not reconciliation candidates. Process a Pending row in Bank Transactions before reconciling it.

Posted rows whose Post date is inside the selected Statement Period are selected by default. Eligible earlier posted rows that remain unreconciled are carried forward in an Earlier Unreconciled group and remain unselected until you confirm that they appear on the current statement. Eligible posted rows from the complete following statement cycle appear under Next Statement Period and are also unselected by default. Rows before the saved Opening Balance date are already represented by that balance and are not offered for selection; rows on the Opening Balance date belong to the first period.

Posted Bank Transactions uses one table with a heading, date range, and posted-transaction count for Earlier Unreconciled, Current Statement Period, and Next Statement Period. The current period stays expanded and shows an empty-state message when it contains no posted transactions. Earlier and next-period groups start collapsed and can be expanded with their arrow controls. Their collapsed state does not depend on whether the Difference is zero and does not change selected rows or calculations. The selected count explicitly refers to Posted Transactions.

If you skip a statement period, its unreconciled rows therefore remain visible when you preview a later period. Select an earlier row only when it actually appears on the statement you are reconciling; otherwise leave it unchecked so it can continue forward for later review.

Selecting or clearing a later candidate keeps the row list at its current scroll position while xBoox recalculates the cleared balance and Difference.

The Statement Period list begins with the cycle containing the earliest imported bank-row Post date, or with the period after the latest completed reconciliation. An earlier Opening Balance date does not create empty statement periods before the imported history. The list is not limited to the most recent 12 periods. Longer lists are grouped by year. If the statement you are catching up is not in the list, choose Custom statement ending date. For a bank account, use the last calendar day of the month. For a credit card, use the saved statement closing day. A custom date cannot be earlier than the saved Opening Balance date.

When you select rows quickly, xBoox applies only the latest Preview response. An earlier calculation that finishes later cannot replace your newer selection. Changing the Account, Statement Period, custom ending date, or ending balance also cancels the result of any Preview still in progress. Select Preview again after the form contains the statement details you intend to complete.

If Preview is unavailable, the message below the button identifies the first item to complete, such as Opening Balance, credit-card statement closing day, Statement Period, or Statement Ending Balance.

Credit-card statement cycle

Credit cards use the monthly closing day printed on the statement. When you select a credit card without this setting, xBoox opens the Set Statement Closing Day / Credit Card Setup dialog. Enter the Statement Closing Day and select Save & Continue. Enter 15 when the statement closes on the 15th of each month. If it closes on the last day of each month, enter 31; xBoox uses the actual last day of shorter months, including February. If you cancel before saving, select Set Closing Day First in the Statement Period field, or select Set in Account Readiness, to open the dialog again.

After it is saved, Reconcile shows a temporary centred confirmation and updates the closing day in Account Readiness without inserting a status banner into the page. Select Edit there to reopen the same dialog if the issuer changes the cycle. The available Statement Period ranges are recalculated from the saved closing day. For a closing day such as 29, 30, or 31, a shorter month uses its actual final day and the following period starts the day after the previous month's effective closing date.

Changing the Statement Cycle does not change an already completed statement or its saved ending date. xBoox applies the new closing day to the next available period after the latest completed reconciliation, rebuilds the Statement Period list immediately, and clears any old Preview. Preview again using the newly generated period before continuing.

In Banking > Bank Transactions, a question mark beside a credit-card Balance Due means its Opening Balance or Period setup is incomplete. It offers only the missing setup action. Once both settings exist, the question mark changes to the Balance Settings gear, where Edit Opening Balance and Edit Period remain available. Edit Period opens this same Statement Closing Day editor for the selected card.

Change an opening balance

Opening Balance is the starting point for the account, not a recurring statement amount. In Account Readiness, Set appears before an Opening Balance exists and Edit appears after it has been saved. Either button opens the existing Set Bank Balance dialog over Reconcile for the selected account. The page stays on Reconcile while you enter and save the balance.

You may edit the Opening Balance after a period has been completed. Choose why you are making the change: adding earlier historical transactions, correcting the amount, correcting the date, or another reason. A written explanation is not required. xBoox keeps the completed reconciliations and records the prior and new date and amount, selected reason, user, and time in the audit history. The reason appears as a regular form field. Its red guidance text explains that changing the starting balance may create differences in completed periods; review the completed history after saving.

If the first imported statement period is incomplete, either import the missing earlier rows or begin with the next complete statement. To begin with the next complete statement, use Edit before completing any reconciliation and enter the previous statement's ending balance as the Opening Balance, dated as of that previous statement ending date. For a credit card, enter the positive amount owing. Preview the next complete period and confirm that its payment, credits, and charges reproduce the statement ending balance. Do not omit a real payment merely to force Difference to zero.

When an Opening Balance with completed history changes, Account Readiness shows an Opening Balance Changed reminder inside its existing panel. If the starting point moves earlier, unfinished periods from that earlier date are included in Statement Period from oldest to newest. Completed periods remain excluded. Periods are grouped by year and the native menu scrolls when the history is long.

If this account has earlier periods completed with a nonzero Difference, the same Account Readiness panel shows a separate Historical Differences Remain on This Account reminder. Both issues use the same alert icon and show their guidance directly inside the panel, separated by a fine divider. A zero Difference in a later period does not resolve an earlier one. You may still continue. The reminder identifies up to three affected statement dates and their saved Differences; if there are more, History shows the complete list. Positive and negative Differences are shown separately so they cannot hide each other in a net total.

Select the single Dismiss Reminder action to hide both visible reminders for your signed-in user, account and browser. This is a display preference, not a confirmation that the books have been checked. It does not change completed periods, selected rows, Differences, or the Needs Review badges in History. A new opening change or newly completed period with a difference shows a new reminder. If browser storage is unavailable, the dismissal lasts only for the current visit. The panel also states that dismissal does not change saved results or History Needs Review status. The existing Opening Balance change record and any previously recorded history acknowledgement remain in Audit Log.

Complete each applicable period by comparing xBoox with the real statement. A zero Difference confirms that the selected amounts balance; it cannot determine whether two same-value transactions were distinguished correctly. A nonzero Difference may still be saved as Closed with Difference. xBoox records the selected rows and result instead of preventing completion.

A replacement bank account or credit card is a different account. Set its own Opening Balance; do not overwrite the old account's Opening Balance. Statement Cycle remains editable because it describes future statement closing dates, whereas Opening Balance remains the historical starting point.

Review the difference

xBoox uses:

``text Bank Statement Ending Balance - xBoox Cleared Balance = Difference ``

Review selected rows and exceptions until the result matches the real statement.

Save the result

Select Complete Reconciliation after Preview. A zero-difference statement with no selected rows outside its period uses a compact confirmation showing the green Difference $0.00 result first, followed by the statement ending date, ending balance, and selected-row count. It retains a short reminder that a later correction can use Undo This Period or Undo This and Later Periods.

When Difference is not zero, selected rows fall outside the statement period, or bank rows remain Pending for the period, the same confirmation expands to show clearly labelled review points on neutral surfaces. It still shows the statement ending date, ending balance, and selected-row count. Check the opening balance, statement ending balance, and selected rows before completing. Pending rows should be reviewed and posted or ignored as appropriate; a zero Difference alone does not confirm that every statement row was included. You can still continue after reviewing the warning. The reminder explains both Undo scopes and the possible continuity review when later periods remain completed.

If Difference is not zero, the dialog shows the amount. You may still select Confirm and Complete. xBoox saves the period as Closed with Difference, preserves its difference, and permits the next period to proceed. It does not create an adjustment transaction or erase the difference. A later period balancing to zero does not resolve an earlier difference.

If you selected earlier unreconciled rows or rows after the statement date, the same dialog lists their dates, memos, directions, and amounts. Check that they appear on this statement. These reminders do not prohibit completion.

The Review Note is optional. Selecting Confirm and Complete records your confirmation along with any note and cross-period row references. A zero difference is saved as Reconciled. History and View Report retain the result, difference, and review note. New Reconcile shows a dismissible reminder inside Account Readiness when earlier periods remain Closed with Difference, without preventing progress.

Earlier statement periods can be completed even when later periods are already completed. Review the historical-continuity explanation in the completion confirmation, then confirm to continue. xBoox preserves later results and does not create an adjustment transaction. Non-adjacent balances are not compared as if the statements were consecutive: missing periods mean continuity is not yet verified. Adjacent periods with different ending and beginning balances show the actual continuity difference separately from the current statement's Difference. If this review changes before submission, review the updated confirmation and submit again.

If two browser tabs attempt to complete periods for the same account from the same starting state, only the first valid write is saved. This applies both to the same period and to different periods that would otherwise use the same beginning balance. A simultaneous Opening Balance change also stops the older completion. Preview again before retrying a request that reports the reconciliation state changed.

The same protection applies to Close with Difference. xBoox verifies that the beginning balance, selected Posted rows, and Difference still match the Preview shown in the confirmation dialog. If any of them changed in another tab or process, nothing is saved; Preview again and review the updated Difference before confirming.

Select the square X in the upper-right to revise your selection, or Open Help Center to read this explanation in a new tab. If this period later needs reopening, History lets you reopen just this period or this period and all later completed periods.

After Preview, the Attachments area appears below the bank-row table. Select Attach File beside Complete Reconciliation, or drop files into the dashed area. Uploaded files appear directly in the list, without opening an attachment-management dialog. The title shows the file count. Each file row shows its type, name, size, an icon to open it in a new browser tab, and Delete. The two action buttons remain side by side on desktop.

While a file uploads or deletes, a short status stays inside the dashed area without shifting the rest of the page. In History, if only some files in a selection are accepted, the attachment list keeps the accepted files and shows which others were skipped. An upload that stops after an earlier file succeeded does not remove that successful file; check the list before retrying.

Each reconciliation supports up to three statement files. File selection and drag-and-drop use the same upload limit. Wait for an attachment upload or deletion to finish before completing the period. Draft files stay with the selected account and statement ending date while you switch periods in the current page session. Refreshing the page does not restore unsaved attachment drafts. History continues to open the saved statement's attachment-management dialog. When completing a previously reopened period, the Attachments area also shows files retained from that period's earlier reconciliation. Those files count toward the three-file limit and can be opened or deleted before completion.

Needs Review in History

A completed statement keeps its Reconciled or Completed with Difference status. When a historical balance boundary needs checking, an additional orange Needs Review badge appears beside it. Reasons are not printed under the badges. Select Needs Review to open a wider notice showing the saved Difference, the affected previous and next statement connections, and the next step. When an older saved record lacks a period start or beginning balance, the notice identifies the missing detail. View Report opens that statement's saved report. Close leaves its review status in place. The Needs Review Status filter finds these records.

A $0.00 Difference describes the saved statement result, not verification of all earlier history. The review may identify missing historical periods, an adjacent balance mismatch, a changed opening balance/date, overlapping periods, or an older snapshot without enough boundary information. Only records at the affected boundary are marked, not every later statement.

Closing the explanation does not resolve or acknowledge away the issue. xBoox checks current continuity when History or a saved report is loaded. After missing periods are completed and the boundary agrees, refresh History to see the badge removed. The original completion snapshot and its review metadata remain in the saved record and audit trail. If a real mismatch remains, review the bank statements and opening balance; use the existing Undo workflow when a completed period requires correction. Refreshing History alone cannot supply period details that were never saved in an older record.

History and reopen

Use the History view to filter final reconciliations by account, period, and status. The filters and results appear together in the Reconciliation History container without separate record-count labels. History is ordered by Statement Ending Date, with the latest statement first. Period choices follow the Workspace business structure. From and To always show the selected period boundaries; preset-period dates are read-only, while Custom Range makes both dates editable. A year or fiscal-year view shows its complete 12-month history without an inner vertical scrollbar. All Dates uses 20 rows per page by default and provides Rows per Page, a visible-range summary, and Previous and Next controls. Select a row or View Report to inspect the saved row snapshot. The report keeps its rounded frame fixed while its contents scroll, and shows a compact account equation, reconciliation metrics, review note, and selected imported-row snapshot. Attachments (0) always shows the current file count; open it to add, view, or delete up to three statement attachments. Successful attachment additions and deletions update the list directly without adding a confirmation banner.

If a reconciled bank or credit-card account is later made inactive, it remains available in the History account filter with a historical label. It is not offered for a new reconciliation.

For a Corporation with a valid fiscal-year start date, the Period filter offers This Fiscal Year, Last Fiscal Year, This Year, and Last Year, and defaults to This Fiscal Year. A Sole Proprietor uses This Year and Last Year and defaults to This Year.

Use Undo Reconciliation, immediately to the right of View Report, when a closed period must be corrected. Before you enter a reason, xBoox checks the account's complete reconciliation history and shows the selected period plus every later completed period. This impact list is not limited by the current History date filter. If later periods exist, choose Undo This Period (the default) or Undo This and Later Periods. The warning lists what will be undone and what will stay completed. The scope choices use compact radio controls. A neutral impact list shows the dates and each period's outcome; only the final Undo action carries a destructive-action style. Select Open Help Center in the confirmation dialog when you need this explanation while reviewing the impact. It opens this section in a new browser tab and leaves the confirmation dialog and your entered reason open in xBoox.

When you complete a reopened period, its existing statement attachments are retained on the new completed reconciliation for the same account and period. Deleted attachments are not restored. The three-file limit includes retained attachments and newly added files. The audit history records the source reconciliation for retained files. If attachments change during completion, preview again before retrying.

Undo reconciliation scope

A completed reconciliation preserves the selected rows and balance used for that statement. Its zero Difference does not prove that missing historical periods have been checked. Consecutive periods rely on the ending balance carried forward from the preceding period.

If an earlier reconciliation were undone and changed by itself, a transaction could be added, removed, corrected, or moved to another date while the later periods still appeared reconciled using the old history. Their saved zero differences would then no longer prove that the updated books agree with those later bank statements.

With Undo This Period, xBoox reopens only the selected statement. Later completed statements and their selected bank rows remain unchanged, but History marks them Needs Review until the selected period is reconciled again and the saved balance connection is checked. If the renewed balance still does not connect, the affected later statement remains flagged for review. Complete the reopened period through New Reconcile as usual.

With Undo This and Later Periods, xBoox reopens all listed same-account periods. Reconcile them from oldest to newest after correction. Neither option deletes saved history or the audit trail; only reopened periods have their bank-row reconciliation marks removed.

After the correction, start with the oldest reopened statement. Reconcile each period in date order so its ending result becomes the verified starting history for the next period. Other bank or credit-card accounts are not included.

Enter a reason only after reviewing the list, then select the acknowledgement checkbox. The confirmation button states the selected scope. xBoox rechecks the impact list when you submit. If another completed period changed in the meantime, xBoox refreshes the list and requires a new acknowledgement. Undoing removes reconciled marks from the affected bank rows while preserving each saved history record and its audit trail. The saved reports remain read-only detail views and do not duplicate the undo action. Rows that were already posted remain in Posted. An imported row that has no posted bookkeeping record or transaction match returns to Pending so you can review and post it before reconciling the period again. A row with an existing match remains matched. For a Transfer whose two imported sides were reconciled separately, undoing one account does not remove the shared Transfer's reconciled protection while the other account's bank row remains reconciled. After Undo completes, xBoox closes the confirmation dialog, shows a temporary centred success notice, and refreshes the available Statement Period and Opening Balance lock state. For a selected-only Undo, it opens New Reconcile with the account, date and former ending balance ready to review. Correct the issue, then reconcile every reopened period. A saved report is not opened automatically.

Important rules

A completed statement ending date cannot be reconciled again until it is reopened.
New Reconcile shows the same eligible active statement accounts used for statement import. It refreshes after Chart of Accounts changes, so inactive, deleted, or no-longer-eligible accounts are not offered for a new reconciliation. History separately retains accounts with saved reconciliations. Renaming or renumbering an account does not change eligibility.
Reconciled rows and related transactions are protected from ordinary change.
Bank Transactions does not directly undo a posting that belongs to a completed

reconciliation. Undo the statement period in History first, correct the row, and then reconcile the period again.

Save buttons are disabled while a request is in progress to prevent duplicate records.
Closing with a difference is not the same as achieving a zero-difference reconciliation.

Older saved periods may lack an explicit period-start date. If their saved snapshot identifies the immediately preceding completed period, xBoox uses that saved link to assess continuity. It does not mark every older record for review simply because the newer period-start field is absent. If the saved link is missing or points to a different period, Needs Review still means continuity cannot be verified from the available history.