xBoox

Process Pending Bank Transactions

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

Understand the queues

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

Post a row

  1. Open Banking and select the correct account card.
  2. Open Pending and select a row.
  3. Confirm the Bank Memo, date, and money direction.
  4. Choose Expense, Income, or Transfer.
  5. Select an eligible Category or transfer account.
  6. Review Tax and any conditional Rental Property assignment.
  7. 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.
  8. Select the posting action and wait for confirmation.

Posting creates or links the final transaction and moves the bank row out of Pending.

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.

When a Rule or transfer Pair supplies the posting suggestion, its confidence meter animates only the first time that suggestion is shown. Changes to Attachments, Tags, Note, Tax, or other non-matching details do not replay the meter. If the user changes a Rule's suggested Transaction Type or Category, or changes a Pair's Transfer type or paired account, the meter is replaced by a short review message. Restoring the suggested values restores the confidence meter without replaying its animation.

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 Spent, Tax, and Expense Before Tax summary uses the same compact height as the Transaction Type and Category controls.

Update supporting details after posting

Open a row in Posted to update its Note, Tags, or Receipt Attachment, then select Save. Receipt Attachments use the same upload, view, and delete controls as Pending rows.

Posted accounting fields remain locked. To change the transaction type, Category, account, amount, date, Tax, or Tax Amount, select Undo to return the row to Pending first. The imported Bank Memo remains read-only because it is original statement evidence.

Post with a receipt match

A Pending money-out row may show Expense Capture match found when a confirmed Expense 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 Categories or transaction types. Every split line has its own type, Category, amount, Tax, and Note. Line amounts must add up to the imported row total.

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

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.

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 an Expense Capture Expense, Undo keeps that source document and image, 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.

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.
  • Bank-created core accounting fields should be corrected from Banking, not directly from Expense or Income detail.
  • 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 requires reopening the reconciliation before changing its accounting state.