xBoox

Record and review Transfers

Record money moving between your own eligible bank or credit-card accounts without treating it as income or expense.

Review money moving between your own eligible accounts without treating it as income or expense. Transfers opens Transfer History first. The history uses the available page width so Bank Memo can show more text on wider screens. On phones, Transfer History opens first and offers Record a Transfer when manual entry is needed.

Choose where to record a Transfer

If the movement appears in Banking → Bank Transactions, review and post it there. When both accounts import statements, match their corresponding rows. If the other eligible account does not import statements, select it from the bank row and post from that row. Do not create the same Transfer again from the manual form: doing so can count the account movement twice. An imported row still waiting for review is not itself a second posted Transfer.

Use Record a Transfer for a movement that has no available imported row, such as a historical entry that will not be imported. The manual form displays this guidance before entry; on desktop, it also links to Bank Transactions. If either selected account imports statements, Save Transfer asks you to confirm that the movement has not already been recorded. If a corresponding statement row is imported later, link it to the existing Transfer instead of creating another one.

Record a manual Transfer

  1. Open Transfers, then select Record a Transfer from Transfer History.
  2. Enter the date. Dates use yyyy-mm-dd with a four-digit year.
  3. Choose Transfer Funds From. It starts at Select Account; xBoox does not preselect a source.
  4. Choose Transfer Funds To. It also starts at Select Account; choose a different account.
  5. Enter a positive Transfer Amount.
  6. Optionally add a Bank Memo, Note, Tags, and up to three supported attachments.
  7. Save the Transfer.

Open Tags to choose one or more existing Workspace tags. The list closes when you click elsewhere or press Esc. Choose Add new tag at the bottom of the list to create and select a new Workspace tag without leaving Transfer.

After xBoox saves the Transfer, it clears the entry form and refreshes Transfer History, including its Note, Tags, and attachment selection. If the history refresh fails, xBoox tells you that the Transfer was saved. Refresh the page before entering it again; do not create a duplicate to work around a display-refresh message.

The source and destination must be different eligible active accounts. Transfer History shows the saved account movement. This includes Transfers created from Bank Transactions and Transfers dated in earlier years.

The History toolbar uses the same Search, Date, From, and To date-filter behavior as Bank Transactions. Date starts at All Dates; choosing a preset fills From and To with its actual range, including the correct calendar or fiscal-year range for the saved Workspace structure. This Year always means January 1 through December 31, rather than a through-today range. Editing either date changes Date to Custom Date. Enter also applies a valid manually entered date; leaving the field applies it too. From Account and To Account are Transfer-specific filters.

Transfer History keeps accounts that were used by saved Transfers in its From Account and To Account filters even after an account is made inactive. The new Transfer form continues to offer active accounts only.

Transfer History starts with 50 rows per page. You can display 50, 100, or 200 rows, see the current range and total, and move between pages. Use All Dates when reviewing a historical backfill; a narrower date choice only changes the visible results and does not remove the saved Transfer. Select a Transfer History row to open Edit Transfer in a drawer on the right. The saved Date, Transfer Funds From account, Transfer Funds To account, Transfer Amount, Bank Memo, Note, Tags, and attachments are filled in before editing begins. Users with transaction-edit access can correct a manual Transfer, then choose Save Changes. The source and destination must remain different eligible active accounts. Saving recalculates the movement in both accounts and records the change in the Audit Log. While saving, the drawer and its actions are temporarily unavailable and Save Changes displays Saving…. A successful save closes the drawer and confirms the result before the history list finishes refreshing.

Workspace Owners can delete an eligible manual Transfer from the same drawer. xBoox asks for confirmation, removes the Transfer from books and reports, and keeps the deletion in the Audit Log. A bank-created Transfer cannot be deleted from Transfer History. Its Date, Transfer Amount, and Bank Memo are read-only because they preserve the imported statement row. For a Money Out bank row, Transfer Funds From is also locked and you may correct Transfer Funds To. For a Money In bank row, Transfer Funds To is locked and you may correct Transfer Funds From. When both imported bank rows are paired, both accounts are locked. You may still edit its Note, Tags, and attachments. The disabled Delete action explains how to open Banking → Bank Transactions, select the source account, choose Posted, expand the matching row, and use Undo first. Matched or reconciled Transfers must be unmatched or have their reconciliation reopened before deletion.

The new-Transfer form and Bank Transaction Transfer selector list eligible balance-sheet accounts under their actual Chart of Accounts Account Type. The eligible types are Bank & Cash, Credit Card, Other Current Assets, Long-term Assets, Property and Equipment, Other Current Liabilities, Long-term Liabilities, and Equity. This allows movements such as a bank payment to or from Shareholder's Loan without categorizing the movement as Income or Expense. Eligibility follows accounting metadata rather than the account number.

Bank and Credit Card accounts are Transfer endpoints even though they do not appear in ordinary Expense or Income Category menus. When reviewing an imported row, xBoox removes only that row's own statement account from the Transfer selector. Other active eligible cards remain available. A card or other account without statement import enabled records a ledger-only Transfer and does not require a matching imported bank row.

Accounts Receivable, Accounts Payable, tax control accounts, opening-balance and retained-earnings controls, inactive accounts, locked accounts, and system-calculated accounts are unavailable because they have dedicated or restricted workflows. When an older saved Transfer references an account that is no longer offered for new Transfers, Edit Transfer still displays that referenced account instead of showing a blank From or To field. Choose an eligible replacement before saving if the historical endpoint itself needs correction.

Editing a Transfer changes the bookkeeping transaction. It does not rewrite an imported bank-statement row or its original memo. Confirm that the corrected Transfer still agrees with the source statement and use Reconcile to verify the affected accounts.

Transfer History shows Bank Memo and Note in separate columns. Bank Memo is the bank or manual source description; Note is optional internal text. xBoox does not automatically copy a new Bank Memo into Note.

The Transfer form places Date beside Transfer Amount and Transfer Funds From beside Transfer Funds To. Tags and Attachments follow Bank Memo and Note on separate rows. Attachments use the same count, Attach File, file-type icon, size, open-in-new-tab, and delete controls as Bank Transactions. You can also drop supported files into the attachment area. The form reserves space for up to three files before the save actions. The same field order is used in the edit drawer. Transfer History supports sorting by Date, From, To, Amount, Bank Memo, and Note.

Search updates the visible rows without interrupting the active Search field, so you can type a complete account name, amount, or memo continuously. Selecting a Transfer line in a Balance Sheet Transaction Report opens Transfer History and highlights the matching saved Transfer instead of creating a second detail presentation.

The Transfer form does not show an available or current account balance. xBoox statement imports are periodic records rather than live bank feeds, so an import-derived amount may differ materially from the current bank balance. Choose From account and To account, enter a positive amount and date, and optionally add a memo. Confirm available funds with the financial institution when needed, and use Reconcile to compare xBoox records with a statement.

Post a detected bank pair

xBoox may suggest a pair when two imported rows have the same absolute amount, opposite directions, different eligible accounts, and nearby posted dates.

Review the suggestion before posting. Posting either side creates one Transfer transaction and links both bank rows to it. Posting the other side later must not create a duplicate Transfer.

After posting, the saved movement is also available in Transfers > Transfer History. The destination account is retained from the bank-row posting, so it does not need to be entered again in Transfer History.

From the current bank row's perspective:

  • Money Out displays Transfer To Account.
  • Money In displays Transfer From Account.

Find a Match

Changing a Pending row to Transfer immediately shows transfer guidance and Find a Match in Suggestions. Choose Transfer To Account for Money Out or Transfer From Account for Money In in the expanded row. If you choose Find a Match or Post before choosing that account, a dialog explains what is missing and the account field is marked Required.

For accounts with statement import enabled, choosing the account automatically checks for equal amounts, opposite directions, and dates within seven days in the same Workspace. The number of possible matches appears beside Find a Match. Paired means the match is unique on both sides; Pairing means it needs review because either side has multiple possibilities. No candidates means the row remains Pending. Editing does not move the expanded row under Status sorting. Closing review or explicitly changing the view permits sorting again.

Find a Match opens one dialog with the suggested candidates. No candidate is selected by default. Select the corresponding row and choose Confirm and Post. Post can directly process a mutually unique pair; ambiguous pairs open the dialog.

Search More Records starts collapsed. Expand it only when the suggested rows are insufficient. Search by memo, date range, or exact amount beyond seven days. You may select up to 20 bank rows across result pages when their full totals agree, or link an eligible existing Transfer. Partial totals cannot be posted. Review the statements: equal totals alone do not prove that records belong together.

Both statement sides link to one Transfer. Existing Transfers are reused where eligible. A stale or concurrently processed selection is rejected so you can refresh and review it. Cancel or Close does not post anything. Undo of a bank-created multi-row Transfer releases the linked rows together; a linked manually recorded Transfer is preserved. Reconciled linked rows must be reopened before undo.

If the other statement account's records have not been imported, wait for import. An eligible ledger-only account with statement import disabled, such as a GIC, can be posted directly without a bank-row match. New custom accounts are offered according to their active account classification and posting eligibility, not a fixed list of account numbers. Desktop and phone selectors use the same rules.