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.

When editable, Bank Memo accepts up to 1,000 characters and Note accepts up to 2,000 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 Close 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. Undo it

from Banking when the imported transaction itself must be removed or changed.

  • 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.