Process Pending Bank Transactions

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

Posting, undoing, ignoring, restoring, and deleting imported rows update saved data before xBoox refreshes the visible lists. If a later refresh fails, xBoox identifies the action as completed and asks you to refresh the page. Refresh before repeating the action so that you do not create a duplicate posting or repeat a completed deletion.

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.

Use From and To to limit the visible queue to a custom date range. Dates use the yyyy-mm-dd format and require a four-digit year. This same rule applies to date fields throughout xBoox. An invalid longer year is not applied to a filter or saved form; xBoox clears it and shows a temporary notification without moving nearby controls.

Post a row

Open Banking and select the correct account card.
Open Pending and select a row.
Confirm the Bank Memo, date, and money direction.
Choose Expense, Income, or Transfer.
Select an eligible Category or transfer account.
Review Tax and any conditional Rental Property assignment.
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.
Select Post in the row action or expanded review area and wait for the

confirmation. Both controls perform the same posting action. When a searchable Category field still has focus, the first Post selection is preserved instead of being consumed by the Category field closing.

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

The searchable Category menu follows the row's current Transaction Type. Expense puts Expense accounts first, while Income puts Income accounts first; changing the Transaction Type updates the available order. Transfer uses the other bank or credit-card account selector instead of ordinary Categories.

If the Category you need does not exist, select + New Category at the bottom of either the row or expanded-review Category menu. xBoox opens Add Category (Chart of Accounts) and defaults the new account to Expense or Income from the row's current Transaction Type. After an eligible account is saved, xBoox returns to the same pending row and selects it in both Category presentations. The pending Tax, Note, Tags, and other review details remain in the same draft.

Locked summary accounts remain visible in the searchable Category menu with a lock icon so their reporting structure is understandable, but they cannot receive a new posting. Selecting one opens a blocking explanation instead of silently clearing the Category. For example, select an eligible Vehicle subaccount rather than the locked 6700 Vehicle Expense summary account.

If Home Office, Vehicle, or Rental Property is disabled in Business Profile, xBoox blocks a new posting to that managed Category and opens a dialog directing you to enable the feature. When Home Office is enabled, 6600 Home Office Expense may receive a final claim calculated outside xBoox; Post shows a duplicate-claim warning before continuing.

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 Receipt Capture match found when a confirmed Receipt 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 a Receipt 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.

Delete imported Pending rows

Select eligible rows in Pending, then select Delete and confirm. xBoox displays a blocking progress dialog while it removes the selected imported rows. It shows the actual completed-row count, so the page does not appear unresponsive during a larger cleanup.

When the deletion finishes, the dialog closes and xBoox confirms the number removed. If one or more rows could not be deleted, xBoox reports the count that remains instead of presenting the cleanup as fully complete. Posted and Ignored rows must be returned to Pending before deletion.

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.
A Money In purchase refund or reversed bank fee normally posts to Expense

and the original Expense Category. It reduces that Category rather than becoming ordinary Income.

For a restaurant charge, enter the tax dollar amount printed on the receipt.

Do not calculate Tax from the bank total because that total may include a tip.

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.