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

Open Transfers, then select Record a Transfer from Transfer History.
Enter the date. Dates use yyyy-mm-dd with a four-digit year.
Choose Transfer Funds From. It starts at Select Account; xBoox does not preselect a source.
Choose Transfer Funds To. It also starts at Select Account; choose a different account.
Enter a positive Transfer Amount.
Optionally add a Bank Memo, Note, Tags, and up to three supported attachments.
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 This Year or the saved profile’s This Fiscal Year; 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, 200, 300, or 500 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.

Note and memo length

Note, memo, description, and review-reason inputs use a single line. Use the left and right arrow keys to move through longer text without expanding the form. New or edited text is limited to 500 characters; typing stops at the limit, and pasted text is silently shortened. No character counter or extra dialog appears. Existing longer notes are preserved when you save other changes without changing that text. Imported working Bank Memo fields are limited to 500 characters; the original import source is retained separately.

View one posted transaction's journal

In Bank Account-Based Tracking, open an already Posted Expense, Income, Split, or Transfer. Select the three-dot More button beside Attach File, then Transaction Journal. For a Posted Bank Transaction, expand its row and use More before Attach File beneath Tags.

The read-only dialog shows that saved transaction's accounts, Note, Debit, Credit, and totals in its currency, using the same accounting rules as General Ledger. It includes applicable tax control lines. Unsaved edits are not shown. Close with the upper-right X to return to your transaction without losing your edits. New entries, Pending, Ignored, and Waiting Match records have no journal entry point. This is a single-transaction view, not a separate Reports menu item.

Enter dates on desktop

Editable Date, From, and To fields share year/month/day keyboard entry. Type or paste 2023-10-31, or select a date with the calendar icon. Clicking the date text lets you edit it without opening the calendar. Invalid dates remain available for correction. Existing default dates, locked imported dates, and allowed date ranges still apply. Period menus and phone date sheets retain their existing behavior.

Transfer Summary

Four cards show year-to-date transferred amount and transfer count, plus this month's amount and count. Incorporated workspaces with a valid fiscal year use FYTD; sole proprietors use calendar YTD. Comparisons use the same elapsed period last year or last month and display the prior amount or count. All values and trends are neutral. Completed transfers across all accounts are counted once per saved transfer, regardless of how many imported bank rows are linked. Deleted, ignored and incomplete transactions are excluded. Cards use the workspace currency and remain independent of history filters. A zero prior value shows No prior activity rather than an undefined percentage.

On desktop Bank Account-Based Tracking, Bank Transactions, Spent, Received and Transfers use the same table controls. The toolbar contains Search, Date, From, To and Tags. Open a column's three-dot menu for Sort Ascending, Sort Descending, Clear Sort, Filter This Column, Manage Columns and Reset Column Widths. Hide Column is offered only for optional columns. Clicking a sortable header cycles ascending, descending and the default date order.

Transfer edit drawer controls

The edit drawer uses the same close button and opening/closing motion as Spent and Received. Opening or closing it keeps the history and summary cards in place. For a completed Transfer, the Transaction Journal action is beside Delete in the footer. Imported statement fields remain protected even though the drawer no longer repeats the source-lock explanation below its actions. The Delete tooltip still explains when Banking Undo is required.

Download or print Transfers

On desktop, use Download or Print in the Transactions header. Both use the complete current filtered results across pages. Transfers has no bulk checkbox selection. Download lists Export to Excel followed by Export to CSV. Both include Date, From, To, Amount, Currency, Bank Memo and Note, respecting Customize columns. Filenames use Workspace_Transfers_From to To_YYYYMMDD_HHMMSS, or All Dates for an unrestricted date range, with a client-local timestamp. CSV includes UTF-8 BOM and text safeguards; financial amounts remain numeric. Print uses the shared PDF typography/header conventions, landscape paper, currency formatting, repeated headings, intact dates and wrapping notes. Printing includes the Workspace, filter scope and record count. Browser print settings control the printer, Save as PDF, scaling and optional browser headers/footers; no separate PDF download is offered. Empty results disable both controls.

Customize displayed columns

Select Customize at the left of the Download and Print controls. Columns is the first section. Choose optional columns and select Apply. Required transaction columns stay checked. Reset restores the default draft; Apply saves it. Cancel, Close, Escape or clicking outside discards pending changes. Choices are remembered in this browser for each list. Customizing columns does not change transactions or request a new data snapshot.

Excel data row height

Page-level Excel downloads use fixed-height data rows with automatic text wrapping off. Long Memo, Note, Description and account text remains fully stored in the cell. Widen the column or select the cell and use the formula bar to read it; fonts are not shrunk to fit. Column headings may wrap separately. This presentation rule does not alter amounts, records, CSV or PDF output. Settings Data Export is outside this update.

Excel titles, Workspace/period labels, scope notes and column headings are separate from fixed-height data rows: they wrap and receive additional row height as needed. Scope notes span the table width. Summary exports freeze the rows above the data without freezing the first column; detail exports also freeze the first identification column. The freeze line is an Excel viewing aid, not a printed border. Account columns remain text columns. Settings Data Export remains outside this update.

Desktop table controls

Spent and Received provide Date, Amount, Category, Pay From or Deposit To, Bank Memo, Status and Source column filters. Transfers provides Date, From Account, To Account, Amount, Bank Memo and Note; it does not add income/expense Category or Tax columns. Transfer Tags use the existing saved transaction tags. Category and account pickers are searchable and support multiple choices. Choices within one column match any selected value; different columns combine. Category counts are calculated only when opening the filter and count each transaction once per category, including Split categories. Amount conditions use the full displayed amount, with at most two decimal places; Transfers compares amounts in each record’s currency without currency conversion; Between includes Minimum and Maximum. Filters do not edit records or change summary-card reporting periods.

Choose Apply to commit a column filter, Cancel to discard its draft, or Clear to remove that column condition. Search, dates, Tags and column conditions appear beside Tags: click a label to edit, × to remove one, … +N to see the rest, or Clear All to clear the table conditions. Date ranges use YYYY-MM-DD to YYYY-MM-DD. Filtering resets the page and selection. Downloads and Print use the existing selected-record or complete filtered-results scope, including these column conditions.

Customize includes Allow Column Resizing, enabled by default, and Restore Default Widths. Drag a thin header divider or use its Left/Right arrow keys for small adjustments. The neighbouring flexible column gives up or receives width, within minimum limits; the table total stays unchanged. Fixed control columns retain their width. Visibility and width preferences remain separate for each list in this browser. Hidden columns retain their saved share and window resizing constrains the saved proportions. Mobile controls keep their existing presentation.

Default periods and account lists

Bank Transactions (Pending, Posted and Ignored), Spent, Received and Transfers initially select This Year, or This Fiscal Year when the saved Business Profile uses a valid corporate fiscal year. All Dates and custom ranges remain available; explicit date choices are retained while the page remains open. Account-filter dropdown lists are about one-third wider than their previous size, limited by the viewport, and only the inner options list scrolls. Transfer card comparisons reuse Spent/Received typography with neutral colour; their calculations are unchanged.