How do I add, edit, or delete manual transactions in bank reconciliation?

• Import Transactions From a File
• Add Transactions
• Edit Transactions
• Delete Transactions
• FAQs

Import Transactions From a File

• Date - Use the same date format for all
• Amount or Amount Spent and Amount Earned
  • Amount (1 Column) - Use positive numbers for money in transactions and negative (-) numbers for money out transactions
  • Amount Spent and Amount Earned (2 Columns) – Use positive numbers only for both

• Description
• Category - Use only Operating Expense parent categories
  • If the Category does not yet exist, expenses imported under this non-existent category will be categorized under Uncategorized Expenses instead

1. Select the Accounting section
2. Then select the # left to match link next to the Bank Account you want to reconcile in
3. If prompted, either select Skip or Confirm and Continue for Likely Matches
4. Under Unreconciled Bank Transactions, select the Add Bank Transaction button
   
   
5. Select Import from File
6. Then select your CSV
7. Match the fields to the columns from your file using the dropdown (e.g., Date should match to the Date header inside your file)
   
   
8. For the Amount Format, choose between 1 Column or 2 Columns
   1. If 2 Columns is selected, Amount Spent and Amount Earned fields are used and must be matched
9. Once you’re done matching and specifying the Date Format, select Import Transactions
10. New transactions will be added and you can start reconciling them. If the new transactions are from before the Opening Balance Start Date, the Start Date will need to be adjusted to include these new transactions before they can become available for matching.

• If the file import was not successful, check below for common reasons
• Ensure all transactions are unique in the CSV file, otherwise, use below steps to delete duplicate transactions
• All imported transactions from the CSV file are labeled as Imported via CSV under the description, to help you differentiate between imported and manually added transactions

Add Transactions

1. Select the Accounting section
2. Then select the # left to match link next to the Bank Account you want to reconcile in
3. If prompted, either select Skip or Confirm and Continue for Likely Matches
4. Under Unreconciled Bank Transactions, select the Add Bank Transaction button
   
   
5. Then select Add Manually
6. For the Transaction Type, choose between Money In or Money Out
   
   
   
   
7. Transaction Date is automatically set to present day, select on this to change it to a different date if needed
8. Next to Amount, specify the total of this transaction
9. If needed, add notes in the Description field to give more details on the transaction, including any description from your bank statement
10. Select Add Another Transaction to add more transactions, or select Review and Confirm
11. Then select Confirm to finish. These new transactions will appear under Unreconciled Bank Transactions along with creating any expenses from money-out bank transactions for you to reconcile with. If the new transactions are from before the Opening Balance Start Date, the Start Date will need to be adjusted to include these new transactions before they can become available for matching.

• Adding a money-out transaction will automatically create a matching entry in the expenses section, these expenses will show the Source as User Created
• Adding a money-in transaction only creates a new transaction under Unreconciled Bank Transactions
• All manual transactions are labeled as Manually Added Transaction under the description, to help you differentiate between imported and manually added transactions

Edit Transactions

1. Select the Accounting section
2. Then select the # left to match link next to the Bank Account you want to reconcile in
3. If prompted, either select Skip or Confirm and Continue for Likely Matches
4. Under Unreconciled Bank Transactions, check off the box(es) next to the transaction(s) you want to edit
   
   
5. Select the Bulk Actions button
6. Then select Edit
7. Edit the transaction details as needed and select Save Changes to finish.

• To change the Transaction Type, note the details of the transaction, delete it, and add it as a new transaction under the correct Transaction Type instead
• Editing a money-out transaction will also edit the corresponding expense

Delete Transactions

1. Select the Accounting section
2. Then select the # left to match link next to the Bank Account you want to reconcile in
3. If prompted, either select Skip or Confirm and Continue for Likely Matches
4. Under Unreconciled Bank Transactions, check off the box(es) next to the transaction(s) you want to delete
   
   
5. Select the Bulk Actions button
6. Then select Delete and then select Confirm. This will also delete the corresponding FreshBooks Entry.

FAQs

• The CSV file itself is corrupt - copy the information to a new workbook and re-save as a .csv format
• There are no header columns in the file or one header column is missing - Amount (or Amount Spent and Amount Earned), Category, Date and Description are required to be the first row in the file (if headers are missing, the first row is skipped)
• Inconsistent data like mixed Date Format or Amount Spent and Amount Earned columns have negative numbers in the same row
• There are unsupported characters like $ in the Amount column
• The dates under the Date column are not written with dashes (-) or slashes (/) in between numbers (e.g., 01/17/2020 and 01-17-2020 are accepted)
• There are empty cells in the file - right select and select Delete to clear out empty cells
• The specified date format does not match the format in the file
• The file contains multiple sheet tabs - separate multiple sheet tabs into separate CSV files instead
• The file is larger than 5 MB or more than 10,000 rows - try splitting it into two or more CSVs instead

1. If an Opening Balance hasn’t been set yet, follow the steps in How do I set up bank reconciliation? to start from the earliest available date on the picker
2. Add transactions manually or with import from a CSV file using the Add Transactions steps above, note the earliest date of your manually added transactions
3. Then select the More Actions button in the top corner
   
   
4. Next, select Reset Opening Balance
   
   
5. Change the Reconciliation Start Date to the date of the first manually added transaction
6. Then update the Account Balance as of Start Date to the amount at the time of the first manually added transaction
7. Select Continue and then select Reset to save your changes.

• Transactions need to be added before the Opening Balance Start Date can be reset
• Transactions added before the Opening Balance Start Date will not appear in bank reconciliation until the Start Date is reset to the date of the first manually added transaction
• If the account shows ‘Waiting for Transactions’, reach out to our support team for next steps