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      How Do I Add, Edit or Delete Manual Transactions in Bank Reconciliation?

      Manage your Bank Reconciliation transactions to keep your books organized by importing a CSV file of transactions in bulk, along with adding, editing, deleting, or undeleting transactions as needed. This includes adding in missing transactions or fixing duplicates and mistakes whether you’re doing simple or complex reconciliation.

       

      Accounting features like Bank Reconciliation are available on trials as well as Plus, Premium and Select plans. We also recommend inviting an Accountant to help you learn more about Bank Reconciliation.

       

       

      Import Transactions from a File

      If you have multiple transactions that you’d like to add to your Bank Reconciliation, you can import them in bulk with a CSV file.

      When putting together the CSV, ensure the file has these required headers, and then add your data: 

      Option 1

      Date Amount
         

       

      Option 2

      Date Amount Spent Amount Earned
           

       

      • 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

       

      There are also optional headers you can include in the file to import more data:

      Option 1

      Date Amount Description Category
             

       

      Option 2

      Date Amount Spent Amount Earned Description Category
               

       

      • 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

       

      Once your file is ready, import it in with these steps:

      1. Click on the Accounting section
      2. Then click on the x left to match link next to the Bank Account you want to reconcile in
      3. If prompted, either click Skip or Confirm and Continue for Likely Matches
      4. Under Unreconciled Bank Transactions, click on the Add Bank Transaction button
        Import from file button under 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)
        Fields to be matched in pop-up with imported csv 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, click on 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.


      Notes

      • 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

      To add a new transaction, use the below steps:

      1. Click on the Accounting section
      2. Then click on the x left to match link next to the Bank Account you want to reconcile in
      3. If prompted, either click Skip or Confirm and Continue for Likely Matches
      4. Under Unreconciled Bank Transactions, click on the Add Bank Transaction button
        Add bank transaction button above list of transactions.
      5. Then select Add Manually
      6. For the Transaction Type, choose between Money In or Money Out
        Fields to fill out for a new bank transaction.
      7. Transaction Date is automatically set to present day, click 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. Click on Add Another Transaction to add more transactions, or click on Review & Confirm
      11. Click 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.


      Notes:

      • 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

      To edit any transaction, use these steps:

      1. Click on the Accounting section
      2. Then click on the x left to match link next to the Bank Account you want to reconcile in
      3. If prompted, either click 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
        Edit option in a dropdown above list of transactions with a transaction checked off.
      5. Click on the Bulk Actions button
      6. Select Edit
      7. Edit the transaction details as needed and click Save Changes to finish.


      Notes:

      • 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

      Delete transactions that aren’t found on your bank or credit card statements, like duplicates or pre-authorization charges, with these steps:

      1. Click on the Accounting section
      2. Then click on the x left to match link next to the Bank Account you want to reconcile in
      3. If prompted, either click 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
        Delete option in a dropdown above list of transactions with a transaction checked off.
      5. Click on the Bulk Actions button
      6. Select Delete and then click Confirm. This will also delete the corresponding FreshBooks Entry.

       

      See all deleted transactions by clicking on the deleted link at the bottom. From there you can click on any transaction and undelete it if you’d like to reconcile with it instead. This will also undelete the corresponding FreshBooks entry.

       

      FAQs

      Why did I get an error uploading my file?

      The CSV file may be invalid depending on the error:

      • 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 click and select Delete to clear out empty cells)
      • The specified date format does not match the format in the file
      • The file is larger than 5 MB - try splitting it into two or more CSVs instead

       

      How do you add transactions before the first available Opening Balance Start Date?

      If you want to include transactions before the Opening Balance Start Date, use these steps:

      1. If an Opening Balance hasn’t been set yet, follow these steps to start from the earliest available date on the picker
      2. Add transactions manually or with import from a CSV file using the steps above, note the earliest date of your manually added transactions
      3. Then click on the More Actions button in the top corner
        More Actions button inside Bank Rec.
      4. Next, select Reset Opening Balance
        Reset Opening Balance option selected under More Actions button.
      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. Click Continue and then click Reset to save your changes.

       

      Notes:

      • 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 Support for next steps

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