Reconcile and Categorize Transactions
Clear the transaction review queue with categories, receipts, matches, splits, owners, and reporting decisions.
This guide turns a synced or imported transaction backlog into a reviewed operating ledger. The goal is not merely an empty queue; it is a set of transactions whose source, category, evidence, owner, and reporting treatment are explicit.
Before You Start
You need:
- transactions from a bank connection, CSV import, or manual entry
- a category model that matches the team's reports
- receipts, invoices, or supporting files for material movements
- team members and tags if ownership or follow-up will be tracked
If the ledger is empty or stale, complete Connect Transaction Records first.
Understand the Review Queue
Open Transactions and choose Review.
A row appears when:
- it has a pending receipt or invoice match suggestion, or
- it has no attachment and has not been marked completed
Excluded and archived rows do not enter the queue through the no-attachment branch. The Review tab ignores search and filters configured on All, which prevents a hidden filter from masking the backlog.
Use All when you need a specific account, date range, category, source, or amount. The owner shortcuts also open the full review queue, missing-receipt view, subscriptions, and rules.
1. Scope a Manageable Working Set
For a first pass, stay in Review and use the visible review count. For a focused cleanup, return to All and filter by:
- one account
- a closed date range
- Attachments → No attachments
- a category or Uncategorized
- an owner
- Source → Manual or Bank connection
Read the summary strip before editing. It reports the current set's money in, money out, net, pending work, and recurring activity. In a mixed-currency set, narrow to an account or use the footer's per-currency breakdown.
2. Check Source Facts First
Open a row and verify:
- date, amount, and currency
- source: manual or bank feed
- account, merchant, and counterparty
- method and provider metadata
- possible-duplicate warning
Do not “fix” a bank-fed source value by creating an unrelated manual replacement. Bank rows preserve their provider record. Add operating context through category, tags, owner, attachments, notes, splits, and reporting treatment.
Manual rows can be edited. Their required fields are description, amount, currency, account, and date.
3. Categorize the Transaction
Choose a category directly in the table or in the detail sheet.
When the category is changed from the detail sheet, Eigenn can find similar transactions and ask whether to apply the same category to them. Review the suggested count and merchant wording before choosing Yes.
If the category does not exist, type its name in the detail-sheet selector and choose the create option. Use the Categories page afterward to add hierarchy, tax settings, reporting code, description, or report exclusion.
For a transaction that belongs to more than one category:
- Open Split.
- Add a row for each part.
- Choose a category or leave a part uncategorized.
- Enter signed amounts that add up exactly to the transaction total.
- Choose Save splits.
The split cannot be saved while any amount remains unallocated.
4. Add Ownership and Context
Use the detail sheet or inline columns to:
- assign a team member
- add existing tags
- create a tag when working from a selector that offers creation
- add a note explaining an exception or decision
Use owners for work that still needs action. Use tags for reusable context such as vendor review, reimbursement, renewal, or audit sample. Do not use a category as a substitute for workflow ownership.
5. Reconcile Evidence
Upload a receipt
From the row action menu, choose Attach receipt, or open Attachments in the detail sheet.
Uploads support PDF and common image formats and are limited to 3 MB per file. Eigenn stores the file with the transaction and processes it for matching and tax details. When tax is detected, the transaction can receive the extracted tax type, rate, or amount.
Reuse an existing document
The attachment search can select an existing document or invoice. Selecting an invoice:
- attaches its PDF to the transaction
- marks the invoice paid
- uses the transaction date as the paid date
Only select an invoice when the transaction is the actual payment. An incorrect selection changes invoice state, not just the attachment list.
Resolve a suggested match
A suggested match shows document preview, confidence, amount, and explanation or partial-payment context when available.
- Choose Confirm when the document and transaction belong together.
- Choose Decline when they do not.
Eigenn records the decision to improve later matching. A pending suggestion remains review work until it is confirmed or declined.
Complete without a receipt
Choose Mark as completed only when the team intentionally accepts the transaction without an attachment. Completion makes the transaction fulfilled and shows Matched, but it does not resolve a separate pending suggestion.
6. Choose the Correct Exclusion
Eigenn has three distinct controls.
Transaction detail: Exclude from analytics
This marks one transaction internal while keeping it in the normal ledger. Use it for an internal transfer or another movement that should not count as revenue, profit, or expense.
Row or bulk action: Exclude
This changes the transaction's status to excluded and hides it from the default ledger. Use an excluded-status filter to find it later, or choose Include to return it to posted state.
Category: Exclude from Reports
This omits every transaction in that category from reports. Use it only when the category itself is nonoperating for reporting purposes.
Choose the narrowest control that matches the intent.
7. Use Bulk Actions Carefully
Select rows only after the visible working set is correctly filtered. Bulk actions can set category, tags, exclusion, archive state, owner, completion state, recurring cadence, or move rows to review.
Before applying a bulk action:
- Read the loaded-row and selected-row counts.
- Spot-check the first, middle, and last selected rows.
- Confirm that unlike accounts or currencies are not mixed unintentionally.
- Apply one type of change at a time.
- Re-run the filter to verify the result.
Delete appears only when every selected row is manual. Bank-fed rows cannot be deleted directly from the ledger.
8. Verify Completion
For each material transaction, confirm:
- category or valid split is present
- receipt, invoice match, or intentional completion is recorded
- pending suggestions are confirmed or declined
- owner and tags reflect remaining follow-up
- analytics exclusion, status exclusion, and category exclusion are not being confused
- tax fields agree with the receipt and category
Then return to Review. The count should fall as suggestions and unfulfilled rows are resolved. Open Finances → Reports only after the transaction treatment is verified.
States and Limits
- Matched means the transaction has an attachment or has been manually completed.
- No receipt means it has neither.
- Review can still include a completed row when a match suggestion is pending.
- Receipt uploads accept PDF and supported image files up to 3 MB each.
- A split must equal the original signed transaction amount exactly.
- Filtered and Review working sets load up to 10,000 rows.
- Similar-category suggestions and possible-duplicate indicators are aids; neither changes extra rows without your decision.
- Direct edit and delete are limited to manual transactions.
Troubleshooting
The transaction stays in Review after completion
Open the detail sheet and resolve any suggested match. Completion handles the missing-receipt condition, not a pending suggestion.
The category selector says it is still analyzing
Wait for enrichment to finish. If automatic categorization times out, the table presents Select category so you can assign one manually.
A receipt is rejected
Use a supported PDF or image below 3 MB. Rename a file that duplicates an existing attachment name and retry.
A split will not save
Compare the unallocated amount with the original signed total. Expenses normally require negative split amounts. Remove zero-value rows and ensure the parts add up exactly.
A report still counts an internal transfer
Confirm the transaction's Exclude from analytics switch or use the system Internal Transfer category. Merely marking a row completed does not exclude it from analytics.
A transaction cannot be found
Clear filters, return to All, and inspect archived, excluded, and exported statuses. Confirm its account and connection still exist.
A possible duplicate is real activity
Leave both rows and record the distinction with a note, tag, receipt, or owner. The duplicate badge is advisory and does not require deletion.