Reviewing Extracted Transactions from Bank Statements

This screen allows the accounting user to review all the transactions extracted by AI from the uploaded bank statement, and know exactly what will be imported into the system, with the ability to handle any invalid transaction before the final save.

Before You Begin

• You must have “Edit General Settings” or “Manage Journals Accounts” to access this feature.
• The bank account must already be selected (automatically determined based on the bank account page you accessed this from, and cannot be changed from this screen).
• Uploading the bank statement file and AI processing must be completed before this screen appears.

Steps to Review the Extracted Transactions

• First: Viewing the Transactions Summary
  1. Once the file has finished uploading and being read by AI, the review screen appears, and its header displays:
     • The name of the bank account linked to the statement, with its status “Ready to Review” next to it.
     • Count summary: the number of New transactions, the number of Updated transactions (this count only appears if the “Update Existing Records” option was enabled on the previous upload screen), and the number of Invalid transactions.
  2. Click the “Download Uploaded Bank Statements” button to view the original uploaded files if you’d like to review them.
• Second: Reviewing the Transactions Table
  
  1. The table displays all extracted transactions with the following columns: Reference ID, Date, Description, Deposit, Withdrawal, and Status & Action.
     
  2. Each transaction’s status is one of the following:
     • New: the reference ID does not exist in the bank account’s current records; it will be created as a new record.
     • Updated: the reference ID already exists, is not linked to a journal entry, and the “Update Existing Records” option was enabled; all extracted fields (Reference ID, Date, Description, Deposit, Withdrawal) will be overwritten with the new values from the file.
     • Invalid: this row cannot be saved as-is, and shows a sub-classification explaining why:
       • Duplicate transaction: the reference ID already exists in the bank statement’s records.
       • Already matched to a journal entry: the existing record is linked to a journal entry and cannot be changed.
       • AI could not read this transaction: the data for this row could not be extracted.
       • Missing required transaction data: the extracted data is not sufficient to save.
     • Ignored: the row is marked to be skipped and will not be saved.
• Third: Handling Invalid Transactions
  
  1. All actions on invalid rows are performed in bulk only; there are no individual action buttons per row. Two buttons appear when there are any invalid rows:
     • “Insert All Invalid Items as New Items”:
       • If some rows have no readable data (of the type “AI could not read” or “incomplete data”), a warning message appears listing the reference IDs that will be ignored, with the options “Continue” or “Cancel.”
       • Clicking “Continue” inserts the remaining invalid rows (duplicates and those matched to a previous entry) as new records.
     • “Ignore All Invalid Items”: immediately converts all invalid rows to “Ignored” status, with no warning message.
• Fourth: Confirmation and Saving
  
  1. The “Confirm & Save” button remains disabled (grayed out) as long as any invalid row has no action taken on it, and a tooltip appears: “Resolve all blocked transactions first to continue.”
     
  2. Once all invalid rows are resolved, the “Confirm & Save” button becomes enabled. Click it to start the saving process.

How the System Works

• No data is saved automatically on this screen; it’s for display and review only, and the actual save happens only when clicking “Confirm & Save.”
• The count summary in the header updates instantly with every bulk action; for example, after “Insert All Invalid Items as New Items,” the “New” count increases and the “Invalid” count decreases to reflect the new state.
• “Updated” transactions completely overwrite all extracted fields with the new file’s values; old and new data are not merged.

Validation Rules

• “Confirm & Save” cannot be clicked as long as there is at least one row with “Invalid” status that hasn’t had a bulk action taken on it (neither “Insert” nor “Ignore”).
• The “Updated” transactions column in the count summary only appears when the “Update Existing Records” option was enabled in a previous step; it disappears entirely if this option is disabled.

Notes

• There are no individual action buttons for any invalid row at all; all actions (Insert or Ignore) are applied at once to all invalid rows together.
• Rows marked as “Ignored” will never be saved under any circumstances, and will not create any record or journal entry in the system.
• The “Insert All Invalid Items as New Items” option does not include rows already matched to a previous journal entry, or duplicates with no readable data; these are automatically ignored with a warning shown to the user first.
• For the steps to access this screen and upload the bank statement file before review, see the “Uploading Bank Statements Using AI” article.