Reconcile and Categorize Transactions

This guide turns a synced or imported transaction backlog into a reviewed ledger. An empty queue is not the goal. The goal is a set of transactions with an explicit source, category, evidence, owner, and reporting treatment.

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 evidence files for material movements
• team members and tags when you must track ownership or follow-up

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 no one marked it completed

Excluded and archived rows do not enter the queue through the no-attachment branch. The Review tab ignores the search and the filters that you set on All. So a hidden filter cannot hide 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 you edit. It shows the money in, the money out, the net, the pending work, and the recurring activity for the current set. In a mixed-currency set, narrow to one account or use the per-currency breakdown in the footer.

2. Check Source Facts First

Open a row. Check these facts:

• 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 with an unrelated manual replacement. Bank rows keep their provider record. Add context through the category, tags, owner, attachments, notes, splits, and reporting treatment.

You can edit manual rows. They need a description, an amount, a currency, an account, and a date.

3. Categorize the Transaction

Choose a category directly in the table or in the detail sheet.

When you change the category from the detail sheet, Eigenn can find similar transactions. Eigenn then asks whether to apply the same category to them. Examine the suggested count and the merchant text before you select 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:

1. Open Split.
2. Add a row for each part.
3. Choose a category or leave a part uncategorized.
4. Enter signed amounts that add up exactly to the transaction total.
5. Choose Save splits.

You cannot save the split while an amount remains unallocated.

4. Add Ownership and Context

Use the detail sheet or inline columns to:

• assign a team member
• add tags that exist already
• create a tag when the selector offers that option
• add a note that explains an exception or a 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. Each file must be 3 MB or smaller. Eigenn stores the file with the transaction. Eigenn then processes it for the match and the tax details. When Eigenn finds a tax, the transaction can get the extracted tax type, rate, or amount.

Reuse a stored document

The attachment search can select a stored document or invoice. When you select an invoice, Eigenn:

• 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 the invoice state, not only 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 matches. A pending suggestion remains review work until you confirm it or decline it.

Complete without a receipt

Choose Mark as completed only when the team accepts the transaction without an attachment on purpose. Completion makes the transaction fulfilled and shows Matched. 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 and keeps it in the normal ledger. Use it for an internal transfer or another movement that must 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 non-operational for reports.

Choose the narrowest control that matches the intent.

7. Use Bulk Actions Carefully

Select rows only after you filter the visible working set correctly. Bulk actions can set the category, tags, exclusion, archive state, owner, completion state, or recurring cadence. Bulk actions can also move rows to review.

Before you apply a bulk action:

1. Read the loaded-row and selected-row counts.
2. Spot-check the first, middle, and last selected rows.
3. Confirm that the selection does not mix different accounts or currencies by accident.
4. Apply one type of change at a time.
5. Run the filter again to check the result.

Delete appears only when every selected row is manual. You cannot delete a bank-fed row directly from the ledger.

8. Confirm Completion

For each material transaction, confirm:

• the transaction has a category or a valid split
• the transaction has a receipt, an invoice match, or a completion that you made on purpose
• you confirmed or declined the pending suggestions
• the owner and the tags show the follow-up work that is still open
• you did not confuse analytics exclusion, status exclusion, and category exclusion
• the tax fields agree with the receipt and the category

Then return to Review. The count falls when you resolve the suggestions and the unfulfilled rows. Open Finances → Reports only after you check the transaction treatment.

States and Limits

• Matched means that the transaction has an attachment, or that you completed it manually.
• No receipt means it has neither.
• Review can still include a completed row when a match suggestion stays open.
• 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 only. Neither one changes more rows without your decision.
• You can edit and delete only manual transactions directly.

Troubleshoot

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 stays in the analysis state

Wait for enrichment to finish. If automatic categorization times out, the table presents Select category so you can assign one manually.

Eigenn rejects a receipt

Use a supported PDF or image below 3 MB. If the file name is the same as a stored attachment name, rename the file. Then try again.

A split will not save

Compare the unallocated amount with the original signed total. Expenses usually need negative split amounts. Remove zero-value rows. Make sure that 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. A completed mark alone does not exclude the row from analytics.

You cannot find a transaction

Clear the filters. Return to All. Examine the archived, excluded, and exported statuses. Confirm that its account and its 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. It does not need a deletion.

Related Pages

• Transactions
• Transaction Categories and Rules
• Maintain Transaction Rules
• Bank Connections
• Document Processing
• Invoices