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ClearCheckbook Knowledge Base

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Import Matching and Replacement

These settings let you match keywords from an imported file to certain categories within ClearCheckbook. An example would be if you normally fly on Southwest Airlines and the keyword Southwest shows up regularly in your imported files, you can match that keyword to your Travel category so that transaction will automatically be categorized properly.

You can also set up text replacement for the description, memo or payee field in your imported file. For example, if you purchase something on Amazon, the text on your statement will show up as AMAZON.COM*276809AZ3 AMZN AMZN.COM/BILL WA 98109 US but you can set up a match to replace that string with

You can find the Import Matching and Replacement settings by clicking on Tools at the top of the page, then click on Import Transactions. The link to the matching settings is in a blue box under the Select File form.

Adding a Match

The form at the top of the page lets you add new matches. Whenever you import a file, ClearCheckbook will search the description, memo or payee field for the matching keyword and automatically assign the category you choose. The various fields are shown in the screenshot and explained in the table below.

Auto-categorized Imported Transactions - Add Match form
Sample Add a Match form
Field Description
Field Type You can match text to the Description, Memo or Payee field.
Text to Match Enter a simple keyword contained in the data for your imported transaction. We will look for this keyword when you import a file and match it to the appropriate category.
Category to Assign Which category you want the matched keyword assigned to.
Text to Replace Optional. If the text from the Text to Match field is found in the field, it will be replaced with this value.

Viewing Existing Matches

When you've added some matches, you will see them in the Existing Matches list. The matches are sorted alphabetically by keyword. The Text, Category and which Field the match will be applied to are all listed.

Auto-categorized Imported Transactions - Existing Matches list
Sample of Existing Matches list

Commonly Used Association Suggestions

This list shows common keywords and category associations, plus the number of times you used that association, with your existing transactions over the last 12 months. You can use these suggestions to help quickly add matches for imported transactions. The suggestions are ordered by the number of times that association has been used.

Auto-categorized Imported Transactions - Commonly Used Associations list
Sample of Commonly Used Associations list
Clicking the Add button will add that suggestion as a match. Clicking the Ignore will hide this suggestion from appearing in this list. Clicking the Add all associations will convert all the listed suggestions to matches.

Editing a Match

You can edit a match by clicking the icon at the top right side of the match you want to edit.

Auto-categorized Imported Transactions - Edit an Existing Match
Click to edit an existing match

When you click on the edit icon, an Edit Match form will appear where you can modify the details of the match.

Auto-categorized Imported Transactions - Edit an Existing Match
Edit Match form

Deleting a Match

You can delete a match by clicking the icon at the top right side of the match you wish to remove. When removed, this match will no longer trigger when you import a file.

Auto-categorized Imported Transactions - Delete an Existing Match
Click to delete an existing match

Enabling / Disabling Auto-categorization

You can enable or disable the auto-categorization from the Import Options page in the import process. Unchecking the checkbox shown below will prevent auto-categorization from running.

Auto-categorized Imported Transactions - Enable / Disable Auto-categorization matching
Enable / Disable auto-categorization matching