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Synced Transaction Settings
These settings determine how transactions synced from your bank are added to your account. You can set some global settings as well as set up text and category replacements. An example would be if you normally fly on Southwest Airlines and the keyword Southwest shows up regularly in your synced transactions, 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 synced transactions. 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 Amazon.com
You can find the Synced Transaction settings by clicking on Settings at the top right side of the page, then click on Synced Transaction Settings under the Syncing Transactions header.
There are two settings you can change that affect the way your transactions are added to your account. The global settings are as follows:
Assign details to this field
You can choose which field the transaction details (the short description associated with the transaction, such as Uber 072515 SF**POOL**) will be applied to. The choices are Description (default), Memo, Payee
Use pre-assigned categories?
The transactions that are synced from your bank come pre-categorized. These categories most likely won't exactly match the ones you've already set up in ClearCheckbook. You can turn off auto-categorization by selecting the No, Do not use pre-assigned categories option. This will leave the category field empty and you can assign a category later.
Set posted transactions as cleared?
When your transactions are synced each day, transactions are received as Pending or Posted. By default, any transaction flagged as Posted is marked as cleared. If you would prefer to manually clear your transactions, you can change this option to No - Do not clear any transactions.
Note: this setting only affects regular daily transaction syncing and not the initial historical download.
Check for duplicate transactions?
If you manually enter transactions in an account that's also set up for syncing, setting this option to Yes will flag any synced transactions that appear as a duplicate of those you manually entered. See the section below for an explanation of the duplicate flagging
Duplicate Transaction Setting Explained
If you enable the Check for duplicate transactions setting, all transactions that sync from your bank are compared against those you manually entered and checks to see if there might be a duplicate.
The duplicate filter checks for any transactions that match all of the following criteria:
Transactions belong to the same account
Transactions have the same amount
Transactions have a date within 3 days of each other
If a possible duplicate is found, a small alert is shown in the synced description.
Sample of a duplicate transaction flag
When a duplicate flag is shown, you can choose to delete the manually entered transaction, delete the synced transaction or remove the alert flag. To remove the flag, click on the transaction to edit it and click on the Not a Duplicate link. This will remove the flag from the transaction.
Edit a transaction to remove the duplicate flag
Another way to remove a duplicate issue is to merge the synced and the manually entered transaction. You can learn more about this process here: GeneralTransaction Register - Merging Transactions Knowledge Base page
Description and Payee Text Information
Here we'll explain in more detail how the synced transactions that appear in ClearCheckbook get their description and payee text. These fields are populated by various data sent to us from the transaction processor. Your synced transactions contain two different text fields when they arrive. Those two text fields are merchant and name.
merchant and name explained:
The merchant field, if populated, usually contains a short description of the vendor or business. If you purchase something from Amazon, the merchant field will be Amazon.com.
The name field has a more descriptive explanation of the transaction. Using the Amazon example from above, a purchase from Amazon.com may have a name field with text like AMAZON.COM*276809AZ3 AMZN AMZN.COM/BILL WA 98109 US
Adding merchant and name to your transactions:
By default, the merchant text is applied to the Payee field in your transactions while the name text is applied to the Description field.
If you changed your "Assign details to this field" setting to Payee, the name text will be appended to the merchant text and saved to the Payee field. In our Amazon example from above, the text showing up in your Payee field would be Amazon.com - AMAZON.COM*276809AZ3 AMZN AMZN.COM/BILL WA 98109 US with the Description and Memo fields remaining blank. If the merchant field doesn't contain any text, only the text from name will be applied to the Payee field.
If you don't have the Payee field enabled, you simply won't see any data from the merchant field appear in your transactions (although it will be there if you enable the Payee field in the SettingsPremium MembershipCustom Transaction Fields).
Note: Only the name field is used for any keyword matching.
Adding a Match
The form at the top of the page lets you add new matches. Whenever transactions are synced from your bank, 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.
Sample Add a Match form
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.
Toggle Advanced Settings
You can set amount conditions for your keywords when enabled (see the section below for more information).
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.
Optional. If you want this text applied to a different field from your global setting, you can choose that field here. You can choose from the Description, Memo or Payee fields.
We give you the option to set an amount condition for the matches in the situation you have two recurring transactions with the same description, but varying amounts, which should be categorized differently from each other.
When setting up the amount conditions for purchases / withdrawals, be sure to enter the - sign in front of the amount. Also keep in mind that a larger purchase is < (less than) a smaller purchase. For example, a purchase of 582.54 is less than a purchase of 25.44. If you need a refresher on ordering negative numbers, you can brush up on the number line here: Khan Academy - Ordering Negative Numbers
Sample of the amount matching form
When you have keywords with amount matching enabled, the amount condition will appear to the right of the keyword, highlighted in yellow.
Sample of the amount condition enabled for a keyword
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.
Sample of Existing Matches list
Editing a Match
You can edit a match by clicking the icon at the top right side of the match you want to edit.
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.
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 your transactions are synced.