How do I edit, sort, select and export transactions?

You work with transactions in two places that share the same tools: the Transaction Manager (Transactions in the sidebar), which shows every account, and the Transactions page of a single bank statement (open the statement and click View transactions). In both you can click a transaction's merchant, description, date or amount to edit it, add a note with Add note, change the order with Sort, tick Select all above the list, and export with Export selected. This article covers each of these, plus what the colors and icons on a row mean.

Edit a transaction's description, merchant, date or amount

On the web: click the text you want to change on the row, type the new value and press Enter (or click Confirm). Escape cancels. You can edit the merchant, the date, the amount and, when the row shows one under the merchant, the description. If a row has no merchant, click Add merchant. To add a description to a row that has none, use the mobile app.

In the mobile app: tap the transaction and choose Edit details. The Edit transaction sheet has Merchant / payer, Description, Type, Amount, Currency, Date and Note. Tap Save.

A few limits:

Transactions from a connected bank account keep the amount, date and currency your bank reported. Those can't be edited, only the text fields can.
Transactions in a closed accounting period are locked until you reopen the period.
There's no bulk edit for descriptions. You can change the category, tags, account, type or currency of many transactions at once (see How do I bulk edit categories and tags in the Transaction Manager?), but descriptions are edited one transaction at a time.

Add a note or comment to a transaction

Each transaction has a note for your own comments, for example why a payment was made or what is still missing.

On the web: hover over the row and click Add note. Click the note later to change it.
In the mobile app: tap the transaction, choose Edit details and fill in Note.

Notes stay on the transaction. To discuss a receipt or invoice with your team, use comments on the document itself.

Sort transactions by date

Use Sort in the toolbar above the list:

Newest first: the default in the Transaction Manager.
Oldest first.
Statement order: the order the lines appear on the statement. This is the default on a statement's own page and only shows up there.

In the mobile app, tap Filters and choose the order under Sort. You can't sort by amount, but you can search for a merchant or description with the search box, and narrow the list by Date and Accounts.

Hide excluded transactions

The All tab shows everything, including the transactions you excluded. To hide the excluded ones, switch to another tab: Needs review, Unmatched, Reconciled or Transfers. Excluded transactions are only listed together under Excluded, where you can Restore any of them.

Select all transactions (the master checkbox)

Select all is the checkbox at the top of the list. It selects every transaction on the current page.
Each month and day heading has its own checkbox for selecting everything in that month or on that day.
When the whole page is selected and more transactions match your filters, the bar at the bottom offers Select all with the total count. It selects up to 2,000 transactions at a time. Narrow the filters to reach the rest.
Clear selection unticks everything.

In the mobile app, tap Select (or press and hold a transaction), then use Select all.

What the colors and icons on a row mean

The colored stripe on the left edge of a row shows the transaction's status:

Color	Status
Green	Matched to a receipt, or turned into an entry with Create expense or Create income
Teal	Manually linked by you, including transactions linked to one document as a group
Amber	Suggested match waiting for you to approve or reject it
Gray	Unmatched, or a transfer
Light gray with faded text	Excluded

The colored label with the account name (for example your card or checking account) gets its own color so you can tell accounts apart at a glance. One account may be purple and another green. Those colors don't mean anything about the status.

Between the bank side and the receipt side of a row you'll see = when the receipt matches the bank amount, an amber ≈ when the receipt total differs from the bank amount, and ⇄ for a transfer between your own accounts. A lock marked Closed period means the transaction is in a closed accounting period.

A circle with a line through it is your mouse pointer telling you a button is unavailable for what you selected. For example, Create entries is unavailable when none of the selected transactions are unmatched, because a matched, excluded or transfer transaction can't be turned into a new entry. Hover over the button to see the reason.

In the mobile app, each transaction shows its status as a label instead: Unmatched, Suggested, Matched, Transfer or Excluded.

Why does a transaction show no amount on the right?

Each row has two sides. The bank amount is on the left. The right side shows the receipt or invoice linked to the transaction, with its total. The right side has no amount when:

no receipt is linked yet (you'll see Select a receipt),
the transaction is excluded or marked as a transfer,
the linked receipt has no total yet, for example while it is still being scanned or when its total is empty. Open the receipt and fill in the total.

When one document covers a group of transactions, the rows show 1 of and the group size instead of an amount.

Split a bank fee out of a purchase

If a line on an uploaded statement combines a purchase and a bank or card fee, split it into two lines:

Open the statement's Transactions page and open the line's actions menu.
Choose Split line (Split / itemize in the mobile app).
Enter a name for the new line (for example "Service Fee") and its amount. You can add more lines with Add another line.
Click Split.

Each new line is deducted from the original, so the parts always add up to the transaction total. You can then match the purchase to its receipt and use Create expense for the fee. Splitting is available for transactions from uploaded statements. Transactions from a connected bank account can't be split.

Export or print transactions

Export selected: select transactions in the Transaction Manager or on a statement and click Export selected.
Export a whole statement: on a statement's Transactions page, click Export. Excluded transactions are left out. A statement with more than 2,000 transactions has to be exported in parts with Export selected.
In the mobile app: use Export statement in the More menu of a statement's transactions, or select transactions and use Export.

The Export transactions dialog asks for a Report name and a Format: Excel or CSV, with one row per transaction. Under Receipt files you choose No receipt files, Receipts matched to these transactions, or All expense and income files in this period. Choosing receipts turns the download into a ZIP.

The spreadsheet lists each transaction's date, name, category, amounts, status, tags and description, and with receipts included also the matched document and its totals. It doesn't include the line items of the matched receipts. If you need those, export the receipts themselves from the Documents view. See How to create reports in SparkReceipt.

There's no print button for transactions. Export to Excel and print from your spreadsheet program.

Export only the unmatched transactions

Open the Unmatched tab.
Tick Select all at the top of the list, then click Select all with the total count in the bar at the bottom.
Click Export selected.

This also works for a credit-card reconciliation: filter Accounts to the card, pick the date range, select all, and export with Receipts matched to these transactions. The spreadsheet then shows which charges have a receipt and which don't.

Export seems to do nothing

The export is prepared in the background, so nothing downloads straight away:

While the dialog is open it shows that it's preparing your export. You can keep working. The download starts when the file is ready, and a notice tells you when it's done. Large exports can take a few minutes.
Every export is also saved in Reports, where you can download it again later.
If you clicked while another bulk action was still running, the click is ignored. Wait for it to finish and click Export selected again.
In the Transaction Manager, Export selected only appears after you select transactions.

Can I pause reconciliation?

There's nothing to pause. SparkReceipt matches and categorizes transactions when they are imported, and the rest of reconciliation happens only when you act, so you can stop at any point and pick up later. The progress bar (for example "12 of 40 reconciled") remembers where you are. If you want to stop new transactions from a connected bank for a while, disconnect the account and reconnect it later. See Managing and troubleshooting your bank account connection. To stop an extraction that is running, use Cancel extraction on the statement.