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Review bulk categorization of matched transactions

4 min readBusiness

Review the preview before posting matched transactions in bulk. You can include or exclude rows, then confirm the run; the app rechecks each row before it posts anything and shows per-row results after execution.

Before you start

  • You must be signed in to the active business workspace.
  • Your workspace must have access to Auto-categorize matched, plus the related categorization and ERPNext connector features.
  • The bank account you want to review must already be selected if you want to narrow the preview to one account.

Preview the matched transactions

Open the Auto-categorize matched window to see which pre-matched pending transactions are safe to post. The preview is read-only: it checks each row against live ERPNext data and shows the exact posting plan, reasons for exclusions, and totals before anything is submitted.

  1. Open Auto-categorize matched from the transactions screen.
  2. If you want to review one bank account only, keep the selected account in place before you open the window.
  3. Wait for the preview to load. The app shows rows ready to post, rows left for manual review, and any warning messages.
  4. Review the bank date, description, vendor or payee, GL account, cost center, amount, and evidence shown for each eligible row.

Check eligibility before posting

A row is included only when the app considers it safe to auto-post. It must still be pending, have a stored suggestion from the auto-categorizer, match the current unanimous categorization history, and pass live ERPNext checks. Rows can be excluded if they are already posted or in flight, no longer pending, unmatched, linked to a transfer or reconciliation, tied to a different company, or blocked by account, party, currency, date, or invoice checks.

  • Excluded rows are shown separately with a reason label for each exclusion.
  • If the preview is truncated, only the oldest checked rows were evaluated in that run.
  • Money out and money in totals reflect the rows currently selected for posting in the preview.

Choose which rows to include

  1. Use Select all to select or clear every eligible row in the preview.Select all
  2. Use Include on individual rows to keep a row selected for posting or clear it if you want to skip it.Include
  3. Review the selected count and the money out and money in totals before you continue.
  4. If a row looks wrong, leave it unselected and handle it manually instead.

Confirm and post the selected rows

  1. Check the confirmation box that says you reviewed the postings and want to post them to ERPNext.
  2. Select Post transaction or Post transactions to start the bulk run.
  3. Do not close the window while the run is in progress unless you want to stop reviewing the current view.
  4. Wait for the results screen. The app submits each row separately and keeps going even if one row fails.

What happens during execution

Before each row is posted, the app re-derives the plan again and compares it to the preview. If the plan changed, that row is skipped instead of posted. If the row is already submitted under the same confirmed run, it is shown as already submitted rather than posted again.

  • Submitted means the row was sent through the normal categorization path.
  • Already submitted means the same run had already posted that row.
  • Skipped means the row no longer matched the preview or was not safe to post.
  • Failed means the row could not be posted and needs review.

Review changed-source revalidation and partial results

After you confirm the run, the app still checks the live source data again for each row. That means a preview can become stale if ERPNext data changes before execution. When that happens, the row is skipped and the app tells you the plan changed since preview. Other rows in the same run can still post successfully.

  • A changed row does not cancel the other selected rows.
  • A partial run can produce a mix of submitted, already submitted, skipped, and failed results.
  • Use Preview again after the run if you want to review the remaining rows with fresh data.

Check batch status after posting

  1. After posting, use the results screen to wait for ERPNext processing to finish.
  2. Review each row’s status and any journal entry or error shown for the export batch.
  3. If a row is still queued or running, wait and refresh the status view until it reaches a final state.
  4. Use Preview again if you want to review the next set of eligible rows after the current run.Preview again

If something goes wrong

  • If you see Try again on the error screen, reload the preview and review the new eligibility result.
  • If the app says ERPNext reference data could not be read, nothing was changed. Try again after the connection is available.
  • If a row shows failed, review the error message and handle that transaction manually before trying again.
  • If the app says a plan changed since preview, run Preview again before posting that row.
  • If the confirmation box is not checked, posting stays disabled.

Updated

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