Working with Transactions

How do I change a transaction?

You have a number of options for editing a single transaction or multiple transactions at the same time. Select the transaction by clicking the checkbox to the left of the date, or click more than one checkbox to select multiple transactions. Then click on Edit (X) transactions at the top-left of the register.

This tab will be grayed out until you select a transaction. You can access the exact same drop-down menu by right-clicking on a transaction.

From this drop-down menu, the following commands are available:

Mark as cleared / Mark as uncleared - You can mark a transaction as cleared or uncleared. Cleared Transactions are ones the bank knows about. Uncleared Transactions are ones that you have entered that the bank doesn’t know about yet. This can be especially helpful if you select several transactions and want to mark them all as cleared with one command.

Approve / Reject - You can approve or reject a transaction that has recently been imported or moved from the secheduler from here. (You can also do that by highlighted a transaction and clicking on the appropriate buttons.)

Categorize As - You can assign a category to one or more transactions from here - this is especially useful when working with multiple transactions. From the drop-down menu, select Categorize As, and then select the Master Category, and then Category.

Rename Like Payees / Payee Settings - If you would like to rename a Payee or access Payee Settings, you can do that from here. (Payee Settings can also be accessed from the View Menu.)

Make Recurring - This will turn this transaction (or transactions) into a scheduled transaction for you by placing a copy of that transaction in the Scheduler. The default frequency will be monthly. You can change that easily from within the Scheduler.

Move to Scheduler - This will add this transaction to the Scheduler and also remove it from the current account, with a default setting on monthly. To move a transaction to the Scheduler from an account you must select a single transaction and it must have a date later than today’s date. You can customize the frequency in the Scheduled Transactions section of your register.

Move to Account - This will allow you to move the transaction to a different account. This is not the same as a transfer. A transfer records the physical movement of money from one account to another. Moving a transaction just moves that specific transaction within YNAB to another account. This is typically used if you enter a transaction in the wrong account by mistake.

Match / Unmatch - This gives you an opportunity to combine two transactions that were duplicated through the import process, when one transaction was entered manually and one was entered as the result of an import. Most often YNAB will catch duplicates on import, but this can be used in the unusual situation where YNAB does not catch it automatically. YNAB is configured to catch duplicates when you are importing QIF, QFX, and OFX formats.

Delete - Clicking this will delete the transaction. Once a transaction or multiple transactions have been deleted, a new orange Notification Box will appear above the register indicating how many transactions were deleted. This also gives you an opportunity to undo the delete.  As soon as you take another action in the software, the opportunity to undo the delete is gone.

How do I sort transactions?

Transactions may be sorted by any column in the register, allowing you to view by date, category, payee, etc. Simply click on the header for the column you want to sort and it will sort alphabetically or numerically, depending on whether the column contains text or numbers. Click again to reverse the sort alphabetically (a-z) or numerically ($0.00 - $1,000). Click again to reverse the sort (z-a or $1,000 - $0.00).

If you enter multiple transactions on the same day, that day is sorted first by date, then by inflow, and finally by outflow. The date and inflow is sorted in descending order, and outflows are sorted in ascending order.

A small triangle will appear in the column header, indicating whether the transactions are sorted from large to small / z-a or small to large / a-z.

What are the flags for in my registers?

You can use flags to mark transactions you wish to revisit, to mark transactions made with your ATM card, tax-related transactions, or any other reason to flag transactions in your register!

To activate a flag simply click on the gray flag icon in the transaction you want to flag. A drop-down menu will appear with the different color options. Select the color you’d like to use.

Can I add a check number column?

Yes!  In fact you can customize the register columns in other ways as well.

On the right hand side of the register, you will see a small plus sign. 

Click on it to see a drop down menu.

Place a check next to the columns you wish to see for the account you are working in.  You can easily apply these settings to all accounts.

Learn how to search accounts.