Recode a group of transaction lines using Find & Recode

Use Find & Recode to recode a group of transaction lines on the source transaction or by creating a manual journal.

Important. Recoding can result in significant changes to accounts and reports. We recommend you only use Find & Recode if you are an accountant or bookkeeper, or have experience with recoding.

Recode source transactions

Important. Once you’ve recoded a transaction line, it can’t be undone. To revert the changes, recode the transaction line again or edit the individual transaction.

Only one Advisor at a time within your organization should use Find & Recode. Once a recode is submitted, it can take up to several minutes to process. To prevent recoding errors, wait until the recode is completed before recoding additional transaction lines.

  1. Find a group of transaction lines to recode
  2. Click Recode.
  3. Image showing 'Recode' button.

  4. Enter information for the new contact, account, tax rate, and/or tracking.
  5. Image showing the recoding tool.

    Edit contact

    • Recode to an existing contact: Enter at least one letter to view a list of contacts, then select a contact.
    • Recode to a new contact: Enter the new contact name.

    You can’t recode the contact on an expense claim. When recoding a group of transaction lines that include expense claims, expense claim transaction lines will be excluded from the contact recode, but accounts, tax rates, and tracking will be recoded normally.

    Edit account

    • Recode to an existing account: Select an account from the list.
    • Recode to a new account: Select + Add Account, then enter account details on the Add New Account form.

    You can't recode to the following account types: Accounts Receivable, Accounts Payable, Unpaid Expense Claims, Tracking Transfers, Bank Revaluations, Unrealized Currency Gains, Bank Accounts, and Inventory (tracked inventory).

    Edit tax rate

    Recode to a different tax rate by selecting one from the list. Recoding the tax rate will override any manual tax adjustments.

    When recoding the tax rate, the line total will remain the same. The unit amount will change in proportion to the new tax amount.

    For example:

    Tax rateTaxQuantityUnit amountLine total

    Before recoding

    0%

    $0.00

    1

    $100.00

    $100.00

    After recoding

    10%

    $9.09

    1

    $90.91

    $100.00

    Edit tracking

    1. Click + Add, then select the tracking category you'd like to change.
    2. Select a tracking category from the list
  6. Click Review to view a summary of changes you are about to make.
  7. Click Confirm.

We recommend coding up to 200 transaction lines at a time. To recode more transaction lines using the same query, in the Recode Summary (which displays after you confirm the recode), click this search. The transaction lines you've already recoded won't be displayed in the search results.

When you recode an invoice or bill that is generated by a repeating invoice or bill, the template won't be affected by the recode.

Recode using a manual journal

When you recode using a manual journal, the original transactions aren’t modified. A note referencing the new manual journal will be added to each recoded transaction.

Image showing small green check mark. You can edit accounts, tax rates, and tracking. You can’t edit contacts.

Image showing small green check mark. You can recode transaction lines in your base currency. You can’t recode transaction lines that use a foreign currency even if you have the multi-currency option enabled.

Multi-currency

  1. Find a group of transaction lines to recode
  2. Click Recode, then select Recode with a manual journal.
  3. Image showing 'Recode with a manual journal' selected.

  4. Enter information for the new account, tax rate, and/or tracking. To edit tracking, click + Add.
  5. Image showing recoding tool for manual journals.

    Edit account

    • Recode to an existing account: Select an account from the list.
    • Recode to a new account: Select + Add Account, then enter account details on the Add New Account form.

    You can't recode to the following account types: Accounts Receivable, Accounts Payable, Unpaid Expense Claims, Tracking Transfers, Bank Revaluations, Unrealized Currency Gains, Bank Accounts, and Inventory (tracked inventory).

    Edit tax rate

    Recode to a different tax rate by selecting one from the list. Recoding the tax rate will override any manual tax adjustments.

    When recoding the tax rate, the line total will remain the same. The unit amount will change in proportion to the new tax amount.

    For example:

    Tax rateTaxQuantityUnit amountLine total

    Before recoding

    0%

    $0.00

    1

    $100.00

    $100.00

    After recoding

    10%

    $9.09

    1

    $90.91

    $100.00

    Edit tracking

    1. Click + Add, then select the tracking category you'd like to change.
    2. Select a tracking category from the list
  6. Click Review to view a summary of the changes you are about to make.
  7. Click View Manual Journal to create a journal.
  8. Enter details and save or post the manual journal.
  9. Add (post) a manual journal

We recommend coding up to 200 transaction lines at a time. To recode more transaction lines using the same query, in the Recode Summary (which displays after you confirm the recode), click this search. The transaction lines you've already recoded won't be displayed in the search results.


You might also be interested in