Fix it, Approve it, or Exclude it
Each report in Keeper presents a list of issues to review. For example, Transactions without Payees shows all transactions that are missing a vendor or customer.
Within each report, some issues may need fixing, while others should just be dismissed. The goal of each report is to work your way through that list, so you can feel confident you've addressed all issues before completing your close.
With that in mind, there are three ways to address a transaction:
FIX IT: Correct the error. For example, add a payee in the transactions without payees report.
APPROVE IT: if nothing needs to be fixed about a transaction, click the thumbs up to approve it.
EXCLUDE IT: if a certain type of transaction should never appear in the report, add that to the Exclusion List.
Transaction Status
When you're working on a report, you can mark a transaction as Reviewed by clicking the 👍 button. Doing this will hide that transaction in the report you're working on, but the same transaction may still appear in other reports.
For example, marking this Zoom transaction as reviewed will hide it in the Expense Inconsistency report. However, if it's missing a receipt, it will still show up as open in the Expenses and Bills without Attachments report, unless you separately mark it as Reviewed there too.
Marking this Zoom transaction as reviewed will hide it in the Expense Inconsistency report, but it may still appear open in other reports.
Transaction Status vs. Question Status
Separate from Transaction Status, questions about transactions can also have one of three statuses:
Waiting on Client - you asked a question, and you're waiting on an answer.
Responded - the client has answered your question, but it's still open, pending your action.
Resolved - the question requires no further action from you or your client.
Transaction Status and Question Status are independent, so you can mark a transaction as reviewed without closing out your question.
The More Information Button
The More Information Button is one of the most useful ways of finding out more about a transaction.
If you click the arrow in the circle to the left of a transaction, it opens the Transaction Detail Pane, which contains the following breakouts:
Similar Historical Transactions
Transactions with the same payee or description, as well as statistics on how transactions like that have been coded in the past
Transaction Line Items
Line items on this transaction, if any
Attachments
Attachments uploaded to Keeper or QuickBooks if any
You can also use this to exclude transactions from reports, or to transfer transactions between QuickBooks files (see: Intercompany Transfers).
Report exclusion lists
Exclusion lists are a way of fine-tuning what shows up in a given report. These let you exclude transactions from reports based on their vendor, description, transaction type, or account.
For example, if your payroll provider keeps showing up in the Expense Inconsistency Report, you can exclude all transactions with that payee from showing up via the Exclusion List.
Additionally, if you have vendors with transactions coded in different ways depending on their amount, you can specify these in your Exclusion settings as well.
Exclusion list settings are per-report and persist across closes.
For example, if you exclude the account "Owner's Draw" in the Transactions coded to Parent Accounts task, this exclusion will apply to all present, past, and future closes for this client only, and only for the Transactions Coded to Parent Accounts report.
You can edit a report's exclusion list by clicking the Edit Excluded List button in the top right-hand corner of the report.
Adding and removing reports
If there are certain reports that you don't want to run as part of your closing process, you can delete them by clicking Edit and then clicking Remove.
If you want to add these reports back later, or you want to add other, new reports, you can do so by clicking the Add New button below a section and selecting a report.
Date ranges
Any report can be run over the following date options:
All Dates – all transactions in the current + last 12 months of a client's file
Past Month – all transactions in the month that you are reviewing
Past 12 months – all transactions in the last 12 months of a client's file
Year to date (Year to last month) – all transactions in the current year
Quarter to date – all transactions in the current quarter (e.g., if you are in the June close, this will show transactions in April, May, and June)
Current Month – transactions in the current month (e.g., if you are in the June close, this will show transactions in the month of July)
Note: asking questions in the bank feed allows you to see transactions in a close outside the date ranges above. These transactions are not editable and will say 'New Close' under the transaction date. See Report Basics for more details.
Click to Open in QuickBooks / Xero
You can click a transaction's date to open it in QuickBooks or Xero from Keeper.
If you're working on a QuickBooks file, make sure you're logged into the same file as the one you're working on in Keeper.
You need to do this because the link opens a URL for that transaction ID, but it can't switch clients for you. As a result, if you're not in the right file in QBO, you'll open a transaction with that same ID for whichever file you're logged into.
Xero automatically switches to the right client.
Reordering, Showing, and Hiding Columns in Reports
You can reorder, show, and hide and columns on any of your Transaction Review reports.
These settings save per client per report, so if you make a change in one client's report, it won't affect other reports for that client or other clients.
Reordering and hiding columns in Search All Transactions resets after you refresh the page.