Transactions

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Overview

Transactions are the ledger behind each investment. They explain how a position changed over time and support the values shown in investment views and reports. Use transactions to record purchases, sales, income, PIE income, fees, capital calls, capital repayments, bonus issues, rights issues, redemptions, buybacks, liquidations, revaluations, stock splits, and write-offs. You can work from the central Transactions page or from the transaction tab inside a single investment.

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Notes for changes

When you edit or delete a saved transaction, you must enter a note explaining why in Reason for change before continuing. This also applies to bulk changes, transfers, cash-entry changes and replacing an existing transaction with information from an uploaded document. A bulk change applies the same note to every affected transaction. Select Cancel to leave the records unchanged. The note is retained in Reports > Standard reports > Manual adjustments, including after deletion, and is included in PDF, Excel and CSV downloads. People with access to financial history can review it alongside the previous and updated values.

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Before you start

Confirm the investment exists and check the source record. For buys, sells, revaluations, and write-offs, make sure you have the date, amount, currency, and units where relevant.

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Basic and advanced use

• Basic use: add, review, edit, and export investment activity.
• Advanced use: use document upload, CSV import, filtered exports, linked documents, and invoice status checks where your organisation uses them.

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Transaction types

For a fuller explanation of how each type affects units, cost basis, market value, income, and reporting, see Transaction types.

• Buy: units purchased, price paid, fees, and currency.
• Sell: units sold, sale amount, fees, and realised gain or loss where available.
• Transfer in / Transfer out: linked entries for money moved between investments or cash accounts. Use Record transfer to record both sides together.
• Bonus issue: extra units issued at no cost. The unit count increases, while the existing cost basis is spread across the larger holding.
• Rights issue: extra units taken up through an entitlement offer, rights issue, or share purchase plan. The unit count and cost basis increase by the amount paid.
• Redemption: units repaid, matured, or redeemed by the issuer. Units reduce and proceeds are recorded.
• Capital call: capital paid into an existing investment without changing units. This increases cost basis and value.
• Buyback: units bought back by the issuer. Units reduce and proceeds are recorded.
• Liquidation: a wind-up or final repayment that reduces or closes the holding.
• Dividend: dividend income, including ex-dividend date where relevant.
• Interest: interest income for income-producing investments.
• PIE unlisted attribution: attributed income from an unlisted PIE fund.
• PIE listed distribution: a listed PIE distribution paid or reinvested.
• PIE unlisted excluded distribution: an excluded PIE distribution shown on a tax statement.
• Fee: management, transaction, administration, or other investment-related costs.
• Capital repayment: capital returned to you without selling units. This reduces the investment’s cost basis while the unit holding stays the same. For private or manually valued holdings, the displayed value is reduced by the repayment amount.
• Revaluation: an updated valuation for private or unlisted investments.
• Stock split: a share split or consolidation that changes the number of units while keeping the overall holding value unchanged by the split itself.
• Write-off: a reduction of remaining value when an asset is written down.

For investments tracked by value, enter the full closing value as the revaluation amount. When a revaluation and cash transactions share the same date, the closing valuation is applied after the cash activity. A documented opening cost is kept separately from market value, including a confirmed zero premium; later valuations do not turn that value into a new purchase cost. A zero closing valuation does not reopen a fully redeemed holding.

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Add a transaction

1. Go to Transactions, or open an investment and select Transactions.
2. Choose Add transaction.
3. Select the investment if you are on the central Transactions page.
4. Enter the transaction date, type, amount, currency, and any relevant units, price per unit, fees, or FX rate.
5. Attach any source documents you want kept with the transaction.
6. Save the transaction.

For buy, sell, bonus issue, rights issue, redemption, buyback, liquidation, stock split, revaluation, and write-off entries, units are important because they affect the holding position. For income, PIE income, fee, capital call, and capital repayment entries, focus on the amount, currency, date, and supporting notes. The form helps reduce manual entry:

• Currency is selected from a single list in the transaction form.
• Transaction type fields are searchable, so you can quickly find entries such as dividend, capital call, or write-off.
• FX rates use the most recent available rate on or before the transaction date, so weekends, market holidays, and rates not yet published for today still fill from the last available rate.
• FX rates are shown from the transaction currency to your reporting currency. For example, a USD transaction in an AUD organisation shows how many Australian dollars equal one US dollar. The same direction is used when adding, reviewing, editing, and exporting transactions.
• Price per unit is calculated when you enter the amount and units.
• Dividend, interest, partnership allocation, and PIE income entries keep income and tax details together. There are no separate top amount, units, or price per unit fields for these entries; enter gross income and the tax items shown on the source document, and the net amount and per-unit values are calculated for you.
• Income entries can include the relevant reporting date, such as an ex-dividend date or IRD reporting date, so period reports place the income in the right review period.
• If the investment domicile has not been set, the form asks you to confirm it before adding income tax rows. The country picker is searchable, with common countries shown first and the remaining countries listed underneath.
• Once domicile is known, the form suggests tax rows that match the investment, such as resident withholding tax, imputation credits, franking credits, or foreign withholding tax.
• Documents selected in the modal are attached once the transaction is saved.
• After you add, edit, or delete a transaction, the list updates straight away so you can continue working. EveryWealth only shows an alert if the change cannot be saved, and the transaction details stay available so you can review and try again.

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Quick add several transactions

When you are working inside a single investment, you can record many transactions in one go using a spreadsheet-style grid.

1. Open an investment and select Transactions.
2. Choose Quick add.
3. Each line is one transaction. Fill in the date, type, units, price per unit, amount, fees, currency, and FX rate.
4. Add as many lines as you need with Add row, or remove a line with the bin icon.
5. Choose Save to record every completed line at once.

This view is built for speed:

• You can paste rows straight from a spreadsheet. Copy your columns in the order Date, Type, Units, Price, Amount, Fees, Currency, FX, then paste into the first cell — extra rows are added automatically.
• Amount is calculated for you when you enter units and a price per unit.
• The FX rate is set to 1 automatically when the line uses your reporting currency.
• Lines that need attention are highlighted, with a short note explaining what to fix, so you can correct them and save again.
• If some lines save and others do not, the saved lines are kept and only the lines that need fixing stay on screen.

Income transactions such as dividends, interest, partnership allocations, and PIE income are not available in Quick add, because they keep tax and reinvestment detail. Use Add transaction for those entries.

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Record a transfer

Use Record transfer when money moves between two investments or cash accounts already recorded in EveryWealth. Both sides must be in the same organisation. Transfers support cash accounts and holdings tracked by value; moving shares or fund units between custodians is not supported in this form.

1. Open the central Transactions page and choose Record transfer.
2. Enter the Date of the transfer.
3. In From, choose the investment or account the money left. In To, choose the investment or account that received it.
4. Check each currency and enter Amount sent.
5. If both sides use the same currency, Amount received matches automatically. For different currencies, enter either Amount received or Rate from your confirmation; the other figure updates automatically.
6. Review What will be recorded, then choose Record transfer to save.

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Confirm an exchange rate

For a transfer between different currencies, review the displayed market rate for the transfer date and tick the confirmation before saving. Use market rate fills in that rate and updates the amount received. Use the actual amounts from your bank or provider when they differ from the market rate. A warning appears when your rate differs from the market rate by more than 3%. Check the figures against your confirmation before proceeding. Changing the amounts or rate means you need to confirm again. If neither side uses your organisation’s reporting currency, expand Reporting value to enter the reporting rate from your records if needed. Leave it blank to use the market rate. If no market rate is available, enter the reporting rate before saving.

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After saving

The ledger shows a Transfer out on the source investment and a Transfer in on the destination, linked to each other. Both have the same value in your reporting currency, so the transfer does not add or remove money across the portfolio as a whole. The affected investment values refresh in the background. For a same-currency transfer, the original cost moves with the money. Editing the transfer while keeping the same source, date and currencies preserves that carried cost, including when the transfer emptied the source account. A transfer between different currencies can record a realised exchange gain or loss on the source investment. Transfer fees cannot be entered in this form.

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Edit or delete a transfer

Choose Edit for either linked transfer row to open Edit transfer. Review both sides, confirm the exchange rate again if needed, and choose Update transfer. The two entries update together. Deleting either side deletes both linked entries, including when using Delete selected. Review both accounts before confirming. If either entry’s date falls within a locked close period, deletion is blocked unless the change is authorised. The transfer dialog does not offer a late-change override; arrange for the period to be unlocked before trying again.

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Review transactions

The Transactions page gives you a portfolio-wide ledger. The count beside the page title shows how many transactions match your search and filters. You can:

• Search by transaction or investment using the search box above the table.
• Filter by investment, transaction type, and date range.
• Open an investment by selecting its name in the ledger.
• Show, hide, and reorder columns with Columns.
• View linked documents from the table.
• Open the source Xero transaction where an imported bank income item came from Xero.
• Check invoice status where your organisation uses accounting workflows.
• Export every transaction that matches your filters to Excel, CSV, or PDF with Export.

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Filter the ledger

1. Choose Filters beside the search box.
2. Pick an investment, a transaction type, or a From and To date. The ledger updates as you choose.
3. Close the panel. Each filter you set appears as a chip beside Filters, for example From · 01/07/2026.

To remove one filter, select its chip. To remove them all, open Filters and choose Clear filters. Inside a single investment, the investment filter is not shown because the ledger already belongs to that investment.

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Page through results

The ledger shows 50 transactions per page, newest first. Use the arrows at the bottom right to move between pages, or choose 25 or 100 rows per page instead. Changing a filter takes you back to the first page. When you open a link to a particular transaction, the ledger opens on the page that contains it and highlights the row. The row above the page controls totals the fees and realised gain or loss for every transaction that matches your filters, not just the current page, in your reporting currency. Useful columns include date, investment, type, units, price per unit, amount, currency, fees, realised gain/loss, net income, income reporting date, FX rate, last updated, linked transaction, documents, and transaction ID. When a transaction uses another currency, price per unit, amount, and fees show the reporting-currency value first. The original transaction-currency value appears underneath for reference. Transactions are recorded against the investment once. If the investment has ownership weights, entity-filtered dashboards and reports show the selected entity’s share of the relevant income, fees, gains, losses, and activity.

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Review transaction history

Click a transaction row to open its detail panel. The panel shows the transaction summary, a Documents tab, and a History tab. Choose Edit in the panel header to update the selected transaction without returning to the table actions. For dividend, interest, partnership allocation, and PIE income transactions, the detail panel also shows recorded income and tax information so reviewers can check gross income, net received, tax deducted, credits, reporting date, and reinvestment details without reopening the edit form. On the mobile app, open Portfolio → Transactions and tap a transaction to review the same core details in a focused view. Linked source documents appear below the transaction details and can be opened directly from the app.

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Attach documents after saving

Use the Documents tab in the transaction detail panel when you need to add a source file after the transaction has already been recorded.

1. Open Transactions.
2. Select the transaction row.
3. Open Documents.
4. Choose the contract note, statement, receipt, or supporting file.
5. Select Attach document.

Attached documents stay linked to that transaction. You can preview or download them from the same panel, and the Documents column shows when supporting files are present. Admins can use the history to review when a transaction was created, changed, or deleted, who made the change, and whether it came from a person, document review, email automation, or another system process. For income transactions, the history also keeps the related tax entries, such as withholding tax, credits, treaty details, and reinvestment information. If a transaction is deleted, the normal ledger removes it, but the admin history keeps a read-only snapshot so the decision can still be reviewed later.

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Edit or delete a transaction

Use Edit when the transaction is valid but has an incorrect date, amount, currency, units, price, fees, or FX rate. Numbers in the edit form use grouped thousands so larger amounts, unit balances, prices, fees, income, tax, and reinvestment details are easier to check. Select a field to edit its plain numeric value; the grouping returns when you leave the field. For a transaction in another currency, changing the transaction date automatically replaces the previous FX rate with the newly fetched rate for that date. You can still change the rate manually when your source document uses a different rate. After you save an edit, EveryWealth updates the transaction in the ledger and refreshes the investment’s values in the background. The delete confirmation includes a required Reason for deletion field. Enter your note before choosing Delete. For multiple transactions or a transfer, the note applies to every deleted entry and is saved in the manual adjustments report. Cancelling leaves the transactions unchanged. Use Delete only when the entry should not remain in the ledger. Deleting a transaction can change the later position and reporting values for that investment, so review the impact before confirming. After you confirm deletion, the entry is removed from the visible ledger straight away. EveryWealth then refreshes the investment’s values in the background, including the transaction view inside the investment record.

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Delete several transactions at once

If you have the Bulk delete transactions permission, each transaction row has a tick box.

1. Tick the transactions you want to remove. The tick box in the table heading selects every transaction on the current page only.
2. Review the selected count shown above the table.
3. Choose Delete selected.
4. Confirm the deletion.

Selected transactions are removed from the visible ledger straight away. EveryWealth then refreshes values for the affected investments in the background. Use this only when the selected entries should not remain in the ledger.

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Use documents to reduce manual entry

When you have statements or contract notes, upload them through Add investments > Upload documents. Review the extracted transaction details, correct anything that does not match the source document, and only then save the transaction. The review card groups the amount and effective date first, followed by units, price per unit, fees, exchange-rate details, and source references where available. Figures use thousands separators, consistent decimal places, and a currency code so values are easier to compare with the source document. For larger batches, scroll through the document list while the batch summary, search, and approval controls remain available. If EveryWealth has already selected an existing investment, confirm the match and continue directly to the transaction details. You only need to choose an investment when no match is shown or the displayed match is incorrect. Once the current review step is complete, select the next step from the progress bar or use Continue. The review pane returns to the top when you change steps so the next details are immediately visible. When you approve the transaction, EveryWealth links the uploaded source document to it automatically. If the document cannot be linked, the item stays in the review queue so you can approve it again without creating a duplicate transaction. This is useful for busy periods, bulk document processing, and keeping an audit trail with the source document close to the transaction. If an approved transaction cannot be saved, expand the investment in the review page and look for the highlighted transaction:

1. Choose Fix beside the transaction.
2. Check the date, type, units, amount, currency, and other details against the source document.
3. Choose Save and reapprove.
4. Choose Apply approved to portfolio to save the corrected transaction.

Transactions that were saved successfully are left unchanged. Only the corrected transaction is tried again, and its source documents stay attached to the investment. Documents received through managed email workflows should be reviewed in the same way before any transaction is accepted. If extraction misses a unit count, amount, currency, date, tax entry, or reinvestment detail, correct the review fields before saving. EveryWealth keeps the uploaded source document available during review so the entry can be fixed without starting again. EveryWealth may also prepare future dividend entries for listed holdings when an upcoming payment is detected. Review the amount, payment date, ex-dividend date, and units before relying on it for client reporting.

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Use CSV import for batches

Use Add investments > CSV import when you have transactions in a spreadsheet-style file. Download the template, complete the required fields, upload the file, then review each row. Before importing, check:

• The investment match is correct.
• New investments are intentional.
• Possible duplicates are resolved.
• Transaction dates use the actual trade or effective date your team reports on.
• Amounts, units, prices, fees, and currencies match the source record.

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Export transactions

Exports use your current filters and visible columns. Before exporting:

1. Set the date range.
2. Apply any investment or transaction type filters.
3. Choose the columns your reviewer needs.
4. Export to Excel, CSV, or PDF.

Use Excel or CSV when the recipient needs to analyse the data further. Use PDF when you need a readable transaction schedule for review or distribution.

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Good practice

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Reasons for edits and retained versions

When editing a transaction or transfer, enter a Reason for edit before confirming. You can cancel an edit without entering a reason. Your note is recorded with the previous and updated values in the Manual adjustments report. Ordinary transaction edits, bulk type changes and deletions retain recovery copies of the transaction details, tax entries and supporting-document links. Transactions removed when an investment is deleted are also retained in the audit history. Deleting an entry removes it from the active ledger but does not remove its recorded history. Historical records created before complete recovery copies were available may be viewable without being restorable. Owners and administrators can restore supported transaction versions from Reports > Standard reports > Manual adjustments. Choose Restore, review the current and proposed values, enter a reason, and confirm. The restoration is a new recorded change; previous notes and history remain available, and investment values are recalculated. Supporting-document links return to the selected version; documents added later are unlinked from the transaction, not deleted. Restoration stops if the investment or supporting documents are unavailable, the period is locked, or the transaction changes after the preview. Transfers, managed cash entries and transactions with reconciliation or accounting links cannot be restored separately. These require a review of the linked records before recovery.