Manage Duplicate Transactions

Overview

To clear a flagged duplicate, open Bank Feeds → on the To Review tab find the transaction carrying the yellow Possible posted version of a pending transaction flag → click it to open the Reconcile transaction window, then click Duplicate (Archive) if it's a repeat, or Unique (Receipt) to keep and reconcile it as normal.

Resolve a flagged transaction

Open Bank Feeds

From the left sidebar, open Financials and click Bank Feeds. Any transactions waiting on you sit on the To Review tab. (Resolving flagged/duplicate transactions needs finance permissions — a finance person or principal; property managers without them can't open the To Review tab and only see the Held tab.)

Spot the flag

A possible duplicate shows a yellow Possible posted version of a pending transaction banner under its row. This happens when your bank sends the same payment twice — once as a pending entry and again once it clears.

Open the transaction

Click the transaction row (or open its Actions menu and choose Reconcile) to open the Reconcile transaction window.

Check the warning

At the top of the window a yellow warning shows the matching transaction Keyhook found — its date, amount and description. Compare it against your bank feed to decide whether it's a genuine repeat.

If it's a duplicate

Click Duplicate (Archive). Keyhook archives the transaction so the same payment isn't receipted twice and moves it to the Archived tab.

If it's a unique transaction

Click Unique (Receipt). Keyhook clears the flag and the transaction stays on the To Review tab — reopen it to reconcile as normal.

Note: A flagged transaction is never auto-reconciled — Keyhook always waits for you to mark it Duplicate (Archive) or Unique (Receipt) first, so it won't clear on its own and its funds stay unallocated until you decide.

Restore a transaction you archived by mistake

Open the Archived tab

On the Bank Feeds screen, open the Archived tab to see everything you've archived, including transactions marked as duplicates.

Unarchive it

Open the transaction's Actions menu and choose Unarchive. It returns to the To Review tab for you to reconcile.

Note: Some agencies have stricter accounting settings that hide the Archived tab and its Unarchive option — if you don't see it, contact Keyhook to have the transaction restored.

Good to know

Duplicate flags are rare — they only appear when your bank reports the same payment as both a pending and a cleared transaction.
The yellow flag only shows while a transaction is waiting on the To Review tab. Marking it Duplicate (Archive) archives it; marking it Unique (Receipt) only clears the flag and leaves the transaction on To Review for you to reconcile.

Frequently asked questions

Why has Keyhook flagged this transaction?

Some banks are slow to update, so the same payment can be read twice — once while it's pending and again once it clears. Keyhook spots the close match and flags the later one so it isn't reconciled twice.

What happens when I mark a transaction as a duplicate?

Clicking Duplicate (Archive) archives it. It leaves your To Review list and moves to the Archived tab, so the same money is never receipted twice.

What if it's actually a separate, genuine payment?

Click Unique (Receipt). Keyhook removes the flag and the transaction stays on the To Review tab — reopen it and reconcile it as you would any other.

Will a flagged transaction reconcile on its own?

No. Flagged transactions are never auto-reconciled — you have to open each one and mark it Duplicate (Archive) or Unique (Receipt) before it can clear.

I archived one by mistake — can I get it back?

Yes. Open the Archived tab, find the transaction and choose Unarchive from its Actions menu. If your agency's accounting settings hide that option, contact Keyhook to restore it.