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, 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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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.
• 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.
• 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.
• 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.

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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. 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, fee, capital call, and capital repayment entries, focus on the amount, currency, date, and supporting notes.

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Review transactions

The Transactions page gives you a portfolio-wide ledger. You can:

• Search by transaction or investment.
• Filter by investment, transaction type, and date range.
• Show, hide, and reorder columns.
• View linked documents from the table.
• Check invoice status where your organisation uses accounting workflows.
• Export the visible transaction set to Excel, CSV, or PDF.

Useful columns include date, investment, type, units, price per unit, amount, currency, fees, realised gain/loss, net income, ex-dividend date, FX rate, last updated, linked transaction, documents, and transaction ID. 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.

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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. 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.

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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. This is useful for busy periods, bulk document processing, and keeping an audit trail with the source document close to the transaction. 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. InvestSync keeps the uploaded source document available during review so the entry can be fixed without starting again. InvestSync 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