Bookkeeping workflow
How to Check Converted Statements for Missing Transactions
Review converted statement data for missing, duplicated, split, or mis-signed transactions using source pages, date coverage, and printed balances.
- For
- Anyone verifying Excel or CSV statement output before bookkeeping use
- Read
- 8 min
- Updated
TL;DR
- Check statement and page coverage before checking totals; a skipped page can look like a balance problem.
- Compare printed transaction order, signed amounts, and running balances against the untouched output.
- Investigate duplicate candidates manually and keep an exception log rather than silently deleting rows.
Protect the evidence before reviewing
Keep three layers: the source PDF, an untouched conversion, and a working review copy. Add notes or corrections only to the working copy. If you are still choosing an output, Excel is usually easier for manual review, while CSV is useful for repeatable checks in another tool.
Run the checks in the right order
- 1
Confirm the source scope
Verify account, currency, statement start and end dates, and total page count.
- 2
Check page coverage
Ensure the first and last transaction pages are represented and no middle page silently disappeared.
- 3
Compare transaction sequence
Sample the first, last, and page-boundary rows against the printed order.
- 4
Verify amount signs
Confirm withdrawals, fees, deposits, reversals, and CR/DR markers use one consistent numeric convention.
- 5
Use printed balances where available
Compare balance movement row by row or at checkpoints to find a missing or mis-signed amount.
- 6
Review duplicates and split descriptions
Look for repeated page headers, wrapped descriptions turned into rows, and overlap across adjacent statements.
- 7
Document every exception
Record the source page, issue, correction, reviewer, and date instead of silently changing raw data.
Use balance movement as a diagnostic
When a statement prints a running balance, compare the change between two adjacent balances with the signed transaction amount. A mismatch can point to an omitted row, the wrong sign, or a balance captured as an amount. It can also reflect bank-specific presentation, so the PDF remains the final evidence.
| Symptom | Possible cause | Next check |
|---|---|---|
| Balance jumps by an unexplained amount | Missing transaction or wrong sign | Inspect the same page in the PDF |
| Many identical rows near page breaks | Repeated header or overlap | Compare source page and statement period |
| Description appears as its own row | Wrapped line was split | Join only after checking adjacent PDF lines |
| Dates stop before period end | Missing page or no-activity period | Verify page count and printed coverage |
Review a batch at file and dataset level
For multiple files, first reconcile each statement to itself. Then check overlaps and gaps across the combined date range. The multi-month preparation guide helps expose coverage issues before conversion, while the merge decision guide explains which source fields to retain.
Limitations to keep visible
- These checks improve review quality but do not constitute a bank reconciliation, audit, or accounting opinion.
- Statements without printed balances require more direct row sampling against the source PDF.
- The method assumes a readable native PDF; scanned or image-only inputs are outside the supported workflow.
Put the workflow into practice
Create an Excel or CSV table, then apply the checks in this guide.
Convert a statement for review