Rules for the automatic completion of imported transactions

The Rules in Banana Accounting automatically complete imported bank transactions, reducing manual data entry and repetitive tasks. You can use them to enter the offset account, VAT code, cost centers, segments, and other accounting information.

A Rule tells the program which transactions to recognize and how to complete them. You set it up once and reuse it for future imports, without having to enter the same information each time.

You define the criteria, and the program applies them. This saves time on data entry while keeping you in control of your accounting.

Rules are available only with the Advanced plan of Banana Accounting Plus (from release 10.1). 

Watch the introductory video about Rules and the videos showing how to create them:

• ▶ Video: Automatically import and complete transactions (introduction) - 0'55"
• ▶ Video: Rules for completing imported transactions (Apply rules dialog) - 7'26"
• ▶ Video: Rules for completing imported transactions (Recurring transactions table) - 5'54"

Automatically enter the offset account, VAT, and other data

When you import bank transactions into the Transactions table, some information comes directly from the bank statement (amount, description, Debit or Credit account). However, the accounting information needed to complete the transaction is still missing:

• Debit or Credit offset account
• VAT code
• Cost centers
• Segments
• Any other accounting information.

Example: the bank statement contains a payment to "Swisscom". The corresponding transaction must be completed by entering:

• Debit account: Telephone expenses
• VAT code: I81.

With a Rule, you define once how to complete a specific type of transaction. Banana Accounting recognizes imported transactions that match the specified criteria and automatically enters the accounting information you have defined. You can create Rules in advance or while completing imported transactions. Once saved, you can reuse them for future imports without having to enter the same information each time.

How Rules work

Rules are predefined transaction rows containing information that allows the program to:

• Identify imported transactions that need to be completed
  For example, if you enter "Swisscom" in the Rule's Description column, the Rule is applied to imported transactions containing "Swisscom".
• Define how to complete the transaction.
  For example:
  • In the Debit account column, you can specify the account "Telephone expenses".
  • In the VAT column, you can specify the code "I81".

Completion Rules are saved in the Recurring transactions table. You can create and edit them directly in the table or use the Add/Edit rules dialog when applying Rules.

What Rules can do

Banana Accounting offers an advanced Rules system that provides a high level of automation while maintaining accuracy, control, and reliability.

• Precise application criteria – Rules can use multiple pieces of information, such as text, contract number, or amount, to correctly identify the transactions to which they should apply. For example, payments to the same insurance company can be assigned to different accounts based on the contract number.
• Complete multiple fields – A Rule can simultaneously complete the offset account, VAT code, cost centers, segments, and other transaction information.
• Multiple transactions – Multiple transactions can be created from a single bank transaction, automating operations that go beyond simple categorization.
• Flag exceptions – Rules can highlight transactions that require manual action, for example by using colors, temporary values, or notes.
• Preview and verification – You can check in advance which Rules will be applied, to which transactions, and based on which information.
• Conflict detection – The program reports duplicate or conflicting Rules.
• Undo and redo – Applying Rules can be undone and repeated.

Workflow

1. Import bank transactions
   The program creates transaction rows with the date, description, amount, account, document number, and exchange rates.
2. Create the Rule using one of the available methods.
3. In the Transactions table, the program automatically completes all imported transactions with offset accounts, VAT codes, cost centers, and other information.
4. In the Recurring transactions table, the program saves the transactions containing the Rules.

How to create Rules

We have developed a system that offers several ways to create Rules. You can choose the method that best suits your workflow:

• Rules from the Transactions table
• Rules from the Recurring transactions table
• Rules from the Apply rules dialog

Benefits of Rules

Using Rules allows you to:

• complete imported transactions in just a few seconds
• reduce manual data entry, errors, and omissions
• consistently apply the accounting criteria you have defined
• verify how specific transactions have been recorded
• delegate the import and completion of accounting data more easily
• allow the auditor or accounting manager to define how specific transactions should be recorded
• start using automation immediately, without needing a training dataset
• add, edit, or delete Rules at any time.

Moving to the new year

When you create the new year's file using Actions > Create new year, all Rules in the Recurring transactions table are carried forward and included in the new file.
When you import transactions from the bank statement, the Rules are applied immediately.

You can add new Rules and adapt existing ones to new requirements, for example when:

• VAT rates change
• accounts are added or removed
• accounting criteria change.

Copying Rules from one file to another

When you create a new file, you can copy Rules from one file to another using the Recurring transactions table:

• Go to the Recurring transactions table.
  Check that the columns are arranged in the same order in both files.
• Select the rows containing the Rules you want to copy.
• Copy the rows using Edit > Copy rows, or press Ctrl + C.
• Paste the copied rows into the Recurring transactions table in the new file using Edit > Insert copied rows, or press Ctrl + V.

Deterministic logic: predictable and verifiable results

This allows you to:

• Handle complex transactions accurately by completing the offset account, VAT, cost centers, segments, and other fields at the same time.
• Obtain predictable and verifiable results, knowing exactly which Rule was applied and why.
• Adapt immediately to changes by modifying a Rule when VAT rates, the chart of accounts, or other accounting requirements change.
• Automate even infrequent operations, without requiring a training phase or a minimum number of previous transactions.
• Build an accounting knowledge base, where Rules document how specific transactions should be recorded and can be reviewed, modified, copied, or deleted.

Rules are therefore not intended to replace the accountant in making decisions: the accountant defines how the program should work, achieving precise, transparent automation that remains under their control.

Features currently unavailable

Currently, Rules do not allow you to:

• automatically modify a transaction's description to shorten or simplify it
• use formulas in multi-row transactions to calculate amounts based on the amount of the imported transaction
• apply a Rule based on the transaction date, using the Date column as a condition.