Auto-completion rules from the Apply Rules dialogue

The Apply Rules window offers an excellent level of control over changes to accounting transactions because it shows a preview of existing rules, with an indication of which transactions match each one and which transactions do not yet match any rules. You then have the option of creating new rules, modifying or deleting existing ones.

The dialogue may be displayed:

• From the Import Transactions dialogue, when the Apply Rules option is checked
  Rules are only applied to imported rows
   
• From the Actions menu > Recurring transactions > Apply rules...
  Rules are applied to the entire contents of the Transactions table

The Apply Rules dialogue, coupled with the import of banking data, becomes a crucial tool for setting up all repetitive records. In this dialogue window, when faced with multiple repetitive transactions of the same type, it suffices to set the rule for just one of the transactions, and the rules are automatically applied to all other transactions in the dialogue, eliminating the need to set the rule again.

Once the rules are confirmed, all transactions are listed in the Transactions table, ensuring consistency and accuracy in records of the same type, and speed in accounting for all transactions.

This dialogue box is divided into three sections:

Apply rules to transactions with...

• Temporary contra account:
  This field is mandatory.
  It filters all imported transactions that contain that specific contra account, e.g. [CA], which was indicated in the Import transactions dialogue.
• Account:
  Filters all imported transactions that contain a specific account, usually a bank account or [A], which has been indicated in the Import Transactions Dialogue.

The rule-based auto-completion system assumes that once the transactions have been completed, there is no longer any transaction containing the temporary contra account.

Imported data corresponding to rules or not

The window shows all transactions that have temporary contra accounts indicated above (e.g. [CA]). These are grouped in four main sections:

• Incoming transactions with rules 
  Transactions with positive change of account (credit) and with indication of the rule to which they correspond
• Outgoing transactions with rules
  Transactions with negative account variation (debit) and with indication of the rule to which they correspond
• Incoming transactions without rules
  Transactions with positive change of account (credit) and not belonging to any rule
• Outgoing transactions without rules
  Transactions with negative account variation (debit) and not belonging to any rule

Contextual commands

From the row of a transaction without a rule, a simple click or the three dots (...) to the right, or a right click anywhere on the row, opens a menu allowing you to:

• Add/Edit Rule
• Cancel an existing rule
• Change an overlapping rule

The commands at the bottom of the dialogue

• Expand All/Collapse All: displays or hides the elements of the Transactions.
• Display unused rules: checking this option displays all rules defined in the Recurring transactions table; if the option is not checked, the programme only displays rules that have matches.
• Display rows without rules: if this option is checked, all imported transactions are displayed; if the option is not checked, the programme only shows transactions that match a rule.
• Remove accounts between [ ]: in multi-row transactions, the import account is placed in square brackets [ ] in the detail rows. If this option is activated, the programme removes the import account from the detail rows.
  Rules with transactions on multiple rows can only be defined in the Recurring transactions table.
• OK: this button applies the active rules and closes the window.
  • The temporary contra account is replaced in all transactions that have a match with a rule.
  • New or changed rules are also saved in the Recurring Transactions table.
• Cancel: this button closes the window without applying the rules.
  • If there have been changes to one or more rules, you will be asked for confirmation before closing the window.
  • With this button you cannot undo the Apply Rules command; to do so, you must close this window and use the Undo command from the Edit menu.
• Apply Rules: this button applies the rules without closing the window.
  • The temporary contra account is replaced in all transactions that have a match with a rule.
  • Rules that are added or changed are saved in the Recurring transactions table.
  • If you wish to undo changes, you must close the window and use the Undo command from the Edit menu.

Tips on how to use the Apply Rules window

The most effective way to work with the Apply Rules window is as follows:

1. Check that the transactions matching rules are correct.
2. Use the Apply Rules button to update the Transactions table with the selected rules.
3. Add new rules for the remaining transactions and check that they are applied correctly.
4. Use the Apply Rules button again.
5. Repeat steps 3 and 4 until all recurring transactions are associated with rules.

Recurring transactions table

Rules are saved and may be edited in the Recurring transactions table.

You can complete or add rules also with transactions on multiple rows in the Recurring transactions table.
As time goes by, you will see that more and more imported transactions will have matches with rules; the more rules you add, the more your accounting work will be reduced.