Getting started with the use of rules for transaction auto-completion

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The first time you use the rules, proceed as follows:

1. Give the command Import into accounting

  • Use the command from the Actions menu  → Import into accounting → Transactions
  • Select the appropriate format and indicate the path where the file with your bank statement data is located
  • You will see this dialogue displayed:

contropartita automatizzata

  • Set the destination account, relative to the bank account you are importing from.
  • Specify the default temporary contra account "[CA]".
    You may use any account, and if you enclose it in square brackets, it will not be accounted for.
  • Activate the Apply rules option.
  • Confirm with OK

    The programme:

    • Creates import transactions
    • Opens the Apply Rules dialogue.

 2. Dialogue Apply Rules

At the top of the dialogue you will see:

  • The temporary contra account that you entered in the previous dialogue.   
  • The bank account you specified.

In Money in with rules and Money out with rules sections you will have nothing (because you have not yet defined any rules).

You will instead see transactions in the part:

  • Money in without rules
    Transactions with incoming amounts in the bank account
  • Money out without rules
    Transactions with outgoing amounts from the bank account.

Rules automation

3. Create new rules

  • Position yourself on one of the transactions for which you want to create a rule.
  • Go to the right-hand side until you see  "...".
  • Click on Add New Rule.

Rules automation

  • The 'Add Rule' dialogue appears.
    • The text you need to find the rule match.
      • Best Insurance 2021 Contract 892-948
        applies to rows that contain the same exact indicated text.
      • +Best Insurance 892-948
        applies to rows containing the words "Best Insurance" and "892-948" in any position.
    • The contra account to be used to replace the temporary account.
    • Any other information (Cost Centres, VAT code, etc.).

Rules automation

Return to the Apply Rules dialogue

You will now see one or more similar transactions in the applied rules section

  • You will see that there are still some transactions to which no rules have been applied.
  • You can create rules for those transactions for which you see fit.
  • You can also decide to create rules later:
    • Complete the transactions manually.
    • Or issue the Apply rules command again.

Rules automation

4. Confirm Apply Rules

When you have created the rules, click on the button:

  • Apply Rules
    • The programme writes the new rules into the Recurring Transactions table.
    • For the selected imported records, the programme:
      • Replaces the contra account and completes the transactions.
    • The dialogue remains open.
  • OK
    To confirm the created rules and close the Apply Rules dialogue.

Undo changes made

Once the dialogue is closed, you will see the completed transactions in the Transactions table.
If you wish, you can undo the changes you have made:

  • First Undo (menu Edit → Undo edit or Ctrl+Z key)
    Undo the rule writing and transactions completion operations.
  • Second Undo
    Cancel data import.

Complete other transactions with Temporary contra account

After importing bank transactions, the aim is to complete all entries so that there are no more transactions with Temporary contra accounts.

  • You can manually complete the remaining transactions.
    This is useful for special cases that do not tend to repeat.
  • You can create new rules:
    • By issuing the command Actions → Recurring Transactions → Apply Rules again and create rules for the remaining transactions.
    • Directly in the Recurring transactions table, remembering to indicate '!Rule' in the Doc column for each rule added.
    • In the Transactions table you can add new rules with the context menu command Create rule from transaction (right-click on the transaction row) or with the command Actions → Recurring transactions → Create rule from transaction. Once the rule row has been created, you will have to complete it with the desired contra account.

Adding information to completed transactions with rules

In the Transactions table you see all transactions and can therefore edit them.

There may be some transactions that need specific additional information to complete their entry, such as adding the link to the receipt document.
Since the document is unique for each transaction, it is not possible to use a rule.

To quickly find the operations to be completed, you can adapt the rule, for example:

Rules automation

Rules automation

By inserting in the specific column, e.g. Link, a text such as [DOC] that makes it clear that this operation must be completed.

Rules automation

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