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Artificial Intelligence (AI) is increasingly used in automation systems. In collaboration with our users, we have developed an automatic completion system for imported transactions based on predefined rules.
This feature automates and simplifies the accounting entry process, saving time and reducing data entry errors.
Rules are predefined transactions that include all the information necessary to automatically complete accounting operations accurately and quickly.
Below is the introductory video on Rules, as well as videos on how to create Rules:
- ▶ Video: Import and automatically 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) - 3'34"
To use the automatic completion Rules, the Advanced plan of Banana Accounting Plus is required.
What are Rules?
Rules are pre-set transaction lines, containing useful information for the program to:
- Identify imported transactions to complete
If you enter Description in the column"Swisscom", the rule will apply to imported transactions that contain "Swisscom" in the description. - Specify elements to complete the entry
- In the Debit Account column, enter the account "Phone expenses".
- In the VAT column, enter the code "M81".
Completion rules are saved in the Recurring Transactions Table. You can enter and modify them directly in the table or use the Add/Modify Rules dialog during the rule application phase.
What are the purposes of Rules?
Normally, when you import bank movements into the Transactions table, you must manually complete the transactions by entering the Debit or Credit account, VAT code, Cost centers, or other information.
Example: when you import an outgoing transaction indicating a payment to the company "Swisscom," you must complete the Debit Account column with "Phone expenses" and the VAT Code column with "M81."
With the creation of Rules, imported movements are entered and completed automatically by the program, without any manual entry.
Depending on the method used for rule creation, these can be created either before or during the import. Once created, the Rules are also valid for all subsequent imports.
Workflow procedure
- Import bank transactions
The program creates transaction lines with date, description, amount, account, document number, and exchange rates. - Create the rule using one of the available methods.
- In the Transactions table, the program automatically completes all imported movements with counterpart, VAT codes, Cost centers, and more.
- In the Recurring Transactions table, the program saves transactions with the Rules.
Methods for creating Rules
We have created a system that provides various methods for creating Rules. You can choose how you prefer to work:
- Rules from the Transactions table.
- Rules from the Recurring Transactions table.
- Rules from the Apply rules dialog.
The benefits of rules
The benefits of the completion system are immediately evident:
- Complete transactions in just a few seconds.
- High control and precision.
- Avoid errors and omissions.
- You can easily delegate the task of importing data into accounting.
- You can see how specific transactions were recorded.
- The auditor can define how to record certain transactions.
- Immediate operation, even without a learning database.
- You can add, modify, and delete rules at any time.
Transition to the new year
When you create the file for the new year from the Actions > Create new year menu, all the Rules in the Recurring Transactions table are carried over and included in the new file.
When you import bank statement movements, the Rules are immediately applied.
You can add new Rules and adapt existing ones to new needs, such as VAT changes, adding or removing accounts.
Copying Rules from one file to another
When creating a new file, you can copy rules from one file to another, starting from the Recurring Transactions table:
- Go to the Recurring Transactions table.
Check the column arrangement to ensure they are identical in both files. - Select the rows of the Rules you want to copy.
- Copy the rows from the Edit > Copy rows menu, or with the Ctrl + C keyboard shortcut.
- Paste the copied rows into the Recurring Transactions table in the new file from the Edit > Insert copied rows menu, or with the Ctrl + V keyboard shortcut.
Currently unavailable features
These functions, while requested by some users, are not currently available:
- Ability to change the transaction text to shorten and simplify it.
- For multi-line transactions, the ability to use formulas that calculate amounts based on the imported transaction amount.
- Ability to apply a rule based on the transaction date (condition: Date column).