Add/Edit Rules

From the Apply rules dialogue you may access the Add/Edit rule section as follows: 

• By right-clicking on one of the transactions or rules:
  • For transactions that already have a rule, you can choose Edit Rule or Delete Rule.
  • For transactions that do not have a rule, you can choose Add New Rule.

Add New Rule example

The following example in the dialogue below is an outgoing transaction of the payment of a health insurance.

To add a new rule:

• Right-click on the movement row and choose Add New Rule.
• The dialogue Add rule appears.
• Fill in the fields available.
• Confirm with OK.

Add New Rule dialogue

The Add New Rule dialogue shows the data of the selected transaction from which you are creating the rule.

• Complete the rule with the matching parameters (conditions) and the rule completion parameters.
• All rules are saved in the Recurring Transactions table (rules for completion), where you can also:
  • Edit, add and delete rules.
  • Add any other column for completion, which is not available in this dialogue (e.g. Notes or DocLink columns).
  • Colour the row if you want to highlight the imported transaction.
  • Add transactions on multiple rows (SplitRule).

The Rule

• Rule type.
  The programme, depending on the type of transaction, if in credit or debit on the bank account, sets the rule as Money in or Money out transaction.
• Rule title.
  It is optional, it is displayed in the Apply Rule dialogue.

Conditions

These are the elements that are used to check whether there is a match for each individual transaction.

• A match is given if all conditions are found.
• If a match is given, the entry is listed among the transactions with rule.

The description

In the description, enter the text to be searched in the text of the imported transaction. If the text is found the transaction will be considered suitable for applying the rule, if the other conditions are then met.

• Exact word or phrase
  • If you write only Best Insurance 982-948 as a condition of the rule, only transactions containing those words in that exact order will be considered matches.
  • If you write only Insurance, as a condition of the rule, all entries containing this exact word will be considered matches.
• All words (starting with the "+ "sign)
  • If you write +Best Insurance 982-948 as a condition of the rule, all records containing these exact words, in any position, will be considered matches.
    All words must be present in the description of the transaction.
    The position of the words in the sentence is not relevant.
    The "+" sign is not considered in the search.
• Upper and lower case
  When searching for input text, no case difference is made.
  The text you enter is applied to both upper and lower case text.

Amount

If you indicate an amount in the rule, only transactions with the same amount, as well as a match in the Description, will be considered as matches.
If you do not indicate any amount, any transaction of any amount that meets all other criteria will be treated as a match.

Account

In this field you will already find by default the account from which you imported the transactions. If you leave the account field empty, all transactions, imported from any account, that meet all other criteria will be considered as matches.

Actions

These are the elements used to complete the transaction row if a match is given.

If the contra account or other items to be completed are not present, you can abort the Apply rules command, add the missing account, and call up the Actions > Recurring transactions > Apply rules... command.

Contra account

Enter the account in your chart of accounts that is to be matched in the rule. In this example, the correct contra account is the Health Insurance account.

VAT

You can already enter in the rule the VAT code that the programme must add to each movement considered as a match.

CC1, CC2, CC3

You can already enter in the rule the Cost Centres that the programme must add to each movement considered as a match.

By confirming with the OK button, the new rule is saved. You will return to the previous window where the imported movements with and without rules are displayed again.  

Matching Transactions

This table shows all imported transactions selected in the Apply Rules dialogue, which fall under this rule.

Buttons

• The Delete button, cancels the rule.
• The OK button, saves the rule data.
  Be aware though that, until you do not give the command Apply Rules, the new rules won't be saved in the Recurring transactions table.