How the rules for completing imported transactions work in 3 steps

The following explains the procedure for how Rules work and how they are applied.
The process can be summarized in three steps:

1. Import bank transactions into the Transactions table.
2. Create the rules.
3. Apply the rules for the automatic completion of transactions.

1. Import bank transactions

When bank transactions are imported, the program inserts a temporary counteraccount [CA]. Typically, the completion of contra accounts must be done manually for each entry.

In the example figure, in the Transactions table, it can be seen that:

• (1) - The cells have the same temporary contra account, related to sales via Twint.
• (2) - The cell has a temporary contra account related to monthly expenses for May.
• (3) - The cell has a temporary contra account related to Swisscom telephone expenses.
• (4) - The cell has a temporary contra account related to insurance costs, policy number 892-948.
• (5) - The cell has a temporary contra account related to insurance costs, policy number 987-650.

2. Creating the Rules

The Rules are used to automatically complete all temporary contra accounts of imported transactions, adding VAT codes, cost centers, links, and more. 

The rules are template transactions that are already complete, found in the Recurring transactions table, where:

• The Description column contains the text (one or more keywords) that the imported transaction must include.
• The Debit Account and Credit Account columns contain the Contra account that will replace the temporary one.

We have created a system that provides different methods for creating the Rules:

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

Regardless of the method used, the created Rules are saved in the Recurring Transactions table.

In the example, in the Recurring Transactions table, a Rule has been created for the following transactions:

• (1) - For the "Twint" transactions, the rule replaces the temporary contra account with the "Sales" account. The VAT code has also been added.
• (2) - For the "Interac Electronics" transaction, the rule replaces the temporary contra account with the "Goods" account. The VAT code has also been added.
• (3) - For the "Swisscom" transaction, the rule replaces the temporary contra account with the "Admin" account.
• (4) - For the "Best insurance" transaction with policy number "892-948", the rule replaces the temporary contra account with the "Insurance Health" account.
• (5) - For the "Best insurance" transaction with policy number "987-650", the rule replaces the temporary contra account with the "Insurance Car" account.

3. Applying the Rules for Automatic Completion (Result)

In the Transactions table, the program completes the imported transactions by adding the contra account, VAT code, etc., regardless of the method used for creating the Rules.

In the example, in the Transactions table, the imported transactions have been automatically completed:

• (1) - For the "Twint" transactions, the temporary contra account has been replaced with the "Sales" account and completed with the VAT code.
• (2) - For the "Interac Electronics" transaction, the temporary contra account has been replaced with the "Goods" account and completed with the VAT code.
• (3) - For the "Swisscom" transaction, the temporary contra account has been replaced with the "Admin" account.
• (4) - For the "Best insurance" transaction with policy number "892-948", the temporary contra account has been replaced with the "Insurance Health" account.
• (5) - For the "Best insurance" transaction with policy number "987-650", the temporary contra account has been replaced with the "Insurance Car" account.

Additionally, the program recognizes the transactions with the VAT code and completes all the columns related to VAT (VAT account and amounts).