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Bank Rules

This guide explains bank rules in MyCloudBook: how to handle repeating bank lines automatically, how to write the conditions, and how to choose between Auto and Suggest.

Overview

A bank rule handles a line that comes back again and again, for example the monthly fee of the bank. The rule looks at the line, and it creates a new expense, receipt, or transfer for it. The new document is reconciled with the line, so you do not type it each month.

A rule works in one of two ways:

WayWhat happens
SuggestA blue badge appears on the line. Nothing happens until you click Apply Rules and confirm.
AutoThe rule creates the document during the import of a statement file. The Messages panel of the file gives the number of lines.

The Bank Rules tab

  1. In the left navigation, click Banking.
  2. In the Banks tab, click Bank Rules. The Bank Rules tab opens.
The Bank Rules tab with four rules, their conditions, banks, directions, documents, and the Apply column.
Figure 1. The Bank Rules tab.
  1. 1Add Rule.
  2. 2Refresh.
  3. 3The bank filter. It shows the rules of one bank and the rules of all banks.
  4. 4Show inactive rules.
  5. 5Order. The rules run in this order.
  6. 6Rule. The name and the conditions.
  7. 7Bank. One bank, or All banks.
  8. 8Direction. Money in or Money out.
  9. 9Creates. The document and its account.
  10. 10Apply. Auto or Suggest.
  11. 11Active. The status of the rule.

A double click on a rule opens it. The row menu holds Edit and Delete. The first matching rule in the order is used for a line.

Adding a rule

  1. Click Add Rule. You can also click Create Rule… in the row menu of a bank line, so the window starts with the text of the line.
  2. Select Apply to, and type the Rule Name.
  3. Add the conditions.
  4. Select the document and its account.
  5. Click Save.
The New Bank Rule window for the rule Monthly bank service fee, with one condition and the account 506 Bank and Credit Card Fees.
Figure 2. The New Bank Rule window.
  1. 1Apply to. Money out or Money in.
  2. 2Rule Name.
  3. 3Order. Empty puts the rule at the end.
  4. 4Bank. Empty means all banks.
  5. 5Auto apply during the import. Without it, the rule only suggests.
  6. 6Add Condition.
  7. 7Any conditions match or All conditions match.
  8. 8Conditions. Click a cell to change it.
  9. 9Document. The document that the rule creates.
  10. 10Supplier, or Customer for a receipt. Optional.
  11. 11Payment Method. Optional.
  12. 12Account. The account of the document.
  13. 13The status: Active or Inactive.
  14. 14Save.

The fields

FieldRequiredPurpose and rules
Apply toRequiredMoney out for a payment, a fee, or a withdrawal. Money in for a deposit, a refund, or a payment received.
Rule NameRequiredUp to 100 characters. It must be unique.
OrderOptionalA whole number of 1 or more.
BankOptionalOne active bank, or empty for all banks.
DocumentRequiredMoney out: Expense or Transfer. Money in: Receipt or Transfer.
Supplier or CustomerOptionalThe contact of the document. Not used for a transfer.
AccountRequiredThe expense, income, or other account of the document. A transfer uses an asset or a liability account.
TaxOptionalFor a receipt only.

The conditions

FieldOperators
Description, Payee, Reference, Transaction typecontains, does not contain, is equal to, starts with, ends with. Capital and small letters count the same.
Amountis equal to, is greater than, is less than, is between. The amount has no sign here.

Use a short text that appears in every month, for example MONTHLY SERVICE FEE. Avoid dates and numbers that change. With two or more conditions, choose Any conditions match or All conditions match.

Start with Suggest. Check the suggestions for a month, and then turn on Auto apply.

What a rule creates

The document of a rule has one line with the amount of the bank line. Its date, reference, and description come from the bank line. After the rule runs, the line is reconciled, and a small text under its badge names the rule.

  • A rule never changes an existing document. It always creates a new one.
  • Unreconcile removes the link. The document stays in the books.
  • When you delete a rule, its documents stay in the books.
  • Auto apply works on the lines of an import. For other lines, use Apply Rules.

Messages and their meaning

MessageCauseWhat to do
The rule is saved successfully.The rule was saved.No action is needed.
Add at least one condition.The rule has no condition.Click Add Condition.
A rule named '...' exists already.Another rule has the name.Choose another name.
The direction Money in can not create an expense. An expense rule needs the direction Money out.The direction does not fit the document.Change the direction or the document.
The direction Money out can not create a receipt. A receipt rule needs the direction Money in.The direction does not fit the document.Change the direction or the document.
The account '...' is a main account. Choose a sub account.The account has sub accounts.Select a sub account.
The account of a transfer rule must differ from the account of the bank.The transfer has one account on both sides.Select another account.
... transaction(s) reconciled by the rules.The rules reconciled the lines.No action is needed.
The transaction does not satisfy the conditions of the rule '...'.The line no longer fits the rule.Check the line and the rule.

Questions and answers

What is a bank rule?

A rule that creates a new expense, receipt, or transfer for a bank line that fits its conditions, and reconciles the line with it.

What is the difference between Auto and Suggest?

Suggest shows a badge and waits for you. Auto creates the document during the import of a statement.

In which order do the rules run?

In the order of the Order column. The first rule that fits a line is used.

What happens to the documents when I delete a rule?

They stay in the books.

How do I start a rule from a bank line?

Click Create Rule in the row menu of the line. Shorten the text of the condition, so it fits every month.