Setting up bank import rules
How to teach the system which document to create from bank statement rows that cannot be matched to an invoice, such as bank fees, tax payments or cash withdrawals.
Bank import rules tell the system what to do with a bank statement row that matches no invoice, for example the monthly account fee or a social security payment. Once a rule is set up, such rows no longer have to be processed by hand.
Where to find it
- Bank → Bank import rules: the list of rules with a filter.
- Bank → Bank import: in the row menu of a statement row, Create rule opens a new rule pre-filled with the row's data.
Rules apply to every client; they do not belong to a single company.
Creating a rule step by step
- Open Bank → Bank import rules and click the blue + button at the top right (Add rule). A quicker way: in the Bank → Bank import list open the ⋮ menu (More actions) at the right end of the row and choose Create rule.
- Fill in Rule name. If Generated item name (for booking) stays empty, this name also becomes the item name of the document.
- In 1. Conditions — which statement rows the rule matches tick every condition the rule should check (Check this condition) and fill it in: Own account, Partner account, Direction, Memo contains, Bank transaction code.
- In 2. Generated transaction — what the rule creates choose who the document belongs to: Assign supplier or Assign customer, then pick the Item category (for coding), for example "Bank fee".
- Set Sort order and Status if needed, then click Save at the top right.
The conditions
| Field | Meaning | Note |
|---|---|---|
| Own account | the client's bank account where the movement happened | can be typed with or without hyphens; the system converts it to one standard form |
| Partner account | the account number of the other party | stored in the same standard form |
| Direction | Any direction, Incoming (credit) or Outgoing (debit) | a bank fee is always outgoing |
| Memo contains | a fixed piece of text from the memo | leave out the variable parts (dates, serial numbers); keep, for example, only the tax number |
| Bank transaction code | the bank's own movement code | shown on the statement row |
Rules and messages
- A rule cannot be saved without a name: "Warning: Rule name is required!"
- At least one condition must be ticked, otherwise the rule would match every row: "Warning: At least one condition (account / direction / memo / code) is required!"
- A rule can only be deleted (red bin icon) if no imported statement row refers to it; otherwise the system shows the number of referring rows. Switch a rule in use off with the on/off icon of its row instead.
Example
Every month the bank of Sample Ltd. debits the account fee with the memo "ACCOUNT FEE". The rule: Own account = Sample Ltd.'s HUF account, Direction = Outgoing (debit), Memo contains = "ACCOUNT FEE"; Assign supplier = the bank, Item category = Bank fee. At the next import the bank fee document is created from the fee row automatically, and the number of matched rows next to the rule goes up.