Transaction rules

Default rule required

The default rule works as a fallback, if no other rule applies.

➡️ We recommend to set it to 1099 bookings to validate

Transaction rules optional

Add a new rule

If you're viewing the transaction list, click on New Acct. rule to add a new rule.

Alternatively you can click on the blue plus sign in the import channel settings > Transaction rules section.

This will open a new window where you can define the rule:

Minimum requirements

In most cases you will use the following 3-4 fields:

rule name required

Give the rule a name. This is only for your reference and will not be used in the import process. We recommend it to name it after the most dominant conditions.

at least one condition required

e.g. description contains

This would mean, that if the transaction's description contains the word ABB CH, the rule will apply.

• It is best to use the shortest possible character string that allows a transaction to be uniquely identified. In this case ABB might be sufficient and would be more robust for future changes - e.g. if the transaction's description changes to ABB Switzerland AG in the future, the condition ABB would still apply, while the ABB CH wouldn't match anymore.
• But be careful: the condition ABB would also a match a transaction named cabbage.com. In this case, it might be wiser to use ABB CH as the condition or to increase the priority of the rule cabbage.com to make sure that this rule will get applied first.

book to account required

Set the bexio bank account number (usually an expense account) where the transaction should be booked to.

tax code optional

Please only set a taxcode if you're company is subject to VAT. Otherwise leave it empty.

Fields explained

Conditions optional

Description contains 1 optional

This would mean, that if the transaction's description contains the word ABB CH, the rule will apply.

• It is best to use the shortest possible character string that allows a transaction to be uniquely identified. In this case ABB might be sufficient and would be more robust for future changes - e.g. if the transaction's description changes to ABB Switzerland AG in the future, the condition ABB would still apply, while the ABB CH wouldn't match anymore.
• But be careful: the condition ABB would also a match a transaction named cabbage.com. In this case, it might be wiser to use ABB CH as the condition or to increase the priority of the rule cabbage.com to make sure that this rule will get applied first.

Description contains 2 optional

This will work like the first description field. The second field will allow you to search for two words in the description. E.g. you can search for ABB and Zurich in the description. Now the rule only applies if both words are found in the description.

Paid by contains optional

Functionality is the same as for the description fields.

Reference contains optional

Functionality is the same as for the description fields.

Card numder contains optional

Functionality is the same as for the description fields.

Account name contains optional

Functionality is the same as for the description fields.

Amount min optional

If set, the rule will only apply if the amount of the transaction is equal or higher than the specified amount. The sign of the amount is ignored. Therefore the rule will apply for positive and negative amounts:

E.g. if you set the amount to 100:

• the rule will apply if
  • the amount is 100 or higher
  • or the amount is -100 or lower.
• the rule won't apply if the amount is between -99.9999 and 99.9999

Amount max optional

If set, the rule will only apply if the amount of the transaction is equal or lower than the specified amount. The sign of the amount is ignored. Therefore the rule will apply for positive and negative amounts:

E.g. if you set the amount to 100:

• the rule will apply if the amount is between -99.9999 and 99.9999
• the rule won't apply if
  • the amount is 100 or higher
  • or the amount is -100 or lower.

Priority required

If you have multiple rules that apply to the same transaction, the rule with the highest priority will be used.

Actions required

book to account required

Set the bexio bank account number (usually an expense account) where the transaction should be booked to.

automapping-feature optional

Please refer to this tutorial.

Set tax code optional

Please only set a taxcode if you're company is subject to VAT. Otherwise leave it empty.

automapping-feature optional

Please refer to this tutorial.

currency transfer account optional

Please refer to this tutorial.

Modify description optional

These fields allow to modify the description text that will be sent to bexio.

Prefix optional

Add additional text at the beginning of the description. If set to TextBefore, the description OriginalDescription will be changed to TextBefore OriginalDescription.

Remove (,) optional

If you want to remove a text from the description, enter it here. Multiple texts can be entered by separating them with a comma: text1,text2,text3 will remove text1, text2 and text3 from the description.

Suffix optional

Add additional text at the end of the description. If the field is set to TextAfter, the description OriginalDescription will be changed to OriginalDescription TextAfter.

Replace with rulename optional

This will replace the description with the name of the rule.

Set Performance period optional

Allows you to specify what the performance period of the transaction is. This will append a note (e.g. [03.2021-02.2022]) to the description of the transaction which will be compatible with our module accruals

Start required if duration is set

The number specified here, defines the start of the performance period in months relative to the date of the transaction:

• If the transaction date is 15.02.2021 and start is set to -1, the performance period will start on 01.2021.
• If the transaction date is 15.02.2021 and start is set to 0, the performance period will start on 02.2021.
• If the transaction date is 15.02.2021 and start is set to 1, the performance period will start on 03.2021.

Duration required if start is set

The number specified here, defines the how many months the duration of the performance period is. This will automatically calculate the end date of the transaction.

• If the transaction date is 15.02.2021 and start is set to 1, the performance period will end on 02.2021 (1 month).
• If the transaction date is 15.02.2021 and start is set to 3, the performance period will end on 04.2021 (3 months).
• If the transaction date is 15.02.2021 and start is set to 12, the performance period will end on 01.2022 (12 months).

Don't send to bexio optional

If checked, transactions with this rule will be set to ignored when clicked on send instead of sending it to bexio. Ignored transactions will be displayed in the ignored transactions list.