2. Automatically generate import rules
4. Auto explain transactions with import rules
5. Bulk explain transactions with import rules
1. Introduction
Bank import rules allow you to automatically explain similar transactions in bulk on both imported and recreated bank statements through the Bank Explain screen.
To create an import rule, you will need to define the search criteria that will be used to identify the transactions you want to explain. The search term you provide will be compared against the descriptions of your transactions to determine if the rule applies.
Bank import rules can be automatically created when a transaction is explained on the Bank Explain screen. You can also choose to turn off this automatic feature and create your own rules for more control.
2. Automatically generate import rules
The system will automatically generate an import rule based on the transaction description each time a transaction is explained if "Automatic rule creation" is enabled.
The system will create an import rule for every transaction. It will automatically populate the "Find transactions containing" field with the transaction description and set the "Search type" to "Contains." The transaction explanation will determine the other details of the import rule, including whether it is a transaction/refund/transfer, and the contact, account code, VAT rate, payment method, project, and VAT treatment fields. The "Creating an Import Rule" section explains these concepts in more detail.
To enable "Automatic rule creation" navigate to Settings > Configure system > Toggle features > Tax & Bank Import Tool.
The "Customise Import Rule creation" option allows you to modify new automated import rules that the system generates when you explain bank transactions on the bank explain page.
3. Creating an Import Rule
You have the ability to generate your own import rules, irrespective of whether the system is automatically creating them.
To create a new import rule, navigate to Money > Bank statements > Bank import rules and click on the "Create import rule" button.
Note: You can create, edit and delete import rules manually from the Money > Bank import rules menu.
You will then be presented with the below screen:
The Search type field has two options available via a dropdown selector:
- Contains
- Exact match (using * for wildcard)
These options will be explained in more detail below.
Contains
The system will use the search term you enter into the "Find transactions containing" field to explain any transactions that include the term when you select the "Contains" option. For instance, the system will explain transactions that contain the phrase "Sales invoice" in the description in the example below:
Exact match (using * for wildcard)
The "Exact match (using \* for wildcard)" option matches transactions precisely, but allows the (*) symbol to be replaced by any text. For instance, if a bank statement description reads "DDR 2024-12-01 AMAZON.CO.UK" and the date is likely to change, the rule "DDR * AMAZON.CO.UK" would accommodate any date in the description.
If a transaction description uses an asterisk (*), escape it with a backslash (\) to prevent it from acting as a wildcard. For instance, if the description on your bank statement says "DDR 2024-12-01 AMAZON\*CO\*UK," you would need to add a backslash (\) before each asterisk (*) to prevent it from being interpreted as a wildcard. The correct format would be "DDR \* AMAZON\*CO\*UK."
Note: The "Find transactions containing" field is case sensitive.Under the Action section, the bank import rule can be set as either a transaction, transfer or refund.
When establishing an import rule for either a transaction or refund, you have the option to assign the following data points, if relevant: contact, account code, VAT rate, payment method, project, and VAT treatment.
If "Transaction" is selected, the transactions generated by the import rule will be prefixed REC for receipts and PAY for payments.
If "Refund" is selected, the transactions generated by the mass update will be prefixed SRF for receipts and PRF for payments.
When establishing an import rule for a transfer, you will need to select the bank that money will be transferred to or from.
If "Transfer" is selected, you will need to enter the bank you will be transferring money to or from.
4. Auto explain transactions with import rules
Bank import rules are used in the Auto Explain feature. Auto Explain compares new bank transactions with your Clear Books invoices, bills, existing bank records and import rules and explains them for you.
You can learn more about this in the Auto Explain Guide.
Auto Explain Guide
5. Bulk explain transactions with import rules
Once you have created you import rules, you will be able to see when the rule is applicable to a transaction on the Bank Explain screen. The "Save all matches" will appear to the right of the applicable rule. If you click on this button it will explain all transactions where the rule is applicable.
Note: The "Save all matches" will only explain transactions on the statement you are viewing