Automated Categorization Rules

One of the most exciting features of Autobooks is our ability to link directly into your business' checking and savings accounts and pull in any transactions that hit these accounts. These transactions are pulled in on a nightly basis and then made available for you to code. This will allow you to categorize these transactions to the appropriate accounting categories so that they impact your financial reports in the proper manner.

Now if you have transactions that come in on a regular basis that are the same and need to be coded to the same accounting category each time, you can set up rules to handle this coding automatically! This saves you time of having to go in and code the same transaction week in and week out to the same accounting category!

There are multiple sections in this article for the creation and management of rules. Please make sure to review all of these before creating your first rule. If you have any questions, do not hesitate to reach out to Autobooks Support!

All Rules Page - Navigation

  • The 'All Rules' page is the base for the rule creation process, and can be accessed by clicking on the 'Transactions' tab from the left-hand menu bar, and then on 'Rules'

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  • This page will be blank at first, so you will want to click on the blue [Add Rule] button to get started

All Rules Page - Notes

  • On the 'All Rules' page, you can click and hold the three vertical dots on the left-hand side of a specific rule to reorder your rules if their run order needs to be changed
  • You can also click the [Edit] button on the right-hand side of a rule to edit or delete it.

Important Categorization Rule Notes

  • The rules you create will run one at a time starting from the first (top) rule on the 'All Rules' page
  • This means that if you've created multiple rules, you will need to order them appropriately on the 'All Rules' page so that they're applied to the correct transactions.
  • If there are multiple rules that could apply to a single transaction, the first applicable rule will be run against the transaction in question.
    • This means that you will want to make sure that the rules you create are specific enough that only the correct transactions are impacted when they run.

Add Rules Page - Navigation

  • As stated above, click on the [Add Rule] button in the upper right of the 'All Rules' page to bring up the 'Add Rule' page

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Add Rules Page - Rule Creation

  • The first field on this page to fill out is the 'Rule Name' 
    • We recommend making it simple and descriptive, so that you can easily reference this in the future as needed
  • Next you choose if this is for 'Cash in' or 'Cash out'
    • Cash in: money coming into the account in question
    • Cash out: money moving out of the account in question
  • After this, you will want to select the bank account(s) that this transaction occurs in
  • Now select between a condition of 'Any' or 'All'
    • Any:  This means that any one of the conditions you enter next below this field would need to be matched in order for this transaction to be coded
    • All: This means that ALL of the conditions you enter next below this field would need to be matched in order for this transaction to be coded
  • For the actual condition line, you will be able to choose from the following options:
    • Amount:
      • Equals
      • Does Not Equal
      • Less Than
      • Greater Than
      • Less Than or Equal To
      • Greater Than or Equal To
    • Description:
      • Contains
      • Doesn't Contain
      • Is Exactly
    • Clicking the green [+Add Item] button will allow you to add multiple conditions
  • Please note the check box after the conditions section that is labeled "Exclude transactions with these conditions"
    • If the transaction that you've created the above conditions for should not be accounted for in your financial reports, you can choose this option to automatically exclude this type of transaction
      • An example of this would be if you transferred a certain amount of money regularly between two of your bank accounts, you could exclude this, as it's neither revenue or expense
  • In the last section of this page, there are a few final fields, with only one being required:
    • (Optional) Customer/Vendor drop-down: You can select a customer or vendor here if you've created a customer or vendor that would be associated with this transaction
      • If you do not have a customer or vendor to associate with this transaction, you can skip this step
    • Category: This is a crucial step, as this is where you choose the accounting category for this rule, which determines where any applicable transactions will be coded to
    • (Optional) Memo: If you would like to include a note as to why this rule was created, you can enter it here
  • Finally, you will need to click the [Save] button at the very bottom of this page in order for this rule to be saved

 

All Rules Page - New Rule Review

  • After you've created this rule, you can return to the 'All Rules' page to view the newly created rule
  • You'll see in the upper right next to the [Add Rule] button there is a green [Run Now] button
  • This will immediately run any and all rules that you've created and categorize any transactions that have not yet been categorized based on the rules you have created
    • Please note that you do not have to click this to run the rule, as it will automatically run the day after its creation

 

Again, if you have any questions at all, please do not hesitate to reach out to Autobooks Support! 

 

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