Creating automation rules

Automation rules let you fully automate recurring postings. When a bank transaction meets a rule's criteria, the system creates the posting automatically, without you having to process the transaction draft yourself.

Creating a rule

Go to Settings → Bookkeeping settings and automation → Automation rules → Create rule.

1. Name the rule

Give the rule a descriptive name so you can find it easily later.

2. Define the criteria

Choose which transactions the rule applies to:

• Account — the bank account the bank connection was created for, for example 1910 Bank account

• Contact — the contact the rule applies to

• Amount range (optional) — the rule only activates for transactions within a certain amount range

• Description or reference (optional) — limits the rule to transactions containing specific text

3. Define the posting

• Transaction description — what is automatically set as the transaction's description

• Debit account — the account the debit posting is made to, plus VAT treatment and percentage

• Credit account — the account the credit posting is made to, plus VAT treatment and percentage

• Amount — use the variable summa, which stands for the transaction amount. You can also write formulas in the amount field, for example summa*0,2 if only part of the amount should be posted

4. Attachment

When this is turned on, the transaction is left as a draft until a matching attachment is found, after which it is approved automatically.

5. Create the automation rule

Once the rule is saved, it activates automatically the next time a transaction meeting the criteria arrives through the bank connection.

Tip: varying contact names

Sometimes the same supplier's name varies on the bank statement from one transaction to the next. For example, Facebook charges may appear as FACEBK *TEXG76RMJ2 or FACEBK *ZYFY49MMJ2. In this case, add FACEBK* as an alias for the contact — the wildcard lets the rule recognize all transactions that share the same prefix.