Bank Import Rules
ERPLY Books allows for a very high level of automation for bank statement processing. The system does most of the work automatically, but some transactions must be assigned to the right place first. ERPLY Books has banking rules for this purpose.
Banking rules are mainly meant to automate other transactions. For example, you can describe interest income, variable bank charges, cash withdrawals, payroll withdrawals, and bank cards held by reporting persons.
To add rules for the bank import, go to the main page and type “Bank Import Rules” in the search box. From there, you will be able to add new rows and add the following conditions to each row:
1. Types of rules
- Contains – the description contains the desired word
- Equals – the description equals the desired word
- Equals with
- Starts with
- Next &/ Previous Contains – the transaction and the preceding/succeeding transaction(s) contain the requested word(s).
- Reimbursement
- Multiple Payments, Connect with % – enter in the description field which description should be searched for and how it should be broken down in terms of percentages. If you should search for the description “card payments”, which should be -1.8% bank charges, then in the description field enter “card payments|57000:-1.8” where “card payments” is the description, | is the allocator, 57000 is the bank charges account number and -1.8 is the percentage. 57000 will be the calculated amount and the remainder will be put into the account indicated in the “account” field.
- Multiple Payments, Connect with Amount – enter in the description field what description to look for and how to break it down. The input is analogous to the previous row, but -1.8 would not be the percentage in this case, but the sum.
- Contact Prepayment
- Multiple Payments, Connect by Description – under the description of the payment, there is another amount related to the payment. In the description, both the account and the description by which the payment are recognized must be entered, as in the previous two options: ‘card payments:|57000:-1*TT:’. In this case, if the payment contains the description ‘card payments’ and if the description ‘TT:’ is found in the description of the payment, the number following the description ‘TT:’ is assigned to the account number 57000.
- Contains (more than two matchers)
- Invoice Connector – with Third Party Organization and Invoice Additional Info
- Invoice Connector – find customer/supplier name from description with starts with setting
- Name and Description Equals
- Name and Description Contains
- Name and Description Starts With
- Name and Description Ends With
- Connect Supplier/Customer: Description Starts With
- Connect Supplier/Customer: Name Starts With
- Connect Supplier/Customer: Name Contains
- Ref nr Equals
- Ref nr Contains
- Ref nr Starts with
- Ref nr Ends with
- Name Equals
- Name Contains
- Name Starts with
- Name Ends with
- Invoice matcher
- Starts and Ends with
2. Description
Searches for matching text in the bank payment description.
3. Account
You can specify the account on which to reflect the payment.
4. Project
You can specify the project to be included in the payment.
5. Tax
You can immediately link specific transactions to VAT without having to create a separate invoice for them.
6. Contact
Contact to connect to the payment.
Once you’ve added bank rules, the program no longer automatically tries to learn from previous transactions. In other words, the banking rules are more important than the self-learning algorithm (the self-learning algorithm does not automatically connect to projects, etc.).
7. Money in/out
Select whether the transaction should be money in or money out
Examples
Example 1. Bank service charges
Transaction on a bank statement:
Amount: 1.2 EUR
Description: Bank service
The following banking rule should be created:
Type = Equals
Description = Bank service
Account = Bank service charges
Project – leave blank
Tax – leave blank
Contact – leave blank
Example 2. Salary
Transaction on a bank statement:
Amount: 872 EUR
Description: Salary for January 2021
Person: Jaan Tamm
The following banking rule should be created:
Type = Contains
Description = Salary
Account = Salary Debts
Project = can be left blank or assigned to a project
Tax – leave blank
Contact – can be left blank
If you are using projects and employees are linked to different projects, you need to create a separate row for each employee and assign them a project. If all employees are linked to a single project, you can leave the customer/vendor field blank and assign only the project. Doing this will assign bank transaction entries (bank account and payroll account) to the project.
Suggestion: to ensure that the descriptions are accurate and correspond to the descriptions in your bank account, we recommend downloading Notepad++ and copying the values from there.