Order bank rules

Once you have created two or more bank rules, you can set the order to make sure that they run in the right sequence. Bank rules are applied in the order they are listed on the Spend Money Rules and Receive Money Rules tabs of the Bank Rules screen. Bank rules should be ordered so that more restrictive rules run first.

Ordering bank rules to run a more restrictive rule first

A more restrictive bank rule is one that requires a bank statement line to match more conditions or more specific values. For example, you regularly buy office supplies from ABC Stationery, which you allocate to your Office Expenses account. However, sometimes you use ABC Stationery to print brochures, which you allocate to Printing & Stationery. You always include the word 'printing' in the Description field of the payments for these brochures.

You have two bank rules set up that both check the Payee field for 'ABC Stationery'. The first rule simply allocates payments for ABC Stationery to Office Expenses.

Image of Step 1 of the Create Bank Rule screen for 1-condition rule

Image of Step 4 of the Create Bank Rule screen showing allocation to Office Expenses

The other rule also checks to see if the Description contains 'print', and then allocates the payment to the Printing & Stationery account.

Image of Step 1 of the Create Bank Rule screen for 2-condition rule

Image of Step 4 of the Create Bank Rule screen showing allocation to Printing & Stationery

If the rule that only checks the Payee and not the Description runs first, then all purchases from ABC Stationery, including those for printing, will be allocated to the Office Expenses account.

Image showing bank rules in the incorrect order

Therefore, you should set the order so that the more restrictive rule that checks the Description runs first.

Image showing reordering of one bank rule

Change the order of bank rules

  1. Go to Accounts then Bank Accounts.

  2. Click Bank Rules.

    Image showing portion of Bank Accounts screen highlight Bank Rules button

  3. Click either the Spend Money Rules or Receive Money Rules tab to find the rules you want to reorder.

  4. Click and drag the rule or rules into the new order.

    Image showing reordering of two bank rules

Select the checkbox next to the rules to move two or more rules at the same time.

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