Matching rules
Define rules so that recurring bank transactions are recognised automatically during reconciliation.
Available in the plans: Pro
Under Matching rules you define what should happen with recurring bank transactions, for example: "Whenever the payment reference contains account fee, classify as bank fee." After every import, Kontelio applies the rules and shows the result as a suggestion in the reconciliation under Bank and cash.
Create a rule
- Click New rule. It is quicker from the reconciliation: Always when… (create rule) copies the details of the selected transaction into a new rule.
- Enter a Name. Choose an Account if needed; otherwise the rule applies to All accounts.
- Under Whenever…, define the condition: a Field, for example Payment reference, an Operator, for example contains, and the Value. Add condition adds further conditions; all of them must then apply.
- Under Then, choose the action, for example Classify as bank fee. Depending on the action, also choose the customer or supplier, the activity or the other own account.
- Click Save.
Test a rule
In the list, click Test next to the rule. Kontelio shows how many transactions of the last 90 days the rule would have hit, with some examples. The test changes nothing.
Conditions and actions
| Element | Meaning |
|---|---|
| Priority | Rules are checked in ascending order; the first matching rule wins. A smaller number therefore comes first. |
| Counterparty IBAN | Can only be checked for equality. The IBAN is stored without ever being shown in clear text. |
| matches (regex) | For advanced users: a regular expression. An expression that takes too long to evaluate counts as invalid. |
| Amount | With between you enter a Minimum and a Maximum. |
| Reconcile with an open item of the partner | Looks for an open item of the chosen customer or supplier. |
| Create an expense draft | Creates an expense draft for the chosen supplier; only you post it. |
| Ignore | The transaction is filed without accounting effect. |
Confirm automatically
Normally a rule only creates a suggestion that you accept in the reconciliation. With Confirm automatically (auto_confirm), Kontelio posts matching transactions directly, without asking. The auto badge in the list marks such rules.
Good to know
- Delete (deactivate if it already had hits) (bin icon): a rule without hits is deleted; if it already has hits, it is only deactivated, so it stays traceable why a transaction was assigned that way.
- Untick Active in the editor to switch a rule off temporarily. Inactive rules are marked in the list.
- The column Hits counts how often the rule has applied.