Create bank processing rule

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

ATTENTION: this feature may have a major impact on the administration. Use this feature wisely.

You can create bank processing rules in Yuki in order to process regularly recurring bank and petty cash transactions more efficiently. 

Only a user with a 'Back office' role in the domain or the 'Management', 'Financial administration' or 'External accountant' role can create a bank processing rule.

When you open a bank or petty cash transaction that still needs to be processed the screen wherein you can match a transaction manually or perform an action is opened.

Sometimes Yuki has already created a processing rule automatically or an existing processing rule has already been applied automatically. In that case the following text will be shown:

If you know that a certain transaction wil occur more often and this transaction can always be recorded in the same way then it is advisable to create a processing rule.

Open a transaction from the Bank transactions to be processed workflow and then click on the (New) Processing rule button.

The following screen is opened:

The left-hand side of the screen contains criteria that should be met by a transaction. The right-hand side defines the processing of the transaction when it meets the criteria.

TIP!

You can also have transactions automatically posted to multiple general ledger accounts. However, you must first ensure that the normal bank processing rule is fully set up.

For a detailed description of automatic posting of transactions to multiple general ledger accounts, see article Split bank transactions automatically.

Criteria

Statement type

Specify whether it is an import of a bank statement or a cash flow statement.

Transaction type

These are transaction types that are already included by the bank in the statement like bank costs or direct debit.

Transaction code (only in case of cash flow statements)

The transaction code is used for the different kind of petty cash transactions that you have defined. Examples are  "Revenue incl 21% VAT, Paid by credit card, Deposit bank etc. 

Offset account

In case of a bank transaction this is the bank account into which the outgoing payment is transferred or from which the incoming payment originates. In case of a petty cash transaction this depends on the code that is provided by the cash book.  

Offset account name

This is the name of the counterparty (customer or supplier).

Description

From the description, you can take keywords as criteria. By default, the description contains the keyword as you define it in the criterion. Parts of a word in the description are also recognised this way. If you use several words as a criterion, indicate whether the description should contain "all words" or "one of the words". You can also use so-called "wildcards".

For a detailed explanation of the search options, click on the question mark behind the drop-down menu.

ATTENTION!

When creating a bank processing rule for a direct debit reversal, always enter /RTRN/ followed by the code, e.g. /RTRN/AM04 (AM04 Insufficient Balance).

Own bank account / petty cash

Specify here whether the transaction should originate form a specific bank account or cash book. When you leave this field empty the transaction can originate from all bank accounts and cash books.

Withdrawn / Deposited

Specify whether it must be a deposit or withdrawal or that it may be both.

If you have specifically chosen for a deposit or a withdrawal you can also specify that the amount must be within certain limits. These amounts are always positive. 

Output / processing

Here you have to specify in what way the transaction should be recorded automatically. 

GL account

First you have to enter the GL account on which the transaction should be recorded. This can be a revenue account, a cost account or a balance sheet account. You cannot record an entry on a different bank account or cash account directly. Does it concern a transaction between two bank accounts then choose the 'Internal transfers of funds' ledger account.

When you choose a revenue account or a cost account then you can also specify which VAT is applicable. 

Contact

Select an existing contact on which this transaction should be recorded.

Complete automatically when rule has been applied

Specify whether the transaction should be processed automatically when it meets all criteria. Transactions will then be processed and recorded automatically and will not end up in the workflow anymore.

Validity of processing rules

You can have a processing rule start on a certain date or stop on a certain date again. For example, you may record an entry one way until 31-12 and another way from 01-01. It is not possible to activate processing rules with the same criteria within the same period.

You can click on Show possible results in order to test whether the processing rule is defined correctly. Attention, Yuki will only consider transactions that are not processed yet.

TIP!

Please note when defining the criteria that you don't make the criteria too general. Therefore, it is not advisable to use a short word (like NS). You then risk of having a match too soon and therefore all kinds of transactions will be recognised.