Create bank processing rule (Beta)

Disclaimer

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

To more efficiently process regularly recurring bank and cash transactions, you can create bank processing rules in Yuki.

Only a user with a ‘Back Office’ role in the domain can create a bank processing rule.

When you open a pending bank or cash transaction, you get the screen where you can manually match the transaction or perform an action.

Sometimes Yuki has already created a bank processing rule automatically or an existing bank processing rule has been applied. You will then see the text:

This transaction is currently posted as follows: [GL account][contact]. This transaction has been posted by Processing rule.

If you know that a certain transaction is going to recur more often and it can be handled the same way each time, it is best to create a bank processing rule.

ATTENTION!

When a new bank processing rule is created or an existing bank processing rule is changed, all outstanding bank transactions are reprocessed according to this new/changed rule with the exception of outstanding transactions that are in a closed financial year.

From this screen, a user can:

• specify the criteria that a transaction (statement line)  must meet
• determine the processing of the transaction when all criteria are met
• automatically record (split) transactions on multiple GL accounts.

Hover your mouse over the Bank icon in the navigation bar and click on Bank processing rules.

Then click on the Create rule button in the now-opened screen.

The following screen is opened:

Specify criteria that statement line must meet 

Here are the criteria that a transaction must meet. 

TIP!

When defining the criteria, be careful not to make the criteria too general. For example, it is not wise to use a short word (such as NS). You then run the risk of having a match too quickly and therefore all kinds of transactions will be recognized.

Statement type

Indicate whether it is an import of a bank statement or an electronic cash statement.

Deposit type

Specify if it should be a deposit or withdrawal or if it can be both.

Criteria (required)

You must define at least one criterion in order to create the bank processing rule.

Depending on the selected statement type, you can enter the following criteria:

Transaction type

These are types of transactions that are already included in the statement by the bank, e.g. bank charges or Incasso.

Transaction (electronic cash statement only)

The transaction type is used for the different types of cash transactions you have defined. Think of "Revenue incl 21% VAT, Paid with CC, Deposit bank etc.

Offset account

For a bank transaction, this is the bank account where the outgoing payment was transferred to, or the incoming payment originated from.

For a cash transaction, this depends on the code provided by the cash.

Own bank account (only for bank statement)

Indicate here whether the transaction must originate from a specific bank account. If you leave this blank, the transaction may originate from any account.

Cash (only for electronic cash statement)

Indicate here whether the transaction should come from a specific cash register. If you leave this blank, the transaction may originate from any cash register,

Description

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

For a detailed description of the search options click on the triangle for How do you use the 'Description' criterion to set your rule?

ATTENTION!

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

For an overview of the codes you can use see article Beheer van storno's (NL).

Amounts (absolute value)

Here you can specify whether the amount of the debit or credit or both should be within certain limits. These amounts are always positive.

Determine processing of transaction if all criteria are met

This determines how the transaction will be processed if all criteria are met.

Automatic categorization

Here you specify to which GL account and contact the bank transaction should be categorized. After categorizing the bank transaction, you can set whether it should be processed automatically or manually.

GL account (required)

First enter the GL account to which the transaction should be posted. This can be a revenue account, an expense account or a balance sheet account. You cannot book directly to another bank account or cash account.

If it is a transaction between two bank accounts, choose the GL account ‘Payments in transit’.

VAT code

If you choose a sales or expense account, you can also indicate which VAT applies to it.

Contact

Select an existing contact that this transaction should be posted to.

Processing method

Specify here whether the transaction categorized based on the bank processing rules should be processed automatically or manually.

If the bank transaction is processed automatically, it will no longer appear in the workflow.

Date of the transaction to which the rule applies 

You can have a processing rule start or stop on a specific date. For example, you may book an entry one way until 31-12 and another way as of 01-01. It is not possible to trigger bank processing rules with the same criteria within the same period.

To test if the bank processing rule is defined correctly you can click on the Preview matches button.

ATTENTION!

This will only look at transactions that have not yet been processed and settled.

Finally, click on the Create button to actually create the new bank processing rule.

Record transactions automatically on multiple GL accounts

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

For a detailed description of how to book transactions automatically to multiple GL accounts see article Split bank transactions automatically.

Comments

Here you can add comments/notes to the bank processing rule if you wish.