Each rule contains a set of conditions based on the occurrence of specific values in defined fields of a bank transaction. If those conditions are met, the rule also contains a set of fields and values to be filled in on the matched record. These are typically account numbers, but may include other fields as well.

Rules for automatic posting can be:

The Rule-Based Posting feature can be accessed via the More Options menu at the bottom of the Bank form.

After selecting this option, a form opens where you can work with unposted transactions and posting rules. If no rules have been defined yet, the list will be empty. You are presented with two options — Recommended Rules and Manage Rules.

Using the Recommended Rules option, Flexi evaluates existing posted, non-cancelled accounting records and suggests posting rules based on recurring values found in those records, making it possible to define a rule for identical posting. Typical examples of such recurring bank transactions include account maintenance fees, interest charges, or service usage fees.

Matches are evaluated as follows:

In all cases, the transaction type is taken into account — income and expenses are evaluated separately. The result of evaluating existing records is a set of suggested new rules, displayed as follows:

In addition to a name, the rule consists of two definition sections. The upper section contains the conditions for applying the rule, which can be interactively modified — additional conditions can be added using the "+" button or removed as needed. The lower section lists the fields that should be set for matching bank transactions.

After clicking Save and closing the suggestions tab, Flexi will display a list of unposted bank transactions that match the newly created rule, if any exist.

Clicking Accept All confirms the suggested field values and posts the selected documents based on the applied rules.

After confirming with the Yes button, you will be notified that the selected bank documents have been posted.

Each subsequent identical unposted bank transaction will be displayed and suggested for posting by Flexi when the Rule-Based Posting feature is used, based on the rule that was created.

Using the New Rule button at the bottom of the list, you can manually create a brand new rule:

Clicking it opens a form where, in addition to the rule name, you set the conditions for identifying recurring bank transactions and select which fields should be set by applying the rule, along with their values.

After saving, the new rule is added to the list of existing rules and Flexi will again display any bank transactions that match its conditions, if any exist. The suggested bank transactions are processed in the same way as in the previous case.

In Manage Rules, in addition to creating your own rules, you can also import existing rules from other companies you manage. To do this, use the Import from Another Company button at the bottom of the Manage Rules form. Clicking it opens a company selection menu where you choose the company from which you want to import a rule. Once a company is selected, information about the rules available for import in that company is displayed. Start the import by clicking Import.

If you have previously used the Automatic Bank Transaction Posting add-on, the rules defined there can be imported by clicking the Import from Add-on button in the Manage Rules form. Once clicked, the existing rules from the add-on will be transferred and Flexi will notify you accordingly.