Each rule contains a set of conditions for the occurrence of certain values in specified fields of a bank transaction. If the conditions are met, the rule fills in the specified fields and values on the matching transaction. Typically these are account numbers, but also some other fields.

You can set up rules for automatic posting in two ways:

You can find the Posting by Rules function in the Bank module, in the … (More functions) menu in the bottom bar of the list.

A window opens where you work with unposted transactions and posting rules. If no rules have been defined yet, the window is empty and offers two options: Recommended rules and Manage rules.

When you choose Recommended rules, Flexi analyzes existing posted, non-reversed accounting records and, based on recurring values in them, suggests rules for identical posting. A typical example of such a bank transaction is an account maintenance fee, interest, or a fee for using services.

Matches are evaluated as follows:

In all options, the transaction type is taken into account, i.e. income and expenses are evaluated separately. The result of the evaluation is a set of suggested new rules. For each suggestion, you can see the Conditions and the fields that the Rule will set.

The Add as new button displays the New rule form. Fill in the Rule name and adjust the definition to your needs, or leave it as Flexi recommended.

Besides the name, a rule has two parts. In the upper part, Selection conditions, are the conditions for applying the rule; you can edit them, add more using the + button, or remove them with the cross. The lower part, Set the following values, contains a list of fields that will be set on matching bank transactions. If you select Do not apply any other rules after applying this rule, no further rules will be applied to the transaction.

After you save with the Save button and close the suggestions, Flexi displays a list of unposted bank transactions that match the rule you just created, if any exist. For each transaction, you can see the Suggested changes.

Use the Post all button to accept the suggested field values and post the selected documents based on the applied rules. Confirm your choice with the Yes button.

After posting, the suggestions disappear. Whenever you use the Posting by Rules function, Flexi will display every further identical unposted bank transaction and, based on the rule you created, suggest how to fill in the fields for posting.

Use the Manage rules button to open Rule management, where you can edit or delete saved rules, or add new ones manually. Rules are applied in the order in which they are displayed. To change the order, drag a rule by the handle on its left. The edit (pencil) and delete (trash can) icons appear when you hover over a rule.

Use the New rule link below the list to create a completely new rule manually. A form opens where, in addition to the rule name, you set the conditions for identifying recurring bank transactions and select the fields the rule should set, along with their values.

After you save, the new rule is added to the list of existing rules, and Flexi again offers any bank transactions that match its conditions. You process the suggested bank transactions in the same way as in the previous case.

In Rule management, besides creating your own rules, you can import existing rules from other companies you manage. To do so, use the Import from another company button at the bottom of the Rule management form. A list of companies opens, where you select the company you want to import rules from. After you select a company, information is displayed about the rules in that company that can be imported. Start the import itself with the Import button. Flexi will notify you when the import is complete, and the rule will be added to the list of existing rules in Rule management.

If you previously used the Automatic posting of bank transactions add-on, you can import the rules defined in it using the Import from add-on button in the Rule management form. The existing rules from the add-on will be taken over, Flexi will notify you, and the rules will be added to the list of existing rules.

Can I define rules for payments of proforma invoices this way?

You can define such a rule, but the function only presents unposted and unmatched transactions. If a proforma invoice is already matched to a payment, that transaction will not be offered for posting.