Overview
BQE CORE allows you to define rules that automatically set account and payee information for the imported transactions from your bank or financial institution via Cloud Feeds. You can set the rules for importing and processing the transactions based on conditions, thus automating the process of importing feeds into CORE. The Manage Rules screen allows you to create and manage rules and assign priority on them.
The rules can be tied to one or more bank or credit card accounts. So, they are accessible from the Cloud Feeds screen. These rules can be item-based or account-based. Click to watch this video on managing rules for cloud feeds in CORE.
How To
Field Descriptions
| Field Name | Field Description |
| Manage Rules > Add Rule > | |
| Account |
Name of the CORE account which is connected to the external financial institution and associated with the downloaded transaction. It can be a bank or credit card account. |
| Type |
Type of rule for the transactions that are downloaded into CORE: Spent or Received. You can add rules for accounts involving spending money or receiving money. |
|
Rule Application Auto Create Transactions |
Allows you to automatically create payments and deposits from cloud feed transactions when they match predefined rules. By checking the Auto Create Transactions checkbox, transactions are automatically matched to invoices or checks, and the corresponding payments or deposits are generated. You will receive a confirmation that the payments and deposits have been successfully created. |
| Type | Type of matching transaction in CORE based on the type of transactions downloaded from the account. You can choose:
|
|
Resource Assigned Linked Employee |
Allows admins to create a single rule that applies to multiple connected accounts with assigned or linked employees. This option automates the process of linking the Resource field to transactions, ensuring that credit card and other related transactions inherit the correct Employee ID from the connected bank’s Employee field. |
| Payee | Payee or receiver of the downloaded transaction. |
| Class |
You can specify the class while creating a bank feed rule. It is used by CORE to classify transactions involving projects, services and expense items. Classes are transaction entities that are useful for grouping items and for reporting. |
| Account | Name of the CORE account with which you want to associate the transaction. |
|
Memo Include payee in the memo.. |
CORE allows you to prefill the memo with payee information by checking Include payee in the memo when creating a transaction option. This checkbox enables you to choose whether to use the payee name or the transaction description for the Memo field. If the rule is applied (or inherited), the memo populates with the payee information. If no rule is implemented, the default behavior uses the description in the Memo field. In case of a split transaction, the checkbox appears only on the first (parent) transaction under the rules, and any other split transactions inherit the memo from the parent, even if separate entries are created in the feed. |
| Split Type | Split Type can be a Percentage or Amount, depending on whether you want the future transactions to be split based on an exact amount or based on a fixed percentage. |
Create New Rules
To add a new cloud feed rule, watch this video or follow these steps:
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Open the Cloud Feeds screen from the side menu > Accounting.
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In the list view, click More > Manage Rules.
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On the Manage Rules screen, click Add Rule.
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On the Add Rule dialog, enter the required information. Check Field Descriptions above for details.
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Name of the rule
- Account Type: CORE or Institutional
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Account: name of the CORE account
- Rule Application
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Type: type of transactions downloaded in CORE, say Spent or Received
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Set the condition for a transaction by entering a criteria and field value. You can indicate if one of the fields in the Cloud Feeds has to match completely or partially (equal to, contains, starts with, etc.).
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Click Add Other Criteria to add more conditions for the rule. These conditions are based on the description, payee, or amount of the cloud feeds. You can delete the criteria, if needed, by clicking the Delete icon on the right.
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Click Continue to enter information for the matching CORE account. Check Field Descriptions above for details.
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Type: Type of matching transaction in CORE:
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Transfer
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Account Line
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Item Line: This option is not available if the transaction is a transfer or deposit (Received)
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Item: service (activity) or expense item : If Item Line is selected
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Payee: Payee or receiver of the downloaded transaction : If Account Line is selected
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Class
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Account: Name of the CORE account: If Account Line is selected
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Resource: (employee or vendor) If Item Line is selected
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Project: If Item Line is selected
- Memo:
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Click Add Split if you want to split the transactions into multiple line items for future similar transactions.
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You can specify the Split Type as a Percentage or Amount. Check Field Descriptions above for details.
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Enter the relevant details and then click Save.
Edit Rules
CORE allows you to edit the rules in the Manage Rules screen.
To edit a cloud feed rule, watch this video or follow these steps:
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Open the Cloud Feeds screen from the side menu > Accounting.
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In the list view, click More > Manage Rules.
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On the Manage Rules screen, select the rule on the grid that you want to edit and click
.
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On the Edit Rule dialog, enter more details or make the changes, as needed.
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Click Save.
You can also edit the rules directly from the Cloud Feeds > Transactions list view by clicking on the rule in the Matching Transactions column, which opens the Edit Rule dialog.