Rules

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Overview

Rules allow you to manage your financial data on the Cashflow grid. After setting a rule, transactions are scanned for certain criteria that were specified in the rule description, and then particular categories are assigned to those transactions.

Example:

You could create a rule so that all income transactions that contain the keyword “web services” are placed into a specific category “Miscellaneous Services”.

The Rule Manager is divided into two areas: “If” (Condition) & “Then” (Result). Condition defines the circumstances under which an action will be performed. Your rule may be simple, with only one or two conditions, or complex, with multiple conditions.

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Predefined

Predefined rules are in-built, standard rules based on which, transactions are categorized automatically.

To find the list of predefined rules:

1. Go to the CFO module.
2. Click the Rules tab. The list of rules (predefined and newly created) resides in the middle of the page under the title Rule Name.

To filter existing rules:

1. Go to the CFO module.
2. Click the Rules tab.
3. Mouse over the Filter button (top left of the action bar). The filter panel will move out from the left side of the screen.
4. Click the arrow beside the appropriate filter header.
5. Select/type in the values.
6. Click the Apply button (top right of the filter list). Once applied, visual indications appear next to filter headers and items, as well as on the filter button itself.  

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Creating

To create a rule:

1. Go to the CFO module.
2. Click the Rules tab.
3. Click the Add New button (top right). The rule setting window will move out from the right side of the screen.
4. Enter the name of a new rule in the corresponding field where a cursor position is (left top).

Note*:  If not specified, the rule name will be generated automatically based on the Standard Descriptor name.

To add a keyword:

1. Go to the box labeled “Original transaction Descriptors” (in the “If” section).
2. Click Add attribute and select Keyword from the drop-down list.
3. Type in the keyword in the next field.
4. Click the checkmark to save the keyword.

To add an attribute:

1. Go to the box labeled “Original transaction Descriptors” (in the “If” section).
2. Click Add attribute and select an attribute form the drop-down list.
3. Click the down arrow beside the attribute to select the condition formula.
4. Click the checkmark to save the attributes you selected.

Note*: An attribute is taken from the transaction description and represents specific information about it.

To add Account Information:

1. Go to the “Account Info”.
2. For the field Bank, click the down arrow to select the bank name.
3. For the field Account, click the down arrow to select the account name.

To add Transaction Type:

Types are the values for the selected category. Categories can acquire specific Types only and vice versa.

1. Go to the box labeled “Transaction Type” (in the “If” section).
2. For the field Category, click the down arrow to select the category.
3. For the field Types, click the down arrow to select the type.

To add Amount:

1. Go to the “Amount”.
2. For the field Format, click the down arrow to select a format:
   • Unspecified (positive and negative values)
   • Credit (positive values)
   • Debit (negative values)
3. For the field Amount, type in Min or/and Max amount.

Note*:

• If you select “Debit” and type in Min “10” and Max “100”, then the numbers shown will range from “-100” to “-10” only.
• If you select “Credit” and type in Min “10” and Max “100”, then the numbers shown will range from “+10” to “+100” only.
• If you select “Unspecified” and type in Min “10” and Max “100”, then the numbers shown will include both - negative and positive values, and will range from “-100” to “-10” and from “+10” to “+100”.
• If you select “Unspecified” and type in only Min “10”, then the numbers shown will range from “- ∞” to “-10” and from “+10” to “+ ∞”, etc.

To select a Standard Descriptor:

1. Go to the field labeled “Use the following Standard Descriptor”.
2. Click the down arrow to view a list of Descriptors (default and attribute-derived ones).
3. Select the Descriptor from the drop-down list or type in your own descriptor name.

To assign transactions to a particular category:

1. Go to the field labeled “Assign transaction(s) to the following category”
2. Mouse over and click the category name in the select menu.
3. Click the Add rule button (top right of the rule setting window). After the rule is added, a success message will pop up (bottom right corner).

The rule will be placed at the bottom of the rule list and thus will be the last one executed.

Note*: Mandatory fields are “Add attribute”, “Enter the rule name” and “Assign transaction(s) to the following category”.

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Modifying

To edit a rule:

1. Go to the CFO module.
2. Click the Rules tab.
3. Move the mouse pointer to the right corner of a particular rule box. An Edit icon will display between the Add and Delete icons.
4. Click the Edit icon to modify the selected rule. The Edit Rule window will move out from the right side of the screen.
5. Make the changes to the details that were entered before.
6. Click the Edit Rule button (top right of the Edit Rule window). After the rule is updated, a success message will pop up (bottom right corner).