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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:
- Go to the CFO module.
- 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:
- Go to the CFO module.
- Click the Rules tab.
- Mouse over the Filter button (top left of the action bar). The filter panel will move out from the left side of the screen.
- Click the arrow beside the appropriate filter header.
- Select/type in the values.
- 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:
- Go to the CFO module.
- Click the Rules tab.
- Click the Add New button (top right). The rule setting window will move out from the right side of the screen.
- 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:
- Go to the box labeled “Original transaction Descriptors” (in the “If” section).
- Click Add attribute and select Keyword from the drop-down list.
- Type in the keyword in the next field.
- Click the checkmark to save the keyword.
To add an attribute:
- Go to the box labeled “Original transaction Descriptors” (in the “If” section).
- Click Add attribute and select an attribute form the drop-down list.
- Click the down arrow beside the attribute to select the condition formula.
- 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:
- Go to the “Account Info”.
- For the field Bank, click the down arrow to select the bank name.
- 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.
- Go to the box labeled “Transaction Type” (in the “If” section).
- For the field Category, click the down arrow to select the category.
- For the field Types, click the down arrow to select the type.
To add Amount:
- Go to the “Amount”.
- For the field Format, click the down arrow to select a format:
- Unspecified (positive and negative values)
- Credit (positive values)
- Debit (negative values)
- 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:
- Go to the field labeled “Use the following Standard Descriptor”.
- Click the down arrow to view a list of Descriptors (default and attribute-derived ones).
- Select the Descriptor from the drop-down list or type in your own descriptor name.
To assign transactions to a particular category:
- Go to the field labeled “Assign transaction(s) to the following category”
- Mouse over and click the category name in the select menu.
- 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:
- Go to the CFO module.
- Click the Rules tab.
- Move the mouse pointer to the right corner of a particular rule box. An Edit icon will display between the Add and Delete icons.
- Click the Edit icon to modify the selected rule. The Edit Rule window will move out from the right side of the screen.
- Make the changes to the details that were entered before.
- 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).
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