Creation rule examples

Learn how to set up some commonly used creation rules.

Each creation rule requires a filter on bank transactions. Get tips on what you can filter for.

Examples of filters for creation rules
Account type Document type Transaction type Effect on account Examples

Bank

Debit

Withdrawal or debit

Decreases balance

  • Supplier or employee payments

  • Service charges

  • Manual payments

Bank

Credit

Deposit or credit

Increases balance

  • Customer payments

  • Other receipts

  • Interest earned

Credit card

Debit

Charge or debit

Increases balance

  • Positive credit card transactions

  • Charges

  • Service fees

Credit card

Credit

Payment or credit

Decreases balance

  • Statement payments

  • Refunds

  • Credits on account

  • Cash back

  1. Go to Cash Management > Setup > Reconciliation rules and select Add (circle) next to Matching and creation rules.

  2. In the Type dropdown list select Create rule.

  3. Enter an ID and a Name.

    Learn best practices for Name and ID creation.

  4. Create a filter for the bank transaction posting date.

    This filter is required for all creation rules to prevent creating duplicate transactions.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Posting date.
    3. In the Operator dropdown list select Is greater than.
    4. In the Value field enter the date on which to begin creating transactions.

  5. Add a new filter.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Transaction type.
    3. In the Operator dropdown list select Equals.
    4. In the Value dropdown list select Credit.

  6. Add a new filter.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Description.
    3. In the Operator dropdown list select Contains.

    4. In the Value dropdown list select Deposit.

      This value can vary depending on your bank data.

      If you select Equals in the Operator dropdown list, this value is case sensitive. Otherwise it's not case sensitive.

  7. In the Define transaction to create section, in the Transaction type dropdown list select Journal entry.

  8. In the Transaction template dropdown list, select Add to create a new template for this use case.

    1. On the Transaction template for journal entry page, enter a Name and ID.

    2. Select to create journal entries in either Draft or Posted state.

      Draft transactions have a reconciliation status of Draft matched. Transactions match for reconciliation after you approve the journal entry.

      If you're using allocations, select Posted.

    3. In the Journal dropdown list, select the journal for the journal entry to post to.

    4. In the Journal entry offset section, in the Account dropdown list select the journal entry offset account.

      This is the account that the journal entry will post to. Only enter one line item.

    5. The Location and Department default from the bank account, but you can override those values here if you need to.

    6. Select Save.

  9. Select Save.

Next step: When you're ready, add the rule to a rule set. Then apply the rule set to an account.

  1. Go to Cash Management > Setup > Reconciliation rules and select Add (circle) next to Matching and creation rules.

  2. In the Type dropdown list select Create rule.

  3. Enter an ID and a Name.

    Learn best practices for Name and ID creation.

  4. Create a filter for the bank transaction posting date.

    This filter is required for all creation rules to prevent creating duplicate transactions.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Posting date.
    3. In the Operator dropdown list select Is greater than.
    4. In the Value field enter the date on which to begin creating transactions.

  5. Add a new filter:

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Transaction type.
    3. In the Operator dropdown list select Equals.
    4. In the Value dropdown list select Debit.

  6. Add a new filter:

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Description.
    3. In the Operator dropdown list select Contains.

    4. In the Value dropdown list select Deposit.

      This value can vary depending on your bank data.

      If you select Equals in the Operator dropdown list, this value is case sensitive. Otherwise it's not case sensitive.

  7. In the Define transaction to create section, in the Transaction type dropdown list select Journal entry.

  8. In the Transaction template dropdown list, select Add to create a new template for this use case.

    1. On the Transaction template for journal entry page, enter a Name and ID.

    2. Select to create journal entries in either Draft or Posted state.

      Draft transactions have a reconciliation status of Draft matched. Transactions match for reconciliation after you approve the journal entry.

      If you're using allocations, select Posted.

    3. In the Journal dropdown list, select the journal for the journal entry to post to.

    4. In the Journal entry offset section, in the Account dropdown list select the journal entry offset account.

      This is the account that the journal entry will post to. Only enter one line item.

    5. The Location and Department default from the bank account, but you can override those values here if you need to.

    6. Select Save.

  9. Select Save.

Next step: When you're ready, add the rule to a rule set. Then apply the rule set to an account.

  1. Go to Cash Management > Setup > Reconciliation rules and select Add (circle) next to Matching and creation rules.

  2. In the Type dropdown list select Create rule.

  3. Enter an ID and a Name.

    Learn best practices for Name and ID creation.

  4. Create a filter for the bank transaction posting date.

    This filter is required for all creation rules to prevent creating duplicate transactions.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Posting date.
    3. In the Operator dropdown list select Is greater than.
    4. In the Value field enter the date on which to begin creating transactions.

  5. Add a new filter:

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Transaction type.
    3. In the Operator dropdown list select Equals.
    4. In the Value dropdown list select Debit.
  6. In the Define transaction to create section, in the Transaction type dropdown list select Credit card transactions.

  7. In the Transaction template dropdown list, select Add to create a new template for this use case.

    1. On the Transaction template for credit card transactions page, enter a Name and ID.

    2. Optionally, enter a Payee to identify the supplier paid.

      This is typically the supplier paid and overrides any data from the bank transaction.

    3. In the Account field select the Credit card transaction offset account.

      This is the account that the transaction will post to. Only enter one line item.

    4. The Location and Department default from the bank account, but you can override those values here if you need to.

    5. Select Save.

  8. Select Save.

Next step: When you're ready, add the rule to a rule set. Then apply the rule set to an account.

Create a rule that filters on the bank transaction description field. When you create the transaction template, make sure to use the Employee expense offset account defined on the credit card account record. Learn more about using credit card transactions with employee expenses.

  1. Go to Cash Management > Setup > Reconciliation rules and select Add (circle) next to Matching and creation rules.

  2. In the Type dropdown list select Create rule.

  3. Enter an ID and a Name.

    Learn best practices for Name and ID creation.

  4. Create a filter for the bank transaction description.

    This filter is required for all creation rules to prevent creating duplicate transactions.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Description.
    3. In the Operator dropdown list select Contains.

    4. In the Value field enter the identifying information that appears on your bank transactions.

      If you select Equals in the Operator dropdown list, this value is case sensitive. Otherwise it's not case sensitive.

  5. In the Define transaction to create section, in the Transaction type dropdown list select Credit card transactions.

  6. In the Transaction template dropdown list, select Add to create a new template for this use case.

    1. On the Transaction template for credit card transactions page, enter a Name and ID.

    2. Optionally, enter a Payee to identify the supplier paid.

      This is typically the supplier paid and overrides any data from the bank transaction.

    3. In the Account field select the Employee expense clearing account defined on the account record.

    4. The Location and Department default from the bank account, but you can override those values here if you need to.

    5. Select Save.

  7. Select Save.

Next step: When you're ready, add the rule to a rule set. Then apply the rule set to an account.

On the Bank transactions page, you can view the Document type of each transaction. This might be something like CHECK, DEBIT, or XFER (Transfer).

  1. Go to Cash Management > Setup > Reconciliation rules and select Add (circle) next to Matching and creation rules.

  2. In the Type dropdown list select Create rule.

  3. Enter an ID and a Name.

    Learn best practices for Name and ID creation.

  4. In the Filter transaction by section, enter information about how to filter transactions.

    1. In the Data source dropdown list select Bank transactions.
    2. In the Field dropdown list select Document type.
    3. In the Operator dropdown list select Equals.
    4. In the Value field enter the value exactly as it appears on the bank transaction.
  5. In the Define transaction to create section, in the Transaction type dropdown list select Credit card transactions.

  6. In the Transaction template dropdown list, select Add to create a new template for this use case.

    1. On the Transaction template for credit card transactions page, enter a Name and ID.

    2. Optionally, enter a Payee to identify the supplier paid.

      This is typically the supplier paid and overrides any data from the bank transaction.

    3. In the Account field select the Credit card transaction offset account.

      This is the account that the transaction will post to. Only enter one line item.

    4. The Location and Department default from the bank account, but you can override those values here if you need to.

    5. Select Save.

  7. Select Save.