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Creating rules

Rules help you deal with transactions coming into MYOB from bank feeds or imported statements. They're a great time-saving feature that automate a lot of manual data entry.

You can set up rules to:

  • allocate transactions to your MYOB accounts

  • match transactions to open bills or invoices

  • create spend money or receive money transactions.

For example, you might create a rule to identify fuel purchase transactions and allocate them to the right account. Or you could create a rule to identify a customer's payments and match them to their open invoices.

Before creating a rule, it's a good idea to view your accounts list to see if you have an appropriate account to allocate the rule to. If you need to create or edit an account, see Adding, editing and deleting accounts.

How rules work

When you create a rule, you'll set up the criteria, or conditions, which must be met for the rule to be applied. You can specify the rule to look for certain words in the transaction description, or to look for a specific transaction amount:

Rule conditions

If you want to refine the rule, you can add additional conditions.

When a bank transaction comes into MYOB and it matches a rule's conditions, the rule will be automatically applied and the transaction will be allocated to the account or accounts you've selected in the rule.

Rules for varying transactions (allocation templates)

There may also be transactions that vary in their description or amount that cannot be allocated using an automatic bank rule but you want to allocate them the same way each time, for example ATO payments. For these, you can set up an allocation template. This is a rule without conditions that you can choose to manually apply to any transaction when you're working with your bank transactions on the Bank transactions page.

Ways to create rules

There's a couple of ways to create rules. If you have some idea of the sort of transactions you'll need a rule for, you can create a rule from scratch. Or, if an example of the sort of transaction you want to create a rule for already exists in your software, you can use that transaction to create a rule from it.

Need to change or delete a rule? See Managing rules.

OK, let's take you through the nitty gritty.