Bank Rules

Bank Rules are used to make Allocations easier. Bank Rules allows you to set conditions that will match the bank entries on the bank statement when it is imported. Once the bank rules are set and applied, Augtool will search for transactions that matches the conditions of the Bank Rules, input the details per the Bank Rules on the bank transaction and set it as Draft. The Draft transaction will then be highlighted in yellow.

Creating a Bank Rule

Creating a Bank Rule in Augtool is simple. You simply input a name and select a Priority Level. The Priority Level assists in instances there might be 2 matches that are similar to each other. In Augtool, matching works that when it finds a match, the system matches right away. So, if a match is similar to another you would want to prioritize the match so that the higher match, matches first. 

Bank Accounts and Cash Direction - This is displayed via a dropdown so can can select the one that the bank rule applies to. 

There are 2 further sections when creating the bank rule which is the Matching Conditions and Receipt/Payment Data.

a) Matching Conditions:

• The Combination Rule allows you select between 'And' and 'Any'. 

• Match is where you enter the details that must be searched in the bank statement Description in order to match the bank rule to the transaction. You can also select from the drop down box if the search should take Case Sensitive information into consideration.

• There are currently 5 Functions: These are used in conjunction with the other matching conditions when searching the description in the bank transactions. 'Starts With', 'Contains' and 'Ends With' simply refers to where in the bank transaction description line should the match details appear. Payment Run Reference and Booking no. does not use Match details and Match Details are therefore greyed out when these options are selected. 

- Payment Run Reference will search for the Reference number as per the payment reference runs in Augtool and apply the rule. The cash directions also defaults to cash out.

- Booking number also does not require the details in Match as Augtool has the ability to search for the booking numbers per the bookings in Augtool and identify the booking numbers in the Description of the bank transactions. The cash direction here is defaulted to cash in.

b) Receipt/Payment Data: This allows you to select whether it is an Organisation, Item or GL account. If the Result Type is an Organisation you will be able to Flag it as either Supplier or Customer and also select the Name of the Organisation that the rule is applicable to. If the Result Type is Item or GL it will allow you to link it to an Item or GL account and allow you to set tax codes, centres etc. So when the rule is applied it will carry this information through to the bank transaction and set it as draft.

• Test Rule: Once you create a rule you will be able to test it. Once you click the Test Rule button the transactions that the rule is applicable to will be displayed below the Test Rule button.

Bank rule import /Export Update 

The Bank Rules can be exported and imported in Augtool.

If the name of the bank rule is a repeat name on the import, then the existing bank rule in the system will be edited with the changes of that import when it is imported into the system.

Automatic Booking Number Bank Rule 

A new function type has been added in Bank Rules that matches based on a Booking Number. So here the bank rule will identify the booking number in the bank transaction according to the rule. The bank rule will only take into account the Bookings where the balance is either partially paid or not yet paid.

Booking numbers created by the system after you have saved a booking as provisional will be used to match against the bank line statement. So, if a booking exists in the system and has a number the bank line statement that has a booking number BKxxxxx will match to the open invoices on the booking depending on the direction of the bank line statement (cash in or cash out).