Transactions can be imported directly from bank feeds, importing bank statement CSV's, from uploaded documents and/or adding transactions manually. Once transactions are in ApariPro you can categorise them in a few ways, either when manually adding them or when reviewing unassigned transactions. The most efficient way to assign bank transactions (feeds or CSV files) is to create transaction rules in order to automate categorisation of transactions.
NOTE: Rules can be created and set to automatically categorise and allocate transactions, or rules can be set to categorise them ready for review and then manually ‘approve’ the allocation of transactions.
You can create transaction rules in the Record Keeping section. There are two ways to create transaction rules. You can create a new rule or you can create a rule for a transaction you have just manually assigned.
When categorising unassigned transactions in a client account (navigate to Record Keeping and then select Unassigned Transactions) you will be asked if you want to create transaction rules for the transactions being categorised. Equally from Record Keeping, select Manage transaction rules on the left of the bottom menu and you will be taken to the Rules page/dashboard where you are able to create, update, delete, activate and deactivate transaction rules.
Record Keeping, select Manage transaction rules
Select Create transaction rule and create your rule starting with the Transaction Type
Next, enter the Rule Name. The next check box will be auto checked to run the rule automatically. If you would like the rule to auto categorise but not post uncheck this box.
The Field Name is how we will identify a transaction. As well as the amount there are two other fields, the Description (how your bank describe the transaction on your statement eg. Netflix subscription) and Recipient (recipient of expense or provider of income)
Next you can set your Condition and Value, or multiple conditions and values. Above your condition field(s) there is an option to select if ALL your conditions need to be true, or if ANY condition needs to be true. Next enter the value to be identified.
Finally create the Action to be taken when the rule has identified transactions that satisfy the rule by selecting the Business Source and Category to which the transactions will be assigned. The action can also include splitting the transactions.
Select Create and then locate your new rule in your rules list and Activate it by changing the slider to yes.
Once rules have been created and activated, you will see automatically allocated transactions in your Record Keeping page where you can filter, edit and download. Any transaction with rules not set to automatically assign can be reviewed by navigating from your Record Keeping page, to Your unassigned transactions and then selecting Auto-allocated.