Create and manage coding rules

Rules pre-fill accounting choices based on a supplier/payee name. They can help with recurring bills, receipts and bank-feed coding, but a rule is not a posting instruction: verify each draft or imported transaction before pushing. You need Rules feature access and an authorised company with a connected file.

Create a rule

1. Choose the company in the sidebar, then open Rules and select New Rule.
2. In Company File, choose the file whose supplier and account lists apply. Give Rule Name a recognisable description; this is your label, not the matching text.
3. Set Applies To to Bills, Receipts or Both. This is the rule's stored bill/receipt scope. Bank Feed also uses matching rules in its own application path; these three buttons do not offer a separate “Bank Feed only” scope. Check feed coding yourself.
4. Under Conditions, choose an operator for the supplier/payee name: equals, contains, starts with or ends with. Enter the matching text; when equals is selected for a file, you can choose linked supplier names from the list. Use Add condition for another row and click the AND/OR badge between rows to change whether all or any conditions must match.
5. Under Then Set, choose any relevant Expense Account, Tax Code and (for Receipts or Both) Bank Account. For Bills or Both, you can select one due-date term: 7 days, 14 days, 21 days, 30 days or 30 days EOM. At least one action is required; an empty field means the rule does not set that field.
6. Set Priority (higher numbers apply first) and Active. Select Save Rule. If Possible rule overlap appears, choose Edit to reconsider or Save anyway if the overlap is deliberate. The match-count preview refers to supplier matches in push history; it is not a promise that every future draft will receive those values.

Example: For a fictional AUD 165.00 motor-vehicle invoice dated 10-09-2026, name the rule “Vehicle servicing”, choose the correct file, set Applies To to Bills, Conditions to contains “Southern Garage”, Expense Account to your actual motor-vehicle account, and Priority to 10. If you choose 14 days, the calculated due date for that invoice date is 24-09-2026. Confirm the tax code and due date on the resulting bill; the rule has only pre-filled values.

30 days EOM adds 30 calendar days after the last day of the invoice month. For invoice date 10-09-2026 it yields 30-10-2026. For 31-01-2026, it yields 02-03-2026, not the last day of February: February has fewer than 30 days, so the date rolls into March. See worked due dates and verify the result against the supplier's actual terms.

Review suggestions and supplier history

1. In Rules, inspect Suggested rules, if present. A suggestion reflects repeat coding; it is not an active rule. Select Create rule, verify the pre-filled file, source scope, conditions and actions, then Save Rule. The suggestion's X control is labelled Dismiss this suggestion; it removes that suggestion from the visible list, not a transaction.
2. Expand Push History to inspect suppliers coded across All sources, Bills, Receipts and Bank Feed. You can search, filter suppliers without rules, inspect their transactions and start a rule from a supplier. The export control in this area exports push-history supplier records (not necessarily just the current filtered view); the page-header Export CSV exports rules.
3. Under Created rules, inspect the displayed Applies to, account, tax and Active state. Use Edit rule, Disable rule/Enable rule or Delete rule as needed. Deletion asks for confirmation.
4. To change precedence, clear supplier sorting so the table shows priority order, then drag the order handle. Sorting by Supplier changes only the displayed order, not rule priority. A file-scoped exact supplier match may display Linked to Reckon supplier; this helps matches survive a supplier rename after a Reckon resync.

If a rule does not apply: check the selected company file, Active, name spelling and operator, AND/OR grouping, competing higher-priority rules and whether the chosen action actually has a value. A rule for a different file cannot be relied upon here. The Applies To control is not a reliable way to exclude Bank Feed because the bank-feed application path does not filter it; review imported rows before pushing. If the supplier list is empty, check Reference Data. If a save fails, read the on-screen error; resolve blank required fields and overlaps deliberately rather than repeatedly clicking Save.

Next: Bank Feed · Bills · Receipts · Shared guides.