The goal of 'Categories' is to increase the accuracy of the matching process by assigning an additional attribute to each record, which can then be used in the matching process.
For example, in a depository account, we might have two transactions, each for $220.
One might be a credit card deposit, the other a check deposit.
To make sure that we don't accidentally cross-match the transactions, we add a 'Category' attribute to each of these records.
In this example, the bank side may show 'Credit Card Des' for Visa/MasterCard transactions, but the G/L side will show 'MC/V'. By identifying each text string as the same Category, the two data items can be matched automatically by the system.
Example: Set your rules in the Bank and G/L tabs of the Category Page in a 'Point and Click' process.
No programming required.
General Ledger Rules
Each rule will search for text within the transaction. If it finds the text, it will categorize the transaction to a type, copy text to a lookup field (for site assignment), or both.
In addition, you can perform additional length of field and numeric value tests on multiple fields.
- There are separate tabs/rules for Bank and G/L. It is important to assign a category to both sides (i.e., at both tabs).
- You can create an unlimited number of categories (see below).
- The Category screen is based on the Microsoft Outlook Rules paradigm.
- Categories can be used as an attribute in the One to One User Defined Matching Rule as well as Many to Many matching.
This feature is highly recommended to avoid cross-matching, which can happen if multiple records from different business cycles have the same amount and there is no unique identifier.
This feature is not required, and many clients will start using Bank Rec without this feature - and then later on, engage it to help accuracy.
Categories are part of the Corporate and Advanced editions.
Click on the Matching Rules icon on the program Home page or in the Ribbon Bar.
Navigate: Categories > Category Rules > Bank tab > Add a Bank row. Enter your rule and click save.
Then click the G/L tab and enter a rule for the same category.
When done, test by clicking on the 'Save and rerun against unmatched records'.
Run any report to review. Below is a Matched Only report that shows our work:
You can keep on updating your rules and then rerunning to test your categories.
Reminder: Turn on the user defined matching rule and/or the Many to Many Matching rules with Categories.
Have complex needs?
Check the boxes at the top of the form to add a 2nd and 3rd test condition. These act as 'AND' clauses.
In addition, you can extract/copy data into a new field. This is useful if you are using our lookup table for merchant id's, etc....
Want to setup your own categories?
Notes on Category Maintenance:
- Do not delete categories that have unmatched records assigned to them.
- Add only uniquely named categories
- It's ok if you have categories that are not used.
- If you need to update the name of a category, it's ok to rename a category.