Table of Contents
The admins can setup rules for the system to auto code expense type for credit card expenses based on the name of the supplier in the credit card feed. To do this, they can go into Expense Type Match under Setup section.
They can then see all the rules that have been setup in the system and on the top right-hand corner, there is an option to add more rules.
Adding a new rule
When a new rule is being added, below fields must be filled in –
- The Import Type is the credit card type. Most companies will only have one type. If there is more than one, the required one can be chosen from the drop-down menu.
- The Match Column is always Merchant as the system will be choosing the expense type based on the supplier name.
- The supplier name would go into the Match Text field. The supplier name entered doesn’t have to match exactly with the supplier name in the credit card feed but it requires a partial match, at least. For example, for Wise virtual cards, if the rule has been setup with “QANTAS” but the feed has “QANTAS INTL”, the system will still apply the rule.
For import types other than Wise Virtual Card
If you enter FACEBK in Match text field, it will only match if the merchant field is exactly FACEBK or facebk (it does a case insensitive match). However, if your merchant field contains more data, eg. FACEBK R7G5C3KVU2 fb.me/ads, your Match text will not match this.
To match this you need to add some regular expressions to your Match Text.
- To match everything starting with FACEBK, enter FACEBK.* into the Match Text field.
- To match starting with FACEBK and space i.e enter FACEBK .* (notice the space after FACEBK).
- To match everything ending with FACEBK, enter .*FACEBK into the Match Text field.
- To match FACEBK anywhere within the merchant field enter .*FACEBK.* into the merchant field.
The ".*" tells the matching to match anything.
For Wise Virtual Card import type
If you enter FACEBK in the Match text field, it will match if the text in the merchant field starts with FACEBK, or has FACEBK in the middle or have FACEBK at the end.
Note - It won’t do case insensitive matches when the Match text field in the expense type match rule is setup in Uppercase. If the rule is setup with proper case and if the merchant name comes with uppercase, it will do a case insensitive match.
- All the credit card expenses that have the above supplier name would automatically be coded to the expense type selected in the Expense Type Id field.
- The Priority No can be left as 100.