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Anonymous
Not applicable
 
9 Comments
Mark_R
QuickBooks Team

Hello there, @Anonymous.

 

You'll be happy to know that you can automatically match and add transactions by adding bank rules. Let me guide you how.

 

  1. From the left panel, click Banking, then select Rules.
  2. Click New rule.
  3. At the lower left of the page, check the box beside Automatically add to my books.
  4. Click Save.

After you create an Auto-add rule, any transactions on the For Review tab that meet the conditions are automatically added.

 

Here’s an article you can read on for your reference: How to set and use banking rules for downloaded transactions.

 

Fill me in if you have further questions. I’ll be around if you need any help.

JamesW2
Level 2

Why does auto add not work, all rules are set to auto add and yet i still have to either manually click add or go into the rules, click edit then save and it runs the rules.

 

This is not auto add?

IntuitLily
Moderator

Hello, @JamesW2.

 

Let me add some information regarding the banking rules feature in QuickBooks. 

 

Any transactions on the For Review page that meets the condition of the rules you created should be added automatically. However, if the transactions fall under multiple rules, you may have to select which of the rules this transaction should be added.

 

Thus, you'll need to manually add to ensure they are categorized correctly.

 

If you need more information about managing transactions downloaded from your bank or financial institution, the following articles can help:

 

 

Let me know if you have other questions or concerns. I'm here to help.

Sharon98
Level 1

Hi,

 

I'm a bit confused because eventhough only one rule applies to my transactions, they still need to manaually be clicked on every time which is super annoying.

Can you explain why?

Does this only work on future incoming transactions or also on old transactions?

 

Thanks

Sharon

BettyJaneB
QuickBooks Team

Hi there, @Sharon98.

 

When creating bank rules in QuickBooks Online, you'll need to make sure that the description that you've entered to the rule is specific to the entries that need to be auto-matched. This way, the bank transaction will be matched to the accurate entry in QuickBooks Online.

 

However, if there are multiple possible amounts that can be matched from your downloaded transaction, the system will automatically match the entry that meets the conditions that you've created.

 

If the entry that was matched is incorrect, you'll need to un-match it. After that, you may manually add and match it to the right transaction. For some instances, that entries fall into multiple rules, you have to manually select them too. This scenario may happen to your future transactions if the rule isn't specific.

 

Lastly, I'd like to share this reference that you can check out to guide you in managing your bank transactions together with smooth reconciliation: Categorize and match online bank transactions in QuickBooks Online.

 

You can always find me here if you have any other questions about this or with QBO. I'll be around for you. Take care!

Derricklp
Level 3

You're not alone Sharon and JamesW2.  I not only run my own books using QBO, but also have quite a few client QBO accounts.  All of my rules used to apply automatically as transactions came in and I didn't have to do anything.  Then sometime like 8 months to a year ago, something changed and now the rule still associates properly with each transaction, but does not auto-accept.  Like you I have to pick some random rule form the rules list, and click save, and then ALL of the rules and ALL of the transactions auto-accept at once.

Fortunately none of my clients accounts have developed this problem yet, and I set all of their rules up in much the same way I set my own up.  This is clearly a bug in QBO that only effects a small minority of users, many of whom probably just assume that's how it's suppose to work now... but it's not, and it doesn't fail this way for most peoples accounts.  Unfortunately because it only appears to effect a small minority of accounts, there is no telling when Intuit will be able to verify the problem, and acknowledge that it is a bug that needs to be addressed.

I would report it, but I have not been able to figure out why it happens on my account and not on other accounts I run yet, so without a way to help them reproduce it, they would just assume I'm smoking crack, or am ignorant of how it's suppose to work.

 

Derricklp
Level 3

Actually the first an most obvious answer from my dataset is that I am using the "QuickBooks Online Accountant" version of QBO, and my clients are all using various regular levels of QBO, and none of them have the problem.

Can anyone who is seeing this problem confirm if they are using the QBO Accountant version, or one of the normal versions?

crabeiro
Level 1

I am using QB Desktop. I just switched to Enterprise and it's not automatically creating rules. It used to pop up to create the rule automatically now it doesn't. So frustrating. 

Tori B
QuickBooks Team

Hey there, @crabeiro

 

Thanks for following the thread. I'm happy to provide some insight into automatically creating rules in QuickBooks Enterprise. 

 

Since you've recently switched to Enterprise, let's make sure that you have the preferences set up correctly to have the rules create automatically. The steps to do this are easy as 1, 2, 3. 

 

Here's how to turn on automatic rules:

 

  1. Click Edit at the top menu bar and choose Preferences.
    • ​​​​​​​
  2. From the left panel, click Checking and go to the Company Preferences.
  3. Under the Bank Feeds section, check off Create rules automatically and Always ask before creating a rule
  4. Tap on OK to save the changes. 

 

For additional details, take a look at Use renaming rules for Bank Feeds

 

Please let me know if you have any questions or concerns. I'll be here every step of the way. Feel free to reach out to the Community any time you need a helping hand. Take care and have a fantastic day! 

 

 

 

 

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