Rule to exclude says rule applied but doesn't actually exclude?

I'm here to ensure you can automatically apply rules in QuickBooks Online, @Malooga.

If your bank rules aren't applying, it might be because you’re using a rule based on bank text when you meant to make a rule based on description or vice versa. To explain the difference:

• The bank text is exactly the information QuickBooks receives from the bank. The bank text is the transaction you'd see listed in your bank account or on your bank statement
• The description is a simplified version of the bank text to make it easier to understand. For example, QuickBooks might simplify bank text to just say a vendor name.

By default, QuickBooks shows the description in your list of transactions. To show the bank text instead, please follow the following steps:

1. Proceed to Bookkeeping.
2. Select Transactions then choose Bank transactions (Take me there), or go to Banking (Take me there).
3. Above the table, go to Settings ⚙.
4. Click Show bank details.

Now, set up the auto-add feature so you can get the rule to apply automatically. To proceed, here's how:

1. Go to the Bank transactions (Take me there) page.
2. Follow the steps to create a new bank rule.
3. Click Automatically confirm transactions this rule applies to in the Rules window.
4. Select Save.

After you create an auto-add rule, any transactions on the For review tab that meet the conditions are automatically added. Auto-add rules run when you sign in, upload a file, or create or modify a new auto-add rule.

Additionally, I've attached an article you can use to reconcile your accounts so they always match your bank and credit card statements: Reconcile an account in QuickBooks Online.

Fill me in if you have further concerns about applying and managing rules in QuickBooks Online. I'm always eager to help you out. Stay safe!

So a rule will not auto-process based on bank text?

Hello, @Malooga.

Thanks for the prompt response. I'd like to clarify a few things about how bank rules work in QuickBooks Online (QBO).

The bank rules will normally categorize based on how they are configured. A bank text will be auto-processed if you have also selected it from the condition fields. That said, you'll want to review the setup of rules if you've chosen the correct option.

If everything's good with your transactions, you can now proceed to reconcile an account in QBO. If everything matches up with your bank or credit card statements, you know your accounts are balanced and accurate. We'd also recommend reconciling your checking, savings, and credit card accounts every month.

Please keep me updated on how it works after reviewing your setup, as I want to make sure this is resolved. If you have more questions about managing your bank transactions in QuickBooks, just let me know in the comments below.

Thanks for clarifying that bank text rules will auto process. So let's go back to the original question. Why are they not auto-processing?

Thanks for getting back here in the thread, @Malooga. I'm here now, and I'll share some details about bank rules in QuickBooks Online (QBO).

A possible reason is that the rules you've set up in your account don't apply to those transactions. That said, it could be that rule you're using is based on a bank text when you meant to make a rule based on the description or vice versa.

Please be aware that a bank text is an exact information QuickBooks receives from your bank. The bank text is the transaction you'd see listed in your bank account or on your bank statement, while the description is a simplified version of the bank text to make it easier to understand. QuickBooks can simplify a bank text and state a vendor name, for example.

See this article for more details about bank rules in QBO: Set up bank rules to categorize online banking transactions in QuickBooks Online.

In addition, here's an article to learn more about the reconciliation workflow in QBO: Learn the reconcile workflow in QuickBooks.

@Malooga, It's always a pleasure to have you here in the Community. In case there's anything else that you'd like me to help you with, Or if you have any additional QuickBooks-related concerns. Know that you can always get back to me by clicking the REPLY button below. Take care.

Well unfortunately we're going around in circles here. I will contact support.

I have the same question as Malooga. I also understand the frustration. I have found it very rare to have the QuickBooks support reps. actually answer the questions that are asked. It's as if the questions are actually answered by bots that just look for keywords. But just in case I thought I would try again. But this time I'll give them a little help.

Dear QB Support,

The most important part of Malooga's question is in the first three words. "Rule to exclude..." When answering the question this time, please use the word "exclude" which was missing from the other responses. If you could also put it in context around setting up rules that would exclude certain transactions it would be very helpful. Then in closing, if you could add any additional information on what to check for if a rule is not being triggered, you would then have answered the original question which your coworkers were unable to do.

Thank you and I'm looking forward to your answer with great anticipation.

Let me help you clear things out, @JaxC.

Currently, the option to automatically make rules to exclude transactions is unavailable in QuickBooks Online. 

In the meantime, you can directly submit feedback to our software engineers to raise your suggestion. They may consider adding the option of making rules to exclude transactions automatically in our future product updates.

Here are a few steps to submit feedback:

1. Click the Gear icon.
2. Below the Profile section, select Feedback.
3. Enter your suggestion then click Next.

Consider reading this article if you want to exclude a bank transaction you downloaded into QuickBooks Online manually.

If you require any additional suggestions about excluding transactions, don't hesitate to reach out to us again. Thank you, and have a great day!

I'm also running into this. Looking at the rule creation process, it IS possible to create a rule that automatically excludes a transaction, it just doesn't actually work. I have several transactions where a rule WAS applied automatically as it should have been, and the rule is set up to exclude the transaction, but the transaction doesn't actually get excluded.

This is a BUG, not a feature request.

The Exclude functionality simply doesn't work. They should just remove it.

As of today it's actually throwing an error now if these rules exist.  You have to disable the rules to remove the error.

Thank you for bringing this to our attention, BellevueBookkeper.

I recognize the inconvenience caused by the bank rules disrupting your workflow. Let's tackle this together by going through some troubleshooting steps to ensure the bank rules work seamlessly and simplify your categorizing process.

Before we begin, may I know the specific error you received? This information will help me check if there's a reported issue. 

The bank rules may not be working because you've used a rule based on bank text instead of description, or the other way around. See the following to learn the difference:

• The bank text is exactly the same information QuickBooks receives from the bank. The bank text is the transaction you see listed in your bank account or on your bank statement.
• The description is a simplified version of the bank text to make it easier to understand. For example, QuickBooks might simplify bank text by just giving the vendor's name.
  
  

QuickBooks displays the description in your transaction list by default. To display the bank text, simply follow these steps:

1. In your company, head to the Transactions menu on the left panel and choose Settings ⚙ within the Bank transactions section.
2. Click Show bank details.

Dive into the details of adding a bank rule, configuring the auto-add feature, and importing existing rules with this article: Set up bank rules to categorize online banking transactions in QuickBooks Online.

I have some resources that might come in handy for you in the future. These links provide instructions on how to classify entries into the right category, record multiple accounts in a transaction, and balance your bank or credit card account:

• Categorize online bank transactions in QuickBooks Online
• Enter a split transaction into the register in QuickBooks Online
• Reconcile an account in QuickBooks Online
  
  

Stay in touch if you have additional about the bank rules feature and other banking-related concerns or questions. I'll jump right back to make sure you're taken care of. Have a good one, BellevueBookkeper.