Overview

Vendor rules are the foundation of automatic transaction categorization in LedgerSync for Accounting CS. By creating vendor rules, you teach the system to recognize transaction patterns and automatically assign the correct vendor name and GL code. This article explains how vendor rules work and how to create and manage them effectively.

What Are Vendor Rules?

A vendor rule tells the system: "When you see this pattern in a transaction description, assign it to this vendor with this GL code."

Example:

• Pattern: Transaction description contains "STARBUCKS"
• Action: Assign to vendor "Starbucks" with GL code "6250" (Meals & Entertainment)
• Result: All future transactions containing "STARBUCKS" will automatically match

How Pattern Matching Works

The system supports several types of pattern matches:

1. Contains (Most Common)

Matches if the pattern appears anywhere in the transaction description.

• Pattern: "STARBUCKS"
• Matches: "CHECKCARD STARBUCKS 123", "STARBUCKS COFFEE", "DEBIT STARBUCKS"
• Use when: Vendor name appears consistently but with variations

2. Exact Match

Matches only if the transaction description exactly matches the pattern.

• Pattern: "PAYPAL TRANSFER"
• Matches: "PAYPAL TRANSFER" (only)
• Does NOT match: "PAYPAL TRANSFER 123" or "PAYPAL"
• Use when: Very specific transaction pattern that shouldn't match variations

3. Starts With

Matches if the transaction description begins with the pattern.

• Pattern: "AMAZON"
• Matches: "AMAZON MARKETPLACE", "AMAZON WEB SERVICES", "AMAZON PRIME"
• Does NOT match: "ORDER FROM AMAZON"
• Use when: Vendor has multiple divisions but consistent prefix

4. Ends With

Matches if the transaction description ends with the pattern.

• Pattern: "INC"
• Matches: "ABC COMPANY INC", "XYZ SERVICES INC"
• Use when: Identifying corporation types or specific suffixes

Client-Scoped vs Firm-Wide Rules

Firm-Wide Rules

Apply to all clients in your firm:

• Created once, used everywhere
• Ideal for common vendors (Staples, AT&T, utilities)
• Ensures consistency across all clients
• Time-saving for multi-client firms

Client-Scoped Rules

Apply only to a specific client:

• Override firm-wide rules for exceptions
• Handle unique vendor situations
• Client-specific GL code mappings
• Custom categorization needs

Priority: Client-scoped rules always take precedence over firm-wide rules.

How to Create Vendor Rules

Method 1: Automatic Creation (During Review)

The easiest way to create rules:

1. Review transactions on the Review page
2. Find a transaction that needs vendor assignment
3. Click the transaction to edit
4. Assign the correct vendor name
5. Assign the correct GL code
6. Save the transaction
7. System automatically creates a "Contains" rule

Example:

• Transaction: "CHECKCARD STAPLES 789"
• You assign: Vendor = "Staples", GL = "6100"
• Rule created automatically: Contains "STAPLES" → "Staples" / GL 6100

Method 2: Manual Creation (In Settings)

For creating rules in advance:

1. Go to Settings page
2. Scroll to "Vendor Rules" section
3. Click "Add New Rule"
4. Enter:
   • Pattern (e.g., "STARBUCKS")
   • Match Type (Contains, Exact, Starts With, Ends With)
   • Vendor Name (e.g., "Starbucks")
   • GL Code (e.g., "6250")
   • Scope (Firm-Wide or Client-Specific)
5. Click "Save Rule"

Method 3: Bulk Import from FIRMADMIN

Import existing vendor data:

• See Article 80: How to Import Clients and Vendors from FIRMADMIN
• Vendor rules created automatically for all imported vendors
• GL code associations preserved from FIRMADMIN

Editing Existing Vendor Rules

To modify a rule:

1. Go to Settings > Vendor Rules
2. Find the rule you want to edit
3. Click "Edit"
4. Modify:
   • Pattern
   • Match Type
   • Vendor Name
   • GL Code
   • Scope
5. Click "Save"

Note: Changes to rules only affect future transactions. Previously matched transactions are not automatically updated.

Deleting Vendor Rules

To remove a rule:

1. Go to Settings > Vendor Rules
2. Find the rule to delete
3. Click "Delete"
4. Confirm deletion

Warning: Deleting a rule means future transactions won't match. Previously matched transactions remain unchanged.

Rule Priority and Conflict Resolution

When multiple rules could match a transaction:

1. Client-scoped rules take precedence over firm-wide
2. More specific patterns take precedence over generic ("STARBUCKS COFFEE" beats "STARBUCKS")
3. Exact matches beat Contains matches
4. Manually created rules can be prioritized (adjust rule order in Settings)

Testing Rules Before Applying

Before creating a rule:

1. Review sample transactions to identify consistent patterns
2. Test the pattern you want to use
3. Create the rule
4. Process a small batch of transactions to verify it works
5. Adjust if needed

Best Practices for Vendor Rules

Start with Firm-Wide Rules:

• Create rules for common vendors first (utilities, office supplies, etc.)
• Build your library gradually
• Use client-scoped rules only for exceptions

Use "Contains" for Flexibility:

• Most versatile pattern type
• Handles variations and abbreviations
• Works across different transaction formats

Use "Exact" for Precision:

• When transaction description is always identical
• Prevents over-matching
• Good for specific recurring transactions

Keep Patterns Simple:

• Use shortest unique identifier ("STAPLES" not "STAPLES OFFICE SUPPLIES")
• Avoid overly complex patterns that might break
• Test with real transaction data

Review and Prune Periodically:

• Delete unused rules
• Merge duplicate rules
• Update GL codes if chart of accounts changes

Document Unusual Rules:

• Add notes for complex client-scoped rules
• Explain why certain GL codes are used
• Makes handoff to other team members easier

Common Vendor Rule Patterns

Office Supplies:

• Pattern: "STAPLES" → Vendor: "Staples" / GL: 6100
• Pattern: "OFFICE DEPOT" → Vendor: "Office Depot" / GL: 6100

Utilities:

• Pattern: "AT&T" → Vendor: "AT&T" / GL: 6650
• Pattern: "PG&E" → Vendor: "Pacific Gas & Electric" / GL: 6650

Insurance:

• Pattern: "STATE FARM" → Vendor: "State Farm" / GL: 6400

Meals & Entertainment:

• Pattern: "STARBUCKS" → Vendor: "Starbucks" / GL: 6250
• Pattern: "RESTAURANT" → Vendor: "[Extract from description]" / GL: 6250

Need Help?

If you have questions about vendor rules:

• Email: support@ledgersync.com
• Knowledge Base: Visit our help center

Related Articles:

• Article 80: How to Import Clients and Vendors from FIRMADMIN
• Article 81: Understanding the Review & Export Workflow
• Article 84: Creating and Managing GL Code Rules
• Article 85: Common Questions About LedgerSync for Accounting CS