Working with Client Rules

Working with Client Rules

Working with Client Rules

*The following information is based on the idea that you have already connected a few of your Ledgersync clients to QuickBooks Online and gone through the initial setup of the integration.  Below are the instruction on how to get to the Client Rules and how they interact with each of your clients QuickBooks Online Company files.


How to access the Client Rules in Ledgersync:

In LedgerSync, start by selecting RULES ENGINE from the top menu bar.
Select CLIENT RULES from the options listed across the new page (the second option from the left).
Once selected, an new submenu will appear:

Account Mapping: 

This is where you will assign, the proper Chart of Account for each financial institution account you have connected within Ledgersync.

    1. If you do not map an account, the transactions will not push into QuickBooks Online.

Vendors:

This is your unique list of Vendors related to a specific QuickBooks Online Company file.  This information is a true two-way sync.  If you add a new Vendor in Ledgersync, it will be added to QuickBooks Online. If you add a new vendor in QuickBooks Online, it will be pulled the next time you sync or refresh the page. 



Import:


Client Rules:

Client Rules will always override a Global Rule. ALWAYS!
      This is you list of Client Rules that are available for the specific client file that you are working with. 
      The data table can be sorted by clicking the different column titles. This will not change the Priority order of the rules.

Filter Options:

The rules can be filtered to show:
  1. Active Rules
  2. Inactive Rules
  3. Filter by Client (Dropdown selection box)
  4. Applied to Money In or Money Out Rules
  5. Search via text box.

The Data Table:

  1. The data table shows the following information:
    1. Checkbox: Allows you to select which rules to Delete, Disable, or Enable in bulk.
    2. Priority: This is the order in which the rules will impact your "FOR REVIEW" transactions in Ledgersync.  
    3. Rule Name: The individual name of each rule that has been created.
      Parkway Tip: We use the following naming convention when creating rules. [Initials of Person Creating the Rule.Chart of Account.Payee Name] This allows us to know who created the rule in case we need to retrain someone on best practices, and also provides us a fast way to see what account and who the transaction should be assigned to. It makes it easier to search for a rule if you end up having a problem with how one is interacting in the future.
    4. Applied To: Let's you know if the rule is specifically impacting Money In or Money Out transactions
    5. Conditions: Shows you the specifics of the rules that you created
    6. Categorization Details: Displays the Chart of Account (Category) that has been assigned.
    7. Payee: Displays the Payee name assigned to the rule
    8. Enabled: Displays if the rules has been enabled or disabled
    9. Globe Icon: Click this to create a GLOBAL RULE from a specific Client Rule.
    10. Pencil Icon: Click to disable or delete a single rule

How to Add a Rule: 

Select the Add Rule button to be able to create a new rule.  See Create Rule Document for more details.

How to Edit a Rule:

Click anywhere in the row with the rule you wish to adjust. It will open up the details of the rule and allow you to edit any details you wish.
NOTE: Any transactions that have been previously categorized before editing a rule will NOT be updated or changed when you edit the rule. It will only impact any new transaction under the For Review tab on the transaction table.


If you have additional questions and would like to speak to our Accounting Workflow Specialist, please book a time with Matthew Fulton to learn more and help you get started. His calendar is available at the bottom of the page. https://www.ledgersync.com/global-rules-engine

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