Client Rules are categorization rules you set up for one client's QuickBooks Online company. This article shows where to find them, what the Client Rules page shows, and what happens when you add, edit or turn off a rule. It assumes the client is already connected to QuickBooks Online and set up in LedgerSync.

How to open Client Rules

1. In the top menu, open Rules Engine and choose QuickBooks.
2. In the QuickBooks menu, open Rules and choose Client Rules.
3. Pick the client in the client dropdown at the top of the page.

Client Rules and Global Rules

A Client Rule takes priority over a Global Rule. A Global Rule never replaces a categorization made by a Client Rule, and a Client Rule replaces a Global Rule's categorization on a transaction that has not been sent to QuickBooks Online.

For how firm-wide rules work, see GLOBAL RULE.

Map the bank accounts first

Each bank account must be mapped to an account in QuickBooks Online. You do this under Settings, Initial Setup, Bank Accounts Mapping. Transactions from an account that is not mapped are not sent to QuickBooks Online.

Filter the list

Next to Filter by you can narrow the list by:

• Rule State: Active or Inactive rules
• Rule Type: Inclusion or Exclusion rules
• The client dropdown
• Applied To: Money in, Money out, or Money in or out
• The search box

What the table shows

• Priority: enabled rules are applied in this order. Sorting the table by another column changes only what you see, not the Priority.
• Rule Name: the name you gave the rule.
• Apply To: whether the rule looks at money in, money out, or both.
• Condition Scope: All means a transaction must match every condition, Any means it only needs to match one.
• Conditions: what the rule looks for.
• Categorization Details: the category, or split lines, the rule assigns.
• Payee: the payee the rule assigns.
• Enabled: tick or untick to turn the rule on or off.
• Convert To Global: shown if your login can manage Global Rules. It opens a Global Rule form filled in from this Client Rule.

Tick the checkboxes on the left to select rules, then use Enable Selected, Disable Selected, Delete Selected or Export to Excel.

How to add a rule

1. Click Add Rule.
2. Choose the Rule Type and enter a name for the rule.
3. Under Apply this to transactions that are, choose Money in, Money out, or Money in or out.
4. Choose whether a transaction must match all of the conditions or any one of them, then set the conditions. Use Add a Condition for more.
5. Under Then assign, pick the payee and the category.
6. Click Save.

Rules only apply to unreviewed transactions. When you save a new rule, it is applied to the client's matching transactions in the For Review tab.

How to edit a rule

Click anywhere in the rule's row. The rule opens so you can change any of its details, including its Priority. Click Save when you are done, or Delete to remove the rule.

Note: When you save an edited rule, LedgerSync applies it again to the client's transactions in the For Review tab that have not been sent to QuickBooks Online:

• Transactions that now match the rule are categorized by it.
• Transactions the rule had categorized that no longer match it have that categorization cleared.

Transactions already moved to Categorized, and transactions already sent to QuickBooks Online, are not changed.

Turning a rule off

When you turn a rule off, the categorization it gave to transactions in the For Review tab is cleared. When you turn it back on, it is applied again.