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Create and Use Bank Rules in VRTrust

Learn how to set up Bank Rules in VRTrust to automatically create, categorize, and match transactions as new bank records come in.

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Overview

Bank Rules in VRTrust allow you to define conditions that automatically create and match transactions when new bank records are imported. Once configured, rules reduce manual reconciliation effort and ensure consistent, accurate accounting across your bank activity.

Step 1: Navigate to Bank Rules

  1. From the left-hand menu, go to the Bank Reconciliation page.

  2. Select the Bank Rules tab.

  3. Click Add Rule to begin creating a new rule.

Step 2: Name Your Rule

Enter a descriptive name for the rule. A clear name makes it easier to identify the rule's purpose when managing multiple rules.

Step 3: Configure Automatic Matching

Toggle on Automatically create and match transactions if you want VRTrust to automatically create and match transactions for future bank records that meet the rule's conditions.

If left off, the system will suggest matches that you can review and accept manually.

Step 4: Select What the Rule Applies To

  1. Under Apply to, choose whether the rule applies to an expense (money out) or a deposit (money in).

  2. Select which bank accounts the rule should apply to — either all accounts or specific ones.

Step 5: Define Conditions

Add one or more conditions to control when the rule triggers. Conditions can be based on fields such as Description or Amount.

For example, select Description contains and enter a keyword like housekeeping. You can add multiple conditions to further refine when the rule applies. Make conditions specific enough to avoid unintended matches.

Step 6: Define Transaction Details

  1. Select or create a vendor or contact to associate with the transaction.

  2. If needed, toggle on Prior month posting to have transactions post to the last day of the previous month.

  3. Review or update the transaction description. By default, this uses the bank record description, but it can be overridden.

Step 7: Define Allocation

In the Allocation section, specify how the transaction should be categorized. Add one or more allocation lines and define the following for each:

  • Account

  • Listing

  • Bill to

  • Amount or percentage

If using percentages, make sure all allocation lines total 100%.

Step 8: Save and Review Existing Matches

  1. Click Save to create the rule.

  2. A preview will display any existing bank records that match the rule's conditions along with suggested transactions.

  3. Click Accept to apply the rule and create the transaction for any existing matching records.

Step 9: Review Matched Transactions

  1. Navigate back to the Bank Reconciliation screen.

  2. Locate the matched transaction and click into the record.

  3. Open the expense drawer to review the created transaction and confirm the allocation and details are correct.

How Automatic Matching Works for Future Records

Once the rule is saved with Automatically create and match transactions enabled, VRTrust will handle new matching records automatically:

  • When a new bank record is added or imported that meets the rule's conditions, VRTrust will immediately create the transaction, apply the defined accounting, and match it to the bank record.

  • No manual review is required for these future records.

If you still have trouble, reach out to our support team.

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