How Account Rules Work
Bezala checks the transaction description against all defined account rules, when a new receipt form is created. If a pattern matches text in the receipt’s description, the associated expense account is automatically assigned.
The purchase type must be added to Bezala's chart of accounts for the account rule to work. Instructions for how to add purchase type accounts (i.e. EXPENSE accounts) can be found here.
Managing Account Rules
If you have Manager/Accountant role in Bezala you can manage the account rules in Bezala’s webversion.
Bezala works in English, Finnish, Swedish and German. Make sure you add rules in all languages your Bezala users use.
Navigate to:
Click on Main menu icon in upper left-hand corner in web version
Click on “Automation”
Click on “Account Rules”-tab
Click “Download Spreadsheet”.
Use your downloaded Excel as template. Don’t change column title or order of columns in template.
Write 1 keyword/row (i.e. Pattern column) starting from row 4 in template.
Account rules work correctly when only one account is applicable for the rule’s keyword. If your hotel costs are e.g. divided into hotel domestic account and hotel international account, the keyword hotel is not a good keyword.
A keyword doesn’t have to be a full word. Shorter keywords can be better than longer. Here are a few examples:
park instead of parking
Tesl instead of Tesla supercharger
plane or ticket instead of airplane ticket. Here you should think about if you have different accounts for e.g. train and airplane tickets, then it is correct to use plane. If not, then ticket covers many more situations compared to plane.
Make sure Account Code matches the correct account code in the Accounts-page of your Bezala environment.
How to check: Main menu ==> Accounts ==> Code-column cell value for the account you want to use as purchase type.
Save Excel somewhere you can easily find it on your device.
Click “Upload Spreadsheet” and choose your saved Excel file.
Note: Account rules are specific for each Bezala environment. If you want to have the same rules for each environment in e.g. your company group, you need to “Upload spreadsheet” in every Bezala environment separately. This assumes that your chart of accounts are the same for every company.
Deleting and filtering account rules
The Excel import can only add new rules and update existing ones. Delete rules by clicking the red trash icon on correct rule row.
Filtering: Use the Pattern and Account Code text filters to search through your rules in “Account rules”-tab. (Filter can be useful especially if you need to delete a rule, since rules can’t be deleted by Excel import).
Filter search by Account Code if you want to check a specific account's keywords.
Filter search by Pattern if you notice a specific word being automatically chosen to wrong purchase type or no purchase type.
Wrong account assigned to keyword:
If keyword gets 2+ results with different account codes, you should:
delete the wrong account rule or
edit the keyword for wrong account to match it without conflict with correct account keyword. E.g. if you have different accounts for train and airplane tickets, don’t use ticket as a keyword.
No account assigned to keyword:
Add new rule with wanted keyword in pattern column and the correct account code in account code column.
FAQ
Why isn't my account rule being applied?
Check if the user has a default expense account in their profile settings (Main menu ==> Users ==> yellow edit pen on correct user row). Default accounts may take priority.
Check above instructions for "Wrong account assigned to keyword" and/or "No account assigned to keyword".
Can I have multiple rules for different account codes?
Yes, the more rules the better. Make sure that pattern i.e. keywords are not in conflict with each other (i.e. same pattern for 2+ account codes). Rules are easier to make for accounts that have a clear distinction, where e.g. the word hotel is not recommended if you have one account for domestic and one for international hotel receipts.
When should I use account rules?
When an account has a clear distinction, e.g. taxi-related keywords for taxi account code.
When users often use wrong account for specific keywords. For example, if you have different accounts for software receipts in EU and outside EU.
Don't use software as keyword. Use specific company names as keywords and assign them to correct account codes accordingly.
Can you give me examples of good account rules to have?
Make sure you use correct template from Bezala (Automation ==> Account rules-tab ==> Download Spreadsheet), but here is a table of rules in English, Finnish and Swedish for hotel account (7820), travel expenses (7800), parking (7850) and taxi (7810).
Pattern | Account Code |
hotel | 7820 |
hostel | 7820 |
motel | 7820 |
airbnb | 7820 |
booking.com | 7820 |
Scandic | 7820 |
ticket | 7800 |
train | 7800 |
metro | 7800 |
hsl | 7800 |
hrt | 7800 |
tunnelbana | 7800 |
arlanda express | 7800 |
bus | 7800 |
Finnair | 7800 |
Lufthansa | 7800 |
airplane | 7800 |
KML | 7800 |
Norwegian | 7800 |
SAS | 7800 |
VR | 7800 |
SJ | 7800 |
Flixbus | 7800 |
park | 7850 |
pysäk | 7850 |
taxi | 7810 |
taksi | 7810 |
uber | 7810 |
bolt | 7810 |
SJ: this rule might not be a good choice, since many Swedish words include the letters sj.