Setting up split rules

  • 28/03/2025
  • 12 Minuten Lesedauer

Automating payment splits with split rules simplifies transaction allocation by distributing payments across multiple accounts based on predefined criteria. Split rules automatically separate charges in transactions like foreign payments and returned direct debits. They also allocate payments across cost categories, such as leasing contracts that include insurance and maintenance fees, ensuring accurate posting.

To set up a split rule

To define how split amounts are calculated and assigned:

  1. Use the Search icon, search for Banking Import Setup and select the related link. On the action bar, select Manual Setup > Split Rules. Alternatively, search for Split Rules.

  2. On the Split Rule page, on the General FastTab, add a new split rule. Alternatively copy and adapt a rule by selecting Copy Split Rule. Enter information for the following fields:

    • Code and Description - enter a unique code to identify the new rule and provide a meaningful description that explains the purpose of the rule.
    • Separators - make sure that the Thousand Separator and Decimal Separator are correctly set for your needs. These fields are prefilled based on your user number format settings. If necessary, you can adjust the separators by selecting Show More for additional options.

  3. Next, add a split rule line for each desired split. Each line must specify how the split amount is calculated and to which account, posting groups, and dimensions the split amount should be posted. There are different Split Rule types available.

    Hinweis

    For now, only Search Text and Fixed Amount are supported, but more options will be available in the future.

  4. To add a split rule that is based on a fixed amount enter information for the following fields:

    • Amount - in the Fixed Amount field, enter the specific amount to allocate to this line.
    • Amount Type

  5. To add a Split Rule that is based on a Search Text, enter information for the following fields:

    • Split by Search Text - in the Search Text field, specify the text to search for when the rule is used on the bank account reconciliation lines to identify a match. To use multiple search texts for an account, select Add additional search texts on the action bar.
    • Search Method - in the Search Method field, specify how the search is performed when looking for the specified search text. The options are:
      • Exact: The search text must match all the fields.
      • From left: The search text must match the first part of the fields.
      • From right: The search text must match the last part of the fields.
      • Within: The search text must appear somewhere in the fields.
    • Search Field Template - in the Search Field Template field, specify where the system should look for the text. For more information, refer to the Using field templates in Banking Import article. Multiple fields can be included in the search. If the text matches any field in the template, the rule is applied to bank statement lines or payment reconciliation journal lines.
      • By default, common search field templates are available.
      • To create a new template, select the three dots to open the Search Field Templates page, then choose New.
      • Enter a Template Code, Template Description, and define the Field Selection Text in this format: <Table|Field>.
    • Amount Type

    Tipp

    If your Split Rule is incomplete, a notification will appear when you open either the Bank Account Reconciliation or the Payment Reconciliation Journal. You can resolve the issue by selecting Open Split Rules to complete the rule.

    1. In addition to the split rule type-specific fields, there are general fields that apply to all split rules. Some of these fields are mandatory and are marked with an asterisk (*).
    FieldDescription
    Account TypeIn the Account Type field, specify to assign to the G/L account, customer, vendor, or employee.
    Account No.In the Account No. field, specify the balance account to which the entry will be applied.
    Document TypeDefines the type of transaction, such as Payment, Invoice, Credit Memo, or Refund.
    Posting Description TemplateThe Posting Description Template defines the format for transaction descriptions, particularly when handling amount differences in bank reconciliation. These templates ensure consistency in transaction descriptions. Default templates are available, but you can also create a custom template.
    Department CodeSpecifies the department related to the transaction for cost allocation and reporting.
    Project CodeAssigns the payment to a specific project for tracking expenses and revenues related to that project.
    Gen. Posting TypeSelect the posting type for the VAT key code. For example, Sales.
    Gen. Bus. Posting GroupCategorizes the type of business (e.g., domestic, EU, export) involved in the transaction.
    Gen. Prod. Posting GroupCategorizes the type of product or service.
    VAT Bus. Posting GroupThe VAT Business Posting Group determines how VAT is applied based on the business entity involved in a transaction. It allows for proper tax calculation and compliance by mapping captured amounts to specific VAT setups, overriding default values when necessary.
    VAT Prod. Posting GroupHere you can choose the VAT Prod. Posting Group to use for posting VAT for a payment.

To apply split rules automatically

You have the option to assign split rules either automatically or manually. Automatic assignment allows you to apply rules based on bank transaction codes, or search for specific rules to manage foreign credit transfers, returned direct debits, or multi-account transactions. For manual assignment, simply use the Apply Split Rule action in the Bank Account Reconciliation or Payment Reconciliation Journal to apply the rules as needed.

To automatically assign a split rule to a bank transaction code rule

Assign a split rule to a bank transaction code to automatically apply it to specific transactions, such as foreign credit transfers, returned direct debits, or fee-based transactions.

To apply a split rule automatically by assigning it to a bank transaction code rule:

  1. On the Bank Transaction Code Rules page, select the relevant line and in the Split Rule Code column, enter the code of the rule you want to assign.
  2. Make sure to run automatic matching after completing these steps to apply the changes.

To automatically assign a Split Rule to search rule

Assign a split rule to a search rule when the transaction amount needs to be divided across multiple accounts.

To apply a split rule automatically by assigning it to a search rule:

  1. On the Search Rule page, select the relevant rule and in the Split Rule Code column, enter the code of the rule you want to assign.
  2. Make sure to invoke the automatic matching after completing these steps to ensure the changes take effect.

To manually assign split rules in the Payment Reconciliation Journal

On the Payment Reconciliation Journal, the Apply Split Rule action allows you to split a line when it doesn't match a bank transaction code rule or search rule.

To manually apply a split rule in the Payment Reconciliation Journal:

  1. On the Payment Reconciliation Journal page, on the action bar select Rules > Apply Split Rules.
  2. You can now assign a split rule code to create split lines that are displayed indented to the base line. Additionally, note that changing the account type or account number only affects the child line; previously made applications are deleted. Also, changes to posting groups can be made by updating the bank reconciliation split line. Use the lookup in the Split Lines field from the base line.

Hinweis

Child lines are indented, cannot have additional split rules applied, and any changes to them will update the base transaction amount.

To manually assign split rules in the Bank Account Reconciliation

On the Bank Account Reconciliation page, the Apply Split Rule action allows you to split a line when it doesn't match a bank transaction code rule or search rule.

To manually apply a Split Rule in the Bank Account Reconciliation:

  1. On the Bank Account Reconciliation page, on the action bar select Rules > Apply Split Rules.

  2. Bank reconciliation split lines are created and accessible via the Split Lines field. Extra journal lines are generated based on these split lines when search rules, applied entries, or manual entries are used. Deleting or changing a bank recon split line will remove all related journal lines, reset previous applications, and delete any difference journal lines. Changes to account type, account number, dimensions, or posting groups will be reflected in the journal line. For example, for a refund of 1422 euros, with a 3 euro fee, the transaction is split into three lines:

    1. Customer Account: 1422 euros (Refund amount)
    2. G/L Account: -3 euros (Fee deducted)
    3. Bank Account: -1419 euros (Amount refunded via bank)

These split lines are moved to the Cash Receipt Journal, reflecting the refund and associated fee.