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Why does my QuickBooks Online exclude rule say "Rule applied" but not actually exclude the transaction?

Forum|Forum|3 years ago
September 4, 2022
12 replies
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I have a rule setup to exclude certain transactions from the bank import. They are still showing up under "For Review". When I click on it to review, it says "Rule applied" with the name of the exclude rule. But it doesn't actually exclude them. How do you get the rule to apply automatically?

QuickBooks Online

Best answer by katelynner

If a rule shows as "Rule applied" but the transaction still isn't excluded, it usually means the rule matched but isn't set to finish the job automatically.

Check whether your condition matches bank text or description

QuickBooks simplifies the raw text your bank sends into a cleaner description (for example, showing just the vendor's name). If your rule's condition is written against the description but the transaction only matches on the unsimplified bank text, or vice versa, the rule can register as applied without doing what you expect.

Go to Accounting, then Bank transactions.
Above the table, select Settings ⚙.
Select Show full bank description to compare the bank text and description side by side.
Update your rule's condition to match whichever field actually applies.

Turn on Auto-add so the rule finishes automatically

Go to Accounting, then Rules.
Open or create your exclude rule.
Turn on Automatically confirm transactions this rule applies to.
Select Save.

Once Auto-add is on, any transaction on the For review tab that meets the rule's conditions is automatically added (in this case, excluded) rather than just being tagged and left for manual review.

Want to learn more about creating automated rules? Leave your questions below, we’re here to help.

Rubielyn_J

Level 8

I'm here to ensure you can automatically apply rules in QuickBooks Online, @Malooga.

If your bank rules aren't applying, it might be because you’re using a rule based on bank text when you meant to make a rule based on description or vice versa. To explain the difference:

The bank text is exactly the information QuickBooks receives from the bank. The bank text is the transaction you'd see listed in your bank account or on your bank statement
The description is a simplified version of the bank text to make it easier to understand. For example, QuickBooks might simplify bank text to just say a vendor name.

By default, QuickBooks shows the description in your list of transactions. To show the bank text instead, please follow the following steps:

Proceed to Bookkeeping.
Select Transactions then choose Bank transactions (Take me there), or go to Banking (Take me there).
Above the table, go to Settings ⚙.
Click Show bank details.

Now, set up the auto-add feature so you can get the rule to apply automatically. To proceed, here's how:

Go to the Bank transactions (Take me there) page.
Follow the steps to create a new bank rule.
Click Automatically confirm transactions this rule applies to in the Rules window.
Select Save.

After you create an auto-add rule, any transactions on the For review tab that meet the conditions are automatically added. Auto-add rules run when you sign in, upload a file, or create or modify a new auto-add rule.

Additionally, I've attached an article you can use to reconcile your accounts so they always match your bank and credit card statements: Reconcile an account in QuickBooks Online.

Fill me in if you have further concerns about applying and managing rules in QuickBooks Online. I'm always eager to help you out. Stay safe!

M

MaloogaAuthor

So a rule will not auto-process based on bank text?

K

Kevin_C

Moderator

Hello, @Malooga.

Thanks for the prompt response. I'd like to clarify a few things about how bank rules work in QuickBooks Online (QBO).

The bank rules will normally categorize based on how they are configured. A bank text will be auto-processed if you have also selected it from the condition fields. That said, you'll want to review the setup of rules if you've chosen the correct option.

If everything's good with your transactions, you can now proceed to reconcile an account in QBO. If everything matches up with your bank or credit card statements, you know your accounts are balanced and accurate. We'd also recommend reconciling your checking, savings, and credit card accounts every month.

Please keep me updated on how it works after reviewing your setup, as I want to make sure this is resolved. If you have more questions about managing your bank transactions in QuickBooks, just let me know in the comments below.

B

BellevueBookkeper

The Exclude functionality simply doesn't work. They should just remove it.

As of today it's actually throwing an error now if these rules exist. You have to disable the rules to remove the error.

R

Rasa-LilaM

QuickBooks Team

Thank you for bringing this to our attention, BellevueBookkeper.

I recognize the inconvenience caused by the bank rules disrupting your workflow. Let's tackle this together by going through some troubleshooting steps to ensure the bank rules work seamlessly and simplify your categorizing process.

Before we begin, may I know the specific error you received? This information will help me check if there's a reported issue.

The bank rules may not be working because you've used a rule based on bank text instead of description, or the other way around. See the following to learn the difference:

The bank text is exactly the same information QuickBooks receives from the bank. The bank text is the transaction you see listed in your bank account or on your bank statement.
The description is a simplified version of the bank text to make it easier to understand. For example, QuickBooks might simplify bank text by just giving the vendor's name.

QuickBooks displays the description in your transaction list by default. To display the bank text, simply follow these steps:

In your company, head to the Transactions menu on the left panel and choose Settings ⚙ within the Bank transactions section.
Click Show bank details.

Dive into the details of adding a bank rule, configuring the auto-add feature, and importing existing rules with this article: Set up bank rules to categorize online banking transactions in QuickBooks Online.

I have some resources that might come in handy for you in the future. These links provide instructions on how to classify entries into the right category, record multiple accounts in a transaction, and balance your bank or credit card account:

Stay in touch if you have additional about the bank rules feature and other banking-related concerns or questions. I'll jump right back to make sure you're taken care of. Have a good one, BellevueBookkeper.

katelynner

Answer

Community Manager

If a rule shows as "Rule applied" but the transaction still isn't excluded, it usually means the rule matched but isn't set to finish the job automatically.

Check whether your condition matches bank text or description

QuickBooks simplifies the raw text your bank sends into a cleaner description (for example, showing just the vendor's name). If your rule's condition is written against the description but the transaction only matches on the unsimplified bank text, or vice versa, the rule can register as applied without doing what you expect.

Go to Accounting, then Bank transactions.
Above the table, select Settings ⚙.
Select Show full bank description to compare the bank text and description side by side.
Update your rule's condition to match whichever field actually applies.

Turn on Auto-add so the rule finishes automatically

Go to Accounting, then Rules.
Open or create your exclude rule.
Turn on Automatically confirm transactions this rule applies to.
Select Save.

Once Auto-add is on, any transaction on the For review tab that meets the rule's conditions is automatically added (in this case, excluded) rather than just being tagged and left for manual review.

Want to learn more about creating automated rules? Leave your questions below, we’re here to help.

Check whether your condition matches bank text or description

Turn on Auto-add so the rule finishes automatically

Check whether your condition matches bank text or description

Turn on Auto-add so the rule finishes automatically

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