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Why does QuickBooks Online show a bank rule I never created, and how do I remove it?

Forum|Forum|2 years ago
April 4, 2024
10 replies
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A rule was added without my knowledge that affected our bank feed and applies to All Accounts (see attached).

Where can I find how and when this rule was added?

I have searched the Audit Log but do not see any entry.

This issue started two days ago but I just caught it today and disabled the rule pending investigation.

I am really puzzled as this never happened in the 7 years I have been managing these accounts in QBO..

QuickBooks Online

Best answer by Emma_P

QuickBooks Online sometimes creates a bank rule automatically as part of keeping your bank feeds running smoothly, so it's possible to see one you didn't set up yourself. Automatic changes like this show up in your audit log under system usernames such as Online Banking Administration or System Administration, not under your name, which is why the rule can seem to come out of nowhere.

Here's how to find that rule in your audit log and turn it off.

How to find it in your audit log

Go to Settings and select Audit log.
Select Filter, then set User to All Users so system accounts show up in the results too.
Set the Date range to when the issue started, then select Apply.
Look for entries from Online Banking Administration (automatic changes to your connected bank accounts) or System Administration (automatic changes, including updates to your bank feeds).

Events stay in the audit log for two years, so widen your date range if you're not sure exactly when the rule was created.

How to turn off or remove the rule

Go to All apps, then Accounting, then Rules.
Find the rule that's auto-adding transactions.
Select the Actions dropdown next to it.
Choose Disable to stop it from running, or Delete to remove it for good.

If you'd rather keep the rule but stop it from adding transactions on its own, edit it instead: open the rule, turn off Automatically confirm transactions this rule applies to, then save.

Transactions will still get categorized by the rule, but they'll wait in your For review tab until you accept them.

Have a question about a specific rule or transaction on your books? Reply below and we'll help you look into it.

Resources:

Use the audit log in QuickBooks Online

Set up bank rules to categorize online banking transactions in QuickBooks Online

I

Ivan_G

Moderator

We appreciate you for bringing this matter to our attention, dmaustin. Let me help you review when and who made this bank rule in QuickBooks Online (QBO).

All the account's activities are shown and reflected on the Audit log including the bank rules. Possibly, one of your team added this rule.

Since it did not appear upon checking, let's customize the Audit log accurately to show all your company's activities and the individual who added the rule.

Here's how:

Go to the Gear ⚙ icon, then select Audit log.
On the User ▼ dropdown, choose All Users.
For the Events ▼ dropdown, click All events.
Modify the Date Changed ▼ dropdown accordingly. If you want to enter a specific date, you can choose Custom.
You may also expand its detail by clicking View under the History column.

However, if the issue persists, I recommend exporting your Audit log data as CSV to your computer device. Then, open the file to Excel. To proceed, we can follow the steps below.

On your Audit Log's page, select the Export to CSV icon beside the Print Page icon.
Open the downloaded file in Excel.
Manually review the data or press these shortcut keys: Ctrl + F. Then, enter the bank rule name or details to pull up its information automatically.

Moreover, I'll add this article about managing and organizing your transactions appropriately in QBO: Categorize online bank transactions in QuickBooks Online.

If you have more concerns regarding bank rules, please comment below. We're available 24/7 to help you.

D

dmaustinAuthor

Dear Ivan_G.

Thank you for your quick response.

I already performed all your suggested steps before I opened this support ticket. Including export to CSV and CTRL-F.

Also, it's a mystery why these transactions only were "Auto-add" this week for the first time ever by the user "Online Banking Administration". These accounts were created in 2017 with bank feeds.

I have many bank feed transactions in the past seven years that never "Auto-added" as the audit log shows. These six transactions were "Auto-/Added" this week by the Rule NEVER occurred in the past - again confirmed by the Audit Log. (I would never set up a rule to "Auto-Add" from "All Accounts" as an "Uncategorized Expense".)

So why would it just start this week and why does the Audit Log not show any rules created?

Dan Austin / BrotmanLaw

D

DebSheenD

Level 5

Hello there, @dmaustin. I'm here to share some information about the Auto add feature in QuickBooks Online (QBO).

As we read your response, we recognized how the option that was set automatically adds transactions to QuickBooks. This option will appear if this is set up in your bank rule.

With that, you can edit the rule that was created and then turn off the Auto-add feature.

Let me show you how:

Click the Banking menu and go to the Rules tab.
Find the rule that you want the Auto-add feature to get rid of and click on the Edit link below the Actions column.
On the Edit rule window that appears, scroll down and click the button under the Automatically confirm transactions this rule applies to the option.
Click on Save once you're done.

Check the following article for more information: Setup bank rules to categorize online banking transactions in QuickBooks Online.

In addition, here's an article to help you manage bank transactions and reconcile an account inside the program:

I'm always here if you need more help with your bank transactions. Take care and have a great rest of the day!

Emma_P

Answer

Community Manager

QuickBooks Online sometimes creates a bank rule automatically as part of keeping your bank feeds running smoothly, so it's possible to see one you didn't set up yourself. Automatic changes like this show up in your audit log under system usernames such as Online Banking Administration or System Administration, not under your name, which is why the rule can seem to come out of nowhere.

Here's how to find that rule in your audit log and turn it off.

How to find it in your audit log

Go to Settings and select Audit log.
Select Filter, then set User to All Users so system accounts show up in the results too.
Set the Date range to when the issue started, then select Apply.
Look for entries from Online Banking Administration (automatic changes to your connected bank accounts) or System Administration (automatic changes, including updates to your bank feeds).

Events stay in the audit log for two years, so widen your date range if you're not sure exactly when the rule was created.

How to turn off or remove the rule

Go to All apps, then Accounting, then Rules.
Find the rule that's auto-adding transactions.
Select the Actions dropdown next to it.
Choose Disable to stop it from running, or Delete to remove it for good.

If you'd rather keep the rule but stop it from adding transactions on its own, edit it instead: open the rule, turn off Automatically confirm transactions this rule applies to, then save.

Transactions will still get categorized by the rule, but they'll wait in your For review tab until you accept them.

Have a question about a specific rule or transaction on your books? Reply below and we'll help you look into it.

Resources:

Use the audit log in QuickBooks Online

Set up bank rules to categorize online banking transactions in QuickBooks Online

How to find it in your audit log

How to turn off or remove the rule

How to find it in your audit log

How to turn off or remove the rule

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