Creating User Transaction Matching Rules

You can add your own custom matching rules to automatically match imported bank lines with corresponding account transactions in NetSuite. You can also assign the order in which NetSuite runs the rules to find matches.

The next time NetSuite imports bank data or you manually run reconciliation rules, Intelligent Transaction Matching runs and includes your new matching rules. You must specify one or more accounts on which the custom rule should run. NetSuite only runs the custom rule against imported bank lines for selected accounts.

Note:

If a rule identifies two or more possible transactions in NetSuite to match, the system cannot perform a transaction match. The system is unable to know which transaction to match, so you need to manually match the appropriate transaction, instead.

Here’s an example where a manual match is needed: An imported bank deposit has an amount of $70 and a date of 03/22/2023. NetSuite contains two transactions that are possible match candidates: a $70 deposit with a date of 02/14/2023 and a $70 deposit with a date of 01/16/2023. Because the transactions have the same amount and are at or before the date of the imported bank deposit, both meet NetSuite's match criteria. Due to this ambiguity, the system cannot choose one transaction over the other. Instead, you need to determine the appropriate choice and perform a manual match.

For an example of a custom matching rule, see User Matching Rule Example.

For information about transaction types and matching types, see Transaction Types in Matching Rules and Bank Transaction Matching Types.

Note:

To make rules that run on the transaction number, match the Transaction ID from the imported bank line with the NetSuite Check Number. The NetSuite Check Number in the User Matching Rule window corresponds to the:

Check # on Bill Payments, Checks, Customer Payments, and Cash Sales.
Deposit # on Deposits.
Transfer # on Transfers.
Entry No. on Journal Entries.
Reference # on Credit Card Charges and Credit Card Refunds.

For details, see Transaction Types in Matching Rules.

To create a new matching rule:

Go to Transactions > Bank > Reconciliation Rules.
On the Reconciliation Rules page, under the User Rules heading, click New Rule.

The Matching Rule window pops up. The Accounts subtab is open by default.
In the Rule Name field, type a name for your new matching rule. This is a required field.
Filter the accounts in the list:
- To switch from a list of all accounts to only the included accounts, click Show Included Only.
- To filter by type, from the Account Type list, select an account type.
- To search for an account, in the Search field, enter an account type, account name, description, or currency for which to search.
Note:
The permissions on your user role determines the accounts that you can view and edit. If you do not have the permissions to see a particular account, it does not appear in the list. For details, see Permissions for Banking Features.
To include an account for your custom rule, check the box for the account.

Tip:
To include all accounts, check the box in the column header.

You must include at least one account.

NetSuite only runs the custom rule against transactions for the selected accounts.
To specify the rule conditions, click the Conditions subtab.
From the Transaction Type list, select the first transaction type for this rule condition.

The list contains imported bank lines and account transactions in NetSuite. Your selection determines which options are available in the Primary Field and the other Transaction Type list. For example, if you choose an imported type, the other Transaction Type list displays only NetSuite types. The first selected Transaction Type for the first condition line restricts the available options for the subsequent condition rows. For information on choosing the appropriate transactions types, see Transaction Types in Matching Rules.
From the Primary Field list, select the first field on which the system runs this matching rule condition.

The options available in the list depend on the selected Transaction Type.

Note:
If you select the Memo option, the system creates matches based on the Memo field value in the Journal Entry or Check for the account transaction in NetSuite. The rule does not run against the Memo field in the transaction line. The memos that appear in the Account Transactions grid on the Match Bank Data page are the Memo field values from the Journal Entry or Check headers. Transactions cannot be grouped by the value in the memo.
From the Operator list, select an operator for the matching rule.

The selected Transaction Type and Primary Field determine which options are available in the list. Operators include:
- Equals – Specifies that the selected fields must be equal. For example, the NetSuite date must equal the imported date.
- Equals (Ignore Prefix) – Specifies that the selected fields must be equal, but ignores any alphabetic prefix or leading zeros on each transaction. For example, the Transaction ID 2134 still matches N2134.
- Before – Specifies that the selected transaction type date can be before the other selected transaction type date. For example, the NetSuite date can be before the imported date.
- After – Specifies that the selected transaction type date can be after the other selected transaction type date. For example, the NetSuite date can be after the imported date.
- Within x Previous Days of – Specifies the number of days by which a date match can vary. A matching date can be the same as or up to the specified number of days before the other date.
If you need to enter a value input (and the selected operator is Equals, Equals (Ignore Prefix), or Within x Previous Days of), in the Value field, enter the appropriate alphanumeric value.
From the second Transaction Type list, select the second transaction type for this rule condition, if it is not already selected by default.

The previously selected Transaction Type determines which options are available in the list. For example, if you chose an imported type first, this Transaction Type list displays only NetSuite types. For information on choosing the appropriate transactions types, see Transaction Types in Matching Rules.
From the Compare Field list, select the other field on which the system runs this matching rule condition, if it is not already selected by default.

The selection must be the same data type as the primary field.

Note:
If you select the Memo option, the system creates matches based on the Memo field value in the Journal Entry or Check for the account transaction in NetSuite. The rule does not run against the Memo field in the transaction line. The memos that appear in the Accounts Transactions list on the Match Bank Data page are the Memo field values from the Journal Entry or Check headers. Transactions cannot be grouped by the value in the memo.

As you make selections, NetSuite updates the Description at the top of the window.
To add an extra condition, click the add icon.

Note:
To remove a condition, click the delete icon.
To save and create your new custom rule, click Save.

The new rule appears under the User Rules heading.
To assign the order in which NetSuite runs the rules, use the icon to drag the rules into the desired order.

The next time bank data is imported into NetSuite, the Intelligent Transaction Matching feature runs and includes your new custom matching rules.

To create a new matching rule:

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