8.2.2 Exact Rule

This topic provides systematic instructions to create Exact rule.

For Exact Rule Both single sided and double sided conditions can be configured. A single sided condition includes defining a single attribute of either payment or expected-cash-flow/invoice entity along with the pattern. whereas a double sided condition includes defining both cash- flow/invoice and payment attributes with operator conditions along with the specific patterns on their respective matching attributes.

User must have valid corporate login credentials.

To create an exact reconciliation rule:

1. Navigate to the Create Reconciliation Rule screen.

   Figure 8-12 Create Reconciliation Rule

   
   

   
   Description of "Figure 8-12 Create Reconciliation Rule"

   
   

   Table 8-5 Create Reconciliation Rule - Exact Rule - Field Description

   Field Name	Description
   Exact option	These fields appear if you select the Exact option.
   Reconciliation Rule	You should add either one double sided condition with invoice/cash flow and payment; or one or more single sided conditions along with a double sided condition, for invoice/cash flow and for payment.
   Add Condition	Indicates an option to add a condition for Exact reconciliation.
   Add Group	Indicates an option to add a group of conditions that are clubbed together by logical operator ‘AND’ or ‘OR’.
   AND / OR	Indicates the logical operator to be used for clubbing the conditions for creating the Exact reconciliation rule.
   Select Entity	Select the required entity for building the condition. The following options are available: For Invoice-Credit Note reconciliation: Invoice Credit Note Invoice and Credit Note For Invoice-Payment reconciliation: Invoice Payment Invoice and Payment For Cash Flow-Payment reconciliation: Cash Flow Payment Cash Flow and Payment
   Single-Sided Condition	You can create single-sided conditions by selecting a specific entity (Invoice/ Cash-Flow or Payment) and then comparing an attribute of this entity with a specific value. A single sided condition should always be created along with at least one double sided condition. The following fields appear for a single sided condition.
   Select Attribute	Select the attribute of the entity to be compared.
   Relational Operator	Select the relational operator or pattern to be used for comparison. The options available are: = < > != Starts with Ends with
   Value	Specify the value that the attribute is to be compared with.
   Match Case	Select the toggle to match the value with case sensitive.
   Double-Sided Condition	You can create double-sided conditions by selecting a specific entity (Invoice/Cashflow and Credit Note/Payment) and then comparing an attribute of one entity with a relevant attribute of the other entity. For example, for the Invoice and Payment double-sided condition, the Net Invoice Amount can be compared with the Payment Amount. The following fields appear for a double-sided condition.
   Entities	Select the entities combination for creating the double-sided condition.
   Select Pattern	Select the pattern to be used for the attribute (of the first entity) to be compared. The options available are: Exact Attribute Text Between Two Positions – On selecting this option, two fields appear where you can enter the position (numerical values). The attribute text between these positions is used for comparison. Likewise Match – On selecting this option, the relational operator defaults to Contains In and Right Hand Side pattern will be defaulted to Likewise Match
   Select Attribute	Select the attribute of the first entity to be compared.
   Relational Operator	Select the relational operator to be used for comparison. The options available are: = > < != Contains In – This option appears only if the Select Pattern is selected as Likewise Match.
   Select Pattern	Select the pattern to be used for the attribute (of the second entity) to be compared. The options available are: Exact Attribute Text Between Two Positions – On selecting this option, two fields appear where you can enter the position (numerical values). The attribute text between these positions is used for comparison. Likewise Match – On selecting this option, the relational operator defaults to Contains In and Left Hand Side pattern will be defaulted to Likewise Match.
   Select Attribute	Select the attribute of the second entity to be compared.
   Match Case	Select the toggle to match the value with case sensitive.

   Figure 8-13 Create Exact Rule

   
   

   
   Description of "Figure 8-13 Create Exact Rule"

   
   
2. If you select the Exact option in the Rule Type field, then in the Reconciliation Rule section, build condition(s) as per requirement, as follows.
   1. You can define either two or more single-sided condition or one more double-sided condition, or both. You can also define a group of conditions.
   2. In the single-sided condition, you can select either Invoice/Cash-Flow or Payment.
      1. Select the attribute to be used for comparing.
      2. Select the appropriate relational operator or pattern for comparing.
      3. Enter the value that must be used for comparing.
   3. In the double-sided condition (Invoice/Cash-Flow and Payment), you can select an attribute of the Invoice/Cash-Flow and compare it with an attribute of the Payment.
      1. Select the required pattern for the attribute of the first entity. If you select ‘Text Between Sign’ then enter the two signs in the attribute, in the fields that appear. If you select ‘Text Between Two Positions’ then enter the numerical positions in the attribute, in the fields that appear.
      2. Select the attribute of the first entity to be used for comparing.
      3. Select the appropriate relational operator.
      4. Select the required pattern for the attribute of the second entity.
      5. Select the attribute of the second entity to be used for comparing.
   4. Once a condition is defined, click to save it.
   5. You can define similar individual conditions or a group of conditions by clicking Add Condition or Add Group, and bind them together using the ‘AND’ or ‘OR’ logical operator.
   6. Once all conditions are defined, click Save all and Preview to save and preview all added conditions.
3. Click Continue to go to the Set Allocation step. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to reset and start with the Rule Details step again.
   • Click Skip Allocation to go to the Prioritize Rule step.

   Note:

   1. Once a condition is added and saved, click Edit icon to edit it, or click Delete icon to delete it.
   2. If you skip the Set Allocation step during rule creation, then the matched and partially matched payments can be allocated to virtual accounts through Allocation Rule or Manual Allocation. For more information, refer the Create Allocation Rule and Manual Allocation sections in this document.

Figure 8-14 Set Allocation – Account Based

Description of "Figure 8-14 Set Allocation – Account Based"

Figure 8-15 Set Allocation – Attribute Based

Description of "Figure 8-15 Set Allocation – Attribute Based"

Table 8-6 Set Allocation Field Description

Field Name	Description
Party Name	Displays the name and ID of the logged-in corporate party.
Set Allocation	In this step, you can set the percentages to be allocated to specific virtual accounts. You must ensure that the sum of the allocated percentages should be 100. Note: Set Allocation step is not applicable for Reconciliation type Invoice/Debit Note and Credit Note. Please skip the step to proceed to Prioritize Rule step.
Allocation Basis	Select whether allocation should be virtual accounts-based or attributes-based. If you select the Account Based option, then you can directly set the virtual accounts for allocation. If you select the Attribute Based option, then you can set attributes for allocation. The virtual accounts that are mapped to these attributes will be used for allocation.
Narration	Specify the narration for reconciliation rule creation.
Account Based Allocation	This section appears if you select the Account Based option in the Allocation Basis field.
Serial Number	Displays the serial number of the allocation account.
Allocation Account	Select a virtual account to assign an allocation percentage.
Percentage	Specify the percentage of payment to be allocated to the virtual account.
Action	Click to add further virtual accounts. Or click to delete an added account.
Attribute Based Allocation	This section appears if you select the Attribute Based option in the Allocation Basis field. This option can be used to allocate specific percentages of the payment towards specific attributes. The amount corresponding to the payment percentage set, is allocated to the virtual accounts mapped to these attributes.
Serial Number	Displays the serial number of the attribute.
Allocation Entity	Select the entity whose attribute should be considered for setting an allocation percentage.
Allocation Attributes	Select the attribute for which the allocation percentage should be set.
Percentage	Specify the percentage of payment to be allocated to the attribute.
Action	Click to add further attributes. Or click to delete an added attribute.

4. Once the allocation details are set, click Continue to go to the Prioritize Rule step. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to reset and start with the Rule Details step again.
   • Click Skip to skip the Set Allocation step.

Figure 8-16 Prioritize Rule

Description of "Figure 8-16 Prioritize Rule"

Table 8-7 Prioritize Rule - Field Description

Field Name	Description
Party Name	Displays the name and ID of the logged-in corporate party.
Prioritize Rule	This section displays Prioritize Rule details related fields.
Reconciliation Rules	A list of existing rules is displayed. You can set the priority on the rule being created, and also modify the priority on an existing rule, if required. For the rule being created, the keyword ‘Current’ is displayed beside it. For a rule whose priority is modified, the keyword ‘Modified’ is displayed beside it.
Search	Indicates an option to search for a specific reconciliation rule.
Rule Id	Displays the unique rule ID. For the rule being created, this field appears blank. An ID is assigned once the rule is created. The IDs of the other rules in this column are hyperlinks, which when clicked display the rule details in an overlay window. For more information, refer the Recon Rule overlay window section below. The keyword “Current” is displayed beside the rule being created. The keyword “Modified” is displayed beside any rule whose priority has been changed.
Rule Type	Displays whether the rule is a generic or an exact one.
Rule Name	Displays the name assigned to the rule.
Priority	Indicates the priority assigned to the rule. Note: For the rule being created, the priority assigned by default is, one incremental to the highest priority assigned to the existing rules (highest priority + 1). You can change this priority, if required. For an existing rule, click Edit icon to edit and modify the priority, if required.

5. In the Prioritize Rule step, you can modify the priority assigned to the rule being created, under the Priority column, if required. You can also modify the priority on an existing rule, if required.
6. Click Submit to submit the transaction. The Review screen appears. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.

   Figure 8-17 Create Reconciliation Rule - Review Screen (Exact)

   
   

   
   Description of "Figure 8-17 Create Reconciliation Rule - Review Screen (Exact)"

   
   

   Figure 8-18 Create Reconciliation Rule - Review Screen (Generic)

   
   

   
   Description of "Figure 8-18 Create Reconciliation Rule - Review Screen (Generic)"

   
   

Figure 8-19 Create Reconciliation Rule - Review Screen

7. In the Review screen, verify the details and click Confirm. A Confirmation message appears, with the reference number and status of the transaction. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.

   Figure 8-20 Create Reconciliation Rule – Confirmation

   
   

   
   Description of "Figure 8-20 Create Reconciliation Rule – Confirmation"

   
   
8. In the Confirmation screen, click the View Reconciliation Rules link to view the existing reconciliation rules. Or, click the Create Reconciliation Rule link to create another rule.

The exact recon rule is created and sent for authorization.