How do I set rules for rental statement lines?¶

A label rule tells myaccountant which account a statement line goes to, based on the line's label. For example, you can send every "Management Fee" line to your property management fees account. Rules are set for each property.

How a line's account is chosen¶

When a statement or bill arrives, each line is matched in this order:

A label rule whose label matches the line's label, for the same direction (income or expense).
The account myaccountant suggests, if it matches the name of one of the property's accounts.
The default account you chose under Default account mapping: the Default income account for income lines, or the Default expense account for expense lines.

If none of these gives an account, the line shows — unmapped — and must be fixed before the statement can be posted.

Add a rule¶

Step 1. Go to Workflows, open Rental receipts and select the property.

Step 2. Select Setup.

Step 3. Scroll to Label rules.

Step 4. Type the label exactly as it appears on your statements in the Label (e.g. Management Fee) box.

Step 5. Choose the account in Map to account. Income accounts start with Income · and expense accounts with Expense ·.

Step 6. Select Add. You see Rule added.

How labels are matched¶

Capital letters and extra spaces don't matter. "Management Fee" and "management fee" are the same label.
The whole label must match. A rule for "Management Fee" does not apply to a line labelled "Management Fee - July".
An income account rule only applies to income lines, and an expense account rule only to expense lines.
Each label can only have one rule. If you add the same label twice, you see a message that a rule for it already exists.
For a bill, the label is the supplier's name. A rule for a supplier, such as your water provider, applies to that supplier's next bill.

Rules are saved in lower case, so a rule you added as "Management Fee" shows as "management fee".

Note

Rules apply to statements that arrive after you add them. To fix a statement that is already waiting for review, edit the line on the statement. See How do I review a rental statement before posting?

Change or delete a rule¶

To change a rule: edit its label or choose a different account, then select the save icon next to it. You see Rule updated.

To delete a rule: select the bin icon next to it, then Delete. Future statements with that label go to the account myaccountant suggests, or your default account if there is no match, until you add a new rule.

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