Conditions tell a rule which payments to handle. For example, "payments from ACME" or "payments whose reference starts with INV". The rule ignores every payment that doesn't meet its conditions.
Common examples
Most rules need just one or two conditions:
You want to handle… | Set this condition |
Payments from one customer | Counterparty name contains ACME |
Payments that quote an invoice number | Reference starts with INV |
A customer whose name shows up in different places | Switch to OR, then: Counterparty name contains ACME, and Description contains ACME |
Small payments from one customer | Counterparty name contains ACME, and set Maximum amount to 500 under Rule setting |
Add conditions
In the rule builder, go to Conditions and click Add condition.
Choose what to check (for example Counterparty name), how to compare it (for example contains), and type what to look for.
Add more conditions if you need them. Use the bin icon to remove one.
If you have more than one condition, use the Match AND / OR switch above them:
AND: the payment must meet every condition.
OR: the payment only needs to meet one of them.
What you can check
Every bank account gives you these details to work with:
Detail | What it is |
Reference | The payment reference, exactly as your bank shows it. |
Description | The text description of the bank line. |
Counterparty name | The name of whoever paid you. |
Amount | How much was paid. |
Date paid | When it was paid. |
Many banks send extra details too, and Kolleno lists those under the names your bank uses. If your rule watches all bank accounts, you'll only see the details every bank sends. Pick a single bank account to see everything that bank offers.
If a detail you used is no longer available on the selected accounts, it's marked (not in selected accounts).
How you can compare
For | You can choose |
Text (Reference, Description, Counterparty name) | is, is not, contains, doesn't contain, starts with, ends with, is empty, is not empty |
Amount | equals, doesn't equal, is greater than, is less than, is greater than or equals, is less than or equals |
Date paid | equals, doesn't equal, after, before, after or equal, before or equal |
is empty and is not empty don't need a value.
Tips to get it right first time
Match the bank's spelling and capitals exactly. contains ACME won't match Acme Ltd. Open a recent payment, or use Test rule, to see exactly how the bank writes it. See Test a rule and apply it to past transactions.
Type amounts as plain numbers, like 1000.00, not 1,000 or £1,000.
Dates don't roll forward. A date condition always compares with the exact date you picked.
If the bank didn't send a detail at all, conditions on that detail won't match, apart from is empty. Use is empty if you want to catch those payments.
Limiting by amount? The Minimum amount and Maximum amount fields under Rule setting are usually simpler than an amount condition.
Good to know
Rules only ever handle money coming in, so you don't need a condition to exclude outgoing payments. You'll also see a Direction detail in the list, but you can ignore it.