would you like to really benefit from the advanced mode of quickbooks desktop bank feeds
well then you should watch this video advanced rules for recording transactions
if you have any questions about this topic you can leave them in the comments section below and i'll
do my best to help you and of course if you feel the video helped you i hope you will click like
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the additional functionality of the advanced mode allows you to make rules that can add a
customer job to a transaction and also allows you to add a class to a transaction but what would be
considered an advanced rule an advanced rule would be a rule with more than one condition
and have two ways to operate you could make an advanced rule with one additional condition
by using an end statement which means all conditions in the rule must be true
in order for the transaction to be recorded with that rule the other way to make a complex rule
is to use an or statement that means that any one of the conditions listed in the rule must
be true in order for that transaction to be recorded with that rule and statements
what does that mean it means the rules must have all conditions true in order for a transaction
to be recorded with that rule for example let's imagine we want to record
all the transactions that start with the word atm and also do not contain the word withdrawal
that's the rule you see if we look right now at the review list and we type in the word atm
we can filter with just that word and you can see that many of them have the word withdrawal in them
but many do not notice down here this does not notice down here this does but if you
keep going you'll get to ones that don't we want only the ones that start with atm but do
not con contain the word withdrawal so since both conditions must be true it has to start with atm
and also not contain the word withdrawal in order for that transaction to be recorded
with that rule so once we determine this what do we want the rule to do
we want the rule to change the payee of the transaction to staples and we want to change
the account on the rule to supplies and thirdly because we're in advanced mode we want to change
the customer job to eddie edwards now if we come up here and click rule and we get the rule list
in the top right we click add rule now we can name it a t m as the name of the rule and that's fine
but what exactly are we looking at here well you can see that the top section
has the text that the rule is based on whereas the bottom section of this window
determines what you want or this is the place that you tell quickbooks this is what you want the rule
to do to any transaction that fits the conditions above now of course we have to name the rule
in order to save it on the list and of course this rule is in regard to money out because
it discusses atm withdrawals and so on but this is the most important choice to make
and you will see making this choice determines how the rule behaves
so we want the rule to make it such that it will record the things we wanted to record
if the transaction description field or any of the text fields mentioned begin with the word atm
and now we have to add the second condition look what happens when we click add line the word or
shows up here now we don't want it to record the transaction in the way we're going to describe if
it has either atm or does not contain the word withdrawals because if we leave it with or it
means that if something simply does not contain the word here look does not contain the word
spelled exactly like that that means if we leave it as any if we leave it with an or statement it
means that every single transaction on the list that simply does not have this word anywhere in
the text fields will be recorded with this rule and that's not right we want transactions only
that have atm and also do not have the word withdrawals so by changing the criteria to all
we have made this an end statement instead of an or statement which means both of these things
must be true for the transaction to be changed and recorded under this rule that we're making now it
has to begin with the word atm and not contain the word withdrawals now down here we're going
to tell it what we wanted to do make the payee staples because we take out cash to buy supplies
and that's why we're going to make the account become supplies expense and the customer that
relates to that or the job that relates to that would be eddie edwards from the pull down list
so this is what the rule will look like and in the bottom right you would click save
and when we come back to the bank feeds window we can see that six out of the 570 some odd
transactions were changed by that specific rule 568. remain the same way that they were
but we can click here as soon as we save the rule any of the transactions that are under that rule
will show up in the recognized instead of the unrecognized and notice they're all selected
by click because it clicks the top left automatically for you but before you
select it you should notice that all of the payees have been changed to staples
see all of the accounts for each of these six transactions have been changed to supplies expense
and the customer job was changed to eddie edwards under dave deeney so it's a little squashed i
think i might be able to open it up and show you if you make the column wider first of all you can
see that only the ones that have the word a t and t and do not have the complete word withdrawal
because it cuts it off here you have to be careful the rule is according to the text but what you'll
notice is it followed the rule by making all of the payee staples all of the categories
of the accounts uh become the supplies expense account here and the customer job dave deeney so
we're a little out of room but you can see it's dave dean it's eddie edwards under dave deeney
so you might have a little trouble opening up the width to really see uh the names of the columns
but uh basically it's it fulfills the criteria of the rule now if you want to enter all of these
of course it's very simple we learned in previous videos that of the ones that are following the
rule or filter or whatever can be all selected and deselected so if you clicking on click
recognize these six that means when you click the top check mark only these six are recognized
click batch actions add confirm and then click yes and then they all get recorded
and you have 568 to work with to make other rules to enter them quickly as well now let's try an
example with an or statement an or statement is a rule that must have any condition true in order
for a transaction to be recorded with that rule for example let's imagine we want to record all
the transactions that start with the word check or contain the word fee now what does that mean
it means that if it only starts with the word check but does not contain the word fee
it will still be included when it's recording all the transactions in that rule what else does it
mean it means if even if it does not start with the word check if it does contain the word fee
that means that it will also be included in the rule because at least one condition was true
of course if both conditions are true and it contains both then obviously that transaction
will be included with the rule and if you're using an or statement it means
that in order for a transaction to not be in the rule both of them have to be not
true so only transactions that do not start with the word check and do not contain the word fee
will not be included in the rule if the rule contains an or statement so what do we want the
rule to do we want the rule to change the payee to chase we want the rule to change the
uh account to bank fees expense and we also want to change the class to class b
and these are the things that we want the rule to do as soon as we save the rule on the list
so again we click rules add rule and this one would be called chase fee
now again it relates to money out because we're talking about fees but instead of choosing
all this time we make sure we choose any and the description should contain the word fee
and it can also either begin with the word check so notice it says any of these
conditions which means it can either contain the word fee or begin with the check and what
do we want it to do we want to rename the payee to chase we want to put it as the category of
bank fees expense down here and the class that it will belong to
is class b so now we made a rule that will apply to a class or make it choose a specific class now
when we save the rule the interesting part happens when we close the rule list and we come back
that 35 of the transactions were changed by this rule here are the ones that were not
changed by the rule and when we click in the left center the word recognized we can see
the 35 transactions that were changed by this rule notice they all have the payee as chase
they all have the account bank feeds and they're all in class b and they're all selected by
clicking this top check mark here so all 35 can be entered at once batch actions add confirm
and then just click yes for the warning message and you can see these 35 have now been entered
successfully into the register and into the quickbooks records click ok and now you're
free to make another rule for the remaining ones until they all get recorded quickly and easily