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How To Do Bank Reconciliation in Xero

June 8, 2021
Bill Kimball

where are the bank rules in xero

I agree with you Mark and I have a thread about that feature as well. So my feature request is to put the two things together . I’ll leave it to actual Xero product team to respond to my feature request. Could you sen me a screen shot, as I can’t seem to find the field that you are referencing. Hi everyone, Come on over to the new discussions in Xero Central. It’s a more intuitive way to connect and chat all things business with one another. Ask questions, dish out answers, and get involved.

Here you must enter a description, account name, VAT rate and the percentage of the total value to be allocated to that account. If you want to allocate the total amount into two different accounts, you can always add a new line and divide the percentage accordingly.

where are the bank rules in xero

If we record that transaction to a different account than what we did in the past, our financial reports will be inconsistent with previous periods. With bank rules in place, the transaction gets recorded to the same account each time, mitigating inconsistency between periods. Awhile back we set up extensive bank rules for one of our clients using tracking codes.

I also want to make sure they’re either not charging me outside the $48-49 range, nor are they billing me more than once per month. You can choose only one of your bank accounts on the dashboard or all of them for this rule to apply. Click on the arrow on right, and select Create bank rule. Feel free to check out Xero’s more detailed instructions. Bank rules pick up an expense description provided by your bank – the Reference – and use the fixed instructions from you to always categorize the expense the same exact way.

Xero Bank Accounts

With rules set up for common or recurring transactions, each time that a transaction comes through our bank feed, we can simply click OK and record the transaction. We do not need to input the contact and general ledger account each time. We can also use the cash coding feature to bulk reconcile all of the bank transactions that have bank rules in place at once. The more bank rules we have setup, the faster our bank reconciliation will be. Xero’s bank feeds allows us to bring in bank transactions automatically or through an import to allow us to record and match these transactions in Xero.

For the transactions that we are recording to the ledger directly from the bank feed, we can utilize Bank Rules to speed this process up. Bank rules are a time-saving way to record and reconcile regular bank statement transactions based on conditions that you set up for each rule. These rules automatically run when you go to reconcile bank transactions if the conditions are present for any of the unreconciled transactions. Although there will always be ‘odd’ transactions, we are trying to quickly deal with the bulk of the transactions quickly so that the human can make the correct decision about the rest. You have now created a bank rule in Xero and checked that it applied correctly to two transactions. You can now create any number of bank rules for your bank accounts. Xero bank rules can save you a large amount of time on your weekly reconciliation of your accounts.

where are the bank rules in xero

Please add “from the rule title” as one of the options. So we started matching the rules against ‘any text field’ which leaves the set reference option a exposed as it can only be set from one field which may be blank. As it stands, I have to go into each transaction and edit the reference field.

The condition line asks for ALL or ANY of the conditions apply. ALL is used if the rule should apply only when every condition is met, and ANY is used if the rule can be applied when at least one of the conditions are met. Learn about the eight core bookkeeping jobs, from data entry to bank rec, reporting and tax prep. In fact, up to 90% of spreadsheets have keystroke errors in them. Bank reconciliation is a way to check and do quality control on your books.

“Xero” and “Beautiful business” are trademarks of Xero Limited. Xero has direct bank feeds to many UK banks and financial institutions including Barclays, NatWest, RBS and more. Condition – tell Xero how to identify this supplier from your bank statements. It is important to note that you can add as many line items as you need and break the expense down by percentage. So for example, if you want to split the cost 50% into one category and 50% in another, you do this here.


You can also create bank rule from the Bank rules screen from the Accounts menu by selecting the Bank Account to make a more complex rule with multiple conditions. Because the secret to speed up the bank reconciliation process is automation. And bank rules are the key to automating a lot of the work when reconciling the bank account in Xero. The first major step in any accounting or bookkeeping process is recording and classifying transactions. However, getting that information into your accounting software timely, consistently and correctly can be a struggle for any business.

This means they create Spend & Receive Money transactions in your organisation when you reconcile, not Invoices or Bills. If you have a regular monthly phone bill, we’d recommend entering this as a Bill when you receive it – ready to be reconciled against the statement line showing the payment you’ve made. When coding this in the bank rule you can allocate a fixed amount and/or a percentage amount .

  • Hi everyone, Come on over to the new discussions in Xero Central.
  • Choose Any text field and contains when entering the condition or conditions.
  • Jacob, I don’t know exactly where you are referring to when you say “Bottom line.” I suspect that you are referring to section 1 of the Bank Rule definition area where you specify the conditions.
  • You can now create any number of bank rules for your bank accounts.

If you can master bank rule creation, you can breeze though bank reconciliations in a snap. You can always delete a bank rule you no longer require by selecting it from the bank rules page in bank accounts.

1) Would you be able to add a function to show unallocated payments on account on the aged debtors report. I appreciate that you could work around this with multiple rules but rules by exception would be very helpful. Would be interested to hear other’s ideas on a Bank Rule that allows you to set a frequency – don’t forget to add your own vote too Jacob! What I mean is that, for example, I get a phone bill once a month, that I expect to be between USD $48 and $49. The cents vary a little per month, I think based on length of month affecting taxes/fees. This bill gets charged to my credit card, but I don’t think it would make a difference if it was debited from my bank account via either check or electronic.

What To Do If Your Xero Bank Rules Stop Working

Deleting a bank rule doesn’t affect any of the transactions you’ve reconciled with that rule previously. The software then presents the transactions on a screen, asking you to verify them and assign each one to an account. The fields are often pre-filled based on past transactions or exact matches to sales invoices, purchase bills, or bank rules that have been set up for speed and consistency. You just have to click to confirm what’s suggested. Another benefit is the consistency in the general ledger accounts that the transactions are recorded to. If we are are recording and reconciling the transaction manually, we need to remember what account we recorded that transaction to in the past in order to be consistent.

Many people open their business ledger on one screen and a bank statement for the same period, then cross-reference. If you can’t find a match for a transaction, you need to figure out why and make adjustments so that both records mirror each other.

Xero allows you to create bank rules to allocate transactions by percentages as well. You can take the next step to make your bank rule even more broader. Let’s say that you purchase gas from various gas stations and you would prefer not to create a contact name in Xero for each vendor. Let’s say you generally purchase gas from Chevron. You could create a simple bank rule so that all bank feed transactions that include the word “Chevron” to create a new transaction with the contact name “Chevron” coded to the “Automobile Expense” account. I think that you miss the point of how Bank Rules work.

It can be however Xero finds it most rational and makes reconciliation easier. I’d like to be able to specify how frequently a bank rule may apply.

How To Add A Bank Rule In Xero

You may or may not want a reference, so many times we will choose the reference to be based on the reference from the bank or to equal the description. Once you navigate to the bank rule screen, there are 7 areas that need to be filled out for bank rule to work in Xero. Automating the categorization of your recurring expenses will enable more accurate financial projections and faster closing of the books. It will also save time for your accountant that can be used for more value-adding work. Next add a new line and client meeting again but this time you will code to entertainment non-deductible and put 50% in the percent box. Access all Xero features for 30 days, then decide which plan best suits your business. As you can see, Xero automatically brought in Payee and Reference information, which will help us to set the Spend Money Bank Rule faster.