--- title: "Create a Matching Rule in the Rule Vault" slug: "create-a-matching-rule" description: "Create a Matching Rule in the Rule Vault to auto-match bank activity to existing R365 transactions based on conditions." updated: 2026-07-29T20:40:43Z published: 2026-07-29T20:40:43Z canonical: "docs.restaurant365.com/create-a-matching-rule" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Create a Matching Rule in the Rule Vault Matching Rules set the conditions required for imported [bank activity](/doc/docs/bank-activity-overview) to match to existing R365 records. Matching Rules are created from the [Rule Vault](/doc/docs/rule-vault-page). --- ## Security Users must have the following permission(s) to create Bank Rules. - Banking → Bank Activity → Bank Rules → Create Bank Rules --- ## Create a Matching Rule To create a Matching rule from the Rule Vault, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the [**Bank Activity page**](/doc/docs/bank-activity-page).** A) Open the **Accounting** application**.** B) Expand the **Banking** category. C) Select **Bank Activity**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GUOJ6V7U.png) ****2)** Click **Rule Vault.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8EATTCED.png) ****3)** Click **New Rule.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X539ZLYU.png) ****4)** Select **Matching Rule.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R3MUWD1B.png) ****5)** Enter a **name** for the rule.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4QJ8ZM0T.png) ****6)** Select the **bank account(s)** the rule will apply to.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-535QQFH0.png) A window will open where the bank account(s) can be selected by account number, legal entity, or bank. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UT2SFNC8.png) ****7)** Select the **transaction type**: cash in or cash out.** **Cash In** - Applies the matching rule to imported bank activity for cash coming into the account. **Cash Out** - Applies the matching rule to imported bank activity for cash going out of the bank account. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6ANT31B3.png) ****8)** For **Cash In transaction types**, set what the rule will **match bank activity to.**** > When **Cash In** is selected, the option to match bank activity to [undeposited funds](/doc/docs/undeposited-funds) is added to the matching rule. > > This indicates whether the rule should looks to match to transactions recorded to undeposited funds or the imported account. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VSYLPTI8.png) ****9)** Click the **+** to add a condition.** > The default condition parameters require an exact amount match between the imported bank activity and the existing transaction and cannot be edited or deleted. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9SM2DRKD.png) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZYLSZI9M.png) ****10)** Select the **source** for the condition.** Determines which transaction type the rule criteria will reference. Options include: - **Bank Activity:** References bank activity transactions. - **R365 Transaction:** References data from existing transactions created in R365 (e.g., AP Payment, Bank Expenses, Bank Deposits, or Journal Entries). - When R365 transaction is selected, the available options in the Transaction field will adjust based on the selected Transaction Type (Cash In or Cash Out). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IIMTIY25.png) ****11)** Select the **transaction field** for the condition.** The transaction fields options depend on the transaction type selected in step 7. The functions available are dependent on the transaction field and source selected. Read more about [these fields below.](/doc/docs/create-a-matching-rule#transaction-fields-funcions-and-rule-values) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZAD8GS7Q.png) ****12)** Select the **function**.** The functions available are dependent on the transaction field and source selected. Read more about [these fields below.](/doc/docs/create-a-matching-rule#transaction-fields-funcions-and-rule-values) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OB47P6NM.png) ****13)** Enter/Select the **rule value**.** The rule value that is accepted is dependent on the transaction field and source selected. See below for information about the field values. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3PG8PM2G.png) ****14)** To add additional conditions click the **+ button** . (*Optional)*** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PSKHRX4S.png) Review steps 10-13 to view condition options. ****15)** Once all required and desired fields have been entered, click **create** to add the rule.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FCBWS0IM.png) By default, new rules are set to **active**. Learn about [marking a rule inactive](/doc/docs/rule-vault-mark-as-inactive). When a new matching rule is created, it will appear in the [Rule Vault](/doc/docs/rule-vault-page) list after the existing matching rules. --- ## Transaction Fields, Funcions, and Rule Values The rule value that is accepted is dependent on the transaction field and source selected. Read about the field, function, and rule value options for both R365 Transactions and bank transactions: ### **R365 Transaction** | Cash In Options | | --- | | Transaction field | Function Options | Rule Value Options | References | | Location | - **Equal to**: Requires an exact match between the **rule value** entered and the location name in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the location name in order for the rule to be applied. - **Starts with**: Requires the location name to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the location to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The location field references the deposit header and journal entry line. | | Date | - Equal to - Within - When selected, the following additional options are displayed: - Days: Accepts whole numbers up to 1000 - Before or After dropdown - After - After or Equal to - Before - Before or Equal to | When selected, the rule value field accepts dates in the MM/DD/YYYY format. | The date field references the deposit header and journal entry header. | | Comment | - **Equal to**: Requires an exact match between the **rule value** entered and the comment in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the comment in order for the rule to be applied. - **Starts with**: Requires the comment to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the comment to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The comment field only references the journal entry line. | | Check Memo | - **Equal to**: Requires an exact match between the **rule value** entered and the check memo in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the check memo in order for the rule to be applied. - **Starts with**: Requires the check memo to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the check memo to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The check memo field only references the deposit header. | | Cash Out Options | | Transaction field | Function Options | Rule Value Options | | | Location | - **Equal to**: Requires an exact match between the **rule value** entered and the location name in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the location name in order for the rule to be applied. - **Starts with**: Requires the location name to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the location to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The location field references the AP payment header, bank expense header, or journal entry line. | | Date | - Equal to - Within - When selected, the following additional options are displayed: - Days: Accepts whole numbers up to 1000 - Before or After dropdown - After - After or Equal to - Before - Before or Equal to | When selected, the rule value field accepts dates in the MM/DD/YYYY format. | The date field references the the AP payment header, bank expense header, or journal entry header. | | Comment | - **Equal to**: Requires an exact match between the **rule value** entered and the comment in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the comment in order for the rule to be applied. - **Starts with**: Requires the comment to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the comment to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The comment field references the AP payment header or journal entry line. | | Check Memo | - **Equal to**: Requires an exact match between the **rule value** entered and the check memo in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the check memo in order for the rule to be applied. - **Starts with**: Requires the check memo to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the check memo to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The check memo field only references the bank expense header. | | Payment Method | - Equal to - Not Equal to | When selected, the rule value dropdown includes: - R365 Payments - ACH - Check - Auto-Direct Debit - Credit Card | The payment method field references the AP Payment header only. | | Vendor | - **Equal to**: Requires an exact match between the **rule value** entered and the vendor name in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the vendor name in order for the rule to be applied. - **Starts with**: Requires the vendor name to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the vendor name to end with the **rule value** in order for the rule to be applied. | When selected, the rule value accepts alphanumeric text. | The vendor field references the AP payment header or bank expense header. | ### **Bank Transaction** | Transaction field | Function Options | Rule Value Options | | --- | --- | --- | | Date | - Equal to - Within - When selected, the following additional options are displayed: - Days: Accepts whole numbers up to 1000 - Before or After dropdown - After - After or Equal to - Before - Before or Equal to | When selected, the rule value field accepts dates in the MM/DD/YYYY format. | | Bank Transaction ID | - Equal to | When selected, the rule value field auto-populates as transaction number and cannot be edited. | | Name | - **Equal to**: Requires an exact match between the **rule value** entered and the bank activity name in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the bank activity name in order for the rule to be applied. - **Starts with**: Requires the bank activity name to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the bank activity name to end with the **rule value** in order for the rule to be applied. | When selected, the rule value field accepts letters, numbers, and special characters. | | Comment | - **Equal to**: Requires an exact match between the **rule value** entered and the bank activity name in order for the rule to be applied. - **Contains**: Requires the **rule value** to be present somewhere in the bank activity name in order for the rule to be applied. - **Starts with**: Requires the bank activity name to start with the **rule value** in order for the rule to be applied. - **Ends with**: Requires the comment to end with the **rule value** in order for the rule to be applied. | When selected, the rule value field accepts letters, numbers, and special characters. | Restaurant365 An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed. ## Related - [Mark a Rule Active or Inactive in the Rule Vault](/rule-vault-mark-as-inactive.md) - [Bank Activity Overview](/bank-activity-overview.md) - [Create a Transaction Rule in the Rule Vault](/rule-vault-create-a-rule.md)