--- title: "Create Transaction Rule Record" slug: "create-transaction-rule-record" description: "Create Transaction Rule fields in the Rule Vault: configure conditions to auto-generate bank deposits or withdrawals." updated: 2026-07-29T19:20:22Z published: 2026-07-29T19:20:22Z canonical: "docs.restaurant365.com/create-transaction-rule-record" --- > ## 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 Transaction Rule Record ‘Create Transaction Rules’ are opened from the [Rule Vault page](/doc/docs/rule-vault-page) and contain the settings and conditions that need to be met in order to be applied to bank activity. When all conditions are met, ‘Create Transaction Rules’ create new bank transactions — either [bank deposits](/doc/docs/bank-deposit) or [bank expenses](/doc/docs/bank-expense). --- ## Security **The following permissions associated with bank rules:** - Banking → Bank Activity → Bank Rules → - View Bank Rules - Edit Bank Rules - Create Bank Rules - Delete Bank Rules - Activate Bank Rules These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation ****Open an existing Create Transaction Rule**** 1. Navigate to the [**bank activity page**.](/doc/docs/bank-activity-page) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X36WRR83.png) 2. Click **Rule Vault.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VNXUAE47.png) 3. Click the desired row. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RU1TATRM.png) ****Create a Transaction Rule**** 1. Navigate to the [**bank activity page**.](/doc/docs/bank-activity-page) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0UNCL6TG.png) 2. Click **Rule Vault.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9XQABKB0.png) 3. To open a new ‘Create Transaction Rule’ , click **New Rule .** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GS7C9F3P.png) 4. Click **Create Transaction Rule.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EUETWXAO.png) --- ## Create Transaction Rule Record Buttons and Fields ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VZWS3Q8J.png) | | Button/Field | Description | | --- | --- | --- | | **1** | Copy button | Duplicates the current rule and opens it. > [!NOTE] > This button is disabled for new rules until the rule is saved. | | **2** | Delete button | Deletes the current rule. > [!NOTE] > This button is disabled for new rules until the rule is saved. | | **3** | Create | Creates the ‘Create Transaction Rule’ and defaults it to active. This button is replaced with a **save** button for existing rules. > [!NOTE] > This button is disabled for new rules until all required fields have been completed. | | **4** | Mark Inactive | Marks the current rule as inactive. This button is replaced with a **mark active** button inactive rules. Learn more about [rule Statuses](/doc/docs/rule-vault-mark-as-inactive). > [!NOTE] > This button is disabled for new rules until the rule is saved. | | **5** | Expand/Collapse | Expands the side sheet to full screen or collapses the sidesheet from full screen. | | **6** | Close | Closes the rule without saving | | **7** | Name | The name of the matching rule. Up to 50 characters can be entered. | | **8** | Description | An optional description of the rule. Users can enter up to 75 characters | | **Bank Account Assignment** | | **9** | Bank Accounts | The bank accounts that will be assigned to this rule. A rule will only be applied to activity imported into the bank accounts selected here. If a bank account is not selected, then activity imported into that account will not follow this rule. Bank accounts can be assigned by account number, legal entity, or bank. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DORA98JX.png) > [!TIP] > Best Practice > > Transaction rules can apply to one or multiple bank accounts. However, because the detail location for transactions is set per rule, organizations with separate bank accounts per location should considering creating separate rules to ensure transactions are recorded accurately. | | **Conditions** | | **10** | Transaction Type | The type of transaction the rule can be applied to. Options include: - Cash In (Deposit) - Cash Out (Expense/Withdrawal) | | **11** | Bank Activity Type | The field from bank activity that the current rule will look to when matching a transaction. The bank activity type selected determines the function (#12) and rule value (#13) options available. Options include: - ****Date**** - When selected, the **function** options are: - **Equal to** - **Not Equal to** - **Greater than** - **Less than** - **Greater than or Equal to** - **Less than or equal to** - > ‘Greater than’ is used as after and ‘less than’ is used as before. - When selected, the **rule value** field accepts dates in the MM/DD/YYYY format. - ****Amount**** - When selected, the **function** options are: - **Equal to** - **Not Equal to** - **Greater than** - **Less than** - **Greater than or Equal to** - **Less than or equal to** - When selected, the **rule value** field accepts numbers only. - ****Name**** - When selected, the **function** options are: - **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**** - When selected, the **function** options are: - **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. | | **12** | Function | The function or parameter used to tie the bank activity field (#11) to the value (#13). Options for this field vary depending on the bank activity field selected. | | **13** | Rule Value | The user entered value the rule is trying to match to in bank activity. This field will vary depending on the bank activity field (#11) selected. | | **14** | Delete button | Deletes the condition in the row. | | **15** | + | When selected, a new roll will be displayed where an additional condition can be entered. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9B3BJH6P.png) | | **Resulting Bank Deposit/Expense** | | **16** | Vendor | Indicates the vendor that will be associated with created transactions. When blank, no vendor is associated with the created transaction. This field is optional. | | **17** | Location | The location that will be set as the detail location for the transaction that is created. Additional locations can be added via the additional details icon (#20) if the transaction amount needs to be allocated across multiple locations. > [!NOTE] > Ensure that the selected location has access to the vendor (if selected) and GL account entered. | | **18** | GL Account | The GL account that will be set on as the detail Account for the transaction that is created. Additional GL accounts can be added via the additional details icon (#20) if the transaction amount needs to be allocated across multiple GL accounts. > [!NOTE] > If the desired GL account does not appear in the listing, the selected location does not have access to it. | | **19** | Percentage | The percentage that should be allocated to the location and GL account in the row. | | **20** | + | When selected, this will add additional detail row where users can allocate percentages to other locations or GL accounts. Detail lines can be removed by clicking the trash can icon at the end of the row. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1RSAWG35.png) | Access rights granted to users or user roles that dictate what actions they can perform within the system. 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. Financial account used to record specific transactions in the general ledger.