A data import rule tells Inn-Flow how to read a credit card statement and map its line items directly to a vendor or a Chart of Account (COA – the numbered list of accounts your transactions post to). Setting up rules turns credit card import into a fast, mostly pre-mapped process each month.
To set up rules, navigate to Accounting, then Data Import Rules.
Set Up a Rule
1. Add a new rule. In the top right corner, click Add New Rule. This creates a mapping rule – the container that defines how one statement format is imported. Create a separate rule for each card type, since statements are formatted differently. For example, set up an Amex rule and a Chase rule if you carry both cards.
2. Map the columns. Switch to the Column Mapping tab. Using the Excel statement from your credit card processor, enter each statement HEADER name next to the matching Inn-Flow column name. This teaches Inn-Flow to read your statement's headers and load each one into the correct column on import.
3. Add data mapping rules. Return to the Data Mapping Rule tab and click Add Data Rule on the right. Select the correct mapping rule (from Step 1) from the dropdown, then tell Inn-Flow what to read on the statement and how to import it.
Example
In the example below, the rule is configured to read the Excel credit card statement (imported through the Register page), and when the company column (set in Step 2) contains the word Plumber, it automatically:
• Assigns the COA as 64200, and
• Selects the vendor as Standford Plumbing & Heating.
Continue adding rules for the items you regularly see on your statement. The more rules you add, the more of each month's import arrives pre-mapped – making the process quicker and more accurate over time.
Note: You do not have to map both a COA and a vendor. Map a keyword to only a vendor if the COA may change per transaction, or to only a COA if the vendor may change. Mapping both is optional.