From 58042056421a1db7097fa41c124baced6cf70546 Mon Sep 17 00:00:00 2001 From: Ren Jones <153645623+ren-jones@users.noreply.github.com> Date: Mon, 4 Nov 2024 22:52:49 -0600 Subject: [PATCH 1/6] Update and rename Expense-Rules.md to Create-Expense-Rules.md Update article formatting and a few small tweaks, rename article to match standard naming convention --- .../expenses/Create-Expense-Rules.md | 61 +++++++++++++++++++ .../expenses/Expense-Rules.md | 55 ----------------- 2 files changed, 61 insertions(+), 55 deletions(-) create mode 100644 docs/articles/expensify-classic/expenses/Create-Expense-Rules.md delete mode 100644 docs/articles/expensify-classic/expenses/Expense-Rules.md diff --git a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md new file mode 100644 index 000000000000..c455be3dd721 --- /dev/null +++ b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md @@ -0,0 +1,61 @@ +--- +title: Create Expense Rules +description: Automatically categorize, tag, and report expenses based on the merchant's name + +--- +Expense rules allow you to automatically categorize, tag, and report expenses based on the merchant’s name. + +# Create expense rules + +1. Hover over **Settings** and click **Account**. +2. Click **Expense Rules**. +2. Click **New Rule**. +3. Add what the merchant name should contain in order for the rule to be applied. *Note: If you enter just a period, the rule will apply to all expenses regardless of the merchant name. Universal Rules will always take precedence over all other expense rules.* +4. Choose from the following rules: +- **Merchant:** Updates the merchant name (e.g., “Starbucks #238” could be changed to “Starbucks”) +- **Category:** Applies a workspace category to the expense +- **Tag:** Applies a tag to the expense (e.g., a Department or Location) +- **Description:** Adds a description to the description field on the expense +- **Reimbursability:** Determines whether the expense will be marked as reimbursable or non-reimbursable +- **Billable**: Determines whether the expense is billable +- **Add to a report named:** Adds the expense to a report with the name you type into the field. If no report with that name exists, a new report will be created if the "Create report if necessary" checkbox is selected. + +![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_01.png){:width="100%"} + +{:start="7"} +7. (Optional) To apply the rule to previously entered expenses, select the **Apply to existing matching expenses** checkbox. You can also click **Preview Matching Expenses** to see if your rule matches the intended expenses. + +# How rules are applied + +In general, your expense rules will be applied in order, from **top to bottom**, (i.e., from the first rule). However, other settings can impact how expense rules are applied. Here is the hierarchy that determines how these are applied: + +1. A Universal Rule will **always** be applied over any other expense category rules. Rules that would otherwise change the expense category will **not** override the Universal Rule. +2. If Scheduled Submit and the setting “Enforce Default Report Title” are enabled on the workspace, this will take precedence over any rules trying to add the expense to a report. +3. If the expense is from a company card that is forced to a workspace with strict rule enforcement, those rules will take precedence over individual expense rules. +4. If you belong to a workspace that is tied to an accounting integration, the configuration settings for this connection may update your expense details upon export, even if the expense rules were successfully applied to the expense. + +# Create an expense rule from changes made to an expense + +If you open an expense and change it, you can then create an expense rule based on those changes by selecting the “Create a rule based on your changes" checkbox. *Note: The expense must be saved, reopened, and edited for this option to appear.* + +![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_02.png){:width="100%"} + +# Delete an expense rule + +To delete an expense rule, + +1. Hover over **Settings** and click **Account**. +2. Click **Expense Rules**. +3. Scroll down to the rule you’d like to remove and click the trash can icon. + +![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_03.png){:width="100%"} + +{% include faq-begin.md %} + +## How can I use expense rules to vendor match when exporting to an accounting package? + +When exporting non-reimbursable expenses to your connected accounting package, the payee field will list "Credit Card Misc." if the merchant name on the expense in Expensify is not an exact match to a vendor in the accounting package. When an exact match is unavailable, "Credit Card Misc." prevents multiple variations of the same vendor (e.g., Starbucks and Starbucks #1234, as is often seen in credit card statements) from being created in your accounting package. + +For repeated expenses, the best practice is to use Expense Rules, which will automatically update the merchant name without having to do it manually each time. This only works for connections to QuickBooks Online, Desktop, and Xero. Vendor matching cannot be performed in this manner for NetSuite or Sage Intacct due to limitations in the API of the accounting package. + +{% include faq-end.md %} diff --git a/docs/articles/expensify-classic/expenses/Expense-Rules.md b/docs/articles/expensify-classic/expenses/Expense-Rules.md deleted file mode 100644 index 295aa8d00cc9..000000000000 --- a/docs/articles/expensify-classic/expenses/Expense-Rules.md +++ /dev/null @@ -1,55 +0,0 @@ ---- -title: Expense Rules -description: Expense rules allow you to automatically categorize, tag, and report expenses based on the merchant's name. - ---- -# Overview -Expense rules allow you to automatically categorize, tag, and report expenses based on the merchant’s name. - -# How to use Expense Rules -**To create an expense rule, follow these steps:** -1. Navigate to **Settings > Account > Expense Rules** -2. Click on **New Rule** -3. Fill in the required information to set up your rule - -When creating an expense rule, you will be able to apply the following rules to expenses: - -![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_01.png){:width="100%"} - -- **Merchant:** Updates the merchant name, e.g., “Starbucks #238” could be changed to “Starbucks” -- **Category:** Applies a workspace category to the expense -- **Tag:** Applies a tag to the expense, e.g., a Department or Location -- **Description:** Adds a description to the description field on the expense -- **Reimbursability:** Determines whether the expense will be marked as reimbursable or non-reimbursable -- **Billable**: Determines whether the expense is billable -- **Add to a report named:** Adds the expense to a report with the name you type into the field. If no report with that name exists, a new report will be created - -## Tips on using Expense Rules -- If you'd like to apply a rule to all expenses (“Universal Rule”) rather than just one merchant, simply enter a period [.] and nothing else into the **“When the merchant name contains:”** field. **Note:** Universal Rules will always take precedence over all other rules for category (more on this below). -- You can apply a rule to previously entered expenses by checking the **Apply to existing matching expenses** checkbox. Click “Preview Matching Expenses” to see if your rule matches the intended expenses. -- You can create expense rules while editing an expense. To do this, simply check the box **“Create a rule based on your changes"** at the time of editing. Note that the expense must be saved, reopened, and edited for this option to appear. - - -![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_02.png){:width="100%"} - - -To delete an expense rule, go to **Settings > Account > Expense Rules**, scroll down to the rule you’d like to remove, and then click the trash can icon in the upper right corner of the rule: - -![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_03.png){:width="100%"} - -# Deep Dive -In general, your expense rules will be applied in order, from **top to bottom**, i.e., from the first rule. However, other settings can impact how expense rules are applied. Here is the hierarchy that determines how these are applied: -1. A Universal Rule will **always** precede over any other expense category rules. Rules that would otherwise change the expense category will **not** override the Universal Rule. -2. If Scheduled Submit and the setting “Enforce Default Report Title” are enabled on the workspace, this will take precedence over any rules trying to add the expense to a report. -3. If the expense is from a Company Card that is forced to a workspace with strict rule enforcement, those rules will take precedence over individual expense rules. -4. If you belong to a workspace that is tied to an accounting integration, the configuration settings for this connection may update your expense details upon export, even if the expense rules were successfully applied to the expense. - - -{% include faq-begin.md %} -## How can I use Expense Rules to vendor match when exporting to an accounting package? -When exporting non-reimbursable expenses to your connected accounting package, the payee field will list "Credit Card Misc." if the merchant name on the expense in Expensify is not an exact match to a vendor in the accounting package. -When an exact match is unavailable, "Credit Card Misc." prevents multiple variations of the same vendor (e.g., Starbucks and Starbucks #1234, as is often seen in credit card statements) from being created in your accounting package. -For repeated expenses, the best practice is to use Expense Rules, which will automatically update the merchant name without having to do it manually each time. -This only works for connections to QuickBooks Online, Desktop, and Xero. Vendor matching cannot be performed in this manner for NetSuite or Sage Intacct due to limitations in the API of the accounting package. - -{% include faq-end.md %} From 1b8128a02178af9647ffe9967c2f162ba90d9d33 Mon Sep 17 00:00:00 2001 From: Ren Jones <153645623+ren-jones@users.noreply.github.com> Date: Mon, 4 Nov 2024 22:59:01 -0600 Subject: [PATCH 2/6] Update redirects.csv Updating for new article name --- docs/redirects.csv | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/redirects.csv b/docs/redirects.csv index 06fd7c1ef502..93238b11f55b 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -591,3 +591,4 @@ https://help.expensify.com/articles/expensify-classic/articles/expensify-classic https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/payments/Pay-Bills,https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/payments/Create-and-Pay-Bills https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/add-a-payment-card-and-view-your-subscription,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-page-coming-soon,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-page +https://help.expensify.com/articles/expensify-classic/expenses/Expense-Rules,https://help.expensify.com/articles/expensify-classic/expenses/Create-Expense-Rules From fb9a37cb8d478aeb0d09dc3e9477284ca6f0f8d7 Mon Sep 17 00:00:00 2001 From: Ren Jones <153645623+ren-jones@users.noreply.github.com> Date: Tue, 12 Nov 2024 18:25:39 -0600 Subject: [PATCH 3/6] Update docs/articles/expensify-classic/expenses/Create-Expense-Rules.md Co-authored-by: Daniel Gale-Rosen <5487802+dangrous@users.noreply.github.com> --- .../articles/expensify-classic/expenses/Create-Expense-Rules.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md index c455be3dd721..36ae8be74988 100644 --- a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md +++ b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md @@ -1,8 +1,8 @@ --- title: Create Expense Rules description: Automatically categorize, tag, and report expenses based on the merchant's name - --- + Expense rules allow you to automatically categorize, tag, and report expenses based on the merchant’s name. # Create expense rules From 164c125e7837fff46d18de3bd6e5de1e0d824975 Mon Sep 17 00:00:00 2001 From: Ren Jones <153645623+ren-jones@users.noreply.github.com> Date: Tue, 12 Nov 2024 18:28:05 -0600 Subject: [PATCH 4/6] Update docs/articles/expensify-classic/expenses/Create-Expense-Rules.md Co-authored-by: Daniel Gale-Rosen <5487802+dangrous@users.noreply.github.com> --- .../expensify-classic/expenses/Create-Expense-Rules.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md index 36ae8be74988..5cc3599f0f9b 100644 --- a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md +++ b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md @@ -22,8 +22,8 @@ Expense rules allow you to automatically categorize, tag, and report expenses ba ![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_01.png){:width="100%"} -{:start="7"} -7. (Optional) To apply the rule to previously entered expenses, select the **Apply to existing matching expenses** checkbox. You can also click **Preview Matching Expenses** to see if your rule matches the intended expenses. +{:start="6"} +6. (Optional) To apply the rule to previously entered expenses, select the **Apply to existing matching expenses** checkbox. You can also click **Preview Matching Expenses** to see if your rule matches the intended expenses. # How rules are applied From 75ed3c0ff0c539c1d680ffbc9150d1f00360bbda Mon Sep 17 00:00:00 2001 From: Ren Jones <153645623+ren-jones@users.noreply.github.com> Date: Tue, 12 Nov 2024 18:44:42 -0600 Subject: [PATCH 5/6] Update Create-Expense-Rules.md Updating alt text --- .../expensify-classic/expenses/Create-Expense-Rules.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md index 5cc3599f0f9b..e83640403ce4 100644 --- a/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md +++ b/docs/articles/expensify-classic/expenses/Create-Expense-Rules.md @@ -20,7 +20,7 @@ Expense rules allow you to automatically categorize, tag, and report expenses ba - **Billable**: Determines whether the expense is billable - **Add to a report named:** Adds the expense to a report with the name you type into the field. If no report with that name exists, a new report will be created if the "Create report if necessary" checkbox is selected. -![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_01.png){:width="100%"} +![Fields to create a new expense rule, including the characters a merchant's name should contain for the rule to apply, as well as what changes should be applied to the expense including the merchant name, category, tag, description, reimbursability, whether it is billable, and what report it will be added to.](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_01.png){:width="100%"} {:start="6"} 6. (Optional) To apply the rule to previously entered expenses, select the **Apply to existing matching expenses** checkbox. You can also click **Preview Matching Expenses** to see if your rule matches the intended expenses. @@ -38,7 +38,7 @@ In general, your expense rules will be applied in order, from **top to bottom**, If you open an expense and change it, you can then create an expense rule based on those changes by selecting the “Create a rule based on your changes" checkbox. *Note: The expense must be saved, reopened, and edited for this option to appear.* -![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_02.png){:width="100%"} +![The "Create a rule based on your changes" checkbox is located in the bottom right corner of the popup window, to the left of the Save button.](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_02.png){:width="100%"} # Delete an expense rule @@ -48,7 +48,7 @@ To delete an expense rule, 2. Click **Expense Rules**. 3. Scroll down to the rule you’d like to remove and click the trash can icon. -![Insert alt text for accessibility here](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_03.png){:width="100%"} +![The Trash icon to delete an expense rule is located at the top right of the box containing the expense rule, to the left of the Edit icon.](https://help.expensify.com/assets/images/ExpensifyHelp_ExpenseRules_03.png){:width="100%"} {% include faq-begin.md %} From cc0c6981762c21766cda8ee4ba2f10f4f1a2c206 Mon Sep 17 00:00:00 2001 From: Ren Jones <153645623+ren-jones@users.noreply.github.com> Date: Tue, 3 Dec 2024 10:52:43 -0600 Subject: [PATCH 6/6] Update docs/redirects.csv Removing duplicate Co-authored-by: Daniel Gale-Rosen <5487802+dangrous@users.noreply.github.com> --- docs/redirects.csv | 1 - 1 file changed, 1 deletion(-) diff --git a/docs/redirects.csv b/docs/redirects.csv index 00ffc08f2678..37cbaf0245a2 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -600,7 +600,6 @@ https://help.expensify.com/articles/expensify-classic/expenses/Track-per-diem-ex https://community.expensify.com/discussion/5116/faq-where-can-i-use-the-expensify-card,https://help.expensify.com/articles/new-expensify/expensify-card/Use-your-Expensify-Card#where-can-i-use-my-expensify-card https://help.expensify.com/articles/other/Expensify-Lounge,https://help.expensify.com/Hidden/Expensify-Lounge https://help.expensify.com/articles/new-expensify/expenses-&-payments/Approve-and-pay-expenses,https://help.expensify.com/articles/new-expensify/expenses-&-payments/Approve-expenses -https://help.expensify.com/articles/new-expensify/expenses-&-payments/Approve-and-pay-expenses,https://help.expensify.com/articles/new-expensify/expenses-&-payments/Approve-expenses https://help.expensify.com/articles/expensify-classic/spending-insights/Custom-Templates,https://help.expensify.com/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports/ https://help.expensify.com/articles/expensify-classic/spending-insights/Default-Export-Templates,https://help.expensify.com/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports/ https://help.expensify.com/articles/expensify-classic/spending-insights/Other-Export-Options,https://help.expensify.com/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports/