How does Smart Rules feature work?<\/h2>\n\n\n\n
When you want to add Smart Rule with the help of Synder Sync, you\u2019re basically building a flow to trigger an action inside and outside of the accounting software. With these actions, you can apply and\/or edit:<\/p>\n\n\n\n
- \n
- Classes;<\/li>\n\n\n\n
- Locations;<\/li>\n\n\n\n
- Tax filing;<\/li>\n\n\n\n
- Payment methods;<\/li>\n\n\n\n
- Product names;<\/li>\n\n\n\n
- Inventory tracking;<\/li>\n\n\n\n
- Income\/expense\/fee categorization;<\/li>\n\n\n\n
- Reminders;<\/li>\n\n\n\n
- Thank you and marketing emails. <\/li>\n<\/ul>\n\n\n\n
These are done based on the customers<\/strong>, product names<\/strong>, descriptions<\/strong>, and amount.<\/strong> <\/p>\n\n\n\n
The whole Smart Rule category process includes 2 phases: <\/p>\n\n\n\n
- \n
- Synchronization of a transaction from the payment processor\/e-commerce platform to your accounting system. <\/li>\n\n\n\n
- Update of the created QuickBooks transaction based on the information inside of it, which happens almost instantly based on the conditions of the flow.<\/li>\n<\/ol>\n\n\n\n
Let\u2019s look at how to manage Smart Rules when you need to create a rule for income categorization in QuickBooks as an example.<\/p>\n\n\n\n
Situation<\/h3>\n\n\n\n
The user runs a shop where they sell smartphones. They want to categorize them by the operating systems: Android and iOS<\/strong>, to see which of the products is more profitable. <\/p>\n\n\n\n
Solution<\/h3>\n\n\n\n
First, you need to go to Categorization rules \u2192 Rules \u2192 Create rules<\/strong>.<\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-1.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
After that you\u2019ll see a plain canvas of the block-chain system that you\u2019re going to create. The next step is to choose the trigger or condition<\/strong> that\u2019ll cause the action. Since we want to categorize the product, we\u2019ll build the rule based on the product name which is set in the sales receipt. This way, the trigger for the whole if-then process will be when the Sales Receipt is created<\/strong>. To set the trigger, follow the instructions below: <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-2.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Now we have the first part of the condition: if.<\/em> <\/p>\n\n\n\n
To fill this part, you need to be aware of what you want to do and where you want it to go. Our goal is to categorize a particular product as a specific category in the QuickBooks account, so here we need to set what product in particular will trigger the \u201cthen<\/em>\u201d process. We\u2019ll start with choosing Samsung. Where will you find the name of the product? Line: Product or Service<\/strong>. That\u2019s why we choose this option and then specify that we need the Name<\/strong> which Contains Samsung<\/strong> or samsung<\/strong> (type just in case). <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-3.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Type #1: Add Yes-condition<\/h4>\n\n\n\n
Firstly, we\u2019ll cover the yes<\/em> option and categorize the products we\u2019ve chosen before as Android. Choose Action<\/strong>. <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-4-1024x332.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Now we need to choose which field will be edited in the QuickBooks account, so choose the following options: QuickBooks action \u2192 Sales Receipt \u2192 Update line \u2192 Set QuickBooks entity data. <\/strong><\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-5-1024x452.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Then choose the category Android<\/strong> and submit. From now on the products that have Samsung or samsung in their product name will be categorized as Android automatically. <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-6-1024x462.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Type #2: Add No-condition<\/h4>\n\n\n\n
We\u2019ve dealt with the Android category, but iPhones are still uncategorized. Let\u2019s fix it! <\/p>\n\n\n\n
The next product isn\u2019t Samsung, so the built chain isn\u2019t suitable, that\u2019s why we need to create the second condition<\/strong> – after choosing the \u201cNo<\/em>\u201d option. <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-7-1024x438.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-8-1024x602.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
The next flow will be similar to the one we\u2019ve done for Samsung: choose the if-trigger<\/em> for then-process<\/em>. This time, put the variants of the Apple product names.<\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-9-1024x626.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Then click Yes \u2192 Action<\/strong> to choose the command the rule will follow in this condition.<\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-10.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
And again, choose the line that\u2019ll be updated in QuickBooks just like we did with the Samsung option. <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-11-1024x570.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
This time set the iOS<\/strong> category and submit. <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-12-1024x451.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
Now, all you need to do is to give your rule a fancy name for categorization. It will also be easier to find the rule in the future, in case you\u2019ll want to edit or deactivate it. Then click Update & Close Rule<\/strong>.<\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-13-1024x719.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
The rule will be added to the list of enabled rules and the actions will be taken in accordance with conditions when syncing new transactions. The Samsung products will be categorized as Android and Apple\u2019s \u2013 as iOS. <\/p>\n\n\n\n
<\/p>\n\n\n
\n![\"Synder](\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2022\/08\/synder-sync-smart-rules-14-1024x324.jpg\")
<\/figure><\/div>\n\n\n<\/p>\n\n\n\n
All the rules are made based on the same scheme, so you can create the conditions for the processes listed above using the example of the situation we\u2019ve just described. <\/p>\n\n\n\n
Note:<\/em> The new rules will be applied to the newly synced transactions only. If you want the previous transactions to be updated as well, you have to utilize the rollback feature<\/a> and sync them once again. <\/p>\n\n\n\n
Why Synder? <\/h2>\n\n\n\n
Synder Sync helps e-commerce businesses and accountants experience the most convenient workflow when managing transactions in their accounting software. And the best tool here is automation. With the Smart Rules feature you can twist the conditions as you want and create the processes that\u2019ll work for you. Basically, Synder Sync gives you a huge constructor to play with and makes accounting less complicated. <\/p>\n\n\n\n
Here are some more ways Synder Sync and the Smart Rules feature will ease your accounting life:<\/p>\n\n\n\n
\u2714\ufe0f Accurate reports<\/strong><\/p>\n\n\n\n
Keeping your business records in good condition means you can always spot any financial weaknesses or strengths and make financial decisions based on accurate information. The information you receive in numbers is way more reliable compared to what you assume or feel. Synder Sync provides you with the most accurate information for creating flawless P&L reports<\/a>. <\/p>\n\n\n\n
\u2714\ufe0f Tracking of sales channels performance<\/strong><\/p>\n\n\n\n
Synder Sync provides you with the most detailed information about the connected sales channel(s)<\/a> and\/or payment platform(s)<\/a>. Plus, you can use Smart Rules to track the sales channels from which the transactions come from: select location tracking as a source to separate transactions from different channels in the final P&L report.\u00a0<\/p>\n\n\n\n
\u2714\ufe0f Templates for Smart Rules<\/strong><\/p>\n\n\n\n
Even though the system of creating Smart Rules is the same, sometimes creating this or that condition might be confusing. Synder Sync provides its users with templates that can be used as a base for your own rules. <\/p>\n\n\n\n
\n\n\n\nThe Synder team expands the borders making Synder a more powerful software for doing small business accounting and bookkeeping. Not only can you sync transactions with your accounting software, but you can also set up certain actions to happen under certain conditions. The Synder user is free to choose what will happen and when. <\/p>\n\n\n\n
Try Synder’s capabilities with a 7-day free trial<\/a> or schedule a Demo session<\/a> with our specialists to learn how to handle the big data from the transactions and make the business grow!<\/p>\n\n\n\n
<\/p>\n\n\n\n
<\/p>\n","protected":false},"excerpt":{"rendered":"Learn more about the Automated categorization feature \u2013 why it’s important, how it works and how to implement…\n","protected":false},"author":88,"featured_media":9536,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"csco_singular_sidebar":"","csco_page_header_type":"","csco_page_load_nextpost":"","csco_post_video_location":[],"csco_post_video_url":"","csco_post_video_bg_start_time":0,"csco_post_video_bg_end_time":0,"footnotes":""},"categories":[43,45,70],"tags":[255,254,64],"ppma_author":[389],"class_list":{"0":"post-9092","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-accounting","8":"category-business-management","9":"category-ecommerce","10":"tag-business-owner","11":"tag-cpa","12":"tag-synder","13":"cs-entry","14":"cs-video-wrap"},"yoast_head":"\n
Smart Rules: a Short Feature Overview<\/title>\n<meta name=\"description\" content=\"\ud83e\udd2b\ud83d\udd2e Learn more about the Smart Rules feature \u2013 why it's important, how it works and how to implement it into your accounting workflow!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/synder.com\/blog\/smart-rules\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Smart Rules: a Short Feature Overview\" \/>\n<meta property=\"og:description\" content=\"\ud83e\udd2b\ud83d\udd2e Learn more about the Smart Rules feature \u2013 why it's important, how it works and how to implement it into your accounting workflow!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/synder.com\/blog\/smart-rules\/\" \/>\n<meta property=\"og:site_name\" content=\"Synder blog\" \/>\n<meta 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With years of hands-on experience working alongside accountants and business owners, she leads Synder\u2019s content strategy that addresses real-world accounting challenges. Through Synder\u2019s in-house accounting training, Anastasia built solid expertise in multi-platform data sync and automation across QuickBooks, Xero, Sage Intacct, and NetSuite. 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