New Feature: Line Rules

Automatically code recurring non-inventory charges to GL accounts.

 

Some suppliers regularly add charges like packaging levies, fuel surcharges, or pallet fees to their invoices. We recently enhanced Auto-AP to allow you to manually code those as direct GL distributions when costing. Line Rules automate that.

What are Line Rules?

A Line Rule tells Auto-AP: "When you see a line on an invoice that contains certain text, code it to this GL account automatically." For example:

• A line containing "Sustainable Packaging Levy" under $50 → code to account 55030
• A line containing "Fuel Surcharge" from supplier ACME → code to account 55040

How it works

1. Go to Line Rules in the sidebar

2. Click Add Rule and fill in:

•    Name — a friendly label for the rule
•    Match Text — the text to look for in line descriptions (case-insensitive)
•    Max Amount — optional cap so the rule only fires on small charges
•    Supplier — optional, to scope a rule to one supplier
•    Account Code, Sub Account, GST, Store — the GL coding to apply

3. Rules are evaluated in order — first match wins. Use the arrow buttons to set priority.

4. Toggle rules on and off without deleting them.

Where rules apply

During manual mapping — when you open the Cost Inventory Mapping dialog, matching lines are automatically ticked as "Direct line" with the GL fields pre-populated. You'll see a "Rule: ..." label showing which rule matched. You can still override.

 

During auto-costing — rules run automatically before inventory matching. Matched lines are coded and excluded from inventory costing.

 

Create Payable — when you click "Create Payable" to enter review mode, matching lines are automatically coded with the rule's GL account instead of the supplier default. You can still adjust before sending to RFMS.

 

Auto Payable — for invoices processed automatically via email rules with the "Auto Payable" action, line rules are applied before the payable is created in RFMS.

 

Save as Rule from the mapping dialog

When you manually mark a line as a direct GL distribution in the Cost Inventory Mapping dialog, you'll see a Save as Rule button. Clicking it instantly creates a line rule based on that line's description and GL coding, so the same charge is handled automatically next time. If a rule with the same match text and supplier already exists, it will be updated with the new GL coding.