Introducing search rules

  • 20/05/2026
  • 5 minutes to read

If bank account reconciliation lines lack sufficient details to match using date and amount, you can set up search rules to identify matching ledger entries using text.

Search rules help identify accounts by matching specific text in imported transactions on the Bank Account Reconciliation and Payment Reconciliation Journal pages. You can create rules that locate accounts based on text criteria and specify where the system should search. Default search fields include descriptions and additional information, but you can also customize templates for more precise searches. Search rules can be used for G/L accounts, bank accounts, customers, vendors, and employees.

When to use search rules

Create a search rule when:

  • A transaction cannot be matched automatically
  • Transactions contain consistent identifying text
  • The same scenario occurs repeatedly

Typical examples include:

  • Bank fees
  • Interest charges
  • Recurring payments

When you do not need a search rule

Do not create a search rule if:

  • The system already matches the transaction correctly
  • The scenario occurs only occasionally
  • The transaction contains a structured reference (such as FIK or KID) that can be handled using payment reference rules
  • An account name contains special characters. Continia Banking can identify accounts with special characters in their names without a dedicated rule

Unnecessary rules increase maintenance and may lead to incorrect matching.

Best practices

When creating search rules:

  • Use the smallest unique text needed to identify a transaction
  • Avoid variable values such as dates, IDs, or amounts
  • Create one rule per scenario instead of combining multiple conditions
  • Fill in only the fields you need. A search rule has many optional fields, and unused fields can make matching less precise
  • Regularly review and remove rules that are no longer needed

The process

Search rules are used as part of the matching and posting process:

  1. Define search rules - add search rules or use templates to define search fields and filters to specify conditions for rule application. For more information on adding search rules, see Setting up search rules. For information on adding a specific rule, see Setting up search rules for common scenarios
  2. Matching and posting - if a match is found, the account type and number are assigned to the reconciliation line. Search rules can also adjust posting details, such as document type, dimensions, and posting groups.

Search rules determine how transactions are processed depending on where they are applied:

  • When you use Bank Account Reconciliation, the search rules are processed by creating journal lines based on the outcome of the search rules. Depending on your settings on the Banking Import Setup page, the journal line is either created automatically or you create it manually using the Create journal line from search rule action on the Payment Application Review page or the Bank Account Reconciliation page. On the Bank Account Reconciliation page, you can create journal lines for the selected record, all records, or active records.
  • In Payment Reconciliation Journal,the search rules control how payments are processed. They adjust the amount applied and the number of entries matched on the statement line. When this adjustment is made, the line's reconciliation status changes to Completed, indicating that the line is ready to be posted.

Tip

To disable search rules, go to the Banking Import Setup page and, on the General FastTab, turn off the Search rules toggle.

Setting up a search rule
Search field templates for search rules
Setting up search rules for common scenarios
Search rules FAQ