Coding rules, quick codes and default coding

Most companies code the same merchants the same way every month. Set that up once and spend less time coding by hand. All three tools live with admins.

Coding rules

A rule says: when a charge matches these conditions, use these codes.

1. Go to Settings > Accounting > Coding rules and stay on the Rules tab.
2. Click Create rule.
3. Give it a Rule Name, like "Office supplies".
4. Under Applies to, leave All cards or pick one card.
5. Add at least one condition: Merchant Contains, Merchant Exact Match, Amount Min ($) or Amount Max ($).
6. Under Dimensions to Apply, pick the GL account and any other fields. Leave a field on Don't set to skip it.
7. Click Create Rule.

Which rule wins. Higher Priority rules apply first. At the same priority, a rule for one card beats an all-cards rule. Summit warns you if a new rule could match the same charges as an existing one.

Code what's already here. Apply Rules (N) codes the uncoded charges that match your rules, where N is how many charges are uncoded.

New charges. When Summit codes new charges, it checks your rules first. Whether a matching rule fills the fields in or shows them as a suggestion follows your settings in Settings > Summit AI, which start off.

Suggested rules. When you keep coding a merchant the same way, Summit suggests a rule for it at the top of the page. Click Create rule to use it, or Dismiss.

To pause a rule without deleting it, use the switch on its row. Starter includes up to 10 rules; Professional and up have no limit.

Quick codes

A quick code is a set of codes your team can apply in one click, like "Fuel, truck 12".

1. Go to Settings > Accounting > Coding rules and open the Quick codes tab.
2. Click New quick code, choose its codes and click Create quick code.
3. To keep a long list tidy, group quick codes with New category.

Quick codes show at the top of the coding fields on a charge, on the web and in the iPhone app.

Default coding for a bank connection

If every card from one bank should usually go to the same GL account, set a default for the whole connection.

1. Go to Cards & banks and click Manage on the bank connection.
2. Under Default Coding, pick a Default GL Account and any other defaults.
3. Click Save Defaults.

New charges from that bank then suggest these codes. To code charges already in Summit, click Apply to N Uncoded Transactions.