Adding a filter
By using filters, bank and card transactions can be automatically categorized. Through the application management / Cash & Card / Filters section, these filters can be created and applied.
How does a filter work?
When an entry is added to Spend Cloud, there is always a bank description associated with it. This bank description provides information about the transaction, such as where it was made and at what time. Based on keywords in this bank description, a filter can be applied to automatically categorize the transaction. For example, the word 'Grocery Store' in the description. This transaction could always be categorized as 'Groceries' using a filter.
Here's an example of a bank description (customer-related information has been obscured):
When a new transaction is added, Spend Cloud checks whether a filter has been set up for that transaction. If so, the data you set in the filter will be automatically applied to the categorization.
Adding a Filter
Go to the menu Application Management / Cash & Card / Filters. By clicking the 'Add' button at the top of the list, you can create a new filter.
If applicable, choose for which administration you want to create the filter, and then provide a name for the filter. This name can also be used as the description of the transaction. In the 'Search Text' field, you can enter keywords from the bank description that Spend Cloud can use to recognize the transaction.
It's possible to use AND, OR, and NOT operators in the filter. You can read more explanation by hovering over the blue icon next to the field. After specifying how Spend Cloud can recognize the transaction, you can indicate how the transaction should be categorized.
Tip: Each bank description includes an MCC code, which you can base the filter on. Add the number to the search text in the filter description. For instance, the number '4121' is always included in payments for taxis. You can standardize this to be categorized under the 'Public Transportation' account.
The fields you need to fill depend on the type of transaction. For a standard transaction, you can also specify the expense category to which the transaction should be booked. You can register this for both income and expenses. Additionally, you need to indicate the cost center for both types.
If you're not using Bunq or Spend Cloud Cards: If you choose 'Cost Center Handling' and select 'Cost Center Card Number,' the card number must first be linked in the Links section. The card number is recognized by the filter if it's mentioned in the search text. Through this recognition, it can be determined in which book the transaction will be transferred.
Once all mandatory fields are filled (indicated by an asterisk), you can click 'Save' at the top. The new filter will be immediately active and available in the overview. From the overview, you can also edit, delete, or copy filters by clicking the blue icons and/or the three dots at the end of each row.
Example Filter
Based on the following bank description, we've created an example filter:
In this example, this filter is applied when the words 'Grocery Store,' 'Pharmacy,' or 'Drugstore' appear in the bank description.
Reapplying Filters
If you've made changes to a filter, you can reapply the filters to all fully uncategorized transactions using the 'Reapply Filters' button at the top of the overview.
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