Create automations for transactions

With the ability to automate, you can streamline and simplify the accounting of your bank transactions. In this article, we’ll show you how to set up automation for this specific process.

1. Log in to your Embat account using the following link.
2. Enter your credentials: email and password.
3. Go to the Automation section from the dropdown menu on the left:
   
   
   
4. Go to the Transactions tab
   
   
5. Then click the Create automation button in the top right corner:
   
   
   
6. Automation Name: Start by giving it a descriptive name that will help you identify it later.
   
   
7. Priority: Indicate the automation's priority relative to previously created ones.
    
8. Condition Definition:
   • Click "Add company".
   • Select one, several, or all the companies for which you want to set up conditions.
   • Start configuring the first condition.
     
     
9. Using "+OR". If you need to add more conditions for the selected companies, click "+OR" to add another line. Using "+OR" indicates that an alternative condition is being added, meaning the automation will trigger if **at least one** condition is met. Example: "For all companies, if the description is 'manual transfer' or the currency is EUR, apply these actions." After configuring conditions, click "Save".
   
   
   
10. Using "+AND". To configure conditions that must be met simultaneously, use "+AND" as many times as needed.
    
    
    
    
11. Add Company: To configure additional conditions for a different set of companies, click "Add company". Later in Actions, you will need to define actions for each and every selected company.
    
    
12. Action Configuration:
    • Click "Add company".
    • Select the company where you want to execute actions. If you want to add more, include a line for each using “Add company”. 
    • For each company, select as many actions as you need by clicking “Add action”.
      
      
      
13. Finally, under Configuration you will find the following option:
    • Apply to all past transactions: The rule will apply to the entire transaction history.

Here are some notes to give you more context on automation use cases:

Conditions

1. Description: This is the bank transaction description. Based on the selected operator, it can match descriptions exactly, contain/exclude terms, or start/end with specific words. **Use case:** Categorizing transactions like ‘commission’, ‘salary’, or ‘maintenance’.
2. Transaction Type: Internal categorization to group different types of transactions and simplify automation. **Use case:** Automatically account for bank fees using the “Bank Fee” transaction type.
3. Product: Groups movements by account or financial product type within a bank. **Use case:** Apply a tag and category to all transactions on a specific account type.
4. Amount: Define rules based on the transaction value. **Use case:** Trigger automation for amounts over €10,000 or above zero.
5. Currency: Define rules based on the transaction's currency. **Use case:** Apply specific actions for USD transactions.

Actions

1. Category: Automatically categorize movements.
2. Tags: Assign transactions to predefined tags for better reporting. **Use case:** Tag marketing expenses or international sales.
3. Cash Visibility: Hide transactions in the Cash module. They appear greyed out and are grouped as “Omitted” but still impact the balance.
4. Contact: Assign a transaction to a specific client/supplier account. **Use case:** Link all transactions mentioning “Viñedo La Rioja” to that contact.
5. Proposal: Used for grouping similar simultaneous transactions. Automatically moves them to “Validate”.
6. Counterparty Account: Assign a specific account automatically to matching transactions. **Use case:** All “Bank Fee” transactions go to account “xx - bank fees”.
7. Positive Mismatch: Automatically assign a counterparty account to positive mismatches. Used when there's a difference between a transaction and operation.
8. Negative Mismatch: Same as above, but for negative differences.
9. Accounting Visibility: Hide transactions in the Accounting module.

If you have any further questions, contact the Customer Experience team or submit a request via this link.