Editing & deleting category rules

You may have created Category Rules that don't seem to be working well. You can easily make changes to one of your category rules in order to widen their application, or you can delete a category rule entirely! 

This helpful guide explains how to adjust your Category Rules so that they automatically categorize more transactions.

In this user guide

Why a Category Rule may not work

When a Category Rule doesn't work it's because the merchant keywords associated with that rule are too specific. It's important that the Category Rule merchant keywords are edited to remove time, dates or extra information so PocketSmith can make a perfect match every time. 

Example:

Bridie has a transaction from Betty's Liquor with the following merchant name:  Visa Purchase-Bettys Arrow 24 Apr at 11.46pm. Bridie wants all her Betty's Liquor transactions to be automatically assigned to her ­čŹ╗Drinks category. She creates a rule when categorizing this transaction without editing the merchant keywords.

Bridie makes another transaction at Betty's Liquor at a later date, and this transaction is imported into PocketSmith with the following merchant name:  Visa Purchase-Bettys Arrow May at 3.16pm. 

Because both transactions have a different date and time, the second transaction does not match the Category Rule which is based on merchant keywords from the previous transaction.

  • Original transaction's merchant keywords associated with the Drinks Category Rule: 
    Visa Purchase-Bettys Arrow May at 3.16pm 
  • New transactions with merchant keywords that don't match the Drinks Category Rule:
    Visa Purchase-Bettys Arrow 24 Apr at 11.46pm

Bridie needs to edit the merchant keywords so that only "Bettys" remains. Thay way, the Category Rule will match every time she makes a purchase at Betty's Liquor!


Editing merchant keywords

It's easy to edit the merchant keywords for each Category Rule to make them less specific in order to automatically categorize more transactions.

Steps to edit merchant keywords

1
Head to  Settings >  Category Rules, Saved Searches and Filters 
2
Navigate to the Category Rule that you want to improve 
3
Click on the three-dot menu and select Edit, or, click on the number of merchant keywords of the Category Rule that you want to edit

4
A list of transaction merchant keywords will be displayed, click on the three-dot menu and select Edit to edit a particular set of merchant keywords

5
Remove merchant keywords so that the Category Rule will match more transactions
6
Click OK to save the change

Tips for the best merchant keywords

  • It is best to make the merchant keyword as simple as possible in order to match more transactions
  • Try to remove any dates or account numbers that may change with each transaction

Change the order of the Category Rules

It's a good idea to consider the order of your Category Rules. It's also important to note that your incoming transactions are checked against  Filters before any category rules, and only one category rule or filter can be applied to each transaction. 

In other words, only the first Filter or Category Rule that matches a transaction will edit or assign a category to that transaction. 

We recommend that you check your Filters and Category Rules and if you have many similar merchant keywords across different Category Rules, you will need to adjust the Category Rule order so that the category that you'd prefer to be assigned first, is above the other Category Rules. 

The number order is prioritized from lowest to highest. For example, a Category Rule with the order number of 5 will be applied before a Category Rule with the order number of 20.

Steps to change the order of Category Rules

1

Head to  Settings > Category Rules, Saved Searches and Filters

2
Click-and-drag the handles on the left of a Category Rule to change the order


Deleting Category Rules

You can either delete the category rule for a category so no transactions are assigned to this category or you can just delete the merchant keywords if you no longer want particular transactions to be assigned to this category.

Delete an entire Category Rule

1
Head to  Settings Category Rules, Saved Searches and Filters 

2
Navigate to the Category Rule that you want to delete
3
Click the three-dot menu and select Delete

4
Click OK to save the change

Note

Deleting this category rule will delete all sets of merchant keywords you have set up to match it. If you want to just remove a set of merchant keywords, follow the steps in the following section.

Delete a set of merchant keywords from a category rule

1
Head to  Settings >  Category Rules, Saved Searches and Filters 

2
Navigate to the Category that that includes the merchant keywords you want to delete. Click the three-dot menu, and select Edit
4

Click the three-dot menu beside the merchant keywords you'd like to remove and select Delete

5
Click OK to save the change

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