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AI Matching - Journal Entry Rules

Journal Entry Rules automate how transactions are categorized and posted as journal entries from AI Matching. Instead of manually creating entries each time, you define a rule once — specifying the conditions that identify matching transactions and the template that determines how the journal entry is built. When the rule runs, FloQast creates and routes the journal entry automatically.

Supported ERPs: NetSuite, Intacct, QBO, Workday, and JEM sFTP.

Note: When setting up your transaction data sources, Data Source 1 cannot be a file upload but instead needs to receive data from an integration. 

 

Access Journal Entry Rules

Once navigated into an AI Matching module, click the kebab button and then Journal Entry Rules. This page lists all active rules and is where you create, manage, and run them.

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Create a Rule

In order to finalize any rules you create, make sure your Journal Entry form is already configured in Journal Entry Management.

Step 1: Complete the Rule Setup tab

Click Add Rule to open the rule editor. On the Rule Setup tab, fill in the following:

  • Name — Enter a descriptive name for the rule.
  • Balance Type — Select whether the rule applies to positive, negative or both types of transactions.
  • Enable auto-run when new transactions are synced — When checked, this rule runs automatically in priority order whenever transactions sync in AI Matching. When unchecked, the rule is considered a manual rule and must be run from the Rules list directly.
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Next, define your rule conditions. Set the match logic to All or Any, then add one or more conditions. Each condition row consists of a reference field (such as Reference 1), an operator (such as Contains), and a value. To match on multiple criteria, add additional condition rows — they will be evaluated together based on your All/Any selection, or separated by Or logic when stacking conditions of the same type.

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To verify your setup before saving, click Test Rule. FloQast will search for transactions that match your conditions and display the results.

 

Step 2: Complete the JE Template tab

The JE Template tab defines the structure of the journal entry that FloQast creates when the rule matches a transaction.

For each line, configure:

  • Account — Select the GL account to post to.
  • Amount Type — Choose how the amount is calculated (for example, Full to allocate the entire transaction amount).
  • Amount — Populated based on the Amount Type selected.
  • Dimensions — Set any additional dimensions configured in Journal Entry Management, such as class, department, location, or name.
  • Description source — Choose to pull the description from a reference field on the transaction, or enter one manually.

To split a transaction across multiple accounts, click Add Line and configure each line as needed. At least one line is required.

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When finished, click Save Rule.

 

Manage Rules

The Rules list displays each rule's name, match count, last run date, and creation date. Rules are grouped into Auto-Run Rules and Manual Rules. Auto-run rules execute in priority order — drag and drop to change the processing order. From the list, you can:

  • Run a rule manually — Click Run Rule on any rule to apply it immediately.
  • Test a rule — Run a test from the action menu without opening the rule editor.
  • Edit a rule — Open the rule to modify its setup.
  • Enable or disable auto-run — Toggle auto-run from the action menu. Disabling it moves the rule to the Manual Rules section.
  • Deactivate a rule — Remove a rule from the active view. Deactivated rules can be shown using the toggle at the top of the page and reactivated at any time.
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What Happens After a Rule Runs

When a rule matches transactions, FloQast creates a journal entry and moves it to the Pending Matches tab in AI Matching. Click the hyperlink in the Journal Entry ID column on any match to open the journal entry in Journal Entry Management, where you can review the full entry — including auto-populated details and all line items.

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From there, the journal entry follows the approval workflow configured in JEM:

  • If your organization uses JE posting only (without full JEM), the Journal Entry is sent to your ERP automatically.
  • If approval rules are configured, the entry requires approval before posting.

Once the entry is approved and sent to your ERP, AI Matching automatically moves it from Pending Matches to Matched Transactions.

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