The purpose of the Bank Activity screen is to make it simple to match your Bank Statement to Transactions that have already been entered into R365. Bank Activity also allows an easy creation of new Deposits and Withdrawals based on data from your Bank. 


Using the Bank Activity feature will make the Bank Reconciliation process significantly faster. Each transaction that is 'Matched' on Bank Activity will be checked off as 'Reconciled' on your Bank Rec. Click here to learn how to complete the Bank Activity process.


Note: When your Organization is upgraded to the Rule Vault feature, the 'Bank Rule' tab will be removed and all Rules will be listed in the Rule Vault, which can be opened from the top ribbon. Click here to learn about the Rule Vault.



Bank Activity Tabs


These steps will be described in detail below, but first, the bank activity screen consists of 4 tabs and the terminology of those tabs is important so those will be described here first:



  • Unmatched - This tab shows all the remaining bank records that did not auto-match to existing transactions or match any bank rules you have created
  • Rule Applied - This tab shows all bank records that matched the logic of bank rules you have created. The system tries to match records to bank rules during initial upload of bank activity as well as each time a new rule is created or a rule is modified
  • Matched / Excluded - This tab shows all bank records that have been matched or excluded. Matched records will be moved to this tab during the initial upload of Bank Activity. If a record on this tab should not be matched or excluded, then press the 'Unmatch' or 'Include' button, respectively, on that row
    • Matching - A record downloaded from your bank that has a corresponding transaction in the system for the same amount and same bank account
      • Note: Records can also be matched on the 'Unmatched' tab manually by the User and created as new transactions from the 'Unmatched' or 'Rule Applied' tab. Creating a new transaction on these tabs will also automatically match taht record to the transaction and move it to the matched tab 
    • Excluding - Any record downloaded from your bank that you did not intend to or that has already been reconciled. Learn more about this in the Get Bank Activity training 
  • Bank Rule - This tab shows all Bank Rules that were previously created. A Bank Rule includes the specifications of a transaction created in Bank Activity in the past. When a rule is set up for a specific transaction, each time that transaction comes through Bank Activity, such as a monthly bill, it will be automatically matched for you. These rules are saved on the 'Bank Rule' tab and can be modified and deleted at any time. This tab is described in more detail further down in the training
    • Note: When your Organization is upgraded to the Rule Vault feature, the 'Bank Rule' tab will be removed and all Rules will be listed in the Rule Vault, which can be opened from the top ribbon. Click here to learn about the Rule Vault



Get Bank Activity


Once your Bank Accounts are set up (click here for more information on setting up Bank Accounts), then the Bank Activity process consists of 2 steps:

  1.  Update Bank Activity. Bank Activity can be updated in one of three ways:
    • Manual Upload - Download activity from your Bank (.qfx or .qbo file formats only) and then upload the file on the Bank Activity screen (this will attempt to Auto-match the Bank Transaction with its corresponding R365 Transaction, if it has previously been entered)
    • Direct Bank Connection - Connect your bank accounts to R365 and refresh their transaction details with a simple click of the 'Retrieve Activity' button
    • BAI File Transmission - Create a direct link to your bank(s) where transaction details will automatically pull into Bank Activity without User intervention
  2.  Manually Match / Create / Exclude / Delete entries that do not Auto-match


Learn how to pull and match Bank Activity by following the Update and Match Transactions training article.



Rule Applied Tab


If Bank Rules are set up and some of the uploaded transactions match those rules, the system will recommend that the rules be applied to those transactions, which will be displayed on this tab. Along with these transactions, this tab shows the Vendor, Account, and Location that will be assigned to the transaction if it is marked as 'Matched'.



Review the records on this tab and make changes to the Vendor, Account, or Location fields as needed. These can then be added to the 'Matched/Excluded' tab either individually or in bulk.

  • Individually - Click the 'Add' button on the desired row
  • In Bulk - Select the desired rows or the 'Select All' checkbox in the grid header and then click the 'Select Command' selector and then 'Add Selected' from the drop-down


This will create those Transactions and move each selected row to the 'Matched/Excluded' tab. Learn more about the different commands in the Get Bank Activity training article.



Bank Rule Tab 


Note: When your Organization is upgraded to the Rule Vault feature, this tab will be removed and all Rules will be listed in the Rule Vault, which can be opened from the top ribbon. Click here to learn more about the Rule Vault 


Bank Rules can be set and managed on the 'Bank Rules' tab of the Bank Activity screen. Bank Rules are used so the system can attempt to assign a Vendor, Account, or Location to the Activity records imported based on set conditions. Bank Rules can only be created by finding an example transaction that a rule should be applied to moving forward. 


On the 'Bank Rule' tab, rules can be edited, along with their conditions, which are extremely important to ensuring that specific transactions are matched correctly.

  • Note: Rules will not apply to transactions on the first creation. To apply them directly after the first creation, undo the import and re-import the bank activity.



1) Name - The name of the bank rule. This can be a manually named to help know this rule. By default, the rule will have the same name as the Name on the Bank record used to create this rule, but it can be modified on the 'Bank Rule' tab

  • Note: When creating a new bank rule, make sure to enter a unique name so it will be successfully added

2) Type - The type of transaction that will be created using this rule (withdrawal or deposit) and will default to the same type as the record used to create the rule

3) Bank Account - This defines which bank accounts this rule applies to. Either select the word 'All' to apply it to all bank accounts or select a specific bank account.  If the same rule should be applied to multiple bank accounts but not to all, then that rule will need to be created for each desired bank account

4) Condition - This selection will determine how strict of a match the Bank Rule must be to meet the rule conditions. Select one of the following conditions:



5) Value - The value that the Bank Rule will try to match to the Name field on the Activity records. The value can be simplified, so instead of an exact name (i.e., 'Sprint #05918'), it can be a more generic name for matching purposes (i.e., 'Sprint').  With the generic value, the condition can be set to 'Name Contains', and then during the Auto-match process, any Activity record with a name that contains the word 'sprint' will be moved to the 'Rule Applied' tab for further review

6) 2nd Condition - This allows more specific filters to be applied to the Bank Rules during the Auto-match. The same Condition options are available here

7) 2nd Value - The matching value for the second condition. This will typically be more specific as the first Condition was more generic

8) Vendor - The Vendor that will be automatically added to Bank Withdrawals for records that match this rule

9) Account - The GL Account that will be automatically added to Withdrawals or Deposits for records that match this rule

10) Location - The Location that will be automatically added to Withdrawals or Deposits for records that match this rule


Bank Rules are created by having the 'Add Rule' checkbox checked on an Activity row where the Vendor, Account, or Location fields are populate and then 'Add' (or bulk add) is clicked. 


Changes can be made and saved to existing Bank Rules. To delete a rule, click the trash can icon on the far right of the row.



Auto-matching Logical Process Flow:


It is important to note that when matched, it will match transactions indefinitely going back, not forward. The matching process goes through the following sequence to find matches and potential matches:

  1.  Accounts match, Amounts match, and with a Date Range of +2 days – Mark as Match
  2.  Same Check Number and with a Date Range of +2 days – Mark as Match
  3.  Dates match – Mark as Match
  4.  Amounts match and unique (only 1) and with a Date Range of -4 days – Mark as Match
  5.  Amounts match and unique (only 1) and with a Date Range of -7 days – Mark as Match
  6.  Locations match and with a Date Range of +2 days – Match
  7. Amounts match with a Date Range of +2 days – Match
  8.  Amounts match multiple records – Mark as a potential Match (capital 'M' on 'Unmatched' tab)
  9.  Repeat from step 1 for all Undeposited Funds Account entries after the most recent Closed Date on the Legal Entity



Issues Caused by Duplicate Bank Rules



At times, the system will stop working properly if there are duplicate Bank Expenses listed in the Bank Activity screen. Simply delete the duplicate entries by clicking the trash can iconat the end of each duplicate entry row and click 'Save Changes' just above the grid. This should enable you to rematch the Unmatched bank transactions.