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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

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Categorization Rules help Arcus choose GL accounts for imported and reviewed financial activity. Treat them as accounting controls. Test rules before bulk applying them to history.

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Open Categorization Rules

  1. Open Settings.
  2. Choose Entity Settings.
  3. Open the System group.
  4. Choose Categorization Rules.
Categorization Rules settings page with active rules, suggestions, vendor signals, confidence KPI, and Rules, Suggested Rules, MCC Defaults, Vendor Suggestions, and Audit Trail tabs

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Read The KPI Cards

The cards at the top give accounting a quick health check.
  • Active Rules: rules currently eligible to categorize transactions.
  • Suggestions: rule ideas Arcus detected from recent manual overrides.
  • Vendor Signals: merchants that look like repeat vendors and may need vendor accounts.
  • Average Confidence: recent confidence score from the audit trail.
Low confidence does not mean the system is broken. It means accounting should review recent categorization decisions and tune the rule set.

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Rules Tab

Rules are priority-based. Arcus checks the highest-priority rule first, then continues down the list until it finds a match. A rule usually includes:
  • Name and description.
  • One or more conditions, such as merchant, text, amount range, MCC, or resource type.
  • One or more GL actions.
  • Active or disabled state.
  • System flag when the rule is protected.
Use row actions to edit, test, bulk apply, disable, enable, or delete a custom rule. System rules can be disabled when allowed, but they cannot be deleted.

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Create A Rule

  1. Click New Rule.
  2. Enter a name that explains the accounting purpose.
  3. Add conditions that are specific enough to avoid accidental matches.
  4. Choose the GL account action.
  5. Save the rule.
  6. Test the rule against history.
  7. Move the rule priority if it should run before or after another rule.
Rule priority matters A broad rule near the top can capture activity that should have matched a more specific rule below it. Keep broad fallback rules lower in the list.

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Test A Rule

Use Test before applying a rule broadly. Testing shows how the rule behaves against historical activity without changing those records. Review:
  • Number of matches.
  • Merchant and description patterns.
  • Amount range.
  • Suggested GL account.
  • Any records that should not be included.
If the test catches too much, tighten the condition before enabling or bulk applying the rule.

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Bulk Apply

Bulk apply updates historical eligible records that match the rule. Use it only after the rule has been reviewed. Before bulk apply:
  1. Test the rule.
  2. Review the sample matches.
  3. Confirm the accounting period policy allows the change.
  4. Confirm the GL account is correct.
  5. Run the bulk apply only for the intended scope.
  6. Review the audit trail afterward.

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Suggested Rules

Suggested Rules appear when Arcus sees repeated manual overrides for the same merchant or pattern. Accepting a suggestion creates an active rule. Use suggestions as a starting point, not an automatic approval. Review the merchant name, suggested GL account, override count, first seen date, and last seen date before accepting.

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MCC Defaults

MCC Defaults map merchant category codes to default GL accounts. They are useful when a bank transaction has a clear MCC but no specific vendor rule yet. Use MCC defaults for broad category handling. Use explicit rules for merchants that need their own accounting treatment.

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Vendor Suggestions

Vendor Suggestions identify recurring merchants that may deserve vendor accounts. From this tab, accounting can create a vendor or dismiss the suggestion. Create a vendor when the merchant should appear in AP, vendor reporting, or future bill and payment workflows. Dismiss a suggestion when the merchant should stay as bank activity only.

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Audit Trail

The Audit Trail shows how recent resources were categorized. Use filters for resource type, source, and date range. Sources can include:
  • Rules engine.
  • MCC default.
  • User override.
  • Suggestion-based categorization.
Audit rows help answer why a transaction landed on a GL account and whether the team should adjust a rule.

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Common Blocks

  • Rule did not match: check rule priority, active state, condition values, and whether another rule matched first.
  • Rule matched too much: add more specific conditions or lower the priority.
  • Bulk apply is risky: test against history and review period controls before applying.
  • Suggestion looks wrong: dismiss it or create a narrower rule manually.
  • MCC default is too broad: use an explicit merchant rule instead.
  • Vendor suggestion should not become AP vendor: dismiss the signal and leave it as bank activity.

Accounting Automation Settings

Review fixed asset, lease, and categorization automation settings together.

Bank Feed Match Workspace

Match bank transactions to posted cash, AP payments, checks, and marketplace payouts.

Chart of Accounts

Maintain the GL accounts used by categorization rules.

Bank Reconciliation

Reconcile bank statements after transactions are categorized and matched.