User rules automatically apply a default payment method or project to every Costs item uploaded by a specific user. Only Admin users can set up user rules, including accountants and bookkeepers accessing a client account.
Note: User rules have the highest priority in Dext. If a user rule and a supplier rule apply to the same item and the same field, the user rule always wins.
Before you start
Make sure you have the payment methods or project values you want to assign already set up in Dext before configuring user rules.
To manage payment methods, see Manage payment methods in Dext
Your project lists are synced from your connected accounting software. The list names in Business settings > Lists reflect your accounting software setup - for example, Xero tracking categories appear under their category names, and QuickBooks Online syncs Classes and Locations.
Set a default payment method for a user
To set a default payment method for a user, go to the Payment methods page and open Set user defaults.
Go to Business settings.
Select Lists.
Select Payment methods.
Select Set user defaults.
In the row for the relevant user, choose a payment method from the dropdown.
Set the Application rule:
Always use default - applies the default payment method to every item, overriding any payment method extracted from the document
Use default if blank - applies the default only if no payment method was detected
No default set - removes any previously set default for that user
Select Close when you're done.
Set a default project for a user
To set a default project for a user, open Set user defaults from the relevant project list. You can do this for each project list your accounting software syncs - for example, Classes and Locations in QuickBooks Online, or your two tracking category lists in Xero.
Go to Business settings.
Select Lists.
Select the project list you want to configure (for example, Classes or Projects).
Select Set user defaults.
In the row for the relevant user, choose a default value from the dropdown.
Select Close when you're done.
The selected value is automatically applied to every Costs item that user uploads.
Note: If your account is connected to accounting software that syncs two project lists, you can set user defaults for each list separately. Repeat the steps above for each list.
What happens when multiple rules apply?
User rules take the highest priority. When Dext processes an item, it applies rules in this order:
User defaults (highest priority)
Payment method rules
Supplier rules
Account-level defaults (lowest priority)
If a user rule is set for a field, it overrides any supplier rule or payment method rule for that same field.