Overview: The auto-allocate accounts feature uses a series of 'rules', called matching rules, which will allocate accounts to a default location. These rules operate very similarly to bank feed matching principles. Included in the Active Ledger package is a large set of standard rules that should automate most allocations. However, you can edit these rules on both a firm basis and an entity basis.
Note: The firm rules can ONLY be edited by administrators. To learn more about editing firm rules, see the support article: How to manage firm default matching rules.
Please refer to the Glossary for definitions of key terms used in this article.
Accessing matching rules page
To edit the matching rules for a single file, go to the Accounts screen and select Manage Rules from the drop-down list next to the Auto Allocate button.
Adding new matching rules
After navigating to the matching rules page, you will be presented with a list of rules which exist. From here, click Customise so you can edit these rules.
Click on + New Matching Rule to create a new rule.
Note: When running the auto allocate function, rules will be applied from the top down, i.e. the bottom rules will overwrite the allocation of the top rules.
Matching rule fields
FIELD | DESCRIPTION | VALIDATION |
Match Field | This is what the matching rule will relate to.
| Required |
| MATCHING CONDITIONS |
|
For the Classification | Ensures that the rule only applies to specific classes of accounts (i.e. Assets). | Required |
Find | This is the keyword to be matched within the selected match type. This can be any string of text, i.e. Cash. | Required |
Case Sensitive | Enables the rule to be applied regardless of the case of the account. | Optional |
Search Mode | Creates rules around where to look for the keywords within the match type field (i.e. 'Anywhere' will look for the string anywhere within the account name).
| Required |
Apply to all accounts, including manually set ones (checkbox) | This will ensure any manually created accounts (created through journals) will also be matched. | Optional |
| LINK TO |
|
Header | Specifies the header name the account will be linked to. Options include all system and custom headers. | Header or Account Type required |
Account Type | Specifies if the account should be added to a sub-account of a header account. Will add the account to the header account if left blank. Options change depending on the header selected. | Header or Account Type required |
| FOR EXTERNAL REPORTING USERS ONLY (TURNED ON AT FIRM LEVEL) |
|
Benchmark Code | A customisable set of codes designed to correlate information across clients by industries or other business subsets and are used to tag accounts for reporting purposes. | Optional |
Export Account No & Export Account Name | These are the export account names and numbers used when exporting to another reporting system (e.g. Xero or Accurri). | Optional |
Mapping Code | This is the firm set of codes that are used to map accounts to the external reporting system. Unlike account types, it is customisable and can go to more levels of detail if required. | Optional |
Sub Code | An optional additional character or number which can be appended to the end of the mapping code in various in export scenarios. | Optional |
Below is an example of a matching rule.
To save the matching rule, click Save Matching Rule. Alternatively, you can save and run the rule by selecting the Run Rule Now button.
Note: By default, selecting 'Run Rule Now' will set the mode of the account allocation to 'Auto'. This means that if you do not manually move the account after allocation (using one of the methods in the support article: How to work with accounts), and any future auto allocations that may be run will alter the location of this account (this is only relevant where rules have been created).
To change this, you can select to Tag as Manual from the dropdown menu next to 'Run Rule Now'.
Alternatively, you can change the account settings - refer to the section below, 'Setting accounts to manual mode' for information on how to do this.
Switching rule sets
In the Matching Rules screen, you are also able to switch rule sets. It may be the case that your administrator has set up additional firm-wide rule sets for specific cases.
To access any alternate rule sets, click on the Switch to Another Rule Set dropdown menu and select the relevant rule set. In this case, there is only the Default option available, however if an alternative rule set had been created, you could select it here.
From here you also have the option to clear all rules that have NOT been custom created.
Creating an instant rule
This option allows you to create a new rule in the same way as above, without navigating away from the current Accounts screen.
Running matching rules
Setting accounts to manual mode
When an account has been moved to a particular area in the chart using either the 'Drag and Drop', 'Right Click>Insert' or 'Quick Group' methods, 'Auto Match Mode' will change to Manual. For more information on allocating accounts, see the support article: How to work with accounts.
You can also edit an account to change the mode. This means that any future auto allocations that may be run won't alter the location of this account. This saves you from having to move accounts constantly if you are using the matching rules regularly.
Using the auto allocate function
By default, when you click the Auto Allocate button in the Accounts screen, the matching rules will be applied to all unallocated accounts.
If you would like to run the rules over the entire chart, including accounts that have already been allocated, but except those set to manual mode (see above), click on the dropdown of the 'Auto Allocate' button and select All Except for Manual Accounts.
You can use the 'Auto Allocate' option as many times as required.
