Adding and Editing Client Groups and Entities

The client's page is the home page in Active Ledger and shows you a list of current groups and clients. Client groups and entities organise Active Ledger files. Once an entity has been created an Active Ledger file is automatically added to that entity.

To add a new client, see Knowledge base article: Client.

Entities are grouped by client group as shown in the table below:

Note: Each entity must have a client group and a client group must contain at least one entity. 

Client GroupEntity
Andrews Group Pty Ltd
Andrews Family Trust

Ben Andrews

Benjamin Andrews Superannuation Fund

Mia Andrews
The Winterfell GroupEddard's Holding Company

Diar Wolf Family Trust

Sansa's Hair Dressing

Family Consolidation

Adding a new client group

To add a new client group click on New Client, then navigate to Client Group.

Each client group is required to have a name and an office. Users can also be added as the Partner and/or Manager. 

If you want to restrict access to this client to certain users, select the Restrict access to client checkbox. This will open up an area to add users to a whitelist. After selecting a user from the dropdown, click the Add Selected User button. You can add and delete as many users as required. After completing all the relevant client details, click Add client group.

Editing and deleting client groups

To edit or delete the client group click on the 'cog' icon next to the client group's name as shown below. This will bring up the same screen as shown above. A delete option is now available.

Searching for clients

To make it easier to search for a client, there are several filters available. Firstly, you can choose to search by client name or client code by selecting the relevant option in the dropdown menu directly to the right of the search bar. 

Secondly, clicking on the 'filter' icon will bring up a variety of options to filter the client list. You can filter by:

  • Office
  • Team
  • Partner
  • Manager
  • Entity type

Active Ledger will remember your filter options, so that when you login in again the same filters will still be in place.

Adding a new entity

After adding a client group a new entity can be added to the group. Click on the client group, and on the right-hand side, three options will appear.  Click + Add entity to add the first entity.


The following is a list of field's required to set up a new entity:

Entity Details
CodeThe code will be the one used in your CRM, and will be passed through to the workpapers. It is for your reference only.

Legal NameThe legal name of the entity.Required Field
Trading NameThe most relevant trading name of the entity which will appear on the reports (if relevant). Leave blank if you don't wish to specify one.
Entity TypeThe entity type will change terminology throughout Active Ledger, including in the chart of accounts and reports. If left 'Unspecified', general terminology will be used throughout the application.Required Field
ABNAustralian Business Number.Must be 11 digits
ACNAustralian Company Number (only if the entity type is company)Must be 9 digits
DescriptionThis is for your reference and internal use only for any additional notes about the entity.
Not For Profit
Indicates that the entity is a not for profit.
Consolidated Group (checkbox)
Indicates that this entity is a 'nominal' entity used to represent a consolidated group. For more information on consolidations see the knowledge article: Consolidations.

Report Options
Registered OfficeThe ASIC registered office of the entity. This will be populated into the reports.

Principal Place of BusinessPrincipal place of business of the entity. This will be populated into the reports. 
Principal ActivitiesMain activities of the business. These will be populated into the notes if relevant.
Responsible PersonsIndicates the number of responsible persons. This determines whether reports will use singular or plural expressions when referring to management. Management would include Director for a company, Trustee for a Trust, Proprietor for a Sole Trader etc.
Terms change based on entity type.

Indicates the number of entity owners. This determines whether reports will use singular or plural expressions when referring to the owners. Owners would include Shareholders for a company, Beneficiaries for a Trust, Proprietor for a Sole Trader etc.

Terms change based on entity type.

OfficeSelect which office the entity primarily belongs to. Note only users assigned to that office will be able to view the entity.Required
TeamSelect which team the entity primarily belongs to. Note only users assigned to that team will be able to view the entity.
PartnerThe partner whose name will be included in the Compilation Report by default when generating new reports.
ManagerThis is the client manager of the entity to enable filtering and reporting. 

Editing and deleting an entity

After creating an entity you will be taken straight to the Datasets screen of that entity. To edit or delete the entity return to the client page and click on the 'cog' icon next to the entity's name as shown below:

Next article: Active Ledger Files - a Brief Overview

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