How to customise account type matching rules

Article Objective:  To assist admin users in navigating the Admin Centre within Active Workpapers to customise the default matching rules for accounts. This ensures a tailored and standardised solution is developed for the specific firm.  

Context: Matching rules assist in the conversion process of accounts from client accounting files to Active Workpapers. They are rules which are used to define how to automatically allocate an account into the master chart of accounts. 


Active Workpapers drives different functionality based on account types and therefore it is important that all accounts coming from different sources can be captured and classified appropriately when entering Active Workpapers. 

Please refer to the Glossary for definitions of key terms used in this article. 

Accessing the binder settings Admin Centre 

Navigate to the Active Platform home page.  



Click on your name icon and press Admin Centre. 



Click on Binder Settings under the Workpapers banner. You will be taken to another webpage.




Click on the Manage Firm icon on the left-hand menu.  



Click on Matching Rules under the Binders banner. The Active Platform ships with a standard set of matching rules as below.

 



Adding new matching rules


In this example, a matching rule will be created for a Stripe bank account to allocate this to a Cash and Bank Balances Account Type.


Click on + New Matching Rule.



Select whether you would like your rule to search by account name, code or type.


Hint
: Account name is the most common way to match an account.



The following fields will be available for completion. 


FieldDescriptionValidation
Match Type (dropdown menu)This is to decipher the matching rule type.

There are three options: 
  • Account Name
  • Account Number
  • Account Type
Required
Match Conditions
For the Classification (dropdown menu)Allows a match for an account classification, such as assets or expenses. Required
FindIs where you type the phrase for the system to find the account. Required
Case Sensitive (checkbox)The find condition can be made case sensitive by clicking the 'Case Sensitive' box. Leave unticked for a more accurate match.Optional
Search Mode (dropdown menu)Relates to where in the account name the system should search for your phrase. Anywhere will tell the system to find the phrase 'Anywhere' in the account name, whereas 'Begins With' will only recommend the worksheet against an account that begins with the phrase.Required
Apply to all accounts, including manually set ones (checkbox)Will apply the rule to all accounts coming into Active Workpapers, including ones that have been manually set. Tick the box if you wish to override manually set account types with this rule to enforce consistency.Optional
Link to
Account Type (dropdown menu)Where the account type you wish for the account to be allocated to in Active Workpapers is to be set.Optional
Standard Header (dropdown menu)This is the standard header account you wish to link the matching rule to.Optional
Link Taxonomy (checkbox)Where the account can be linked to a taxonomy area for tax reporting. Link to the Cash and Bank Balances taxonomy.Optional
Primary Production (checkbox)If the account you are creating a matching rule for is Primary Production related, tick this box.Optional
Non Taxable (checkbox)If the account you are creating a matching rule for is non-taxable, tick this box.Optional
Risk PrioritySelect the risk priority of the account from Low to Critical, and this will display within the worksheets for this account. For example, a legal expenses account may be deemed to be High Risk due to the varying tax treatments available.Optional
The below fields are only relevant if users have the 'External Reporting' feature enabled at a firm level
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
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

Once the above details have been completed, select Save.    



The matching rule has now been created. Add as many matching rules as your firm requires to increase standardisation and consistency of Workpaper binder preparation.    

 

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