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Accounts

The Accounts screen is how you configure your client's various chart of accounts into the Reportance master chart, provide custom Header Accounts for reporting purposes and alter the in


On the right-hand side of the screen is a list of accounts that have not been allocated into the master chart. 


Understanding Master Chart

The Master Chart of Accounts comes with a range of default System Headers which cannot be changed. However, you can add additional layers of grouping to enhance the readability of the accounts. Importantly, in the reporting section, you will also have options to hide group details or include them in the Notes, making them a powerful way of managing the amount of detail displayed and giving you the ability to customise a given report. 


To add a Custom Header, select an existing Account Header under which you wish to create the new Custom Header, and go to Options, Add Header.


A Custom Header is distinguished from a System Header (one of the default Headers provided by Reportance) by the fact that it has the drag and drop symbol. A Custom Header can be relocated to another Header account by dragging and dropping (as per for accounts above). You can also rename the Custom Header at any point by clicking on the header and going to Options, Edit Header.


In the image below, the Cash and Cash Equivalents account is a System Header, while the Cash at Bank account is a Custom Header:



Account Options

On the allocated screen, you can select Options against any row to do the following: 

ActionDescriptionHeaderUser-Created HeaderAccount
Add HeaderAdds a user created header immediately underneath the chose header account

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Sort by Account NameSorts all accounts and headers immediately underneath the chosen header by Account Name

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Sort by Account NumberSorts all accounts and headers immediately underneath the chose header by Account Number

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Delete HeaderAllows you to change the name of the Header

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Edit Account*Allows you to edit the details for this account, including the account number and name as shown in Reportance. 
(Further details on this are provided below)


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*Edit Account Options

FieldDescriptionValidation
Account-NoThis is imported from the source. If it is a manually created account it should be a unique value.

Account NameThis is imported from the source. If it is a manually created account it should be a unique value. Required
ClassificationThis field is the standard classification of the account. This is for presentation and easily finding accounts. It does not impact on financial reporting. 
Account TypeAccount type represents the header account from the Master Chart which the account is allocated to. Drop-down box selection of available account types
HeaderThe header account name which this account belongs too. This can be a custom header. Drop-down box selection of available headers
Default DivisionThis is the default division that the account is assigned to. This is useful for reporting on different offices and locations. 
To learn more about divisions see the knowledge article here
Drop-down box selection of available divisions
Default Trading AccountThis is the default trading account that the account is assigned to. This is useful for reporting trading profit and loss accounts or livestock trading account. 
To learn more about tradings accounts see the knowledge article here
Drop-down box selection of available
Consolidate (CheckBox)

ModeAdjust this to control whether auto-match rules should be run on this account, or whether it should be inherited from the header account.
Inherited - The auto-match property will be inherited from the header account 

Manual - Auto-match rules will not be run on the account

Rule - Auto-match rules will be run on this account
Auto Match ModeAdjust this to control whether auto-match rules should be run on this account.
Manual - Auto-match rules will not be run on the account

Auto - Auto-match rules will be run on this account



Allocate, Unallocated Accounts

There are three ways to allocate accounts:


  1. Auto Allocate accounts, which uses a set of rules to automatically allocate the accounts. (Note that these rules can be defined globally by the Administrator and/or on a per entity basis); To auto allocated accounts using the firm default matching rules select Auto Allocate as shown below: 
  2. Drag and Drop, which allows a user to select the account and drag it into place of the left-hand side of the screen; or
  3. Right Click > Insert, which allows a user to select an account from the right-hand side, find the account on the left-hand side, right-click and insert the account above, below or into the account



Drag and Drop Options

For user-created headers and accounts, you can drag and drop these in the allocated accounts table to reposition them within the chart of accounts.


When dragging an account, the placeholder can show one of two placeholders in gray:

  1. An Insert Line - This will reposition the account to the location of the insert line
  2. Highlight the borders of an existing account - this will result in Reportance combining the two accounts and treating them as one. This can always be undone by selecting options, going to Edit Account and selecting unlink of the relevant account which you with the separate.


Accounts that have been moved using the drag and drop method are marked as Manual. Therefore, they will be excluded from any future auto allocations, this ensures that the accounts are not constantly changing. 



Edit Client Default Auto Allocate Matching Rules

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 Reportance package is a large set of standard rules that should automate most allocations, however, you can edit these on both a firm basis and a client basis. 


Note:

The firm rules can only be edited by an administrator. To learn more about editing firm rules see the knowledge article Managing Firm Auto Allocate Matching Rules


To edit the Matching Rules for a single client, you can either go to the Accounts screen and select Manage Rules from the drop-down list next to Auto Allocate button (as shown below) or select Matching Rules from the File settings menu.



Manage Rules

This will take a user to a list of rules which exist. From here they can edit or click on + New Matching Rule to create a new rule. 
Navigating to Manage Rules screen will provide a list of currently available matching rules as shown below. It is important to note, when running Auto Allocate rules will be applied from the top down; i.e. the bottom rules will overwrite the allocation of the top rules. 




Create Instant Rule 

This option allows a user to create a new rule without navigating away from the current page. 


New Matching Rule Options

FieldDescriptionValidation
Match Type
Options: 
Account Name
Account Number
Account Type

Matching Conditions
For the ClassificationEnsure that the rule only applies to specific classes of accounts (i.e. Assets)
FindThis is the keyword to be matched within the selected Match TypeAny string of text
Case Sensitive (Checkbox)Enables the rule to be applied regardless of the case of the account

Search ModeCreates rules around where to look for the keywords within the match type field. (e.g.. Anywhere will look for the string anywhere within the Account Name)
Options: 
Anywhere
Begins With
Ends With
Entire
Apply to all accounts, including manually set ones (Checkbox)This will ensure any manually created accounts (Can be created through journals) will also be matched
Link To 
null Header
Specifies the header name the account will be linked tooDrop-down selection. Options will depend if the user has inserted new Headers.
Account TypeSpecifies 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.
Drop-down selection. Options change depending on the header selected. 


To save the Matching rule click Save Matching Rule you can also save and run the rule by selecting the Run Rule Now button.


By default running the Run Rule Now will allocate set the mode of the account allocation to Auto. This means that if you do not drag and drop the account after allocation any future auto allocations that may be run will alter the location of this account (Only relevant where rules have been created) 
You can change this by selecting 'Manual' from the Auto Match Mode property drop-down box in the account settings


Below is an example of a matching rule. 







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