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Managing firm default matching rules

Article Objective: To assist admin users in navigating the Admin Centre within Active Ledger & Reporting to manage the firms default matching rules.

Context: The 'Auto Allocate' accounts feature uses a series of rules, called matching rules, which 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 on both a firm basis and a client basis. 

For more information on editing rules at a client level, see the knowledge article: Accounts - overview.

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


Accessing the Admin Centre 

Navigate to the Active Platform home page.

Click on your name icon and press Admin Centre.


Click on Ledger & Reporting Admin.   

Click on Matching Rules to open the matching rule sets. 

From here, the below screen will appear. 

Creating and editing default firm auto-allocate matching rules

Select the Default matching rule set.  

Navigate to the Matching Rules tab. From here, you can edit a rule by selecting the edit icon to the right of the rule or create a new matching rule by clicking on + New Matching Rule. 

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. 

Whether you choose to edit or create a matching rule, the below options will be available.

Match Field (dropdown menu)This is the field you want to rule to match against.  

There are three options: 
  • Account Name
  • Account Number
  • Account Type
Matching Conditions
For the Classification (dropdown menu) Ensure that the rule only applies to specific classes of accounts (i.e. Assets).Required
FindThis is the keyword to be matched within the selected Match Field. This can be any string of text.Required
Case Sensitive
The find condition can be made case sensitive by clicking the 'Case Sensitive' box. Leave unticked for a more accurate match.
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.
Apply to all accounts, including manually set ones (checkbox)Will apply the rule to all accounts coming into Active Ledger, 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
Limit to Entity Type (dropdown menu) If you wish for the rule to only be used in a specific entity, use the dropdown menu to make this selection accordingly. The default option will be to 'Use for all Entity Types'. Required
Link To 
Header (dropdown menu)
Specifies the Header name the account will be linked to. Optional
Account Type (dropdown menu) Specifies if the account should be added to a sub-account of a Header account. If left blank, it will be allocated to the Header account.

To save the matching rule, click Save Matching Rule at the bottom of the screen. 

Adding a new rule set

If you want to create an entirely new rule set, click + New Rule Set

This will take you to the below screen where you can fill out the rule set name and description. Additionally, if you wish for this new set to be the default rule set moving forward, select the checkbox for 'Default'.     

From here, you can navigate to the Matching Rules tab and add new matching rules by clicking + New Matching Rule and following the steps above.     

Note: We generally recommend that you attempt to edit the Business Fitness Default rules first, as the majority of accounts should already be auto allocated under this rule set. However, if this is proving to not be the best practice for your firm, add a new rule set as above.

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