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 rules on both a firm basis and an entity basis.
Note: The firm rules can only be edited by an Administrator. To learn more about editing firm rules see the administrator guide: Managing Firm Default Matching Rules.
Editing 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 the Auto Allocate button (as shown below) or select 'Matching Rules' from the File Settings menu in the top right of any screen.
This will take you to a list of rules which exist. From here you can edit existing rules or click on + New Matching Rule to create a new 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.
New matching rule options
|Match Type||Three options: |
- Account Name
- Account Number
- Account Type
|For the Classification||Ensures that the rule only applies to specific classes of accounts (i.e. Assets)|
|Find||This is the keyword to be matched within the selected match type||Any string of text|
|Enables the rule to be applied regardless of the case of the account|
|Search Mode||Creates 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).||Four options:|
- Begins With
- Ends With
|Apply to all accounts, including manually set ones (checkbox)||This will ensure any manually created accounts (created through journals) will also be matched.|
|Link To |
|Specifies the header name the account will be linked to.||Options include all system and custom headers.|
|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. |
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 set the mode of the account allocation to 'Auto'. This means that if you do not move the account after allocation any future auto allocations that may be run will alter the location of this account (this is only relevant where rules have been created). You can change this by selecting 'Tag as Manual' from the drop-down menu to the right of the Run Rule Now button.
Below is an example of a matching rule:
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.