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 file, 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:
Changing rule sets
In the Matching Rules screen, you are also able to change rules sets. It may be the case that your Administrator has set up additional firm-wide rule sets for specific cases. To access any alternate rule sets, click on the Switch to Another Rule Set dropdown menu and select the relevant rule set. From here you also have the option to clear all rules that have NOT been custom created.
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.
Running matching rules
Manual versus auto mode
When an account has been moved to a particular area in the chart using either the 'Drag and Drop', 'Right Click>Insert' or 'Quick Group' methods (for more information on allocating accounts see the knowledge article: Accounts) it's Auto Match Mode will change to Manual. You can also edit an account to change the mode. This means that any future auto allocations that may be run won't alter the location of this account. This saves you from having to move accounts constantly if you are using the matching rules regularly.
Using the auto allocate function
By default, when you click the Auto Allocate button in the Accounts screen, the matching rules will be applied to all unallocated accounts. If you would like to run the rules over the entire chart, including accounts that have already been allocated (except those set to manual mode, see above), click on the dropdown of the Auto Allocate button and select 'All Except for Manual Accounts'. You can use the Auto Allocate option as many times as required.