| 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. Active Workpapers also allow for an account to be tagged against mapping, export and benchmark codes, which the matching rules also cater for. 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.
| Field | Description | Validation |
| Match Type (dropdown menu) | This is to decipher the matching rule type. There are three options:
| Required |
| Match Conditions | ||
| For the Classification (dropdown menu) | Allows a match for an account classification, such as assets or expenses. | Required |
| Find | Is 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 Priority | Select 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.