CASEWARE WORKING PAPERS

Transcription

1 CASEWARE WORKING PAPERS VERSION 2008 USER GUIDE

2 Before You Start Copyright and Trademark Notices Copyright CaseWare International Inc. ( CWI ). All Rights Reserved. Use, duplication, or disclosure by the United States Government is subject to the restrictions set forth in DFARS (1)(ii) and FAR Notice to U.S. Government End Users. This publication and the related computer software was developed exclusively at private expense and for the purposes of U.S. acquisition regulations the related computer software is commercial computer software subject to limited utilization ( Restricted Rights ). This publication may only be copied and otherwise used as permitted in the applicable license agreement and, subject to the express terms of such license, use of this publication is subject to the following terms and conditions: All copyright and other proprietary notices must be retained on every copy made. CWI has not conferred by implication, estoppel or otherwise any license or right under any patent, trademark or copyright of CWI or of any third party. This publication is provided as is without warranty or condition of any kind, either expressed or implied, including, but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or noninfringement. This and related publications may include technical inaccuracies or typographical errors. Changes are periodically made to CWI publications and may be incorporated in new editions. CWI may improve or change its products described in any publication at any time without notice. CWI assumes no responsibility for and disclaims all liability for any errors or omissions in this publication or in other documents, which are referred to within or linked to this publication. Some jurisdictions do not allow the exclusion of implied warranties, so the above exclusion may not apply to you. Should you or any viewer of this publication respond with information, feedback, data, questions, comments, suggestions or the like regarding the content of any CWI publication, any such response shall be deemed not to be confidential and CWI shall be free to reproduce, use, disclose and distribute the response to others without limitation. You agree that CWI shall be free to use any ideas, concepts or techniques contained in your response for any purpose whatsoever including, but not limited to, developing, manufacturing and marketing products incorporating such ideas, concepts or techniques. This publication is distributed internationally and may contain references to CWI products, programs and services that have not been announced in your country. These references do not imply that CWI intends to announce such products, programs or services in your country. Product names, logos, designs, titles, words or phrases within this publication may be trademarks, service marks, or trade names of CWI or other entities and may be registered in certain jurisdictions. Printed and bound in Canada.

3 Table of Contents Getting Started...1 Introducing Working Papers...1 Starting Working Papers...1 Using Tracker (formerly the Engagement Manager)...2 Synchronizing files...2 Using the Program...5 Navigating your file...5 Changing Preferences...5 Using the Document Manager...6 Organizing the Document Manager...7 Viewing and Locating Documents...8 Working with Docking Frames...9 Creating Docking Frames...9 Hiding Docking Frames...9 Customizing Browse Windows...9 Arranging or hiding columns in a browse window...9 Resizing columns in a browse window...10 Restoring columns to their default state...10 Folding columns in a browse window...10 Sorting in browse windows...10 Grouping in browse windows...10 Printing...11 Using print preview...11 Printing a document...11 Printing a Batch of Documents...11 Saving in Different Formats...12 Overview to saving as HTML...12 Saving a Client File as HTML...12 Saving a document as HTML...12 PDF (Portable Document Format) documents...13 Creating Custom Templates...16 Creating Map Numbers...17 Creating Group Numbers...18 Creating calculated group numbers...19 Using XBRL in the template...20 Creating the New Template...21 Creating a Client File...22 Completing the Engagement Properties...25 Managing the File...27 Using Passwords...27 Setting up Users and Positions...28 Specifying Access Rights and Users...29 i

4 Creating groups and access rights Assigning users to groups Allocating the Work Using Sign Out/Sign In Using Check Out/ Check In Lockdown K...36 Locking Down a Client File Changing the Lockdown Parameters Locking Down a File after the Document Completion Date Lockdown File State Unlocking a Locked File Relocking a Client File Adding Documents to a Locked File Templates and Lockdown Monitoring Lockdown Entering Data...44 Importing your Client's Data Entering your Client Data Manually Inputting Write-up Journal Entries Using the Working Trial Balance Entering Account Information Other Working Trial Balance information Mapping Accounts Annotating the Working Trial Balance Entering tickmarks Entering Adjusting Journal Entries...56 Using the Documents...60 Working with Documents and Folders Working with Automatic Documents Customizing Automatic Documents Annotating Documents Comparing using History and Milestones Managing Work using Issues Customizing the Issues Pane Working with Specific Documents...72 Using Leadsheets Building leadsheets based on the Report setup Using Summary and Sub-leadsheets Using supporting leadsheets Performing Account Reconciliations Manual Reconciliation document Automatic Reconciliation Document Using the Trial Balances Using Programs and Checklists Using Journals and Ledgers Creating Spreadsheet Working Papers Viewing the Summary of Unadjusted Errors Reviewing the Diagnostic Documents ii

5 Creating Memorandums...85 Analyzing an Account...86 Performing Ratio Analysis and Analytical Review...87 Using the Financial Ratio document...88 Producing Draft Financials...91 The Basics...91 Organizing the Report Setup...92 Formatting the Appearance of Data...93 Totaling and sub-totaling accounts...95 Calculating the Percentage of Sales...96 Formatting the Draft Statement of Cash Flow...97 Creating Consolidations and Combinations Features of the Consolidation Function How to Set up a Consolidated file Real-time Consolidation Batch Consolidation Processing the Consolidation How the Entity Structure Works Getting Ready for Next Year Cleaning up your Client File Year-end Close Exporting Client Data Reference Keyboard Shortcuts Getting Help iii

6

7 Getting Started Introducing Working Papers Working Papers is designed to automate the entire working paper file quickly and efficiently. With Working Papers, you can easily add account properties, such as leadsheet groupings, analytical review classifications, and tax linkages. Working Papers creates smart financial statements and is designed to allow the firm to set standards while allowing the user to customize statements to meet the needs of a specific engagement. Working Papers accommodates journal entries of any description or type so you can automatically create different reports and working papers. For simple write-up clients, you can directly enter all types of transactions and even perform automatic bank reconciliations. For more complex work, full consolidation, foreign currency translations, and fund accounting features are available. As data is entered, all Working Papers are instantly updated making Working Papers a comprehensive "real-time" working paper system. Starting Working Papers 1 From the Windows Start bar, select Programs. Locate the listing for the Working Papers program. Tip To launch Working Papers quickly, double-click the Working Papers icon on your desktop. It looks like this: 2 In the list of files, highlight the client file you wish to open. To locate the file manually, select More Files, click OK, and browse to locate the file. Double-click the client file's name. If you have not yet created any client files, see the section on creating a client file for more information. Selecting a file from one of the supported accounting packages, such as QuickBooks, launches the Create a new client file from client data wizard to guide you through creating your client file. 3 If protection is turned on for the file, the protection login screen appears. Type in your User ID and password. Click OK. If this is the first time you have opened any Working Papers client file, and protection is not turned on, the User Identification dialog appears. Type in your user identification information, or select it from the list of existing users, and click OK. Before opening a client file from a previous version: 1

8 Once a file is opened in the most current version of Working Papers and converted, it cannot be opened again in the previous version. With this in mind, we recommend that you make backup copies of all client files from previous Working Papers versions prior to opening them in this version. To make a backup copy, copy the data folder from the program folder of the previous version of Working Papers and store it in a safe place. Remember that compressing the files prior to copying them saves network space in your storage area. Check our website for information on the version you are installing and the latest news on enhancements to the program. Using Tracker (formerly the Engagement Manager) Tracker (formerly the Engagement Manager) can be used for creating and managing client files. Using a feature called the store, Tracker gathers client file information and presents it in a useful list so that users can locate and open client files easily. Each file appears in Tracker showing its name and enough information to identify it from other files listed. The information displayed includes file name and location information, as well as other details found in the client file, such as Number (Company number) and Type (Engagement type) from the Engagement Properties, and information on when the file was created and last modified. There are several ways to customize Tracker: To sort by any column, click the header. A triangle shows whether the sort is ascending or descending. Certain columns, such as Type, are set to group rather than sort in the browse. Grouping also sorts. To change the display order of a column or group, right-click the column's heading box and use the Reorder Columns dialog to move the columns around. To hide a column heading, right-click the column heading and select the column to be hidden from the list. Once hidden, columns can be unhidden by right-clicking the column header again and selecting the column to display from the list of hidden columns. Some columns are hidden by default. Opening Tracker On the File menu, select Tracker. Synchronizing files Synchronization matches up data between the shared data store and the personal (workstation) data stores. Synchronization allows data on multiple computers that are connected to one shared data store to be updated simultaneously. You can see the status of synchronization by checking the lower right corner of the Working Papers screen. Icon Disabled Offline Meaning The central data store is not working. Either the personal or the shared data store could not be created. The central data store is working and has a personal data store, but the shared data store is not available. That means files are showing but information will not synchronize with other personal data stores. Possible causes: the server is missing or the drive is not mapped, etc. 2

9 Icon Online Synchronizing Meaning The central store is working, has a personal data store and the shared data store is available. The shared and personal data stores will synchronize data. The central data store is working, has a personal and shared data store and is actively synchronizing data between these stores. The personal data store synchronizes with the shared data store on program startup or when the shared data store becomes available if the network was offline. Synchronization occurs in the background. 3

10

11 Using the Program Navigating your file Working Papers provides toolbars providing shortcuts to common actions and navigation tools for moving around your client file. Use the Navigation toolbar to jump to the Working Trial Balance, Adjusting Journal Entries screen, Other Journal Entries screen, and the Issues Pane quickly and easily. Use the Context toolbar to set the desired context for the client file and the current active reporting period. These controls can be used to limit what and how information displays. There are 2 controls on the Context toolbar: the Context entity selector and the Global context period selector. Other toolbars provide shortcuts to navigation and common actions: The Command toolbar provides shortcuts to functions such as opening, closing, or creating new client files. Other features include options available while in a particular document or browse window. The Document toolbar provides one-click access to document and folder creation and modification of related properties. The Browser toolbar provides an easy way to both navigate Working Papers and to access and control documents on the Document Manager. Toolbars can be moved and re-sized as needed. By default toolbars are located below the menu bar. To move a toolbar onto the active window, click and drag the toolbar to the desired location. Toolbars that are moved away from the menu bar act as floating toolbars that are always "on top" when opening or closing document windows. Changing Preferences 1 On the Tools menu, select Options and then click General. 2 Make your selections to set functionality and default folder locations. See the online help for more information. 3 Click OK. 5

12 Using the Document Manager The Working Papers Document Manager is a dynamic list of documents that make up a client file. These documents can be modified and an unlimited number of new documents can be added. The Document toolbar provides one-click access to help you create and modify the documents in your working paper file. These actions may also be performed using the Document menu. Documents can be organized in folders. Folders can be opened and closed. New folders and documents can be created and properties of existing folders and documents can be changed. The Document Manager is the first window to display whenever a new file is created or an existing file is opened. The title bar always lists <Client Name> - Working Papers [- <current window name if maximized>], for example, "CW Working Papers - [Document Manager]". This shows the client name on the task bar, and also ensures that the client name is always visible. Documents with the icon are CaseView documents. Double clicking the document launches CaseView and opens the document. Tip The keyboard shortcut to open and collapse a single folder on the Document Manager, with the cursor on the folder is ALT + Right Arrow. To open all the folders at that level at once, use ALT+SHIFT+Right Arrow. Viewing the status bar On the View menu, select Status Bar. A check mark beside the menu item indicates that the Status Bar is currently displayed. 6

13 Organizing the Document Manager Selecting items on the Document Manager Here is how to select various items on the Document Manager: To select A folder or document Two or more items in sequence Two or more items out of sequence All items on the Document Manager Windows Click the folder or document. 1 Click the first folder or document you want to select. 2 Press and hold SHIFT while you click the last folder or document in the group. Press and hold CTRL while you click each folder or document. Clicking an already selected item deselects it. Use Edit Select all or CTRL+A. Moving Items on the Document Manager Whenever you drag a folder, you drag its contents as well. If you drag a folder to a folder icon, the folder (and all its contents) is inserted into the target folder. If you drag a document to a folder icon, the document is inserted in that folder. Shuffling a line or group of lines up or down Select the line or group of lines you want to move. To shuffle Windows Or choose Up one line CTRL + UP ARROW Shuffle Up from the Edit menu Down one line CTRL + DOWN ARROW Shuffle Down from the Edit menu Up one page CTRL + PAGE UP N/A Down one page CTRL + PAGE DOWN N/A Tip Use the Shuffle Up and Down command to move items on the Document Manager, Report setup, and in several automatic documents including Programs and Checklists and Spreadsheet Analysis documents. Copying Items on the Document Manager As the designer of a template, it may be necessary to create two or three documents of the same document type each with a different Format. The easiest way to accomplish this is to copy one document two or three times. The copy feature automatically assigns a new number to each newly created document while retaining the properties of the original document. Once the document is copied, right-click each instance of the document and select Properties to customize it. Viewing users' initials on the Document Manager 1 While the Document Manager is the active windows, on the View menu, select Reorder Columns. 7

14 2 Under Hidden Columns, select the users whose initials you want to display on the Document Manager. For example, to view reviewer's initials, select "Reviewed by". To view the initials of whoever checked out a document, select "Checked out by", and so on. 3 Drag the users to the Active Columns box and click OK. Tip If you make a mistake, click Default to return to the original appearance of the Document Manager. Viewing issues on the Document Manager 1 While the Document Manager is the active windows, on the View menu, select Reorder Columns. 2 Under Hidden Columns, select either Issues (to show all issues) or Uncleared issues (to show only issues whose Cleared check box has not been ticked). 3 Drag the column to the Active Columns box and click OK. Tip If you make a mistake, click Default to return to the original appearance of the Document Manager. Viewing and Locating Documents Viewing a Document Double-click the document. The document appears in a new window. Finding a document on the Document Manager 1 Click the Document Manager to make it the active window. 2 On the Edit menu, select Find. 3 In the What box, enter the number of the document you want to Find. If preferred, enter text found in the title of the document. 4 In the Where Box, select Document Number. If looking for text, select the field Name. 5 If looking for text, in the Match box, select "Any Text". 6 If the document exists, the selection bar on the Document Manager moves to the document. To close the dialog, use ESC. To find the next instance of the selection, use F3. Jumping to a document 1 On the View menu, select Go To, and then Document/Jump Code. 2 Enter or select the Jump Code in the Document Number/Jump Code box, or select a program area from the list. 3 If the document exists, it opens. 8

15 Working with Docking Frames Using docking frames is another way to be able to view and manage Documents in Working papers. Users can dock any document that can be hosted by within Working Papers such as automatic documents, Word or Excel documents, HTML pages, etc. At present, CaseView documents cannot be docked in a Working Papers frame. Creating Docking Frames 1 Open the client file. 2 Open the document you wish to dock as a frame. If docking an external document located on the Document Manager, drag the document from the Document Manager to the address bar located on the Browser toolbar. 3 Click the document so it is the document in focus and on the Windows menu, select Docking View. This docks the document as a frame. The window can be arranged or resized on screen by dragging it with the mouse. 4 To save the layout of the frames so that they will be the default when opening the files, from the Windows menu, select Save Layout. Any docking panes containing Microsoft Excel or Word documents must be closed prior to closing and compressing a file. Hiding Docking Frames To turn off (hide) the frame, right click the bar within the frame, and pick hide, or while on the Document Manager, on the View menu, select Toolbars, and deselect the document from the list. Customizing Browse Windows A browse window is any input screen that has a maximize and a minimize button. Examples of browse windows are the Working Trial Balance, Mapping screen, Spreadsheet working papers, Tickmarks, Ratio Analysis, and Program and Checklist documents. Browse windows can be customized to make them easier to use. Arranging or hiding columns in a browse window 1 From the View menu, select Reorder Columns. 2 In the Active Columns box, select the column(s) you want to move or hide. The Hidden Columns box lists any columns that will not display in the browse window. 3 Do one of the following: To move the column(s), drag the selection to the new location. To hide the column(s), drag the selection to the Hidden Columns box. For the Document Manager, the Name column cannot be hidden. 4 Repeat steps 2 and 3 until the browse window appears in the order you want. 5 Click OK. Tips 9

16 To display or hide a column quickly, position the insertion point over the column and click the right mouse button to access a list of column arrangement options from which to choose. If you make a mistake, click Default to return to the original order of the browse window. Resizing columns in a browse window 1 Position the insertion point on a vertical line between two columns. 2 Click and drag the vertical line to the left or right until the column has attained the appropriate width. If a column has reached its maximum width, any further expansion to the right is not permitted. 3 Release the mouse button. The column adjusts in size accordingly. Restoring columns to their default state On the View menu, select Restore Columns. The columns are restored to their default positions. Folding columns in a browse window To apply a fold line, click the right mouse button on the desired solid vertical line between columns. When a browse window is "folded", the scrollable region is limited to any information to the RIGHT of the fold line. To fold or unfold a browse window, on the View menu, select Fold. Sorting in browse windows Click the header of the column that you want to sort the browse window by. The column automatically sorts in ascending order. Click it a second time to sort in descending order. Clicking a third time restores the default sorting of the browse. If the column selected has a limited set of available values, for example, the map number column, when the header is clicked the second time, the information in that column automatically groups instead. Grouping in browse windows Where fields in any browse window, including the Working Trial Balance and Account setup, have a drop down list or a limited set of possible values, clicking the column header to sort by that field automatically groups the browse window by that field. Other key combinations work on grouping in the following way: Use Keys When and where And Working Papers Shift + Click On field headers accumulates sorts and groups. Shift + Click On a field already grouped changes the sort order within that group 10

17 Use Keys When and where And Working Papers Shift + Click While opening or closing a group header closes all the group headers at that level or below. When switching groupings, the group(s) for the currently selected record automatically opens, with all others closed. Click to open a group and to close it. Printing Using print preview Use the Print Preview tool on the Command toolbar to display a document as it will appear when printed. Documents can be previewed from 50% to 200% of their original size. Select a percentage on the View menu to change the size of the display. You can print from the Print Preview window by choosing Print from the File menu. Print previewing a document 1 Click a document to make it the active window. 2 On the File menu, select Print Preview. You can print from the Print Preview window by choosing Print from the File menu. Enlarging or reducing documents when in Preview Do one of the following: To enlarge the document, when the magnifying glass is displayed, click mouse button until the preview is the appropriate size. To reduce the document, click the right mouse button when the magnifying glass is displayed until the preview is the desired size. The document can be previewed from 50% to 200% of its original size. You can also specify a magnification percentage using the Zoom Control tool. Printing a document Before you can print a document, one of two things must occur. While in the Document Manager, the selection bar should highlight the document. Alternately, the document can be open and the document window active. 1 On the Document Manager, select the document(s) to be printed, or click an open document window to activate it. 2 On the File menu, select Print and click OK. Tip To print the contents of a folder, select the folder and click. Printing a Batch of Documents Use batch printing to print multiple working paper and CaseView documents in one motion. The printer selection is document specific in CaseView and program specific in 11

18 Working Papers. During a batch print, Working Papers prints all automatic documents from the default printer specified for Working Papers and prints all CaseView documents from the individual printer specified for each CaseView document. 1 On the File menu, select Print Batch. 2 For all documents you want to print, select the check box to the left of the document. Blank check boxes are excluded from the batch print. Click Select All to print all documents on the Document Manager. To exclude all documents from the batch print, click Deselect All. 3 Click OK. 4 In the Print dialog, specify the Number of copies and click OK. Tip When CaseView documents are included in the batch, CaseView printing settings are used. Open and close folders to locate specific documents to print. Enable a folder check box to print the complete contents of the folder. Saving in Different Formats Overview to saving as HTML Working Papers allows users to create an HTML file of the current client file. Working Papers generates an HTML page that looks like the Documents screen of the program. Each automatic or CaseView document associated with the file is also created as a linked HTML page that can be accessed by clicking the icon on the screen. If the client file saved contains any graphic images (.bmp files), the images save separately from the text portion of the file (usually as.jpg files). In order to view the HTML version of the file properly, the user must keep the HTML pages that Working Papers creates and the graphic files in the same directory so that the HTML code can reference the pictures and display them properly. Working Papers also allows a single document to be saved as HTML. For more details see Saving a Client file as HTML or Saving a document as HTML Saving a Client File as HTML 1 With the cursor on the Document Manager, on the Engagement menu, select Save as Web Pages. 2 Browse to the folder in which the client file will be saved. Type in a name for the file. Click OK. Working Papers creates HTML versions of each of the working papers and CaseView documents and saves them all in a single folder. This process may take a few minutes. When a document, which contains a character that is restricted in HTML (such as? \ / or :) is saved as HTML, Working Papers replaces these characters with a! mark. Documents containing * cannot be converted to HTML. Saving a document as HTML 1 Place the cursor on the single document to be saved as HTML. 12

19 2 On the Document menu, select Save as Web Page. 3 Select a path for the file and give the file a name. Click OK. Working Papers saves the file as an HTML document. If the document saved contains any graphic images (.bmp files), the images save separately from the text portion of the document (usually as.jpg files). In order to view the HTML version of the file properly, the user must keep the.htm file that Working Papers creates and the graphic files in the same directory so that the HTML code can reference the pictures and display them properly. When a document, which contains a character that is restricted in HTML (such as? \ / or :) is saved as HTML, Working Papers replaces these characters with a! mark. Documents containing * cannot be converted to HTML. PDF (Portable Document Format) documents If you are sending documents to clients, sending them in PDF format is a wise choice. PDF stands for Portable Document Format. A PDF file is a true copy of the document showing all the formatting and images. Viewers can zoom in to see fine details in graphics and small print. Using this command you can convert to PDF any document on the Document Manager. Once converted, the PDFs can be sent by as PDF attachments and opened by the client. To view PDF files, the recipient does not have to have Working Papers or CaseView installed to see the file. The recipient needs only the Adobe Reader program which is available as a free download from Setting Security for PDF documents When creating PDF documents, you can use password security to control who has access to the PDF and the kind of access they have when they open the document in PDF software applications. This security applies only to the PDFs generated from Working Papers and travels with those documents. It is completely separate from the Protection rights and levels set in Working Papers and has no relationship to Working Papers' protection. There are two passwords that may be used. The first controls who can change the security permissions and is called the Owner password in Working Papers. In Adobe this is called the Permissions password. Anyone with this password who opens the document in PDF-creation software can change the permissions for other users at any time. It is recommended that the owner password be set on all financial statements published in PDF format as a minimum. The second password controls who can open the document and the changes or activities that user may carry out in the PDF software. It is called the User password in Working Papers and the Document Open password in Adobe products. The two passwords may be the same, though this is not the best choice. If they are the same, then by entering the password to open the document a user can enter the document security settings without reentering the password. He has full rights to the document just by entering the "document open" password. The security settings and passwords should be set up each time the document is produced. If the PDF document is regenerated from Working Papers and the new copy overwrites the previous one, it overwrites any security settings enabled on the previous document. 13

20 If you forget the passwords, they cannot be retrieved. Therefore, record the password(s) chosen in a log and store it in a safe location. Saving a document as PDF 1 Select a document. To select multiple documents, hold down the CTRL key while clicking. Entire folders of documents may be printed by selecting the folder. If no selection is made, Time assumes that you want to convert every document on the Document Manager to PDF. 2 Choose Document Save as PDF File. 3 Click Browse and select a destination directory for the PDF file(s). The default is the My Documents folder. 4 If you have selected to print an entire folder or the contents of the Document Manager to PDF, confirm or cancel your choice. 5 When saving multiple documents, select the Merge PDF files check box if you wish to create a single PDF file containing all the documents. 6 If desired, use PDF Security Options to prevent recipients of the PDF documents who have PDF creation software from editing data in the PDF files. a Check the box beside PDF Security Options. b Enter the password for the owner of the document. The owner is the person who has full rights to modify and update the document. c Confirm the owner password by re-entering it in the confirmation box. d Click the User password drop-down list and select None To allow any user to open the PDF document without having to enter a password. Users will not be able to change document security unless they also have the "Owner" password. Same as owner password Specify new password To require users to enter a password to open the PDF document. This same password will allow all users to access the Password Security settings in their PDF creation software, thus making them able to change access rules for the file. Select this when distributing the file only to other "owners" of the file. To have separate passwords for document launching and for accessing the PDF document security in the PDF creation software. Select this when you want to permit a specific group of users to open the file but to keep them from changing document security. e f Select the activities that users who open the file will be allowed to do by checking the box beside a selection. Clearing a box bars users from the action, graying out menu commands and toolbar buttons associated with the activity in the PDF-writing software. Enable printing Enable document modification Enable copying text and graphics Enable modifying notes When checked, this allows printing to a physical printing device only. Trying to reprint, redistill the PDF to a separate PDF under a new name in hopes of getting around the security settings is not allowed. Document modification includes touching up text, graphics and other objects in the PDF. It is recommended that this box be cleared to prevent recipients from altering financial documents. If checked, users will be able to drag across the document, copy the selection and paste it into third party software. If checked, users will be able to add notes and change notes attached to the document by the owner or other users. Record the password(s) chosen and store in a safe location. If you forget a password, it cannot be retrieved. 14

21 7 Click OK to process the document(s). The new file does not become part of the client file, although it can be added to the client file by dragging and dropping it onto the Document Manager. Exporting a batch of documents as PDF 1 On the File menu, select Export and then Batch PDF. 2 Click the New button next to the Export set drop-down box. Enter a name for the export set you are about to create. If you have already created an export set and wish to reuse it, select it from the dropdown list. 3 Working Papers supplies a default PDF document name in the right pane. You can use this name or highlight it and then click the Properties button to change it. When exported, a single PDF is created for each top-level listed in this dialog. 4 In the left pane which shows all the documents on the Document Manager, select a document to include in the PDF. Click Add to add the document to the proposed PDF. Repeat this step for each document to be included in the first PDF document. Multiple files can be selected by clicking while holding down either the CTRL or SHIFT keys. Each document included in the PDF document is indicated with a red check mark. 5 Drag each of the documents into the order they should be in the final PDF. In the PDF, the documents are included in the order specified, with page breaks inserted between documents. 6 If desired, click New to create another PDF document. Repeat the steps above to specify and order the contents for that PDF document. 7 To export the PDF document(s), click Export. In the Directory Name box, enter the path to the directory where the export files are to be placed. Use the Browse button to locate the directory. Click OK. 8 To save the PDF document(s) you have created here for future use, click the Save button. To delete an export set, right-click it and, from the menu, select Remove. 15

22 Creating Custom Templates To ensure that all the client files your firm creates conform to your firm standards, you may want to create a firm template that users can base all their new files on. Creating a template can save hours of costly set up time for individual firm client files by providing a customized structure to base the client file on. The first step in creating a template is to start with a file. Once created, the client file is then customized according to the firm's standards and needs: Master chart of accounts In creating a Working Papers template for use across a wide range of clients, it is desirable to have a master chart of accounts. Working Papers has provided this by way of map numbers. The Mapping database permits the creation of a master chart of accounts that is common to all client files while still maintaining the client specific chart of accounts. When linking the chart of accounts to CaseView documents, account mapping presets the financial statements by map number. Because the map number is independent of the client s chart of accounts, account mapping ensures that a minimum amount of modification to the final financial statements is required. Leadsheets and groups Part of customizing the Working Papers template involves making any necessary modifications to the default Mapping database. You can also modify the default set of leadsheet numbers to ensure they conform to your firm standards. Leadsheet numbers are then assigned to map numbers in the Mapping database to complete the customization of the Working Papers template. Standardized Documents You can add whatever standard documents are needed for the template to the Document Manager prior to elevating the master file into a template. For more information on creating documents for your template, the section on Documenting your work, later in this guide. XBRL setup In addition, Working Papers allows the use of XBRL tagging used in conjunction with map numbers to automate the process of creating exchangeable information from the client file in XBRL format. The XBRL setup should be done in the template to save having to reassign taxonomy elements to your client information for each individual client file. This can also save much time if your template includes CaseView documents which also need to be tagged with XBRL taxonomy elements so that the documents can be published as XBRL instance documents. Once the customization is complete, the file is then elevated to template status. 16

23 Creating Map Numbers For consistency across client files, the Mapping database must accommodate the greatest number of accounts possible. As we have provided a default Mapping database, it should only be necessary to modify existing map numbers. To view the default Mapping database: 1 On the Account menu, select Assign Mapping Numbers. 2 To view the attributes of any map number, right-click it and select Properties. Creating or adding map numbers 1 On the Account menu, select Assign Mapping Numbers. 2 Right-click Mapping Numbers pane and, on the menu, select New Mapping Number. 3 Fill in the desired properties for the new map number. 4 Click Add to add the map number. Click Cancel to exit the dialog without adding the map number. Deleting map numbers 1 On the Account menu, select Assign Mapping Numbers. 2 Select the map number to be deleted. 3 Right-click Mapping Numbers pane and, on the menu, select Delete Mapping Number. 4 When all desired map numbers have been deleted, click Apply to make the changes to the Mapping database. Clicking OK both applies the changes and exits the dialog. Clicking Cancel exits the dialog without applying the changes. Creating calculated map numbers 1 On the Account menu, pick Assign Mapping Numbers. 2 In the right pane, right-click and select New Mapping Number. 3 Type in the number you want the calculated Map number to use. 4 From the Behavior pull-down list, select Calculated. 5 Under the calculation line, enter the map numbers (separated by commas) or the range of group numbers (separated by "..") to be included in the calculation. 6 Fill in the rest of the map number's properties as required. 7 Click OK and then click OK again to close the Assign Mapping dialog. 17

24 Accounts cannot be assigned to a calculated map number. However, if you have balances showing in the Assign Mapping dialog, the calculated balance displays. These balances also display in any CaseView browse that includes this map number. Calculated map numbers can be used only in CaseView reports and the following automatic document formats: Financial statements - Balance sheet and Financial statements - Income statement. Calculated map numbers do not work in any other automatic documents. Modifying the structure of map numbers By default, map numbers appear left aligned when viewing the Mapping database or any automatic documents detailing map numbers. Working Papers provides a Mapping Mask that permits you to change the appearance of map numbers to a right alignment or alternate layout. Modification of the map number structure has implications for the Assign Mapping dialog and other program areas. It is not necessary to modify the Mapping Mask unless you are implementing map numbers that are different from the default Mapping database. 1 On the Tools menu, select Options and then click Mapping. 2 In the Mapping Mask box, enter a new map number structure. Creating Group Numbers You can use group numbers to group accounts in alternate ways. Working Papers provides 10 custom groupings that can be used to group accounts together (Group 1 to Group 10). Group 1 is always defaulted to the leadsheet grouping (grouping of accounts by leadsheet number and contains the leadsheet numbers used in the preparation of a working paper file. When creating a new client file using the sample client file that is installed with Working Papers, sample leadsheet numbers are already available. You can modify the existing leadsheet numbers or create an unlimited number of leadsheet or group numbers in the L/S, Groups 2 through Group 10 screens. Complete the L/S grouping as a minimum before modifying the map numbers as the leadsheet numbers are then assigned to map numbers. Setting up map numbers with the corresponding leadsheet numbers prescribes that when assigning map numbers to the account numbers in the trial balance, the appropriate leadsheet numbers are automatically completed for each account number. Creating group numbers 1 On the Account menu, select Assign Groupings, and then the name of the appropriate Group number. When creating client files based on the sample client files, the default set of leadsheet numbers is automatically available in the L/S tab. 2 Right-click Group Numbers pane and, on the menu, select New Group Number. 3 Fill in the desired properties for the new group number. 4 Click Add to add the group number. Click Cancel to escape from the dialog without adding the group number. 18

25 You can add an unlimited number of leadsheet or group numbers to each of these custom groupings. Deleting a group number 1 On the Account menu, select Assign Groupings, and then the name of the appropriate Group number. 2 In the right pane, select the group number to be deleted. 3 Right-click and, on the menu, select Delete Group Number. 4 When all desired group numbers have been deleted, click Apply to make the changes to the grouping database. Click OK to both apply the changes and exit the dialog. Click Cancel to exit the dialog without applying the changes. You cannot delete group numbers that are assigned to accounts. Customizing grouping names 1 On the Tools menu, select Options and then click Groupings. 2 Under Account Grouping Names, enter the new names in the boxes provided. The descriptions you enter affect all program areas for the current file only. Working Papers defaults the name of Group 1 to L/S. In this way, leadsheet is just another name for a grouping. Creating calculated group numbers 1 On the Account menu, select Assign Groupings, and then the name of the appropriate Group number. 2 In the right-hand pane, right-click and, on the menu, select New Group Number. 3 Fill in the applicable properties for the new group number. From the behavior list, select Calculated. 4 Under the calculation line, enter the group numbers (separated by commas) or the range of group numbers (separated by "..") to be included in the calculation. For more information on calculations, see the topic "Calculations" in the online help. 5 Click OK to close the properties dialog. Click OK to close the Assign Grouping dialog. Calculated map numbers can be used only in CaseView reports and the following automatic document formats: Financial statements - Balance sheet and Financial statements - Income statement. Calculated map numbers do not work in any other automatic documents. Tip Accounts cannot be assigned to a calculated map number. However, if you have balances showing in the Assign Grouping dialog, the calculated balance displays. These balances also display in any 19

26 CaseView browse that includes this group number. Using XBRL in the template Extensible Business Reporting Language (XBRL) is an open specification which uses XML-based data tags to describe financial statements. The specification can be used by both public and private companies, and is intended to be, according to the XBRL organization itself, a "standards-based method with which users can prepare, publish (in a variety of formats), exchange and analyze financial statements and the information they contain. [It is intended to] allow for the automatic exchange and reliable extraction of financial information across all software formats and technologies, including the Internet." There are three terms to understand when working with XBRL: specification, taxonomy, and instance document. For more information on XBRL, see the XBRL organization at To use the XBRL format, you first need to acquire a taxonomy which suits your needs. The XBRL Website has several XBRL taxonomy files which can be downloaded for your use. Working Papers supports the use of XBRL in its files, and automates the process of assigning XBRL tags to the financial information within a client file. In Working Papers, XBRL information can be imported easily and made to be instantly useful simply by following a few steps: Associate the taxonomy with the client file. Assign the taxonomy to the map numbers in the client file. Assign tags to any CaseView template documents that will be published as XBRL instance documents. Import the instance document into the client file. Instance documents can be imported into your client file without assigning the XBRL tags to the map numbers. For more information see the online help. Taxonomy and the Copy Template function In order to copy the XBRL information assigned to the map numbers in the file using the Copy Template, you must select "All Components" in the Copy Template screen. By doing this, the taxonomy assignments copy along with the map numbers. When you perform a copy template from a client file after you have used the Copy Taxonomy function, the process automatically copies any files saved in the Taxonomy folder in the client data folder into the taxonomy folder in the program directory, thus eliminating the need to have the taxonomy located on your machine multiple times. CaseView and XBRL CaseView documents can be tagged with XBRL information and then used to publish any document in an XBRL format. This process is simplified if the CaseView document is created using map numbers and the map numbers have already been associated with the XBRL taxonomy in Working Papers. To publish a document as an XBRL instance document: Analyze the document to see what kinds of data it contains, such as the date sequences (monthly, yearly, etc), or types of data (actuals, priors, etc). Create "contexts" for each of those combinations. See Understanding XBRL and Context for more details. Decide if there are any tags in the taxonomy which do not have corresponding data in the body of the CaseView document that you want to include in the final XBRL file. Create Global tags for these pieces of information. 20

27 Work through the CaseView document tagging appropriate information, including notes to the financial statements, if desired. Publish the XBRL document. Correct any problems with the tagging as recorded in the diagnostics screen. For information on these steps, see the CaseView help. Creating the New Template Once a firm has created a file and customized it to their liking, including entering a chart of accounts, assigning map numbers, and establishing desired client settings and display preferences, it may save time for future engagements to elevate that file into a template. Templates can be used as a basis for new client files and can save time and set up for new client files. Templates can also be used to ensure that firm Settings remain standard and enforced across all client engagements. They can also allow firm content to be created once and then easily maintained in a central location and easily distributed to firm members. Creating the template from the file Creating the template from the template file 1 On the Tools menu, select Template. 2 Click Add. Browse to the file you wish to elevate to template status. 3 Click Open. After being processed, the file displays along with the other templates listed in the Template dialog. This file now displays in the New Client File dialog. Modifying a template 1 On the Tools menu, select Template. 2 In the Template dialog, select the template name and then click Edit. 3 Make any desired changes and then save the file. Changes added in this manner are properly saved as part of the template. 21

28 Creating a Client File There are several ways to create a Working Papers client file. In this section, you will learn the best techniques for creating your client file and for completing necessary setup information about your client. What are the files that make up a Client File? The difference between a template and a client file is that a client file contains the actual data for the engagement including engagement properties information, account data and entries. A client file consists of several different files. These "files" are members of a directory that Working Papers creates when the file is created. For example, when you create a file named "SAMP01", Working Papers automatically creates a folder "SAMP01" in the specified location. Each client file needs to be in its own folder. Deciding how to create a client file When you first launch Working Papers, the Welcome dialog appears to assist you in beginning your session. The Welcome dialog presents you with a choice of opening an existing client file or creating a new client file. If you have client data in electronic format, you can choose use the "Create a new file from client data" option to populate the file with account information at the same time it is created, thus saving hours of set-up time. Working Papers supports the importing of information exported from most common accounting packages. Furthermore, if your accounting information is in a QuickBooks file, Working Papers allows you to import information from the QuickBooks file directly. If your client information needs to be entered manually or if it is in ASCII format, you can create the client file based on the template and then easily import or input the data into the file once it is created. New files can be created from a Template, from an Existing file, or from Scratch as a blank file. It is recommended to create your client file from an existing file even if it is the sample template that comes with the software. It is much easier and faster to modify existing information. The program's New Client File wizard helps guide you through the process. In addition, the New Client File wizard offers an advanced feature that allows you to copy just certain components, such as mapping, documents, or groups from one client file to another. See Copying Components from an existing client file for more information. Note New client files can also be created from existing client accounting data from accounting packages such as QuickBooks. See Creating a new file from client data for more information. 22

29 Creating a new file from a client's accounting file (QuickBooks) 1 In the File dialog, select the Create a new file from client data option. Click OK. This option shows in the File dialog when Working Papers is first opened. If you are already in Working Papers, on the File menu, select New, and select the option in the New File dialog. 2 In the Welcome screen, highlight the Client Data File option and click Next. 3 Under Files of type, select QuickBooks. Browse for the client's QuickBooks file. Highlight it and click Next. If the file you have selected contains more than one year's data, a screen displays. From the drop-down menu, select the year to import, and then click Next. 4 If desired, edit the name already filled in for the new file. 5 Under Location, accept the default path or click Browse to indicate where the new file should be saved. 6 Select the icon for the file you wish to base your file on. If you select a template, all of the components of the selected file (for example, layout, documents, mapping and grouping structures) are copied to the new file. an existing file to base your file on, browse to the location of the file, highlight it and click OK. 7 Click Finish. 8 The selected file is imported directly into Working Papers. Creating a new file from exported client data Note If you use an existing file as the template for the new file, the data imported from the accounting package is appended to the data in the existing file. The data in the existing file is not overwritten. To prevent unwanted accounts and balances in the resulting file, choose an existing file with no accounts and balances in it. 1 In the File dialog, select the Create a new file from client data option. Click OK. This option shows in the File dialog when Working Papers is first opened. If you are already in Working Papers, on the File menu, select New, and select the option in the New File dialog. 2 In the Welcome screen, highlight the Other Data Source File option and click Next. 3 In the Import From box, select the accounting package from which you want to import. 4 Select the appropriate options for your import and then click Next. For more information on the particular type of file you are importing and the options available in this dialog, see the import index in the Working Papers help. 5 When the New File Details dialog opens, accept the new file name displayed or enter a new one. File names can be one to 100 characters long and can include spaces. 6 In the Location field, a default location is entered where the file will be saved. To select another directory, click Browse and navigate to it. 7 Select the icon for the file you wish to base your file on. If you select a template, all of the components of the selected file (for example, layout, documents, mapping and grouping structures) are copied to the new file. an existing file to base your file on, browse to the location of the file, highlight it and click OK. 8 Click Finish. 23

30 9 The selected file is imported directly into Working Papers. Creating a client file from an existing file 1 In the File dialog, select the Create a new file from client data option. Click OK. This option shows in the File dialog when Working Papers is first opened. If you are already in Working Papers, on the File menu, select New, and select the option in the New File dialog. In the Welcome screen, highlight the Existing File option and click Next. Browse to the location of the file containing the accounting data for the new client file. Highlight it and click Next. 2 In the Name field, type the name for the new client file. 3 Under Location, accept the default path or click Browse to indicate where the new file should be saved. 4 Highlight the icon for the file you wish to base your file on. Click Finish. The file selected here can be a different file than the one containing the accounting information. If you select a template, all the components of the selected file (for example, layout, documents, mapping and grouping structures) are copied to the new file. If you select an existing file to base your file on, browse to the location of the file, highlight it and click OK. 5 When the template is successfully copied, the newly created file opens in the Working Papers window. The Engagement Properties dialog displays to allow the year-end dates to be entered. Copying components from an existing client file 1 On the File menu, select Copy Template. 2 Under Copy From, type the path and name of the client file to copy or click Browse to locate it manually. 3 Under Copy To, type the path and name of the file to which you are copying or click Browse to locate it manually. 4 Under Copy, select Some Components. 5 Select the information you want to copy. You can define copying rules for items with a Select button to their right. See the topics below for more details on copying documents, mapping numbers or leadsheets. Items having no Select button to their right will be replaced in their entirety when selected. 6 If applicable, select clearing options under Clear to exclude information from the copy process. 7 Click OK to copy the information. Warning When clearing Programs/Checklists, the clearance procedure removes completion information (sign off, referencing, etc.) from all existing programs and checklists in the destination file, not just for the documents and records being copied. If you want to maintain existing data, do not select to clear Program/Checklist information. Copy the data over and then remove it from the destination file later. Tip If a source or destination file is consolidated, you cannot copy the Trial Balance component. The fast way to copy text or a document from one client file to another is to open the target client in a second instance of Working Papers, tile the two screens, and drag 24

31 and drop the information between the two files. Warning! Having multiple instances of Working Papers (or any program, for that matter) open at the same time can lead to computer memory problems. Creating a client file from scratch Using blank files to create working paper files is the least efficient and most time consuming method and is not recommended. On the other hand, the New Client File wizard allows you copy all the components of an existing file. If you need even more control over what is included in your new file, clicking Advanced in the wizard opens the Copy Template screen and allows you to select individual components from various files and then edit the copied information. Completing the Engagement Properties The Engagement Properties, formerly the Client Profile, provides information about a client that is pertinent to the functioning of the working paper file and this is where you enter setup information about the client. Information in the Engagement Properties (Client Profile) may be linked to cells in CaseView-generated documents including the client ready financial statements and engagement letter. Therefore, complete each item in upper and lower case for correct presentation on all documents. The operating name will be printed at the top of all automatic documents. Use the Contact tabs to enter information about the primary contacts at the client company. The year-end date and period dates must be entered before beginning work on the file. The period date sequence defaults to yearly and can then be changed. The period dates are defaulted automatically based on this information. Data entered on the Dates tab controls the information that appears in all automatic documents. 1 On the Engagement menu, select Properties. 2 Select a Profile area from the tab worksheet. Select Name/ Address Contact 1 Contact 2 Reporting Dates To Enter name, address and engagement information for the client file. The name that is entered in Operating Name appears at the top left corner of all automatic documents. Information in this tab can also be linked to any CaseView document including the client ready financial statements and engagement letters. Note: The maximum length for the operating name is 200 characters, including spaces. If the operatng name is this long, it may be necessary to adjust the font size on reports to have the name display properly. Enter information about the primary contact at the client's company. Enter information about a second contact at the client's company. Input the year-end date and period dates, which must be entered before transactions can be added. Without this date information, a year-end close cannot be performed. Data entered here controls the information that appears in all automatic documents. Period Balances Indicate whether you wish to enter transactions or balances only with the client file. 3 Complete the applicable properties for all tabs. 4 Click OK. 25

32 Entering date information 1 On the Engagement menu, select Engagement Properties. 2 Click the Reporting Dates tab. 3 In the Year-end date box, type or select the year-end date for the client file. 4 Specify the period date sequence such as Yearly, Monthly, Quarterly, or Random, etc. Select yearly if this is a yearly write-up or engagement. More than one date sequence can be specified for a client, if desired, and the manner in which those balances are calculated can be specified. 5 If you are using a period date sequence other than Yearly, enter the active period of the accounting transactions in the Current active period box. 6 If you are using a period date sequence of Random, enter the beginning and ending period dates for the client file. 7 Click OK. 26

33 Managing the File The user identification function in Working Papers serves to allow actions performed by a particular user to be identified and tracked using history events and milestones, but it is not a security system. Your firm may want to implement Working Papers security features to ensure the integrity of all client files and to determine the role of users in completing the engagement. There are four steps involved in implementing security in Working Papers: 1 Creating the supervisor password 2 Entering users and their respective positions and passwords 3 Specifying access rights and users of a client file 4 Allocating the work Completion information for all areas of protection can be entered by accessing Protection from the Tools menu. To use the Working Papers security system effectively, it is advisable to establish user groups and rights in the firm template from which all Working Papers client files are created. In this way, each time a new client file is created from the firm template, security options are automatically available to the new file and it is only necessary to assign users to groups and allocate the work. Using Passwords Creating the supervisor password When you first enter Working Papers, security is not activated and the only valid password is that of the supervisor. If you do not intend to implement security, you should enter a supervisor password as a minimum. Entering a supervisor password of your own creation restricts access to the Protection area of Working Papers to all other users in all Working Papers files. Supervisor password information is stored at the program level and therefore controls access to every Working Papers client file. You can create the supervisor password while in any Working Papers client file. Once a supervisor password is created, access to the protection area of the software is restricted to all users who do not possess the password. This indicates that only the supervisor can turn password protection on or off. Creating a supervisor password does not enable password protection for all client files; it only prevents other users from enabling password protection for other client files. 1 On the Tools menu, select Protection and then Turn Protection On. 2 Enter the supervisor identification number and password. If this is your first time setting up the supervisor password, enter sup as the User Name and sup as the Password. Once this is entered, it is important to change the supervisor password. 3 Click OK. 4 Click Yes to enable system protection for the current file only. Selecting this option activates all commands on the Protection sub-menu and provides access to the Change Password command. 27

34 5 On the Tools menu, select Protection and then Change Password. 6 Type the password you want to use to control access to protection options for the entire Working Papers program. 7 In the second box, enter the password a second time to verify that you typed the password that you intended to use and click OK. (Confirming passwords also help you remember the word assigned to the file.) Now any user of the Working Papers program requires this password to modify protection options for a client file. Disabling protection 1 On the Tools menu, select Protection and then Turn Protection Off. 2 Working Papers prompts "Are you sure you want to remove protection?" Click Yes. Protection is disabled for the current file. Changing your password Users of a client file can change passwords at any time. 1 On the Tools menu, select Protection and then Change Password. 2 Enter the old password in the Old Password box. You cannot change the password without this step. Click in the next field or press the tab key to move to the next field. 3 Enter a new password twice (the second time is for confirmation purposes), tabbing or clicking between the two fields, and click OK. Setting up Users and Positions In order to use the Working Papers security system, it is necessary to prepare a listing of all users in your firm. Once applicable users are entered, create user groups and assign users to groups. These steps should be performed before enforcing protection on any Working Papers file. If these steps are not followed and security is enforced on several client files, when a user attempts to access a client file, Working Papers informs them that they are not in the current task and access is denied. Creating the user list The user list is available system wide. There is no need to copy the user list to client files as it is readily accessible to every client file. The user list should include every member of the firm who requires access rights to Working Papers. As the supervisor you can add additional users at any time in any Working Papers client file. Any changes are automatically reflected in all Working Papers client files. Creating a User Name for a new user 1 On the Tools menu, select Protection and then Protection Setup. 2 Click New and complete the details for the user. If desired, positions can be created prior to entering users. Each user must have a password and User Name as these are used to grant access to a client file that is protected. Enter and confirm a password for the user to type for file security. If the password is not filled in, Working Papers will confirm that you actually wish to create a user ID with a blank password. 28

35 3 Repeat step 2 until the user list is complete. 4 Click Close. Deactivating a User Name 1 On the Tools menu, select Protection and then Protection Setup. 2 Select the user name you want to deactivate. 3 Click Modify. 4 In the Type box, select Inactive and click OK. Users with deactivated User Names can no longer "log in" or access client files that are password protected. This is the most effective way to remove a user from the Working Papers security system. Specifying Access Rights and Users The final step in implementing security is planning the engagement for a client file. This involves determining the role of each user in preparing and completing the file. You can accomplish this by creating groups with defined access rights to areas of the program. Users are then assigned to the groups and are allocated work according to their role in the engagement. Creating groups and access rights Groups are specific to a client file. Therefore, for all client files you do not want to protect, do not create groups or enforce protection. 1 On the Tools menu, select Protection and then Protection Setup. 2 Under Available Groups, click Add. 3 Enter the Group Name and Group Description. 4 Use the Rights and CaseView tabs to specify access rights for the current group. 5 Repeat steps 2 to 4 to create additional user groups. 6 Click Close. The Rights tab contains access information for menu items and program areas. For example, click the file category to set access rights for commands on the File menu. Use the CaseView tab to specify access rights to CaseView documents. Groups are specific to a client file. Therefore, for all client files you do not want to protect, do not create groups or enforce protection. Assigning users to groups 1 On the Tools menu, select Protection and then Protection Setup. 2 Under Users, select the user(s) you want to assign to a group. 3 In the Available Groups box, select the group to which you want to assign a user. 4 Click the right arrow button to assign the user(s) to the group. 5 Repeat steps 2 through 4 to assign all users who require access to the current client file. 29

36 To access a protected client file, each user must be a member of a group that belongs to the client file. Permitting access to CaseView documents You can specify access rights to CaseView documents by using a combination of both Working Papers and CaseView security features. An access level of 1 through 10 can be assigned to a group in Working Papers. Once assigned, only users in groups that permit access to CaseView can modify CaseView documents. However, in order to implement access levels correctly, the CaseView document must be locked. To prevent modification of CaseView documents, select No Access Rights. Selecting No Access Rights permits the user to view the document in its locked state. Access levels 1 through 10 allow users assigned to the group to modify the document when it is locked. The access level in Working Papers corresponds to the access level specified in the Document Permissions in CaseView. CaseView Document Permissions are used to permit or restrict access to various aspects of document modification in the Design Mode. If entering CaseView separately from Working Papers, the user must supply a password to access the document if it belongs to a password protected client file. The default access level specified by Working Papers is Access Level 3 and this access level applies to all CaseView documents within the current client file. As the supervisor, you can coordinate with the CaseView template designer to assign appropriate access levels. Enabling access to CaseView documents 1 On the Tools menu, select Protection and then Protection Setup. 2 Under Available Groups, select the group you want to be able to access CaseView documents. 3 Click Properties and then click the CaseView tab. 4 Select an access level from 1 to Click Define Wording to modify the descriptions of each access level. Defining the number of sign off areas in documents in a client file User information may be entered for each document on the Document Manager. If applicable, you can customize the number of users working on a client file and the description of each user's role for every Working Papers client file. 1 On the Tools menu, select Options, and then click Roles. 2 Type or select the number of users. 3 If applicable, modify the description of the users working on the file. This description appears on all automatic documents. 4 Click OK. Working Papers permits a minimum of two users and a maximum of eight users to access and initial documents on the Document Manager. The number of users you select corresponds to the number of initial boxes available in the document properties of every document on the Document Manager. Users' initials appear at the top or bottom right corner of all automatic documents. 30

37 Allocating the Work Use document assignment to allocate work to members of the firm. Password protection must be in use before document assignment can be performed. Only members that are part of the current task or are assigned to the current client file can be assigned to documents in the working paper file. Document assignment in combination with password protection prevents users from creating, modifying, or deleting documents on the Document Manager to which they are not assigned. You can permit users to create, modify, or delete all documents on the Document Manager by assigning them to a group that has these access rights. To prevent users from accessing documents on the Document Manager, you can assign them to a group with no Document access rights and you can omit them from the document assignment process. Assigning users to documents 1 On the Document menu, select Assign Users. The dialog lists all documents on the Document Manager. Open and close folders to view additional documents. 2 Select the document(s) to which you want to assign users. 3 In the boxes provided, type or select the User ID for each user you want to assign to the document(s). 4 While the Assign Users dialog box is open, select additional documents and assign new users until all documents on the Document Manager are assigned. 5 Click Close. Once document assignment is completed and protection enforced, users are only permitted access to documents to which they are assigned. Removing a user from a group Removing users and groups removes them from the current client file only. The user list remains and you can easily re-assign users to groups in the current client file. To delete a group, you must first delete any users assigned to the group. 1 On the Tools menu, select Protection and then Protection Setup. 2 Under Available Groups, click to the left of a group to view the users assigned to the group. 3 Select the user you want to remove and then click the left arrow. 31

38 If the user was assigned to one group only, removing them from the group removes them from the current client file only. The user list remains and users can be easily re-assigned to groups in the current client file. Removing a user from the current client file Removing users and groups only removes them from the current client file. The user list remains and you can easily re-assign users to groups in the current client file. To delete a group, you must first delete any users assigned to the group. 1 On the Tools menu, select Protection and then Protection Setup. 2 Under Users, select the user to want to remove from the current client file. Users that are assigned to groups appear as when viewing Users. 3 Click Remove. 4 When prompted if you want to remove the user from all groups, click Yes. The user no longer has access to the current client file. When attempting to log into this client file, Working Papers informs them that they are no longer in this task. Removing a user from all groups also removes them from the Document Assignment process. Any documents that were completed by the user retain the user's initials. Enforcing password protection 1 On the Tools menu, select Protection and then Protection On. 2 Enter the supervisor identification number and password. 3 Click OK. 4 At the confirmation message, click Yes. Each time you open a password protected client file, you must supply the correct User ID and Password in order to access the client file. Protection is enabled on a per client basis. You should ensure that users and groups are present in the client file before implementing password protection. Using Sign Out/Sign In Working Papers' sign out feature allows a user to lock access or "sign out" an entire engagement file. During the sign out process Working Papers makes a read-only copy of the client file in its original location and signs out the file (now called the Master engagement file) to a new, user specified location. The user can then make changes to the Signed Out Master engagement file as required. The sign out is recorded in the history of both the Signed out Master and the Central copy. To view the history, under the Engagement menu, select History and then click the History tab. In addition, the name of the person who has signed out the file is displayed on the status bar along with the name of the client file. Once a Signed Out Master engagement file is created, users can use the check out and check out features to further subdivide the file. No users can make changes to the central copy of the file until it is signed back in. 32

39 Signing out a client file 1 While in the client file to be signed out, on the Engagement menu, select Sign Out. 2 If desired, click Change to modify the location for the signed out copy of the Client file. Browse to the applicable location, highlight it and click OK. 3 During sign out, the central copy cannot be compressed. Check the box "Compress the central copy after sign out" to compress the central copy once the sign out procedure has completed. Clear the box to leave the central copy expanded. The selection chosen is saved on your computer for future sign outs. 4 Click Sign Out to complete the sign out. When signing out files on a network, a user must have the proper authorization rights to be able to copy the central copy directory to the destination directory. Signing in a client file 1 While in the signed out client file, on the Engagement menu, select Sign In. 2 Ensure that Keep the file signed out is not selected. 3 Click Sign In. As long as security is not turned on, the Master file can be signed back in by any user who has access to the file. With security enabled, the person signing the file back in must use the same user ID and password as the person who signed out the file. If the signed out file has had documents or entries checked out of it, Working Papers gives the option to abandon all changes to these checked out documents before signing the file back in. To avoid losing changes to checked out documents, they should be checked back in prior to signing the file back in. Updating the central copy for changes 1 While in the signed out client file, on the Engagement menu, select Sign In. 2 Ensure that that "keep the file signed out" is selected. 3 Click Sign In. Working Papers decompresses the central copy, updates for any changes made in the signed out client file, and then recompresses the central copy. The Signed Out Master file remains Signed Out. Undoing the sign out 1 Open the Central file of the Signed Out file. 2 Under the Tools menu, select Maintenance. 3 Select Undo Sign Outs. Click Next. 4 In the Maintenance Wizard Complete screen, click Finish. All changes to the Signed Out file are abandoned when this undo is performed. Using Check Out/ Check In Working Papers Check Out/ Check In feature allows a user to lock access or "check out" a document from the current client file. 33

40 During the check out process Working Papers makes a copy of the master file in a second location and allows the user to make changes to that copy of the file as required. Modifying files and checking in In the checked out copy of the file, only documents checked out can be modified. Users can view the Engagement Properties, and Working Trial Balance, but any changes made in these areas will not be synchronized back into the Master file. Adjusting entries can also be checked out of the master file, modified, and checked back into the master file. New documents, annotations and entries can be added to the checked out file. To ensure that the document number and CaseView identifier remain unique, Working Papers warns the user of any conflicts on check in, check out, or when updating the checked out copy with changes from the master. If there is a conflict, the affected documents or entries do not get checked in/out, or the update does not proceed. While a document is checked out, any other user in the master file cannot modify it. When the file is checked back in, changes made by the user on the documents while it was checked out will be updated in the master file. Only once the document is checked back in can other users do modifications. Improved interface Documents which are checked out by the user show with a red checkmark on them in the Master file. Documents checked out by other users show as grayed out on the Document Manager. Any file that is checked out becomes read only in the Master file. Users can view document properties but they cannot be modified as long as the document is checked out. On check in: The master file updates for the changes made to the documents while they were checked out. Any documents deleted in the checked out file are automatically checked back in so that they delete in the Master file. CaseView Database records are synchronized. On a check out the entire contents of the CaseView database is copied down. On a Check-In a date comparison is performed: records that are older are not copied, records that are newer are copied to the master file. As soon as documents are checked out, Working Papers switches the user into the Checked out copy of the file. If, at any time, the user wishes to access the Master Copy of the file, it can be accessed on the File menu, by selecting Recent Files, and then Switch to Master File. Likewise, the checked out copy can be accessed from the master using this same method, but selecting Switch to Checked Out Copy. Check Out and Issues When using the check out function, issues work independently of the checked out documents. Issues can be modified based on the ownership of the issue itself, rather than just based on which documents were checked out. In addition, new issues can be created in the checked out copy and these issues can even be assigned to documents not included in the checked out copy. When the checked in file is checked back in, the changes to the issues in the checked out version update the issues in the master file. Checking out a document 1 On the Document Manager, highlight the file(s) you wish to check out. If you wish to select more than one document, hold down the CTRL key and click each document to be checked out. 34

41 2 On either the Document menu, or the right mouse menu, select Check Out. 3 If this is the first time you are checking out documents, the Welcome screen displays. Confirm that the name and initials are correct, or correct them if necessary. Press Next. This screen does not display the second time a check out is done, but the user can access it by clicking Back on the Checking out documents screen of the wizard. 4 Working Papers automatically places the copy of the file in a new folder under a folder called CheckOut in the program directory. To change the file location, click Change and select the new location for the file. Each new check out has its own folder in the CheckOut directory. This feature helps manage multiple check outs. 5 When completed, click Check Out to complete the process. When viewed from the Document Manager, the document(s) which had been checked out by the user are marked with a red checkmark to show that they are checked out. Note: Only documents that have been checked out can be modified. 6 When all changes have been made, the documents can be checked back into the original file. Any changes made to the documents, including issues and annotation, update in the master file at that time. Checking in a document 1 From the Document Manager, highlight the document(s) to be checked back in. 2 On either the Document menu, or the right mouse menu, select Check In. Note: If several documents were checked out, and you are checking back in only some of them, check in is done without launching the Check In Wizard. Only when the final document is checked back in does the Check In Wizard launch. If any file involved in a check out or sign out has been moved, the location will be found using the central store information. This means that the central store information has to be shared among the staff, and that the file has to have been opened from it's new location at least once. 3 Ensure that Delete the current file and return to the master file is checked. 4 Click Check In. The master file updates for the changes made to the documents while they were checked out and the checked out file is deleted once all the files have been moved back into the Master File. Tip External documents added to the checked out copy should be saved prior to being checked into the Master file. Undoing the Check Out 1 Open the Master file of the Checked Out file. 2 Under the Tools menu, select Maintenance. 3 Select Undo Check Outs. Click Next. 4 Select one of the options: All Check Outs to undo the check out of all documents/ entries currently checked out. Check Outs by User to undo the check out of documents by user specified user. Click Next and select the users whose check out are to be undone. Click Next again. Check Outs By Item to undo the check out of specific documents, or, if available, specific adjusting entries. Click Next and select the documents for which the check out is to be undone. Click Next again. 35

42 5 In the Maintenance Wizard Complete screen, click Finish. All changes to the checked out documents are abandoned when this undo is performed. Lockdown Lockdown allows you to comply with the established standards governing the documentation an auditor should prepare and retain in connection with engagements such as audit of financial statements, audit of internal controls over financial reporting and reviews of interim financial information. With lockdown, you lock all documents in a client file as of a predetermined date. In a locked down state all locked down documents and most shared data in the file are readonly. No changes can be made to the file without unlocking the file. You can only unlock the file if you are authorized. You have the option of locking down a file immediately or setting the lockdown for a future date after document completion. Until lockdown occurs, files are modifiable if the lockdown is set for a future date. All documents that are locked down are shown with a lock. Working Papers and, if using, Tracker reminds you when lockdown will occur if the lockdown is set for after document completion. Each time a file is unlocked, a history event is automatically created so you can track the activities of the file in Engagement History. Passwords can be set at the template level (see Creating a Lockdown Override Password at the Template Level) or at the file level when locking down a client file. When you set the file to lock down, diagnostics are run on the file and actions you may want to consider performing before lockdown are presented; for example, whether to run year end close before lockdown occurs. Note the following: You can exempt documents from lockdown. See Keeping Documents Active within a Locked Down File. Files set for lockdown that have passed the lockdown date will lock down the next time the file is accessed. Documents can still be added to a locked down file. See Adding Documents to a Locked File for details. External files such as Word or Excel files in the document manager are flagged as read-only on lockdown of the client file. Once lockdown is set up, the locked down or pending lockdown file can be checked out and worked on. When lockdown occurs, the file cannot be unlocked until all checked out files are checked back in the master. If protection is turned on, only those with rights to Lock Down can lock down a file. For further details, see Locking Down a Client File and Lockdown File State. Keeping Documents Active within a Locked Down File When you lock down a client file, all documents within the file will be locked down. You can keep some documents active; an active document in the locked file can be edited without unlocking the file. Important: This must be done before locking down a file. 36

43 To keep documents active within a locked down file: 1 For each document you wish to keep active, right-click the document and select Properties. The Document Properties dialog box opens. If you wish to keep all documents active within a folder, right-click on the folder to open the Folder Properties dialog. 2 Click the Lock Down check box to clear it. 3 Lock down the file. See Locking Down the Client File for details. The Lock Down check box is cleared and can t be modified in a document that has been kept active in a locked down file. If you cleared the Lock Down check box in the Folder Properties, then all documents within that folder are kept active. To view which documents are marked for lockdown and which are not, you can filter by Marked for Lock Down or Not Marked for Lock Down. Locking Down a Client File Typically, engagement files can be locked down a specific number of days after the financial statements are issued. You can wait until that time and then lock down a file immediately or you can set the lockdown to occur automatically based on the report release date for a public company or based on the auditor s report date for a non-public company. Important: Locking down a file is not reversible. With lockdown set for a future date, you can change some of the parameters of the lockdown; see Changing the Lockdown Parameters for details. If you do not want certain documents locked down, perhaps you still need to work on your tax documents, you can keep those documents active before locking down the file; see Keeping Documents Active within a Locked Down File. If protection is turned on, only those with rights to Lock Down can lock down a file. If you set the lockdown to occur at a future date, you can monitor when lockdown will occur either through Tracker or when you open the file in Working Papers; see Monitoring Lockdown. If someone accesses a file past the date of lockdown, lockdown occurs immediately and cannot be stopped; see Locking Down a File after Document Completion Date. During the lockdown file process, diagnostics are run on the file and items you may want to consider completing before lockdown are presented to you. Note the following about passwords when locking down a client file: You can enter an override password at the time you initiate a lock down. If an override password was entered at the template level, you do not need to enter an override password at the time you initiate a lock down. You don t have to enter an override password at the time you initiate a lock down. In that case, every time a document in the locked file is opened, only the reason must be entered. Important: Make a note of the password chosen; passwords cannot be cleared. If a password is forgotten, contact CaseWare Technical Support. After lockdown, only those authorized with a password can unlock the file and make changes. To lock down a client file: 1 While in the file you wish to lock down, select Engagement Lock Down. The Engagement Lockdown Wizard opens welcoming you. Select when to lock down the report and other relevant information. 2 Click Next. The Lockdown Considerations page of the wizard opens. Select the actions you wish to be completed automatically before the file locks down. 37

44 3 Click Next. The Engagement Lockdown Wizard Complete page opens identifying when lockdown will occur: immediately or after the document completion date. If needed enter the password. 4 Click Finish. If you selected to run any of the items listed in the Lockdown Considerations page of the Engagement Lockdown wizard, those operations are performed: the year end close is run first and then file cleanup (formerly Archive) is run and files are copied or deleted as specified. Important: Although the Engagement Cleanup wizard opens first, the year end close is actually performed before the cleanup. Note the following: If you selected to lock down the file immediately, all documents are locked down except for those you decided to keep active. If you selected to lock down the file after document completion date, changes can still be made to the engagement file. While a file is checked out and the document completion date is set but not yet locked down, the lockdown menu item (Engagement Lockdown) is not available For files set to lockdown after document completion date, reminders are given at weekly intervals starting at roughly 25% of the time left. For a lockdown based on 45 days after the release of the reports, Working Papers provides 2 warnings. For a 60 day period, 3 warnings are provided. See Lockdown File State for details on what happens after a file has been locked down. Changing the Lockdown Parameters If you ve set the lockdown to occur after document completion date, you can change some of the lockdown parameters of the file if you are authorized. You can change the date of lockdown; you can either lock down the file immediately or change the report completion date. You can also change the items selected in the Lockdown Considerations page of the Engagement Lockdown wizard. To change the lockdown parameters: 1 Select Engagement Lock Down. If there is a lockdown password set for this file, the Lockdown Override dialog box opens. 2 Type the password and click OK. If there is no password set, this dialog box does not open and you can ignore this step. 3 The Engagement Lockdown wizard opens welcoming you. 4 If you wish to change the date, do one of the following: To lock down the engagement file immediately, select Lock Down Now. To change the lock down date, select Lock Down after Document Completion Date and change the date. 5 Click Next. The Lockdown Considerations page of the wizard opens. Select which items to run at the time of lockdown. 7 Click Next. The Engagement Lockdown Wizard Complete page opens. 8 Click Finish. Locking Down a File after the Document Completion Date Files set for lockdown that have passed the lockdown date will lock down the next time the file is accessed. In this case, the Engagement Lockdown wizard opens automatically. You can t exit or cancel the wizard or make any changes. To lock down a file after document completion date: 38

45 1 When the client file is opened, the Engagement Lockdown wizard opens welcoming you. 2 Click Next. The Lockdown Considerations page opens. Select the items you wish to complete before lockdown occurs. 3 Click Next. The Engagement Lockdown Wizard Complete page opens. 4 Click Finish. Lockdown File State Once a document has been locked down, it is in lockdown file state. That can occur immediately or it can occur the specified number of days after the document completion date depending on the selection made when locking down the client file. When lockdown occurs, certain actions are performed automatically on the file. In lockdown file state, some actions are available while some actions are not available or behave differently. Actions Automatically Performed on Lockdown of the File Once the file is locked down, the following occurs: Built in history events are activated that cannot be disabled: An event to track when a file enters the unlocked lockdown state. An event to track documents being added and deleted by any method. Milestones are automatically created for all documents in the file. The Auto-Compare to the Lockdown milestones is automatically turned on unless Auto-Compare is already enabled. The Engagement History tracking system is automatically turned on. Each locked document is shown with a lock on it and the file displays a locked icon on the status bar. In addition, locked CaseView documents show the status Locked in the title bar and the status bar of the document. External files (Word, Excel, PDF) are set to read only. Available Actions when the File is in Lockdown State You can do the following to a client file after lockdown: Open the locked documents in the file as read-only without unlocking the file. Edit documents that were kept active. See Keeping Documents Active within a Locked Down File. Unlock the client file so you can make changes to the file. You must first type a password (if lockdown was set with a password) and a reason for opening the file. When changes are made to the content of a document, the changed document is underlined in red in the Document Manager. Auto-Compare will look at external documents (Word, Excel, PDF) and underline the file names in red if changes are made to them. Add documents to a locked file. When a document is added, a history entry is automatically created and you must type a reason for adding the document. See Adding Documents to a Locked File. Check the engagement history for activities in the file (Engagement History). Sign out the file. If the file is signed out or checked out, the checked out file allows checking in of the checked out documents. Back up the file. Export the file. 39

46 Unavailable Actions when the File is in Lockdown State When a file is in lockdown state, certain actions and functions are unavailable while some functions have restrictions placed on them. Unavailable Actions You cannot do the following when the file is in lockdown state: Modify the lockdown setup settings including the override password and history settings. Delete milestones. Change document properties. Input annotation/commentary. Edit contents, properties, sign-off, or annotations of any documents where the Lock Down check box is selected in the document properties. Move documents by dragging and dropping to the Document Manager or to the Windows Recycle Bin (per document if the Lock Down check box is selected). Unavailable Functions The following functions are not available when the file is in lockdown state: Imports Annotation (per document if the Lock Down check box is selected) Assign Mapping Mapping Grouping Consolidation/Assign Entities Restricted Functions While in a lockdown state, certain client file operations are restricted or have a different effect: Year End Close This can only be performed to a new file A year end close clears the lockdown state and the lockdown setup information in the new file. Copy Template Copy Template of All Components to a new file clears the lockdown setup and lockdown state (clears all balance data). Copy Template of Some Components clears the lockdown setup and lockdown state in the destination file. Copy Template of Some Components into a locked down file is allowed; you cannot replace documents, only add new ones and none of the options in the Clear area are available. Adjusting Journal Entries Working Trial Balance Tax journal entries can be posted in a locked down file. Any existing non tax journal entries cannot be modified. Only tax export codes are modifiable. Unlocking a Locked File While files are in a locked down state, the locked documents within are read-only allowing you to open the documents but not make changes. If you are authorized, you can unlock the file and modify the documents. 40

47 While the file is unlocked, all operations can be performed on all documents. Note the following: The file is in unlocked lockdown state for the person who unlocked the file; the file remains in lockdown state as normal for other users. You cannot modify the lockdown setup settings, including the override password and history settings. You cannot delete lockdown milestones. The read-only flag on external documents is removed until the file is relocked. When changes are made to the content of a document, the changed document is underlined in red in the Document Manager. Auto-Compare looks at external documents and if changes are made to them, the file names are underlined in red in the Document Manager. A history event is created every time you unlock the file; you can check the details in Engagement History (Engagement History) If files were checked out before the lockdown occurred, the files must be checked back in or else the file cannot be unlocked See Lockdown File State for additional information. To unlock a locked file: 1 Select Engagement Unlock. The Lockdown Override dialog box opens. If the file was set to lock down without a password, this dialog box does not appear and you can skip to step 3. 2 Type the password and click OK. The File Locked Down dialog box opens. 3 Type a reason for unlocking the file and click OK. The documents retain the locked icon, but you have full access to menu commands. The client file is now in unlocked lockdown state. It remains unlocked until you either close or relock the file at which point the file reverts to lockdown state again. Relocking a Client File After a locked down file has been unlocked, you can lock the file again. When you relock the file, you enter lockdown state again and the same restrictions apply. See Lockdown File State for details. Note that no history event is created on relocking a file. To relock a client file: Do one of the following: Close the file. The file enters lockdown state. Select Engagement Relock. The file enters lockdown state. Adding Documents to a Locked File You can add a document to a file that is already locked down or to a file that will be locked down after the document completion date. See the topics Creating documents and file folders and Adding a document or folder in the Working Papers online help on how to add and create a document. Note the following: When you re creating a new document in a locked down client file, the Lock Down check box is cleared and not available indicating that the new document is not locked down and cannot be locked down. After you click OK in Document Properties, the File Locked Down dialog box opens. Type an explanation for adding the document and click OK. 41

48 The new document is created and a history entry is automatically created. You can track these changes by looking at Engagement History (Engagement History). For a file that is set to lock down after document completion and you create a new document before then, the Lock Down check box is selected. You can allow the document to be locked down by leaving the check box selected; or you can choose not to include the document in lockdown by clearing the Lock Down check box. Templates and Lockdown Passwords for unlocking a file can be created at the template level and, whenever needed, the password can be changed at the template level. Creating a Lockdown Override Password at the Template Level You can create an override password at the template level so that any locked down files based on the template require this password to unlock the file. To set the password at the template level, you need to be in Template mode. You can access Template mode in several ways in Working Papers: In a client file, select Tools Template. Choose the template and select Edit. When creating a new file (File New), select a template, right-click and select Edit. From a master template created by CaseWare. When an override password is entered at the template level, then whoever initiates the lockdown of a file based on this template does not need to enter a password. Important: Make a note of the password chosen; passwords cannot be cleared. If a password is forgotten, contact CaseWare Technical Support. To create a lockdown override password at the template level: 1 In Template mode, select Engagement Configure Lockdown. The Configure Lockdown dialog box opens. 2 In Password, type the password that will unlock the client file that is based on this template. 3 In Re-enter, type the password again. 4 Click OK. You can change the password for this template at a later date if needed. Changing the Lockdown Override Password at the Template Level If you are authorized to change passwords, you can change the lockdown password at the template level if needed. Note the following: New files created from this template after the password has been changed will require the new password. Existing files based on this template need the original password in order to unlock the file. To change the lockdown password in a template: 1 In Template mode, select Engagement Configure Lockdown. The Lockdown Override dialog box opens. 2 Type the password originally entered for this template. 3 Click OK. The Configure Lockdown dialog box opens. 4 In Password, type the new password to use that will unlock the client file that is based on this template. 5 In Re-enter, type the password again. 42

49 6 Click OK. Monitoring Lockdown There are two ways you can monitor when an upcoming lockdown will occur: directly from the Working Papers file or from Tracker. Monitoring Lockdown in Working Papers When documents are already locked down, each locked document is shown with a lock on it and the file displays a locked icon on the status bar. In addition, locked CaseView documents show the status Locked in the title bar and the status bar of the document. When you open a file in Working Papers that is set to lock down, a message pops up reminding you that the file will be locked down after the document completion date and how long you have remaining to work on the file. Reminders are given at weekly intervals starting at roughly 25% of the time left. For a lockdown based on 45 days after the release of the reports, Working Papers provides 2 warnings. For a 60 day period, 3 warnings are provided. When the message pops up, you can double-click it to immediately access the Engagement Lockdown wizard. Before the file is locked down on the date shown in the reminder, you can change the lockdown date if authorized. See Changing Lockdown Parameters for details. Click the Close button on the popup message to close the reminder. You can also place your cursor over the locked icon on the status bar to display how many days there are before the file is automatically locked down. You can filter documents in the file to see those are marked for lockdown or those not marked for lockdown. Monitoring Lockdown in Tracker In Tracker, you can view the lockdown date for all client files. You can sort the lockdown field so you can easily view client files that are approaching lockdown. 43

50 Entering Data This chapter covers the ways in which your client's information can be brought into a Working Paper's file. In general, you have two options for bringing your client's information into the Working Papers file: entering balances into the Working Trial Balance screen or entering balances using Other Journal Entries and allowing Working Papers to calculate the balances for the working trial balance automatically. Once you decide on the method you wish to use, on the Engagement menu, select Engagement Properties and then click the Period Balances tab and select the appropriate option. Once data has been added to a client file, you cannot switch between methods easily. Importing your Client's Data The import feature is the fastest method to transfer your client s data into the Working Papers file. If you need to transfer data from an application for which a specific import is not available, you can still import the data by saving it in an ASCII text format and then using the ASCII text import feature. In addition, Working Papers also allows you to speed up the whole process by creating a file based on existing client data files in certain supported accounting formats (such as QuickBooks). For more information on this feature, see Creating a new file from client data. Importing from accounting software 1 If applicable, export any necessary data files from the accounting package before launching Working Papers. 2 Open the Working Papers client file to which you want to import. 3 From the File menu, select Import, and then Accounting Software. 4 In the Import From box, select the accounting package from which you want to import. 5 Follow the instructions in the dialog box help. Importing from another working paper package 1 If applicable, export any necessary data files from the working paper package before launching Working Papers. 2 Open the Working Papers client file to which you want to import. 3 On the File menu, select Import, and then Working Paper Software. 4 In the Convert from box, select the working paper package from which you want to import. 5 Follow the instructions in the dialog box help. 44

51 See also Importing from an ASCII file. Importing from an ASCII text file The Working Papers ASCII text file import brings in both general ledger detail and balances. If your client s accounting or working paper package is not listed in either the Accounting or Working Paper Import dialogs, the ASCII import is the best alternate. Check to see if the software package you are using can save the data in an ASCII text format. Information such as account numbers, descriptions, and balances from an ASCII text file can be mapped and brought into Working Papers. Before importing the ASCII text file, it is necessary to determine the type of ASCII text file you are importing. There are two types of ASCII text files that you can import into : Variable Length Records If the fields within each record are separated by a special character known as a delimiter and the length of each record is inconsistent, then the ASCII text file contains variable length records. Fixed Length Records If the fields within each record are aligned in columns and the length of each record is consistent, then the ASCII text file contains fixed length records. Importing ASCII balances 1 On the File menu, select Import, then ASCII Text file. 2 Under Components, click Chart of Accounts & General Ledger Balances or General ledger detail, depending on the type of data being imported. 3 Under Record Type, choose either Variable Length or Fixed length depending on your file type. 4 In the ASCII Text file to be Imported box, type or select the file name and path of the ASCII text file. 5 If applicable, type or select a previously saved record layout file in the Previous settings for Record Layout box. Note When importing period balances, if the layout file does not contain a specified period, the program uses the current date period sequence. 6 Click Layout to outline the contents of the ASCII text file. 7 Define the location of each data field to be imported. See the dialog box help for more information. 8 Click the Advanced button to further define the balances to be imported. 9 Click Import to start. The type of balances in the client file after the import depends on the setting selected in the Engagement Properties Period Balances tab. If period balances entry is allowed, Working Papers posts the balances to the balances database. If Other Entries is selected, Working Papers creates an entry to hold the imported information. 45

52 ASCII Text File Loading and Saving Layout Options You can save layout options in a format file to be used at a future time. If you are importing an identical file, rather than re-entering the column positions or field orders, you can automatically recall the settings from the saved settings file. Saving layout options in a format file In the final screen of the ASCII Import Wizard under Save Layout Settings, browse to the location and give the file a name in order to save it for future use. Working Papers automatically determines the type of layout file to save it as based on the data imported and the file type used. Layout files are also copied during Copy Template (with all components selected) and during a year-end close. The settings files have names in the following format: <client file name>.xxx where xxx represents one of the following file extensions:.vtb,.ftb,.vgl, or.fgl. When importing period balances, if the layout file does not contain a specified period, the program uses the current date period sequence. Entering your Client Data Manually Depending on your client's data, you can enter many different types of balances into the client file, including opening, current year, forecast, budget and prior year balances. Balances entered should correspond to the period date sequence set in the Engagement Properties. The prior year balances are automatically updated during year-end closing. However, if this is your first year using Working Papers, the balances must be entered manually. If the file is set at yearly, then only one prior year column should be completed. If the file is set up for monthly bookkeeping, twelve prior periods must be completed in order for the comparatives to appear correctly. If you change the file from yearly to monthly, prior period figures must be adjusted for correct presentation of comparative balances on any monthly reports. Accounts need to be set up before balances can be entered. Adding an account to the Account setup 1 On the Working Trial Balance toolbar, click New. 2 Complete the applicable properties. When selecting the applicable map number, additional account properties are completed automatically based on the properties assigned to the map number. 3 Click OK or click Next to add the next account. If desired, map numbers can be assigned to multiple accounts quickly and easily using the Assign Mapping Numbers dialog. See the topic Mapping Accounts for more information. Entering balances in a yearly client file 1 On the Account menu, select Working Trial Balance. 2 Position the insertion point in the column in the Account setup for the type of balance you want to enter (Opening, Transactions, Prior, Forecast, Budget, etc). For 46

53 opening balances, simply enter the balance, for the others, double-click to open the balance drilldown window. 3 Enter the applicable balances. Debits are entered as positive amounts and credits are entered as negative amounts. The minus sign (-) can be entered before or after the amount. Tip After entering a balance, press the down arrow key to access the same column on the next line or the ENTER key to access the next column on the right. Changing the period date sequence On the Context toolbar, select the applicable period from the period date sequence drop-down list. Entering balances in a multiple period file 1 On the Context toolbar, select the applicable period from the period date sequence drop-down list. 2 On the Account menu, select Working Trial Balance. 3 Position the insertion point in the column in the Account setup for the type of balance you are entering and double-click to open the Balance drilldown window. Thirteen period columns are now available which tie into the thirteen period columns in the Engagement Properties. If this client has been set up as monthly in the Engagement Properties and monthly priors are required, then the Period 1 to Period 12 columns should be completed. Use the dates across the top of the columns as a guideline. If the majority of the column headings display "NA", you are working in a yearly file and do not require monthly comparatives. 4 Enter the applicable balances. Tip After entering a balance, press the down arrow key to access the same column on the next line or the ENTER key to access the next column on the right. When entering period amounts, enter the difference between each month (the activity), not the ending balance for each month. Debits are entered as positive amounts and credits are entered as negative amounts. The minus sign (-) can be entered before or after the amount. Inputting Write-up Journal Entries Opening the Other Journal Entries worksheet On the Account menu, select Other Journal Entries or click the Other Entries tool on the Navigation toolbar. Other journal entries can be entered into only a client file that has the "Allow Transaction Entry in Other Entry screen" option selected in the Period Balances tab 47

54 in the Engagement Properties. With this option enabled, balances can no longer be entered directly into the Working Trial Balance. Setting the period date sequence for Other Entries 1 On the Engagement menu, select Properties, and then the Period Balances tab. 2 Select the desired period date sequence from the drop-down menu, and then enter the number of the current active period in the appropriate box. The period date sequence selected here applies only to the Other Entry screen and is completely independent of the period date sequence selected on the Context toolbar. 3 Click OK. Entering bookkeeping transactions 1 On the Account menu, select Other Journal Entries. 2 Click the applicable tab to select the type of journal. 3 Enter the appropriate period date. The default is the current active period as specified in the Engagement Properties and this can be changed. 4 If applicable, enter or select a balancing account from the drop-down list. 5 Enter a reference number. The reference number can be alphanumeric. If adding to the cash disbursements journal, a typical reference number would be the check number. 6 Enter a brief description of the entry. 7 Enter the date of the transaction. The date defaults to the ending date of the current active period (as set in the Engagement Properties). It can be modified as necessary. 8 Select the account number from the chart of accounts. To create a new account "on the fly", click New and complete the information for the new account, then click OK. Note account properties can also be modified from this screen as you work by clicking Properties. 9 Click Select to select the account number for posting. 10 Enter the amount of the transaction. A credit is entered with a minus (-) sign. The sign can be entered before or after the amount is entered. Tip Select Auto increment reference no. to automatically increment the reference number by one while entering normal bookkeeping transactions. This is useful when entering consecutive data such as check numbers. When entering transactions, you can create or modify accounts "on the fly". Pressing the "+" key on the numeric keypad after the amount repeats the reference number and description information and places the cursor in the account column of the next line. This is useful when entering a multiple distribution check. It avoids having to re-enter the reference number and description for each distribution. Finding a journal entry 1 While in the Other Journal Entries screen, from the Edit menu, select Find. 2 Under the What box, type in the text you want to use to locate the journal entry. 3 Under the Where box, select the field in the Journal entry you want to search. To search all the fields, select Anywhere. 48

55 4 If desired, in the Match box, enter more parameters for the search. 5 Click Next to locate the next occurrence of the search item. If Working Papers locates the search item, the full details of the journal entry are displayed in the Entry Info box. To continue searching for the next matching entry, click Next again. 6 When the entry you want is highlighted in the journal, click Close to close the Find dialog. Deleting a transaction 1 On the Account menu, select Other Journal Entries. 2 Click once on the transaction line of any journal. 3 On the Edit menu, select Delete Line. Using the Working Trial Balance The Working Trial Balance is an integrated worksheet where you can create and edit accounts, add opening, prior and budget balances, and add working paper references. Journal entry adjustments can also be viewed from here. Information used in performing ratio analysis and foreign currency translations is entered into columns in the Working Trial Balance. You can also create custom groupings and assign them to accounts in the trial balance for presentation on leadsheets. Efficient tax return filing is possible through the use of the Tax setup (on the Account menu, select Assign Tax Export Codes) where accounts in the trial balance are assigned to tax codes for export to the applicable tax package. Once all the work has been completed on an account, the account can be locked to prevent further modifications to its balances. Accessing the Working Trial Balance On the Account menu, select Working Trial Balance or click the Trial Balance tool on the Navigation toolbar.. By default, the Account tab appears. If another setup is active (the tab is in front) click the Account tab. Switching between period movement and year-to-date balances On the View menu, select Year-to-date Balances. A check mark appears next to the menu item when it is activated. This menu item toggles between year-to-date and non year-to-date (period movement) balances in screens that have account balances, such as the current year period balances, prior, budget, and forecast balances screen. It has the same effect as the "display and enter balances as year to date balances" check box in the Engagement Properties Period Balances tab. Printing the working trial balance 1 While in the working trial balance, on the File menu, select Print Preview. 2 To resize columns prior to printing: a Position the insertion point on a vertical line between two columns. b Click and drag the vertical line to the left or right until the column has attained the appropriate width. Columns can only be expanded to twice their original width. c Release the mouse button. 3 To reorder columns prior to printing: 49

56 a b c On the View menu, select Reorder Columns. In the Active Columns box, select the column(s) you want to move or hide. The Hidden Columns box lists any columns that will not display in the browse window. Do one of the following: To move the column(s), drag the selection to the new location. To hide the column(s), drag the selection to the Hidden Columns box. Click OK. 4 If the trial balance is displayed in the order you wish, click Print. Modifications made to the print version of the working trial balance are saved for the next time you wish to print. Finding an account 1 On the Edit menu, select Find. 2 In the What field, enter the number of the account you want to locate. 3 In the Where field select the Account No and click Next. To close the dialog, use ESC. To find the next instance of the selection, use F3. Viewing transactions from the Working Trial Balance Position the insertion point in the Transactions column of the Account setup and double-click. This displays a breakdown of the various types of transactions making up the period movement in the Account setup. Viewing adjustments from the Working Trial Balance 1 Position the insertion point in the Adjustments column of the Account setup and double-click. 2 While in the breakdown of adjustments screen, position the insertion point in the column you want to expand and double-click. For example, to view the detail of an amount in the Adjusting J/E column, position the insertion point on the amount and double-click. Entering Account Information Modifying account information 1 Position the insertion point on the account you want to modify. 2 On the Working Trial Balance toolbar, click Properties. 3 Perform any required modifications then click Close. Only prime posting accounts (accounts that are greater than 99 and ZZ) can be modified in the Account setup. Account modification can also be performed when the cursor is in any column, by typing over the existing information. 50

57 Deleting an account 1 Position the insertion point on the account you want to delete. 2 On the Working Trial Balance toolbar, click Delete. Accounts with opening, prior or budget balances cannot be deleted. Creating split-ups for accounts Working Papers allows you to split up accounts on the trial balance (e.g. breaking up an client supplied account into taxable and non taxable portions) for better granular control of account data throughout the entire engagement. 1 On the Working Trial balance, click the next to the account number. 2 Under Account number, enter the account number for the split-up. If the account being split-up is 403, you could use as the account number for the first split up. 3 Enter a descriptive name for the split up account and enter the remaining information for the split-up. 4 As required, follow this procedure to add more split-up accounts. Note each account number must be unique. 5 Before exiting the Spilt-up Accounts dialog, ensure that the combined balances of the spilt-ups total the original balance of the account, if any 6 Click Close. In the Working Trial balance, if an account has assigned split-ups, the symbol displays beside the account name. If the split-ups become unbalanced, or if any changes have been made to the file, such as the deletion of an adjusting entry that affect this account, a warning symbol displays. To clear the symbol, enter the Split-up Accounts dialog and review the balances, making any changes, if required. CTRL+SHIFT+S is the shortcut to open the Spilt-Up Accounts dialog. Renumbering accounts 1 On the Account menu, select Working Trial Balance. 2 In the Account No column, select the account number you want to change. 3 Type the new account number. 4 If the message "Balances Exist - do you still want to change?" appears, click Yes to proceed with the renumbering. The new account number automatically updates any journal entries and working paper documents. Completing account properties automatically 1 On the Tools menu, select Options and then click Mapping. 2 Select Autofill blank account properties only. 3 Click Autofill Now. Locking an account 1 Position the insertion point on the account you want to lock. 51

58 2 Click the check box in the Lock column. Once locked, no further changes can be made to the account balances or account properties. Only unrecorded adjusting entries can be created using the account. Multiple rows can be modified at the same time by selecting the rows while holding down the CTRL key and clicking the Lock check box in any row. On the Edit menu, click Select All to highlight all rows at once. Other Working Trial Balance information Entering foreign exchange rates For reporting in another currency, Working Papers translates the account balances in the trial balance to the foreign currency based on the foreign exchange rates you enter. Working Papers supports a full range of current, budget, and comparative foreign exchange rates for proper analysis in the foreign currency. Trial Balance, draft Financial Statements, Analytical Review, and Leadsheets or Groupings are examples of automatic documents available for reporting in the translated currency. To record the gain or loss occurring from the exchange to foreign currency, you must specify a Foreign Exchange Account. Specifying the foreign exchange account 1 From the Account menu, select Working Trial Balance and then click Settings. 2 In the Foreign Exchange box, type or select an account to represent the gain or loss resulting from the foreign currency translation. 3 Click OK. Tip When dealing with split-up accounts, the split-up accounts automatically use the foreign exchange rates of their parents for foreign exchange calculations and balances. Entering foreign exchange rates 1 On the Account menu, select Working Trial Balance and then click Foreign Exchange. 2 Enter opening, budget, and prior foreign exchange rates for each account in the columns provided. When viewing translated balances, the Foreign Exchange check box must be selected in the document properties for the applicable documents. When dealing with split-up accounts, the split-up accounts automatically use the foreign exchange rates of their parents for foreign exchange calculations and balances. 52

59 Mapping Accounts Performing account mapping Account mapping ensures ultimate efficiency in completing financial statements in CaseView. If account linkage to CaseView is completed using universal map numbers common to all clients, performing account mapping virtually ensures finished financial statements requiring a minimum amount of modification. Map numbers contain identical fields to account numbers and can be used to complete account properties when entering a client's chart of accounts in the Working Trial Balance. Assigning map numbers to accounts 1 On the Account menu, select Assign Mapping Numbers. The Entity name displays in consolidated files only. 2 Under Unmapped Accounts, select the account(s) you want to assign to a map number. To show current year or prior year balances or extended descriptions for the accounts, right-click and then select the option to display. 3 Under Mapping Numbers, select the map number you want to assign the accounts to. 4 Click Map. 5 Click Apply to save the change to the working trial balance without closing this dialog. Saving your changes often is wise when you are assigning a large number of accounts to a large mapping number database. 6 Repeat steps 2 through 5 until the entire trial balance is assigned to the appropriate map numbers. 7 Click OK. Tip You can choose to have the account mapping feature overwrite all existing account properties with the properties of the map number or only overwrite blank account properties. s To remove accounts from a map number, select the account in the Mapping Number box and then click Unmap. Additionally, you can assign mapping numbers to accounts from the Working Trial Balance Account tab or the Mapping Setup window. Find the applicable account and scroll across until you find the mapping column. Click in the corresponding cell to select the mapping number. Specifying the method of completion for account mapping 1 On the Tools menu, select Options and then click Mapping. 2 Select the autofill option you want. 3 If applicable, click Autofill Now to synchronize account and map number properties based on the autofill criteria specified. When assigning a map number to an account, all the account's map/group flips are removed before the mapping autofill properties are applied. 53

60 Synchronizing account numbers with map numbers 1 On the Tools menu, select Options and then click Mapping. 2 Select Autofill all account properties to replace account number properties with the corresponding map number properties. 3 Click Autofill Now. The Autofill feature completes account properties of every account that is assigned to a map number. Working Papers will not overwrite account number properties with blank map number properties. For example, if properties exist for the account number and are missing for the map number, the account number will remain untouched. Annotating the Working Trial Balance Annotating an account or total 1 Position the insertion point in the line you want to annotate. 2 On the Working Trial Balance toolbar, click the Annotate button, or on the command toolbar click the Annotate tool. If the line you have selected cannot be annotated, this option will be unavailable. 3 The annotation may either reference an existing document or be a generic (manual) reference, not linked to a document. To reference a document, click the drop-down list and select the applicable document. To enter a generic annotation, click the drop-down list and select Manual reference. Enter the applicable text in the field that appears to the right of the selection. By default, all working trial balance annotations are global and display on the trial balance as well as on automatic documents displaying the account annotated. 4 If applicable, select a tickmark. 5 If applicable, enter an additional comment in the note box. After closing the Annotation dialog, any annotation displays on the appropriate account line. Tip To add multiple references, tickmarks or notes, right-click the line and select New Note, Tickmark, Document Reference, or Manual Reference. Tickmarks are maintained in the Tickmark worksheet. To open it, on the Engagement menu, select Tickmarks. See Creating new tickmarks for more details. Double-click the annotation field to launch the Annotation dialog. Right-click the annotation field to access the short cut menu allowing quick deletion or, for notes, the option to move to the referenced document. 54

61 Entering tickmarks Creating new tickmarks 1 On the Engagement menu, select Tickmarks. 2 Position the insertion point where you want to place the new tickmark. 3 On the Insert menu, select New Line. 4 Complete the details of the tickmark. 5 If applicable, click the in the Tickmark column to add a graphic to represent the tickmark. In the same drop-down, color, line width and additional formatting can also be selected. Additional graphics for the tickmark can be pasted from outside sources into the Tickmarks column. Working Papers does not support dragging and dropping new images into the dialog. Graphics can also be copied from one tickmark to another. Adding annotation text to a tickmark 1 On the Engagement menu, select Tickmarks. 2 Click beside the tickmark to be annotated. 3 Enter the annotation text and click OK. Deleting a tickmark 1 On the Engagement menu, select Tickmarks. 2 Position the insertion point on the tickmark to be deleted. 3 On the Edit menu, select Delete Line. 55

62 Entering Adjusting Journal Entries Accessing the Adjusting Journal Entries worksheet On the Account menu, select Adjusting Journal Entries. Formats of Adjusting Journal Entries All journals reflecting adjusting entries have Journals - Adjusting Journal Entries as their type. Adjusting journal entries are entered and edited under Account, Adjusting Journal Entries. Any transaction entered in the adjusting journal entries dialog appears on the adjustment column in the Account setup. There are eight types of adjusting journal entries available. Type Normal adjusting Reclassifying Unrecorded proposed Eliminating Tax federal Tax city Description Normal entries update all relevant Automatic documents on the Document Manager such as journals, ledgers, trial balance, financial statements, and leadsheets. When updating from one period to another including a year-end close, these entries are transferred from the adjustment column to the opening or preliminary balance column on the trial balance and leadsheet documents. Reclassifying entries are not recorded in the normal accounting records. However, they are recorded in all financial statements and working papers such as leadsheet documents. When updating from one period to another including a year-end close, these entries are excluded from the accounting records. Therefore, these entries do not have to be reversed. Unrecorded entries can represent error entries that will not be recorded because of materiality or proposed entries that may be subsequently changed to a normal status. These entries only appear on the Summary of Unadjusted differences document. Eliminating entries are used to prepare combinations or consolidations of divisions or companies. They appear in consolidated trial balances, leadsheets, and financial statement documents. Federal tax entries adjust the federal tax balance. They are not recorded in the normal accounting records. Use the trial balance, journal, and leadsheet documents to display the federal tax entries. City tax entries adjust the city tax balance. They are not recorded in the normal accounting records. Use the trial balance, journal, and leadsheet documents to display the city tax entries. 56

63 Type Tax state Other basis Prior period Description State tax entries adjust the state tax balance. They are not recorded in the normal accounting records. Use the trial balance, journal, and leadsheet documents to display the state tax entries. The other basis adjustment feature is a special type of adjustment that can be incorporated into balances. As an example, you can use it to post cash basis entries and then switch the balances from accrual basis to cash basis in reports. Prior entries are used to post prior period entries and provide a proper audit trail of such adjustments. Only the year to date and NOT the active period financial statement is affected. If the active period is changed (at a later date) in the Engagement Properties so that the new active period date now includes the prior period date, these entries will change to status Normal. Prior means prior period, not prior year. Creating an adjusting journal entry 1 On the Account menu, select Adjusting Journal Entries. 2 Enter a unique journal entry number. Click New Entry to create a new reference number that is an increment from the previous one entered. The journal entry number can be alphanumeric and up to 7 characters long. 3 Enter the date of the journal entry. The date defaults to the end of the current active period. However, for multiple period processing, the date can also be for a prior or future period. If the period date is for a prior period then only the year to date and not the current period financial statement is affected. If the period date is for a future period, the current financial statement is not affected. When moving to this future period, these entries are properly recorded. 4 Select the type of journal entry. 5 Select the type of account the entry is to post to. Only entries marked Financial post to normal accounting records. All other types can be used to adjust balances or to add information to the accounts for display, reclassification or information purposes only. For example, if a client file had a set of financial statements that had to be presented based on both local country GAAP and IAS GAAP rules, differing reporting requirements might mean that information had to be classified in two distinct ways. Entries could be booked to separate groupings and reports could be generated from those groupings without having to formally adjust the trial balance. Calculations update based on the entries made but the working trial balance itself is not updated. However, any calculations using the Map or group calculations do reflect the adjustments. You can post an adjustment to a map or group, but tax amounts are always posted directly to the tax account, rather than to a map or group number. When including tax amounts in any other entry posted to anything other than financial accounts, the Working Trial Balance will be out of balance by the tax amount. 6 Enter a description of the journal entry. The description area is scrollable and can be as detailed as necessary. In the field, text wraps automatically and each line of the field can be up to 40 characters long. Press CTRL+ENTER to begin a New Line. The complete description is printed in the adjusting journal document. 7 If desired, click Customize to add any additional options to the adjusting journal entry. 57

64 8 Select the account number from the chart of accounts. When working in a consolidated file, only accounts that pertain to the current entity selected display. To create a new financial account "on the fly", click New and complete the information for the new account, then click OK. When the account number is entered, the account description automatically appears. Note account properties can also be modified from this screen as you work by clicking Properties. 9 Enter an amount. A debit amount should be typed with full decimals if necessary. A credit amount can be preceded or followed by a - (minus) sign and should be typed with full decimals if necessary. Tip Large numbers may not display properly due to their length. To correct the display problem do one of the following: On the Tools menu, select Options, then click Documents. Select the Display Whole Numbers check box; or On the Tools menu, select Font Settings and change your display font to a narrower font. 10 To make the entry a recurring or reversing entry, select the correct radio button. To modify the pattern of recurrence, click Advanced and select the appropriate options. Effects of changing the period on adjusting journal entries Status Normal Reclassifying Unrecorded Tax Effects of changing period Normal entries are transferred from the Adjustment column in the Trial Balance to the Preliminary column so that only new entries will be included in the Adjustment column. Reclassifying entries are excluded from the draft financial statements. Therefore, these entries do not have to be reversed. Unrecorded entries are excluded from the Summary Of Unadjusted differences. Tax entries are excluded from the tax accounts. Editing an existing adjusting journal entry 1 On the Account menu, select Adjusting Journal Entries. 2 In the Current Entry box, type or select the reference number for the journal entry that you want to modify. 3 Perform any required modifications. The entry has automatically edited all relevant documents. Deleting an adjusting journal entry 1 On the Account menu, select Adjusting Journal Entries. 2 In the Current Entry box, type or select the reference number for the journal entry that you want to delete. 3 Click Delete Entry to delete the selected adjusting journal entry. Changing the tax code rate 1 On the Tools menu, select Options, and then Lists. Click the Tax Codes tab. 2 Select the tax code to be modified from the available codes listed. Click Edit. 58

65 3 Make any required changes to the tax code and then click OK to finish. If the tax rate is changed, all existing journal or adjusting entries using the tax code will be updated for the new amount. If you do not want this to happen, create a new unique tax code for the new amount. 59

66 Using the Documents Types of Automatic Documents Working Papers has many automatic documents for use in completing a working paper file. Account Analysis Account Reconciliation Analytical Review Chart of Accounts Chart of Mapping Numbers Engagement properties Consolidation Diagnostics Document Index Document Manager Employees Financial Statements History Issues General Ledger Journals Leadsheet/Grouping Memorandum Program/Checklist Spreadsheet Analysis Tax Reconciliation Tickmarks Trial Balance Unadjusted Differences Working with Documents and Folders Creating documents and file folders Whether you created your client file from a sample template or from an existing client file, the Document Manager should contain all the documents you require to complete the working paper file. For additional customization of the client file, it is possible to add or delete an unlimited number of documents or folders on the Document Manager. There are six types of documents that you can create and a method which allows you to link to an external file. Folders are used to organize the items on the Document Manager. For example, you can keep all schedules related to Assets in one folder labeled Assets. Folders that have contents are marked with a plus sign () when they are closed. To open or close a folder, doubleclick the folder icon or press the F9 key. 60

67 Automatic documents are documents that are automatically generated by Working Papers. They include leadsheets, working papers, programs and checklists, etc. CaseView documents are documents created by CaseView, the word processor for accountants that is fully integrated with Working Papers. A typical CaseView document would be a client-ready financial statement. Double-click this document icon to launch the CaseView application. Document links are documents that are created by another program. A chart created in Excel is an example of a document link. Double-click this document icon to launch the application from which the document was created. Manual document references are documents that are prepared manually without the use of Working Papers. You can list the manual document on the Document Manager for organizational purposes. However, because the document is manual, it cannot be printed or viewed from the Document Manager. Creates a new Microsoft Word document and stores the document in the client file folder. Once created, the file can be accessed by double clicking its icon on the Document Manager. Only modify files created this way by opening them from the Document Manager instead of opening them outside the client. Opening the client file externally and Editing it may cause changes to not be saved in the client file. Creates a new Microsoft Excel workbook and stores the document in the client file folder. Once created, the file can be accessed by double clicking its icon on the Document Manager. Only modify files created this way by opening them from the Document Manager instead of opening them outside the client. Opening the client file externally and Editing it may cause changes to not be saved in the client file. Adding a document or folder 1 On the Document menu, select New. 2 Select the type of document you want to create. To create a new folder, select Folder. 3 Click OK. 4 Enter the description of the folder or document. 5 Complete the properties for the document or folder you want to create. 6 Click OK. The document or folder appears below the selection bar on the Document Manager. Double-click the document icon to view the document. Tip Each document on the Document Manager must have a unique number. Click Help while in the Properties dialog to access completion information. Entering settings for automatic documents 1 On the Tools menu, select Options and then click Documents. 2 Select the options you want and click OK. 61

68 CaseWare IDEA In CaseWare IDEA, reports can be exported directly to the Document Manager in Working Papers using a special add-in to CaseWare IDEA. In Working Papers, these reports display as HTML and are saved on the Document Manager. To export the file from CaseWare IDEA: 1 In CaseWare IDEA, perform the desired analysis. 2 From the results tab on the IDEA database, click the Working Papers icon on the Report toolbar. If a Working Paper's client file is currently open, the Document Manager dialog displays the Document Manager from that file. If no client file is open, click Browse and locate the desired client file. A warning message displays if the destination file is a compressed file. Documents cannot be exported to compressed files. 3 On the Document Manager, select a folder for the exported file. Fill in a Document Number and Name for the exported file. Click OK. An error displays if the document you are exporting has been given the same document number as any already on the Working Papers Document Manager. You must give the IDEA document being exported a unique number. 4 In Working Papers, the report displays in the selected location on the Document Manager and is indicated by the icon. Working with Automatic Documents Changing document properties 1 While on the Document Manager, place the selection bar on the applicable document. 2 On the Document menu, select Properties. 3 Make any required changes then click OK. Each document can have a variety of properties that you can easily change. For example, you may want to examine a certain automatic document between a specific set of dates. You apply this date range by changing the properties of the document. Document properties for an automatic document can also be changed while viewing or print previewing the document. Changing the document heading 1 Select the document. 2 On the Document menu, select Properties and then click the Headings tab. 3 Under Report Headings, enter a two-line description for the leadsheet document. Adding an extended description to a document 1 While on the Document Manager, place the selection bar on the document for which you want to create a description. 2 On the Document menu, select Properties and then click Headings. 3 Under Document heading, enter the text to display above the year-end date for most reports. For Financials Statement documents, text entered replaces the existing yearend date, allowing users to customize the wording appearing on these documents. 62

69 4 Under Extended Description for CaseView, enter the text you want to link to documents generated by CaseView. These descriptions are useful for linking to alphanumeric cells in CaseView. Extended descriptions do not appear on the printed documents. Folders can also be given extended descriptions for CaseView. Customizing Automatic Documents Once created, most Working Papers automatic documents can be customized to show only those columns you wish display in the order in which you wish to display them. Columns can also easily be resized to ensure all your data displays in the best way possible. Resizing columns in an automatic document 1 Position the insertion point on a vertical line between two columns. 2 Click and drag the vertical line to the left or right until the column has attained the appropriate width. Columns can only be expanded to twice their original width. 3 Release the mouse button. The column adjusts in size accordingly. Hiding or reordering columns in an automatic document 1 While in the automatic document, from the View menu, select Reorder Columns. 2 In the Active Columns box, select the column(s) you want to move or hide. The Hidden Columns box lists any columns that will not display in the browse window. Do one of the following: To move the column(s), drag the selection to the new location. To hide the column(s), drag the selection to the Hidden Columns box. 3 Click OK. Tips If you make a mistake, click Default to return to the original order of the automatic document. For some reports, such as the Balance Sheet with active / prior period and year to date balances, columns within a report are grouped together and can only be reordered or rearranged as a collection of columns. Changing document fonts 1 On the Tools menu, select Font Settings while viewing a document. 2 In the Item box, select the document section to be edited. For example, to change the font used for the preparer's initials, choose Prepared by: Initials and Date. 3 Modify the font settings for the chosen section. 4 If applicable, repeat steps 2 through 5 until font selections are made for each of the document sections. 5 Click OK. 63

70 Selections made here are applied to all automatic documents generated by Working Papers. Annotating Documents The annotation displays as an icon beside the total in the account line. Passing your mouse over the icon in the line displays any text entered in the Note box. To create an anchored box to display the text, click the Note placeholder. To close the box, click the X in the corner. Once a document reference number has been added to a line in a document, clicking while on the referenced line automatically opens the document referenced. Tickmarks are maintained in the Tickmark worksheet. To open it, on the Engagement menu, select Tickmarks. See Creating new tickmarks for more details. For any line with multiple annotations (for example, one set entered in the automatic document and another from the working trial balance), the annotation will be grouped by type (annotation number, followed by tickmarks, followed by document references). Annotations are numbered sequentially throughout a document. Adding an annotation automatically adjusts the numbering of other annotation notes in the document. When printing, annotation notes print at the end of the documents following any commentary text included in the document. See Adding commentary to a document for more on entering commentary text. Annotations added to the working trial balance are "global" annotations which show not only in the trial balance but also on any documents using the annotated accounts. Annotation added to documents can be either global, displaying in the Working Trial Balance and on all documents that display the account annotated, or they can specific for the current document only. For more information, see Referencing a total in the Working Trial Balance. Viewing notes attached to an automatic document When viewing an automatic document, you can review notes attached to it. Select View s. When a note is hovered over on the report, the note viewer scrolls to the appropriate note in the viewer and highlights it. When the note is hovered over in the viewer, the note(s) on the report is highlighted. The Note Viewer is designed to minimize its use of screen real estate. Its window opens as far right as possible. When the window is resized or moved such that the viewer must go below a minimum size, it moves the workspace over to make room for the viewer. When the viewer is minimized (or closed) the full screen space will be restored. Fixed location of the viewer is chosen so that when minimized it will not make any controls or data unavailable. Closing individual notes is meant to help the reviewer keep track of items that have been disposed of versus those kept. Adding annotation to a document 1 Open the document you want to annotate. Note: For all programs and checklists documents, enter the annotation in the columns provided. 2 From the Insert menu, select Line Annotation. In spreadsheet documents, the command reads Column Annotation to reflect how annotation works in these documents. 64

71 3 Click the Global tab to have the annotation show in the trial balance and on all documents displaying the annotated account. To have the annotation specific to this document only, click the Document tab. 4 If applicable, select a document reference. To enter a generic annotation rather than a specific document reference, from the list, select Manual reference and then enter the desired text in the field that appears to the right of the selection. 5 If applicable, type or select a tickmark. 6 If applicable, enter an additional comment in the note box. To add a cross reference to another note within the same document, copy and paste the note in the field. If any notes are renumbered, cross-references will also renumber. 7 Click OK. Tip To add multiple references, tickmarks or notes, right-click the line and select New Note, Tickmark, Document Reference, or Manual Reference. Adding commentary to a document Commentary text may be added to Document Manager reports, Employees lists, Financial Statements, History documents, General Ledger reports, Issues lists, and Journals. 1 Open the document to which you want to add commentary. 2 Do one of the following: If commentary text may be entered on screen, click anywhere in the commentary portion of the document window. On the Insert menu, select Commentary. The commentary box appears at the bottom of the screen. 3 Type in the commentary text. Text automatically wraps. Press the ENTER key to begin a new line. Use the spacebar to position text in its proper position on the line. Tabs cannot be used to align text on different lines. The following is an example of annotation and commentary text added to a leadsheet. Tip Certain documents permit commentary to be added and viewed in a split-screen while other documents require entry into a commentary box which must be accessed separately. For example, leadsheet, account analysis, and trial balance documents permit commentary text to be entered at the bottom of the screen. Commentary text added to any document appears at the bottom of the document when printed or print previewed. 65

72 Copying annotation in automatic documents 1 With your cursor over the annotation to be copied, right-click and, from the menu, select Copy Annotation. 2 Place your cursor on the line you wish to copy the annotation to and on the Edit menu, select Paste. Multiple lines can be selected by holding down the SHIFT key while clicking. This technique can also be used to copy references or notes. Annotation can also be copied between automatic documents. Copied annotations retain the same note numbers. If you edit an instance of an annotation that has been copied, Working Papers asks if you wish to change all related annotations. If you select to not change the other instances of the annotation, the link between the annotation being changed and the other instances of the annotation is broken and the changed annotation is assigned a new note number automatically. Deleting annotation in automatic documents 1 With your cursor over the annotation to be removed, right-click and, from the menu, select Delete Annotation. Click OK to confirm the deletion of the annotation. Entering preparer and reviewer information 1 While on the Document Manager, place the selection bar on the document to which you want to add initials. 2 On the Document menu, select Properties and then click Roles. 3 Enter user initials and dates in the boxes provided. 4 To specify the location of users' initials on the document, select the option you want. User information can be entered for each document and appears at the top or bottom right corner of all printed documents. The number of initial boxes available corresponds to the number of users working on the engagement. Comparing using History and Milestones Introduction to Milestones and History Working Papers has two tools to make controlling and reviewing changes to the information in your client file easier and more efficient: History events and Milestones. History events You can set Working Papers to record a history event whenever specific events occur in your client file. Each history event includes details on the time and date of the event and information identifying the user performing the action. The user information is derived from either the user name entered in the login screen for a file with protection turned on, or by the information filled in the User Identification dialog the first time a Working Papers file is accessed on a computer. The types of actions recorded can be set on a file-by-file basis. Milestones 66

73 A milestone differs from a history event in that the history events record details of the action, such as time and date, while a milestone is a recording of the content of the document at that point in time. A user can manually create a milestone of the document at any time by accessing the Document menu, and selecting Save Milestone. Milestones can be created for CaseView or automatic documents as well as linked Excel and Word documents. History, Milestones and the Year-end close On a year-end close, history items are rolled forward into the new file as part of the yearend close process. History items can be cleared from a file by running a Cleanup process and choosing the option to clear history from your file. Setting which actions create events 1 Under the Engagement menu, select History, and then Settings. 2 For each of the events to be included in the document history select the check box next to the event category name. For each category selected, Working Papers records the time and user identification information whenever that event occurs in the client file. 3 Click OK. Some of the items, such as client property modification, Sign In, or Tool Use, record history events on a client level. These events are recorded in the Engagement History dialog only. To see these events, under the Engagement menu, select History and then click the History tab. The other selections Document Modification, Check Out/In, Role Completion, Document Access are document level events. To view them, select the document on the Document Manager and from the Document menu, select Properties, and then click the History tab. Managing milestones 1 On the Document Manager, highlight the document and right-click. From the shortcut menu, select Properties, and then click the History tab. Note that this selection can also be done by right-clicking while in the open document itself. Setting automatic milestone comparison You can set Working Papers to automatically compare a document to a saved milestone as soon as it is opened by setting the Auto-Compare option in the History dialog. To set this option: 1 On the Engagement menu, select History and then click the Auto-Compare tab. 2 Select the Automatically compare all Automatic documents check box. The To and By selections become active. 3 From the To drop-down, select what you would like to auto-compare the documents to. 4 From the By drop-down list, select the user whose milestones you want to compare to. 5 Click OK. Creating a milestone 1 While in the document, or with the document highlighted on the Document Manager, on the Document menu, select Save Milestone. 67

74 2 In the Comment box, enter a description to outline what is specific to this version. This description will be used to identify the document when managing milestones or performing comparisons of the document versions. 3 Click OK. Comparing milestones 1 Select the document to be compared on the Document Manager and right-mouse click. From the shortcut menu, select Properties, and then click the History tab. 2 Highlight the milestone you wish to compare to. Click Compare. 3 Working Papers compares the current document with the selected milestone. A header at the top of the document lists the comparison document. Changes between the two documents are indicated in red in the text of the document. If the document is a CaseView document, the document opens in CaseView, and the Compare to a Milestone dialog displays. For more information on comparing CaseView documents, see the CaseView's on-line help. You can also compare milestones to a specific milestone using the Compare command on the Document menu or by clicking on the Command toolbar. This command allows you to actively filter milestones for comparison. Use the on the Command toolbar to toggle the comparison details on or off in automatic documents. With comparison details off, areas with changes are indicated in red, but no detail is supplied. With comparison detail on, changes to accounts are marked in red and the original information for the account is marked in grey. Added accounts display in blue with an insert arrow to the left of the line. Deleted accounts display as green with the removed arrow to their left. In addition, the document displays a header indicating the milestone being compared to. Managing Work using Issues Issues overview Issues are electronic review notes that can be created and assigned to any specific document in the client file or to the client file as a whole. Using Issues, managers and users can track and control further work that needs to be done on any or all portions of the file. Each issue can be given a start and due date. A supervisor can assign issues to other users associated with the file, and track the progress on those issues. For more information, see Adding an issue. Issues for a particular document can be viewed quickly by right-clicking the document, selecting Properties, and then clicking the Issues tab. In addition, the issues are displayed in an organized manner in a special Issues Pane. Working Papers provides preset tabs in this pane that filter the issues by the most common methods (by date, by document, etc) but users can create customized tabs to sort issues in a way that is meaningful for them and their firm. The Issues Pane can be customized in many ways to further enhance its usability. See Customizing the Issues Pane. The issues in a client file can be applied to automated documents, external documents (Word and Excel), and CaseView documents. For more information on Issues and CaseView, see the CaseView help file. 68

75 Viewing the Issues Pane To open the Issues Pane, click Issues on the Control toolbar. Adding an issue 1 While in the document, right-click and on the shortcut menu, select Add New Issue. Alternately, while on the Document Manager, locate and highlight the document you want to assign the issue to, right-click and on the menu, select Add New Issue. If applicable, issues can be added to multiple documents simultaneously by selecting the documents individually using CTRL + click, or by selecting the folder for the documents, before right-clicking and selecting Add New Issue. An instance of the New Issue dialog will open for each document. 2 Enter the subject of the issue in the subject field. Click in the next field or use the tab key to progress through each field. The ENTER key closes the dialog and saves all changes. 3 In the Type box, select the appropriate issue type from the list. The firm can add new issue types as applicable. For more details, see Adding new issue types. 4 If applicable, assign the issue to a specific user. The drop-down list displays following choices: Everyone None User group names User names All members of the engagement team to change the Resolution tab of the issue. Prevents all users from updating the Resolution tab of the issue. Denoted by "(group)". Select a protection user group to assign the issue to. All users in that group will be able to update the Resolution tab. Names of users already associated with the file are listed. Select a specific user to assign the issue to. Add new user Select to add a new user to the issues list. This means that users who have not yet accessed the file can be added and then assigned an issue. If the issue is not assigned to a specific user, you can allow any user to modify and clear it. 5 The issue automatically is associated with the document. You can change this association by selecting another document from the Document drop-down list. 6 On the Description tab, select the due date and, if applicable, start date for the issue using the provided drop-down calendars. Select a Priority (low, normal or high) if required. 7 Set the status and roll forward options. Tick Roll Forward to allow the issue to be rolled into the new client file at a year-end close. Tick Retain on Cleanup to keep the issue in the client file when the cleanup process is run on the client file. See Cleaning up your client file, for more information. 8 Type in a description of the work to be done or the questions to be asked in the Description text box. Use SHIFT+TAB to insert a tab in the description field. The text can be formatted further by right-clicking and selecting Font or Paragraph. 9 Click OK. Tip If already in the Issues Pane, you can either type directly into the first blank line where it says Click here to add a new issue or double-click on the first line to open the New Issues dialog. Marking an issue as cleared 69

76 To clear an issue created by another user, ensure permissions are set to allow you to clear others' issues. It is set in the permissions rights dialog under the File settings. Review the section "Setting up users and positions" for details. To clear an issue 1 Open the issue. 2 Click the Cleared check box. 3 Click OK to close. The record gets updated only after you move off it in the Issues Pane. The issue appears with a tick mark in the cleared box in the Issue Pane once cleared. Using the issues drilldown In the Issues Pane, scroll to the document column. Click the link to the document associated with the issue. The document opens. For CaseView issues, the CaseView document opens and the area specifically associated with the issue is circled in red. Customizing the Issues Pane The Issues Pane can be customized to make it more useful and user friendly. Adding new issue types 1 While in the Issues Pane, right-click. From the menu, select Settings and then Customize Types. 2 Click Add. 3 Enter an alphanumeric unique Id for the new type. Under Type enter a descriptive name for the type to be added. This description displays in the Issue dialog pulldown menus. 4 Click OK. Creating new issue views (tabs) 1 While in the Issues Pane, right-click and, from the menu, select Settings and then Customize views. 2 Click Add. 3 Under View Name, type a name for the view. This name appears on the tab in the Issues Pane. 4 Click Filter. On the Simple tab, create the filter using the pull down menus. If necessary, click the Filter tab to view the filter. To add any additional conditions, type them into the Additional Filter box. You can filter on a single field, or more than one field at a time. Click OK. 5 If desired, click Grouping and, in the Grouping dialog, select a field to group the view by. Click OK. 6 Click Sort and pick the fields to sort by in the Sort dialog. Click OK. 7 Click Columns. Select the columns to display in the view by highlighting them in the left hand pane and using the button to move them to the right pane. Columns can be shuffled up and down using the Up and down buttons. Click OK to close. 8 Select the new view and click OK. 70

77 Showing or hiding columns While in the Issues Pane, right-click and on the menu, select Settings and then Show columns. The active columns in the list have a checkmark next to them. Select or deselect columns as required. 71

78 Working with Specific Documents Using Leadsheets Group numbers are used to group accounts together on a leadsheet. If the client file was created using a template containing the Mapping database, it is only necessary to perform account mapping. Account mapping automatically assigns the relevant leadsheet numbers to the client's chart of accounts. Therefore, the chart of accounts should already be assigned to the applicable group numbers. If you are not using account mapping, you can determine the account information you want to display on your leadsheet by creating a group number and then assigning the group number to the accounts listed in the Working Trial Balance. For example, leadsheet number A could be assigned to all Cash accounts. Leadsheet formats Once the accounts have been assigned to a group, you can create a leadsheet to display that grouping. Each leadsheet document has several properties that define its appearance. You can modify these properties to produce several types of leadsheets. The Format you select determines the amount of detail the document displays. Depending on the Grouping type selected, leadsheet documents can display leadsheet or group numbers from any of the four custom groupings. In addition, map numbers and tax codes are used to group accounts for presentation on a leadsheet. Leadsheets can display different types of balances and varying degrees of detail. Leadsheets are also useful for reporting in a foreign currency. For more information on the types of formats and balances available for leadsheet documents, see the help. Assigning group numbers to an account 1 On the Account menu, select Assign Groupings and pick the Group that you want to work with. Group 1 is named L/S by default. 2 Select the account in the Unassigned Accounts box. To show current year or prior year balances or extended descriptions for the accounts, right-click and then select the option to display. 3 Select the group number in the Group Numbers box. 4 Click Assign. 5 Click Apply to save the change to the working trial balance without closing this dialog. Saving your changes often is wise when you are assigning a large number of accounts to a large leadsheet or grouping number database. 6 Repeat steps 2 to 5 until all the accounts have been assigned. To remove accounts from a group number, select the account in the right-hand box and then click Unassign. 72

79 Additionally, you can assign group numbers to accounts from the Working Trial Balance Account or Grouping tabs. Find the applicable account and scroll across until you find the grouping column. Click in the corresponding cell to select the group number. Assigning accounts to leadsheets 1 On the Account menu, select Assign Groupings, and then click L/S. 2 Select the account in the Unassigned Accounts box. To show current year or prior year balances or extended descriptions for the accounts, right-click and then select the option to display. 3 Select the leadsheet number in the L/S Numbers box. 4 Click Assign. 5 Click Apply to save the change to the working trial balance without closing this dialog. Saving your changes often is wise when you are assigning a large number of accounts to a large leadsheet number database. 6 Repeat steps 2 to 5 until all the accounts have been assigned. To determine the account information you want to appear on your leadsheet, it is necessary to assign a particular leadsheet number to the accounts listed in the Working Trial Balance. For example, all Cash accounts might be assigned to leadsheet A. To remove accounts from a leadsheet number, select the account in the right-hand box and then click Unassign. Additionally, you can assign leadsheet numbers to accounts from the Working Trial Balance Account or Grouping tabs. Find the applicable account and scroll across until you find the L/S column. Click in the corresponding cell to select the group number. Building leadsheets based on the Report setup Working Papers provides several automatic Formats for leadsheets. However, information appearing on leadsheets can be customized by building a schedule based on the report formatting. This gives complete flexibility in designing a leadsheet with the multi-level subtotals and headings used in the draft financial statements. For example, a capital assets leadsheet will not automatically provide net book values for each capital asset item nor will it show a total net book value. The structure of the capital assets leadsheet can be specified in the Report setup by on the Account menu, selecting Working Trial Balance and then clicking the Report tab. Once the formatting is complete, you can create the leadsheet. Preparing the report setup for presentation on a leadsheet 1 On the Account menu, select Working Trial Balance and then click the Report tab. 2 In the relevant area, add any required totals and headings that you want to appear on the leadsheet. 3 Assign each line you want to appear on the leadsheet to the leadsheet number used to create the leadsheet. In the case of capital assets, add lines for the net book value of each individual capital asset account as well as a total net book value (assigning each New Line to the capital assets leadsheet number). Building a leadsheet based on the Report setup 1 Add the leadsheet to the Document Manager. 73

80 2 Under Format, select Account balances with totals. 3 In the Order box, select Report to present the Capital Assets leadsheet with the formatting specified in the Report Setup. 4 In the Grouping box, select the type of grouping you want to use to present the accounts. 5 In the Group No. box, enter the applicable leadsheet, group or map number, or tax code that corresponds to the type of grouping selected in the Grouping box. 6 Click OK to finish. Using wildcards to display grouping information Wildcards enable you to display all or selected group numbers on a leadsheet. The type of group numbers displayed depends on the Grouping type specified in the document settings. A wildcard is represented by a question mark ("?") and is entered in the Group No. box in place of an actual group number. To view all leadsheet numbers that are between 1 and 3 digits, select a Grouping of L/S and enter "???" in the Group No. box. Use wildcards in combination with group numbers to narrow the scope of the groupings displayed. The wildcard locates both numbers and letters. Characters are considered to be right-aligned within the mask, and any empty spaces are padded to fill the number of characters defined in the mask. Example For a group mask of XX.XXX, where one group is AA and another is A, a Group No. of "A?" with a Grouping of L/S displays all accounts assigned to leadsheet numbers beginning with A followed by any letter or character, so would include only the group AA. A Group No wildcard of "?A" displays any accounts with A in the second position, displaying both group AA and group A. If a group number is missing and the document number corresponds to a group number entered in the Working Trial Balance, Working Papers uses the Document Manager number to build the leadsheet. Using Summary and Sub-leadsheets You can create summary leadsheet documents that summarize a series of sub-leadsheet numbers. Sub-leadsheet numbers must be created and assigned to accounts in the Working Trial Balance. Summary leadsheets give the reviewer an opportunity to view a breakdown of individual sub-leadsheets with balances. The summary leadsheet document must have a Format of Group summary. Wildcards are used to display the appropriate sub-leadsheet numbers on the summary leadsheet document. Creating sub-leadsheets 1 On the Account menu, select Working Trial Balance and then click Setup Groups. 2 Create all sub-leadsheet numbers. Use a similar number format for each subleadsheet number so that it is easily incorporated into the wildcard. For example, the sub-leadsheet numbers assigned to accounts in the Working Trial Balance could be 10.20, 10.30, and so on. Working Papers automatically consolidates groupings of this nature on the summary leadsheet based on a Group No. of 10.?? specified in the document properties. 74

81 3 In the Working Trial Balance, click the Groupings tab and assign the sub-leadsheet numbers to the applicable accounts. 4 If applicable, create individual sub-leadsheet documents. You do not need to create sub-leadsheet documents on the Document Manager, unless it is necessary to document the sub-leadsheets as separate components of the working paper file. Creating a summary leadsheet 1 While on the Document Manager, place the selection bar where you want to add the leadsheet. 2 Click on the Document toolbar. 3 Select the document type Leadsheet/ Grouping with the Group summary as the Format. You cannot assign an account to a summary leadsheet. Accounts must be assigned to the sub-leadsheet numbers. 4 Specify the Grouping you want and enter a corresponding value in the Group No. box. For example, to view all sub-leadsheets of leadsheet 10, enter "10.??" in the Group No. box with a Grouping of L/S. Individual accounts do not appear on the summary leadsheet document. To view individual accounts, change the Format to Account balances with totals. Using supporting leadsheets Supporting leadsheets derive from a main leadsheet which includes account balances of all accounts referenced to the main leadsheet number. A supporting leadsheet provides a detailed listing of entries for each account on the main leadsheet by listing each transaction that contributes to the account balance presented on the main leadsheet. The main leadsheet of a supporting leadsheet can have any Format except for Detailed entries with totals (the Format of the supporting leadsheet). Creating supporting leadsheets For purposes of this example, assume that you wish to create a supporting leadsheet for a leadsheet which shows L/S accounts belonging to group A. For instructions on creating this leadsheet, see Adding a leadsheet to the Document Manager 1 While on the Document Manager, place the selection bar where you want to add the leadsheet. 2 Click on the Document toolbar. 3 Select Leadsheet/Grouping as the Document Type and Detailed entries with totals as the Format (since this is an elaboration of the main leadsheet). 4 In the Grouping box, select the same type of grouping you selected when creating your main leadsheet. 5 In the Group No. box, enter the Group No. used in the main leadsheet. In this example, place an A in the Group No. box. Example The supporting leadsheet to leadsheet number A has a Format of Detailed entries with totals and an A in the Group No. box. Each account listed on the main leadsheet "A" is now presented in the form of a detailed entry complete with descriptions and the amounts of the adjustments. 75

82 Performing Account Reconciliations Working Papers allows reconciliation of any posting account. Most commonly, the reconciliation feature is used to reconcile a bank account. The account reconciliation document is used to reconcile general ledger balances with the bank statement for the account. It is most useful if the file is used for monthly bookkeeping. If cash disbursements and cash receipts have been posted in detail using the balancing account feature in the Other Journal Entries dialog, then the deposits and checks can be cleared individually. The outstanding debit and credit documents detail outstanding transactions for the current active period for the account specified. Working Papers allows you to create several types of reconciliation documents. Each reconciliation document has one property, the format, which defines the behavior of the document. Manual Reconciliation document Select the manual reconciliation document from the list of available reconciliation documents. For working paper assignments, where the starting point is a trial balance after the writeup work has been done, the outstanding deposits and outstanding checks have to be manually calculated. When setting up the bank reconciliation document, use the Reconciliation document - manual Format. No additional reconciliation documents are required. Performing a manual account reconciliation 1 While on the Document Manager, place the selection bar where you want to add the document. 2 Click on the Document toolbar. 3 Under Document type, select Account Reconciliation. In the Format box, select Reconciliation document - manual from the list of available reconciliation documents 4 In the Account No. box, select the account number you want to reconcile. In the case of bank reconciliation, enter the bank account number. 76

83 If you do not select an account number, the Balance per Ledger box is not completed on the reconciliation document. The Balance per Ledger box displays the ending balance of the current active period as specified in the Engagement Properties. 5 Click OK. 6 Double-click the reconciliation document to complete the manual account reconciliation. Automatic Reconciliation Document If cash disbursements and cash receipts have been posted in detail using the balancing account feature in the Other Journal Entries dialog, then the deposits and checks can be cleared individually. A list of outstanding transactions is automatically generated by Working Papers. When setting up the bank reconciliation, use the Reconciliation document - auto Format. Adding the outstanding debit and credit documents The outstanding debit and credit values presented on the bank reconciliation can be supported by referencing each of the outstanding debit and credit boxes to corresponding outstanding debit and credit documents. Create additional account reconciliation documents with the Formats Outstanding - debits only and Outstanding - credits only. Next add document references of the supporting outstanding debit and credit documents to the automatic reconciliation document. Adding the reconciliation document to the Document Manager 1 While on the Document Manager, place the selection bar where you want to add the document. 2 Click on the Document toolbar. 3 Enter a unique number. 4 Enter a Name for the reconciliation document. A recommended description when reconciling the bank account would be "Bank Reconciliation". 5 For the Document Type, select Account reconciliation. 6 Select Reconciliation document - auto as the Format of the document. 7 In the Account No. box, enter the account number that you want to reconcile. In the case of bank reconciliation, enter the bank account number. This is a very important step. 8 In the From Date and To Date boxes, enter the date of the reconciliation. Understanding the reconciliation document The following is a description of each box in the reconciliation document: 77

84 Balance Per Enter the description and amount of the statement you are reconciling. Add outstanding debits For a bank reconciliation, these debits would normally be outstanding deposits. If the normal sign is a debit (e.g., bank account), these debits are added to the balance. If the normal sign for the account being reconciled is a credit, these items are subtracted from the balance. Less outstanding credits For a bank reconciliation, these credits would normally be outstanding checks. If the normal sign is a credit (e.g., bank account), these credits are added to the balance. If the normal sign for the account being reconciled is a debit, then these items are subtracted from the balance. Cleared statement but not recorded in ledger These are items that are recorded in the statement but not recorded in the ledger. For a bank reconciliation, these would include bank errors that have not been recorded in the general ledger. Balance Displays the adjusted balance once all the adjustments are taken into account. Unreconciled Difference Displays a running total of the Outstanding difference. This amount updates as outstanding debits and credits are added to the reconciliation. Balance per Ledger Represents the ending balance of the current active period (as specified in the Engagement Properties) for the account in the general ledger. When doing an automatic reconciliation, this amount is updated from the general ledger based on the appropriate date if the account number has been entered in the Account No. box in the document properties. When performing a manual reconciliation, if the account number has not been entered, then the general ledger amount must be entered. Adding the outstanding debit document 1 While in the Document Manager, place the selection bar where you want to add the document. 2 On the Document menu, select New, then Automatic document and click OK. 3 Enter a unique number. A suggestion is to make this a logical increment of the reconciliation document. For example, if the reconciliation document has reference number A.2, then the outstanding debit document could have reference number A.3. 4 Enter a Name for the outstanding debits document. A recommended name when doing a bank reconciliation would be "Outstanding Deposits". 5 For the Document Type, select Account Reconciliation. 6 For the Format, select Outstanding debits only. 7 In the Account No. box, select the account number you want to reconcile. In the case of a bank reconciliation, enter the bank account number. 8 Enter any report options such as headings etc. 78

85 Adding the outstanding credit document 1 While in the Document Manager, place the selection bar where you want to add the document. 2 On the Document menu, select New, then Automatic document and click OK. 3 Enter a unique number. A suggestion is to make this a logical increment of the outstanding debit document. For example, if the outstanding debit document has reference number A.3, then the outstanding credit document could have reference number A.4. 4 Enter a Name for the outstanding credits document. A recommended name when doing a bank reconciliation would be "Outstanding Checks". 5 In the Document Type box, select Account Reconciliation. 6 For the Format, select Outstanding credits only. 7 In the Account No. box, select the account number you want to reconcile. In the case of a bank reconciliation, enter the bank account number. 8 Enter any report options such as headings etc. Entering statement information 1 On the Document Manager, open the reconciliation document. 2 In the Balance Per box, enter the date of the statement. In the case of a bank reconciliation, enter the bank statement date. 3 Enter the amount of the bank statement. Adding annotation to the automatic reconciliation document 1 On the Document Manager, open the automatic reconciliation document. 2 When in the Add outstanding debits box, on the Insert menu, select Line Annotation. 3 Reference the outstanding debits box to the outstanding debits (deposits) document. For example, if the outstanding debits document is A.3, enter this number in the Document Reference box in the Annotation dialog. 4 Click OK. 5 When in the Less outstanding credits box, on the Insert menu, select Line Annotation. 6 Reference the outstanding credits box to the outstanding credits (checks) document. For example, if the outstanding credits document is A.4, enter this number in the Document reference box in the Annotation dialog. 7 Click OK. Double-click the Add outstanding debits or Less outstanding credits box to open the supporting outstanding debit or credit document. Tip To add multiple references, tickmarks or notes, right-click the line and select New Note, Tickmark, Document Reference, or Manual Reference. Reconciling outstanding debits (deposits) 1 On the Document Manager, open the automatic reconciliation document. 2 While in the Add outstanding debits box, double-click to open the applicable document showing all outstanding debits or credits. 3 Double-click again to open yet another window showing all transactions (e.g., receipts and disbursements) for the account. Any transactions that have been distributed to multiple general ledger account numbers have been added together 79

86 based on the reference number used when entering transactions in the Other Journal Entries worksheet. Click the to view the breakdown of the transaction. 4 To clear transactions, select the check box () for the amount you want to clear. The Outstanding column will be reduced by the cleared amount. Tip To clear multiple transactions simultaneously select the transactions you want to clear using the SHIFT or CTRL keys and then select a check box within the selected range. Reconciling outstanding credits (checks) 1 On the Document Manager, open the automatic reconciliation document. 2 While in the Add outstanding debits or Less Outstanding credits box, double-click to open the applicable document showing all outstanding debits or credits. 3 Double-click again to open yet another window showing all transactions (e.g., receipts and disbursements) for the account. Any transactions that have been distributed to multiple general ledger account numbers have been added together based on the reference number used when entering transactions in the Other Journal Entries worksheet. Click the to view the breakdown of the transaction. 4 To clear transactions, select the check box () for the amount you want to clear. The Outstanding column will be reduced by the cleared amount. Using the Trial Balances The trial balance document presents the chart of accounts with balances and adjustments, referencing, and percentage change columns. You can change the type of balances displayed on the trial balance from active/prior to active/preceding period, active/budget, or active/forecast or set it for a five year of actual, budget or forecast balances. For a large chart of accounts, accounts can be presented by a leadsheet, a group number, a map number or a tax code. Working Papers permits the creation of a consolidated trial balance or a cash flow trial balance. It is also possible to create a trial balance in a foreign currency. Using Programs and Checklists Programs and checklists can be used to document audit or review procedures performed on the engagement or to list review points noted during the file review process. Working Papers allows you to add an unlimited number of fully editable programs and checklists. There are four Formats available for use in the creation of programs and checklists. To use programs and checklists, create an automatic document with the appropriate Document Type and Format. Make any modifications to suit the needs of your firm and fill in the completion information. Programs and Checklists Formats Format Checklist - Format 1 Checklist - Format 2 Program - Format 1 Description This checklist format is a spreadsheet with procedure, yes/no, initials, document reference, explanation, and annotation columns. This checklist format is a spreadsheet with procedure, yes/no, document reference, explanation, and annotation columns. This program format is a spreadsheet that has procedure, initials, document reference, explanation, and annotation columns. 80

87 Program - Format 2 Program with assertions Program with assertions Format 2 In addition to the columns available in Format 1, this program format also includes columns for allotting time and assigning users to the procedures. This program format is a spreadsheet with procedure, completeness, existence, allocation, valuation, and presentation columns. Initial, document reference, annotation, time, estimation of time, and user level columns are also provided. This program format is a spreadsheet with that has the columns available in the program with assertions - Format 1, and also includes columns for allotting time and assigning users to the procedures. Creating a program or checklist 1 While on the Document Manager, place the selection bar where you want to add the program or checklist. 2 Click on the Document toolbar. 3 Enter a unique number. 4 Enter a description for the program or checklist. 5 In the Document Type box, select Program/Checklist. 6 In the Format box, select the format of the program or checklist you want to create. 7 Enter any required report options such as headings etc. Inserting a line in a program or checklist 1 Position the insertion point where you want to insert the line. 2 On the Insert menu, select New Line. Deleting a line in a program or checklist 1 Position the insertion point where you want to delete the line. 2 On the Edit menu, select Delete Line. Completing a Program or Checklist The following table explains each column that is common to most audit or review programs or checklists. Column Y/N Initials Explanation Annotation Commentary Description Enter Y, N, or N/A to indicate whether the procedure is completed. Enter the initials of the person who performed the procedure. Enter an explanation pertaining to the procedure. If applicable, enter a document reference, tickmark or note. On the Insert menu, select Line Annotation and complete the information in the dialog. Double-click to open the document that you have referenced. If applicable, enter a commentary note. From the Insert menu, select Commentary to enter text regarding the reference. Commentary text is entered into a commentary box. 81

88 Using Journals and Ledgers Journal documents list journal entries for the type of journal selected in reference number order. Journal entry descriptions, date, source, journal number, amount, and account number for posting are all outlined on this report. Each journal permits an account range, a date range, and an amount range to be specified. If applicable, a dbase filter can be used to display journal entries matching specific criteria. Using the General Ledger The general ledger lists activity for each account in the trial balance in date order. An account, date, or amount range can be specified to narrow the scope of accounts or transactions displayed. The amount range applies to transactions in the general ledger not the account balances. The general ledger displays full descriptions for adjusting journal entries. If applicable, a dbase filter can be used to display journal entries matching specific criteria. Types of Journals and Ledgers Journals and ledger documents are listings of adjusting journal entries and normal bookkeeping entries that can be automatically created by Working Papers using an automatic document with the appropriate Document Type and Format. Viewing the journal source from the general ledger Double-click the amount you want to investigate. The journal that this number is based upon appears in a new window. Specifying an account, amount or date range for a journal or ledger 1 While in the Document Manager window, place the selection bar on the journal or ledger for which you want to specify an account or a range of accounts. 2 On the Document menu, select Properties. 3 If specifying one account, type or select the account number in the From Account box. If specifying a range of accounts, type or select the first account number in the range in the From Account box and the second account number in the To Account box. For example, if you select account 100 as the From Account and 500 as the To Account, all records pertaining to account numbers between 100 and 500 display. 4 To specify a minimum or maximum amount, enter the minimum amount in the From Amount box and the maximum amount in the To Amount box. 5 To specify a date range for the document, enter the starting date in the From Date box and enter the ending date in the To Date box Setting a filter for a journal or ledger 1 While on the Document Manager, place the selection bar on the journal or ledger to which you want to apply a filter. 2 On the Document menu, select Properties. 3 In the dbase Filter box, enter the filter command. With a filter command in place, each time you view the journal or ledger, the records displayed adhere to the filter criteria. Example GL->JE_DESC="ABC COMPANY" 82

89 In the above example, the journal or ledger only display transactions in the general ledger (GL) database that start with "ABC COMPANY" as their description. In addition, filters may be built with multiple conditions using "And" or "Or" to join the conditions. Creating Spreadsheet Working Papers Spreadsheet analysis documents are pre-formatted working papers used for calculating scenarios. Spreadsheet documents are fully editable with full referencing in the amount columns. However, they do not link to other working papers or accounting data. For additional formatting requirements or linkage to account balances, use CaseView. Spreadsheet Analysis Document Formats Spreadsheets are working papers that are automatically created by Working Papers. Unlike leadsheets, they do not link to other working papers or accounting data. Format Accrued Expenses Capital Assets Investments Notes payable Prepaid analysis Generic single column Generic double column Generic triple column Generic twelve column Description The accrued expenses spreadsheet includes accrued prior, paid, and expense columns. The capital assets spreadsheet includes cost prior, additions, disposals, accumulated amortization, reductions, and net book value columns. The investments spreadsheet includes principal prior, purchases, sales, market value, accrued prior, received, income, proc sales, and gain (loss) on sales columns. The notes payable spreadsheet includes principal prior, additions, disposals, current portion, acc int. prior, additions, and payments columns. The prepaid analysis spreadsheet includes prior period, payments, and expenses columns used in calculating the prepaid balance of an account. The generic single column spreadsheet includes a single column with a total. The generic double column spreadsheet includes double columns with a total column. The generic triple column spreadsheet includes beginning balance, additions, and deduction columns. The generic twelve-column spreadsheet includes twelve columns with a total. Note: Users can select this option and then use the ability to hide and reorder columns to customize the report. Annotation is only permitted in the amount columns of the spreadsheet documents. There is no double-click access to the document referenced. Commentary text is entered into a box on screen. Inserting lines in a spreadsheet 1 Position the insertion point where you want to Insert a line. 2 On the Insert menu, select New Line. The New Line will be inserted above the cursor position. 83

90 Moving lines up or down in a spreadsheet 1 Select the line(s) you want to move. 2 On the Edit menu, select Shuffle Up to move the line up, or Shuffle Down to move the line down. Adding annotation to a spreadsheet 1 Open the spreadsheet that you want to annotate. 2 While on the line that you want to annotate, on the Insert menu, select Column Annotate. 3 Enter a document reference if applicable. Click List to access a list of existing documents to choose from. To enter a generic annotation rather than a specific document reference, from the list, select Manual reference and then enter the desired text in the field that appears to the right of the selection. 4 Enter a note number if applicable. 5 Enter a tickmark, if applicable. Annotation is only permitted in the amount columns of the spreadsheet documents. There is no double-click access to the working paper referenced. Commentary text is entered into a box. Tip To add multiple references, tickmarks or notes, right-click the line and select New Note, Tickmark, Document Reference, or Manual Reference. Adding commentary text to a spreadsheet 1 On the Insert menu, select Commentary. 2 Type the commentary text. Press ENTER to begin a new line. Viewing the Summary of Unadjusted Errors The summary of unadjusted differences aids in determining the materiality of errors on the financial statements. If errors prove to be material, these unadjusted entries can be changed to status normal. To view a summary of unadjusted differences, create an automatic document with a Document Type of Unadjusted differences. Only journal entries of the type "Unrecorded" appear on this document. For proper presentation on the Unadjusted differences document, it is necessary to specify the correct ratio class for each Balance Sheet account. To view a detailed breakdown of the accounts in the summary of unadjusted differences, reference the document to the Unrecorded Journal document. Reviewing the Diagnostic Documents Diagnostic documents check the working paper file for errors or inconsistencies. Working Papers diagnostics present critical and warning error messages to alert you to areas in the client file that are missing completion information or are not functioning properly. Diagnostic documents cover 6 areas of file preparation: assignment of map numbers to the client's chart of accounts, setup of accounts, groupings, map numbers, or ratios, preparation of documents in the client file, accuracy of journal entries, completion 84

91 of documents, and finally tax structures. You can view diagnostic documents by creating an automatic document with a Document Type of Diagnostics or by accessing the Tools menu, selecting Diagnostics, and then selecting the type of diagnostics to display. For information on correcting diagnostic errors, refer to the Diagnostics Index, an index of every diagnostic error that Working Papers generates. The Diagnostics Index can be accessed by pressing F1 while viewing a diagnostic document. Diagnostic Documents formats The Format of a diagnostic document, defines the focus of the diagnostic report. There are six types of diagnostic documents that Working Papers generates. Select the type of diagnostic report that pertains to the area of the client file you want to check. Format Mapping structure Setup Out of balance Account structure balances Role completion Tax structure Description Ensures that the properties of map numbers in the Mapping database correspond to the properties of accounts in the client's chart of accounts. Prepares warning, critical, and error type diagnostics on the preparation of working papers in the client file. Indicates which journal entries are out of balance. Prepares warning, critical, and error type diagnostics on the setup of accounts, groupings, map numbers, ratios, and account referencing. Lists all documents missing initials or dates in the Role options of the document properties. Lists all documents that have errors concerning tax linkage codes or balances for export to tax applications. Running diagnostics 1 On the Tools menu, select Diagnostics. 2 Choose the Diagnostic you want to view. For example, to view Document diagnostics, choose Documents. Tip The Diagnostics Index is a complete guide to diagnostic errors and how to solve them. Diagnostics Index There are six categories of diagnostic errors in Working Papers: those that pertain to the assignment of map numbers, those that deal with the setup of the client file, those that deal with balances, those that pertain to the structure of accounts in the file, those that deal with the role of users, and those that pertain to the assignment of tax export linkage codes. Creating Memorandums Memorandum documents are basic worksheets that you can use to enter notes about the client file. An unlimited amount of text can be input into a memorandum. Press ENTER or RETURN to add a New Line. On the Edit menu, use the Copy and Paste commands to copy text from other applications into a memo. If you require formatting options for a memorandum, it is recommended that you create a CaseView document and copy the contents of the memo to CaseView. 85

92 Analyzing an Account The account analysis document lists activity for each account specified. Account analysis is only useful if the general ledger detail has been input or imported into Working Papers. Journal entry descriptions, date, source, journal number, amount, and account number for posting are all outlined on this report. Each account analysis document permits an account range, a date range, and an amount range to be specified. If applicable, a dbase filter can be used to display journal entries matching specific criteria. Each account analysis has one property, the format that defines behavior of the account analysis document. Account Analysis Documents formats Format Account and date order Account and date order with subtotals Map number and date order Map number and date order with subtotals Description Displays accounts in account and date order. Displays accounts in account and date order and provides monthly subtotals. Displays accounts in map and date order. Displays accounts in map and date order and provides monthly subtotals. Account analysis document properties The account analysis document lists activity for each account specified. Journal entry descriptions, date, source, journal number, amount, and account number for posting are all outlined on this report. If you select to analyze the accounts using one of the map number formats, you will be analyzing the mapping database and the balances for each map number. To access the mapping database, from the Engagement menu, select Mapping. Performing analysis by date 1 On the Document menu, select Properties. 2 In the From Date box, enter a beginning date for account analysis. For example, to view all activity from July 1st onwards, enter this date in the From Date box. 3 If applicable, enter an ending date in the To Date box. For example, to view all activity up to August 31 enter this date in the To Date box. Performing analysis by amount 1 On the Document menu, select Properties. 2 In the From Amount box, enter a minimum amount for account analysis. For example, to view all transactions greater or equal to , enter this amount in the From Amount box. 3 If applicable, enter a maximum amount in the To Amount box. For example, to view all transactions less than or equal to , enter this amount in the To Amount box. To filter on a single amount, enter the amount in both the To and From boxes. 86

93 Using filters to analyze an account 1 On the Document menu, select Properties. 2 In the dbase filter box, enter the appropriate filter. Example To locate any transaction whose description begins with the letter "G", enter the command GL->JE_DESC="G" where GL represents the general ledger database, JE_DESC represents the journal entry description field within the GL database and "G" represents the string to search for. For more information, see Setting a filter on a Journal or Ledger. Performing Ratio Analysis and Analytical Review Analytical review documents are useful in analyzing activity within the periods specified and in conducting ratio analysis. The Variance documents have amount and percentage change columns that are used to calculate the difference between the balances displayed in order to determine if any unusual balances exist. Any range of accounts or group numbers can be analyzed. You can also use Variance analysis documents for reporting in foreign currency. The ratio analysis document calculates up to 37 pre-defined ratios based on the type of ratio class entered for each account. Each analytical review document has three modifiable settings that define the appearance of the analytical review document: these are the Format, Balances, and Order. Analytical review documents formats The Format you select determines the amount of detail the document displays. Working Papers also provides a Cash Flow Analytical Review document that only uses the Variance by Account Format. Format Ratio analysis Variance by account Variance by account with group subtotals Variance by group with group subtotals Variance by group summary Description Listing of ratios that are automatically calculated. Annotation is permitted in the amount column only. Listing of all accounts in the order you select with the amount and percentage change calculated between the balances specified in the Balances box. Presents accounts by group number with group number subtotals. The amount and percentage change is also calculated between the balances specified in the Balances box. Threshold criteria are applied to the individual accounts assigned to the group number. Presents accounts by group number with group number subtotals. The amount and percentage change is also calculated between the balances specified in the Balances box. Threshold criteria are applied to the group number subtotal. Presents grouping balances in the grouping order you select with the amount and percentage change calculated between the balances selected in the Balances box. Double-click an item to view the accounts assigned to the group or map number. Each of the variance documents permit threshold criteria and an account filter to be specified. Threshold criteria filters the accounts or group numbers displayed on the variance document based on the values entered in the Threshold Amt. and Threshold % boxes. 87

94 Setting Variance Analysis Thresholds Each of the variance documents in Working Papers has an amount change column and a percentage change column. The amount change usually represents the difference between the current and prior balances for each account number and the percentage change is a percentage of this value. Threshold criteria apply to all such variance documents. The threshold value sets limitations on the values presented in these columns. For example, if you only want to view accounts whose values exceed $5,000 in the amount change column and exceed 5% in the percentage change column, enter 5,000 and 5 respectively. Implementing thresholds for variance analysis 1 While on a variance document on the Document Manager, right-click and on the menu, select Properties. 2 In the Threshold Amt. and Threshold % boxes, enter amount and percentage thresholds for variance analysis. 3 Select the preferred AND/OR criteria for the thresholds. 4 Repeat steps 1 through 3 until threshold criteria are set for all applicable variance documents. Values in the amount or percentage change columns are less than the threshold criteria are excluded from the variance analysis document. Tip To set default threshold values for all variance analysis documents, click Defaults while examining the document properties of a variance analysis document. Entering settings for analytical review 1 Open the Ratio analysis document. 2 Click Settings. 3 Enter any relevant market prices per share and outstanding share amounts for the active and four prior years. 4 If applicable, enter amount and percentage threshold values used in the calculation of the variance analysis documents. Using the Financial Ratio document Working Papers has 37 pre-defined financial ratios that update automatically based on the data in the client file. Automatic ratios are calculated using the ratio classes specified in the Working Trial Balance or Mapping screens. There are four types of ratios that are automatically calculated based on the codes entered in the Ratio Class column. These are Liquidity, Activity, Coverage, and Profitability ratios. Columns display for up to 5 years worth of ratio values. Each ratio value also has a standard value field for comparison, which are entered manually. Annotation of ratios is permitted only in an amount column. 88

95 Key Features: 1 Click Code to access the list of ratios available. 2 Ratio type can be heading, automatic, manual or new page. 3 Enter the industry standard for the current year. Entering Ratio Classes 1 On the Account menu, select Working Trial Balance. 2 In the Class column (the Ratio Class column), select the appropriate ratio category for each account listed. Creating the ratio analysis document 1 Click on the Document toolbar. 2 Enter a unique document number. 3 In the Name box, enter a brief description of the ratio analysis document. 4 In the Document Type box, select Analytical review. 5 In the Format box, select Ratio analysis. 6 Click OK. If changes are made to the Trial Balance, the automatic document DOES NOT automatically recalculate to reflect the changes if it is still open. To update the ratio document, close it and reopen it. The document recalculates upon being opened. Editing the ratio analysis document Adding a ratio 1 While in the Ratio Analysis document, on the Insert menu, select New Line. 2 In the Code column, select the type of ratio from the list of financial ratios. 3 In the Ratio column, enter the description of the ratio. 4 In the Type column, select the type of financial ratio you want to create. Choose Automatic if you want the ratio to be automatically created by Working Papers. Choose Manual if you want the ratio to be manually calculated (you can enter your own ratios or override the ratios that are automatically calculated). Adding a heading to the financial ratio document 1 On the Insert menu, select New Line. 2 In the Ratio column, enter the applicable heading. 3 In the Type column, enter "H" for heading. 89

96 Inserting a new page indicator 1 While in the Ratio Analysis document, on the Insert menu, select New Line. 2 In the Type column, enter "P" for new page indicator. The next line will begin on a new page. Use this technique to present each of Coverage, Liability, Profitability, and Activity ratios on a separate page. Calculating ratios based on shares 1 While in the ratio document, click Settings. 2 Enter any relevant market prices per share and outstanding share amounts for the active and four prior years. 3 Click OK to return to the financial ratio document. Any ratios involving shares when calculated are now updated accordingly. Any ratio involving shares requires that the market price per share and outstanding shares be specified for the relevant analysis periods. If you are not conducting analysis on prior periods, do not enter prior period data. The book value per share is one type of Coverage ratio that uses market price per share and outstanding share information. 90

97 Producing Draft Financials The Basics You can use the Report setup in Working Papers to create automated monthly or draft financial statements. Alternately, you can use CaseView to produce reports based on the information in Working Papers. CaseView is a word processor with many built-in accounting features and is ideal for generating financial statements. If you prefer to use CaseView to create financial statements, it is not necessary to format the Report setup. The draft financial statement documents in Working Papers are generated from the Report setup. The Report setup is a spreadsheet or browse equipped with rows and columns that are used to control the appearance of the draft financial statements when viewed or printed from the Document Manager. In Working Papers, there are two report setups, one in the Map number browse screen and one in the Working Trial Balance browse screen. Relationship of the Map number browse to its Report setup This Report is a formatted view of the map number worksheet and is accessed by clicking the Engagement menu, selecting Mapping and then clicking the Report tab. Therefore, whenever a map number is created, modified, or deleted in the Map number setup, the same map number is created, modified, or deleted in the Report. There is no limit to the number of lines that can be added, changed or deleted. The map number, name, statement type, sign, grouping, and ratio class columns are common between the Report and the Map number worksheet. The accounts in the Map number worksheet always appear in account number order. The accounts in the Report setup always appear in the order formatted by you. Relationship of the Account setup to its Report setup (Working Trial Balance browse) The Report screen in the Working Trial Balance is a formatted view of the Account setup and is accessed by clicking the Account menu, selecting Working Trial Balance and then clicking the Report tab. Both the Report and the Account setup use the same database, the client chart of accounts. Therefore, whenever an account is created, modified, or deleted in the Account setup, the same account is created, modified, or deleted in the Report. There is no limit to the number of lines that can be added, changed or deleted. The account number, name, statement type, sign, grouping, and ratio class columns are common between the Report and the Account setup. The accounts in the Account setup always appear in account number order. The accounts in the Report setup always appear in the order formatted by you. 91

98 Creating draft financial statement documents The Balance Sheet, Income Statement, and Statement of Cash Flow documents are draft financial statement documents generated automatically by Working Papers. Use the Mapping Report setup to control the appearance of the draft financial statements as the Mapping Report setup is a formatted view of the map numbers. The order of the map numbers, currency signs, floating underlines, headings, total lines, and schedules are all applied using the Mapping Report setup. The document properties of a financial statement control the type of balances that appear on the statement and any rounding of balances. In the order box, select to order by Map No. to use the Mapping Report setup formatting. For reporting in a foreign currency, use the Draft Active/Prior Year to Date Format. If you prefer a more customized approach to financial statements, it is recommended that you use CaseView, which is an ideal financial statement publisher. Creating draft financial statement documents The Balance Sheet, Income Statement, and Statement of Cash Flow documents are draft financial statement documents generated automatically by Working Papers. Use the Mapping Report setup to control the appearance of the draft financial statements as the Mapping Report setup is a formatted view of the map numbers. The order of the map numbers, currency signs, floating underlines, headings, total lines, and schedules are all applied using the Mapping Report setup. The document properties of a financial statement control the type of balances that appear on the statement and any rounding of balances. In the order box, select to order by Map No. to use the Mapping Report setup formatting. For reporting in a foreign currency, use the Draft Active/Prior Year to Date Format. If you prefer a more customized approach to financial statements, it is recommended that you use CaseView, which is an ideal financial statement publisher. Organizing the Report Setup Accessing the Report setup On the Engagement menu, select Mapping, and then click the Report tab. All existing Map numbers are listed in this screen. Entering settings for reports 1 On the Account menu, select Working Trial Balance. 2 Click Settings. 3 Enter all pertinent information. 4 Click OK. There is no need to create a Net Income account for the Balance Sheet as Working Papers automatically calculates this value using a fixed account number (NETINC) which cannot be changed. Working Papers permits the creation of automated draft financial statements. The Settings button contains information pertinent to the creation of the draft financial statements. Working Papers will not produce the draft financial statements unless this information is completed. 92

99 Entering headings and total lines 1 On the Insert menu, select New Account. 2 Enter the heading or total line text in the Name column. Use spaces to indent the description. You can add any amount of main and sub-headings as well as total lines using Working Papers Report formatting features. Blank lines can also be inserted for cosmetic purposes. Formatting the Appearance of Data Formatting the appearance of data in the Report setup There are several columns in the Report setup that control the appearance of data on the draft financial statements. You can modify any line in the Report setup by clicking the Properties button to access a vertical view of all columns on a line. To format the report you have the following options: Select Col To format this To indicate how far the value of the account is indented when printed. $ To print a currency sign in front of the balance. If left blank, no currency sign appears beside the balance on this line. Underline Select the type of underline to appear under the balance. Page Click to force a page break. Print Select the condition under which the line prints on the report. Use the Format options in the Properties dialog to change the appearance of lines in the Report. Once the report is formatted, access a draft financial statement document to view the result. To access the account line properties, click the line and on the Account menu, select Properties, and then click the Format tab. Skipping lines with zero balances 1 On the Tools menu, select Options and then click Documents. 2 Under Display and Print Zero Balances On, clear the Working Papers financial statements check box. Setting a filter on an automatic document 1 Select the draft financial statement to which you want to apply a filter. 2 On the Document menu, select Properties. The Documents Properties {statement name} appears. 3 In the dbase Filter box, enter the filter command. With a filter command in place, each time you view the financial statement, the records displayed will adhere to the filter criteria. Example 1: To filter for one criteria: AM->TYPE="B" 93

100 In this example, the report displays only those accounts in the AM database where the account is a type "B", that is, a Balance Sheet account. Example 2: Additional functions and wildcards allow users to further define their filters: LTRIM(AM->AC_NO)="1*" In this example, the report displays only those accounts in the AM database that have the account number starting with a 1. The LTRIM function trims the extra spaces to the left of the account number in the database field. Example 3: In addition, filters may be built with multiple conditions using AND (&) or OR ( ) to join the conditions: AM->ENTITY=RAWENT("SUB1") AM->ENTITY=RAWENT("SUB3") In this example, the report displays only those accounts in the AM database that are assigned to the entity with the abbreviated entity SUB1 or the abbreviated entity SUB3. The RAWENT function allows Working Papers evaluate the entity abbreviation. The account shows if either of these conditions is true. Investigating an account balance Double-click the account balance you want to investigate. Account activity will be displayed in a new window. If you double-click a control account, the activity for all accounts referenced to that control account is displayed. Double-click a transaction to show the source journal in a new window. Creating a footer for the financial statements 1 On the Tools menu, select Options and then click Documents. 2 Under Common financial statement footer, enter up to two lines of text that will appear centered at the bottom of all Working Papers draft financial statements. Printing page numbers on financial statements 1 On the Tools menu, select Options and then click Documents. 2 To print the page number on the bottom right corner of the Working Papers draft financial statements, click Print page numbers on Working Papers financial statements. Designating automatic rounding accounts 1 On the Account menu, select Working Trial Balance. 2 Click the Settings button. 3 Type or select an automatic rounding account for the Balance sheet, the Income statement and the Statement of Cash Flow. When rounding figures in the draft financial statements, any surplus amounts will be added to these accounts. 94

101 Applying rounding to a draft financial statement 1 On the Document menu, select Properties while viewing the financial statement. 2 In the Rounding box, select to round to ones, thousands, or millions. Tip Ensure that automatic rounding accounts are already selected before choosing to apply rounding to a draft financial statement. How? Rounding to whole numbers (no decimals) can also be turned on as a global option. On the Tools menu, select Options, and then click Documents. Click the "Whole Numbers" checkbox. Totaling and sub-totaling accounts Accumulators allow subtotaling and totaling of accounts on the Report setup. There are six levels of accumulators, level 1 being the lowest accumulator. Totaling and subtotaling accounts is specified in the Accumulator column in the Report setup. Using an accumulator of one adds all preceding accounts until a preceding accumulator is found. Using an accumulator of 2 adds any preceding accounts with accumulators less than two. Accumulators 3 through to 6 perform the same way as an accumulator of 2, by adding all preceding accounts with accumulators less than the number specified. Entering a "C" in the Accumulator column clears any previous accumulators. Entering an accumulator level Enter an accumulator level in the Accumulator column of the Report setup. Click to display a list of accumulator levels from which to choose. 1 Position the insertion point on the line to which you want to assign an accumulator. 2 Click the Properties button and then click Account. 3 Select an accumulator level in the Accumulator Total box. The following diagram illustrates the use of accumulators on an Income Statement. On a draft financial statement, for example, any line with the accumulator value of 1 accumulates all the preceding accounts until a preceding accumulator is found. If the preceding accumulator is a number higher (2 for example) or the same (another 1) those accounts WILL NOT be included in the total. And this is how that displays on the income statement. 95

102 Clearing the accumulator totals You can clear the accumulator totals at any point. Select "Clear" or "C" in the Accumulator column where you want to clear all accumulators. This will stop all accumulators above that line in the report. You can start accumulating again by selecting new accumulator codes on subsequent lines. Calculating the Percentage of Sales When showing percentages on the Income Statement, it is desirable to display the total of the Sales accounts as 100% and the Expense accounts as a percentage of the Total Sales. To achieve this, a denominator account must be set up. A control account number in the Account No column is used to specify the denominator for the purpose of calculating the percentage of sales. Specifying the denominator for the percentage of sales 1 On the Account menu, select Working Trial Balance. 2 Click Settings. 3 Enter a control account number to be used as the denominator for calculating the percentage of sales. Setting up percentage of sales calculations 1 In the Sales section of the Income Statement (in the Report setup), create a Total Sales line. Enter the control account number specified in Settings for Reports. 2 For each of the individual sales accounts, enter the total sales control account number in the Ctl column. 3 To prevent the Total Sales figure from doubling up, enter a "C" in the Accumulator column of the last individual sales account. The Total Sales figure is calculated based on the control account number. The "C" clears all accumulators and enables the Total Sales line to be accumulated using the individual sales accounts assigned to the control account number. This aspect of the Report setup presents all sales accounts as a percentage of the Total Sales Account which has a percentage of In order to express Expenses and Income (loss) as a percentage of sales, it is necessary to have a 1 in the Accumulator column of the Total Sales and Total Expenses accounts and a 2 in the Accumulator column of the Income (Loss) Before Tax account. 96

103 Formatting the Draft Statement of Cash Flow We highly recommend creating a CaseView document for your cash flow needs. If this option is not viable, follow the steps below to create the cash flow using the Report tab of the Working Trial Balance. In order to complete these steps, accounts must be set up in the Report tab. Accounts already existing in the Working Trial Balance Account tab display in the Report tab automatically, but the Report tab may require additional formatting. There are four tasks involved when automating the draft Statement of Cash Flow: 1 There must be balances for 3 years in the client file. Normally, both the current and prior (last) year would be entered for leadsheet and trial balance purposes. In the Account setup, enter second prior year amounts in the Prior Year 2 column. To access the Prior Year 2 column, double-click the Prior column and enter across to the Prior Year 2 column. 2 Back in the Report setup, create and format the Statement of Cash Flow section by creating Cash Flow accounts. How? 3 In the Report setup, link the relevant Balance Sheet and Income Statement accounts to the Statement of Cash Flow accounts. How? 4 Balances for Statement of Cash Flow accounts that have NOT been automatically linked can be entered through the Cash Flow setup or the Adjusting Journal Entry Screen with a Type of Statement of cash flow. Creating a statement of cash flow account 1 While in the Report tab in the Working Trial Balance, click New Account to create a new line. 2 Click Properties. 3 Enter the account name in the Name box. 4 In the Type box, select Statement of cash flow. 5 Enter an account number. 6 Enter a normal sign for the account. 7 Click the Cash Flow tab and select the type of balance you want to use in the "Calculate balance using" box. If you want to enter the Cash Flow balance manually, select N/A in the Update cash flow accounts box. 8 Click Close. 9 Repeat steps 1 through 8 to complete the Statement of Cash Flow section. Tip Account numbers for the Statement of Cash Flow cannot be longer than three digits since the CS and DS columns on the Working Trial Balance Report Tab can contain three digits only. The account numbers also CANNOT have the same account number as any previously used for the Balance Sheet or Income Statement. It is recommended that Statement of Cash Flow accounts have an "S" as their first character followed by two numbers. Linking accounts to the statement of cash flow Working Papers automatically updates Balance Sheet and Income Statement balances to the Statement of Cash Flow. To accomplish this, link the Statement of Cash Flow accounts you created to the applicable Balance Sheet or Income Statement accounts. Multiple Balance Sheet and Income Statement accounts can be linked to a single Statement of Cash Flow account. Once linked, Statement of Cash Flow accounts automatically update as values are added to Balance Sheet and Income Statement items. 97

104 Linking accounts to the Statement of Cash Flow 1 While in the Report setup, position the insertion point on the line for the Balance Sheet or Income Statement account you want to link to a Statement of Cash Flow account. There is no limit to the number of Balance Sheet or Income Statement accounts that can be linked to any one Statement of Cash Flow account. 2 In the CS column (Credit Statement of Cash Flow), select the Statement of Cash Flow account that will receive any credit amounts for the account. 3 In the DS column (Debit Statement of Cash Flow), select the Statement of Cash Flow account that will receive any debit amounts for the account. By entering the account number in both the CS and DS columns, both credit and debit amounts for the account will update the Statement of Cash Flow. 4 Position the insertion point on the Statement of Cash Flow account whose balance you want to update based on selections made in the Balance Sheet and Income Statement accounts. 5 In the CS column for the target Statement of Cash Flow account, select the appropriate code for the type of balance to be linked. For example, a "D" calculates the difference between active and prior period balances. 6 In the DS column for the target Statement of Cash Flow account enter an "A" to specify that the Statement of Cash Flow balance will be automatically updated from a Balance Sheet or Income Statement account. Tip There is no limit to the number of Balance Sheet or Income Statement accounts that can be linked to any one Statement of Cash Flow account. For example, both Common Shares and Preferred Shares can be linked to Statement of Cash Flow account number S31. Entering amounts manually in the Statement of Cash Flow In some circumstances, it might not be desirable to automatically update the additions and disposals for capital asset Statement of Cash Flow accounts. In these circumstances, you may want to manually calculate Statement of Cash Flow balances. Working Papers provides you with a mechanism to do this. Amounts can be manually entered for Statement of Cash Flow accounts that are not automatically updated from the Balance Sheet or Income Statement in the Report setup (i.e., the DS and CS columns are blank). There are two ways to manually enter amounts in the Statement of Cash Flow: Entering amounts manually in the Cash Flow setup 1 On the Account menu, select Working Trial Balance and then Cash Flow. The Cash Flow setup displays all accounts that are not automatically updated from Balance Sheet or Income Statement accounts. 2 Enter current year and prior year balances for the applicable accounts. Entering an amount as an adjusting journal entry 1 On the Account menu, select Adjusting Journal Entries. 2 Click New Entry and enter the details for the journal entry. 3 Select a Type of Statement of cash flow. 4 Record the transactions for the relevant cash flow accounts. 98

105 Tip: When inputting large numbers in the journal, there may be a problem with displaying them properly due to their length. Correct this in one of two ways: either change the Program default options (in Tools Options Documents) to display whole numbers only; or change your display font (in Tools Font settings) to be a font such as Arial Narrow to squeeze more characters into the column. 99

106 Creating Consolidations and Combinations Overview to Consolidating Files The consolidation feature in Working Papers allows you to combine several client files into one client file (the parent company) for the purpose of publishing consolidated financial statements. Working Papers consolidates data from subsidiaries into the parent file by map number. You must ensure that the map numbers for the parent company and subsidiaries are assigned uniformly and then Working Papers takes care of the rest. In addition to preparing consolidated financial statements according to generally accepted accounting principles, the consolidation function can be used for joint venture accounting, fund accounting, product and life cycle analysis and any type of multi-entity performance monitoring and documents. With consolidated documents, consolidated files can be organized and maintained quickly and then extended to different types of nonfinancial accounting documents and schedules. There are three ways to consolidate files in Working Papers. 1. Real-time consolidation (internal) Consolidation can be done within a file at multiple levels and updated in real-time. Although the process of combining subsidiary client files that are maintained separately from the consolidated file can still be used, many situations exist where it is far more practical and efficient to combine and consolidate accounts for different types of entities in one file. 2. Batch consolidation (external) Working Papers creates a link from the consolidated file to client files maintained externally. This is useful if records for the combined entities are entered and updated on different computers or networks. Once the individual client files are completed, the entities are consolidated into one file. Note that if externally-maintained client files are included in the entity structure, they must be physically in the file path you specified each time you re-consolidate. If you are using period balances and the sub entity and parent are set up, then during a consolidation the period balances will be brought into the file during the consolidation process. If either period balances are not used or the subentities and parent entity are not set up then only the year-end balance will be brought into the consolidated file. The general ledger detail will not be brought into the file during the consolidation process. 3. Combining batched files and real-time files 100

107 Working Papers can combine and consolidate a file that is a mixture of both real-time and batch files. It is completely possible to set up an entity structure where Sub Company 1 has an external source file (updated by batch), Sub Company 2 and Sub Company 3 are maintained within the consolidated file and Sub Company 4 has an external source file (updated by batch). There is no limit to how you can build your consolidation tree. Features of the Consolidation Function Introducing the Entity Structure Consolidated files are built based upon the tree structure seen in the Windows Explorer and Working Papers' Document Manager. This tree allows for any number of branches. Drag and Drop Interface The Consolidation dialog uses Drag and Drop functionality. Because you build consolidated files as trees, the method for combining and consolidating entities is very simple to use. You can easily construct and organize complex organizations. The consolidation tree is very manageable and can handle multiple branches with little or no limitation. Each entity identifier is included in a separate field that appears as a prefix to the account number but is not combined with the account number. Therefore, an account number can be identical from entity to entity. Entity Abbreviation Account Map # # Consolidation Corporation CONSOL Sub Company 1 SCO Sub Company 3 SCO Sub Company 3, Division 1 SCO3D Sub Company 3, Division 2 SCO3D Sub Company 4-50% SCO Sub Company 2 SCO Sub Company 4-50% SCO Sub Company 5 SCO Combination accounts do not really exist in the file, but instead, are accumulated using the logic of the map number and consolidation tree (entity structure). In the above example, any accounts in Sub Company 3 and Sub Company 4 assigned to the same map number in the consolidation company are accumulated and displayed as a combination account in Sub Company 1. The Context Entity Selector The global context entity selector appears on the main tool bar if more than one entity has been set up in the consolidation dialog. 101

108 This selector box displays the consolidation structure exactly as you built it in the Consolidation dialog. Whenever you access dialogs, lists and document settings, this global context selector determines which entity's working trial balance, map number and documents will be shown. For example, if you are looking at the working trial balance and the Global Context Entity Selector is set at Sub Company 3, then the working trial balance for all the accounts of Sub Company 3 are displayed. You can change the entity quickly by selecting a new entity from the selector without having to exit the working trial balance. In certain cases, however, a local context entity will take precedence over the global context entity. For example, in the Document Property dialogs for automatic documents and CaseView documents, a local context entity can be set and regardless which entity is chosen globally, the document will use the local settings, ensuring that the integrity of the configuration of any document is maintained. How to Set up a Consolidated file Setting up the client file for the parent company You set up the client file for the parent company (consolidated) file exactly as you would set up a single client file. Please refer to the section "Deciding how to create a client file". 102