Connecting Client Files to Connected Workpapers

The benefit of using our Connected Workpapers is that you can connect directly with your client's file and import their Trial Balance into the workpapers. Then it is simply a matter of hitting the refresh button any time a change is made in their file.

This article takes you through the following topics on how to connect a file:

Setting up connections

Before being able to connect to your client's file in the Connected Workpapers, you will need to establish the connection with the relevant software provider.

To set up your API connections navigate to the Connections screen on the Smart Suite Workpapers website, located in the dropdown of your profile.

From here you can click on the Connect button of the relevant software you want to connect to. You will then be taken to a login screen where you can login to the software, after which the connection will be established. 

Note: For Xero and Intuit Quickbooks, you will need to connect to each file individually. You can do this by clicking on the Manage button and then selecting Add File.

Accessing connected workpapers  

You can access the Connected Workpapers by logging into to the Smart Suite Workpapers website. You will be taken directly to the Start screen where all the workpapers are available for download. 

Clicking on the relevant workpaper type will bring up a second list of all available versions. Simply click the relevant year to start the download.

Connecting a file

Once the workpaper is open in Excel you can connect your client's file. Navigate to the Home sheet and click the Connect File button. 

A pane will appear on the right-hand side of the screen to choose which type of connection you would like to make.

Connecting to cloud-based software

Depending on the API selected, you will then be given a number of options to complete, including the period and whether you would like comparatives. Your client's file should be available for selection. Once connected, the pane will display options in regards to automatic suggestions of suitable worksheets and importing opening balances (see below).

Connecting to Reckon APS

Similarly to the cloud-based products, you are able to connect to a Reckon APS file. After clicking on Connect File, choose Reckon APS as the source option. You will then need to click on Select File, which will take you to a browser to search for your file. Once selected, you can choose the year, start and end dates, and whether you want comparatives and a variance. Additionally, you are able to select the Import Mode using the dropdown menu. The options are:

  • Hide Asset Sub Accounts
  • Hide All Accounts
  • Show All Sub Accounts

Click Connect to import the Trial Balance into the Index sheet.

Connecting to Active Ledger & Reporting

If using Connected Workpapers in conjunction with our Active Ledger & Reporting module, we recommend connecting to Active Ledger rather than to the client file directly. That way any work prepared in Active Ledger will flow though to the workpapers. Simply choose Active Ledger & Reporting as the source after you have clicked on Connect File, and select your file. A popup window will allow you to select the dataset, start and end dates, an a comparative period if required.

Connecting to Excel

If your client is using a software system that we are unable to connect to, you have the option of importing their data via Excel. After clicking the Connect File button, select Excel from the source options. Instructions will appear in the pane, please read these and click Connect.

A new worksheet will open. Copy and paste the client's Excel trial balance as shown below:

Once this has been done, you will need to click on the Refresh Trial Balance button in the Workpapers ribbon at the top of Excel. This will import your trial balance into the Index sheet.

Note: The Excel import will not be able to correctly classify accounts as Assets, Liabilities, Income or Expenses. However, there is a search function to search for the type of workpaper you want added.

Automatic suggestions

After connecting to your client's file, you have the option to tick the Automatic Suggestions checkbox. This will insert workpapers into your workbook based on the trial balance accounts. It is possible to review and remove these suggestions in the following screen. Click Insert to finalise.

Note: Only templates which have been selected to 'Allow AI to Recommend this Workpaper for Auto Insertion' will be available for insertion. For more information on this option see the knowledge article: Uploading a Customised Worksheet

The following is a list of Smart Suite Templates that use the auto suggestions feature:

RefWorksheet Name
C20Tax Reconciliation
F05Trade Debtors
F15Stock on Hand
G05Borrowing Costs
G10Fixed Assets Depreciation
H05Trade Creditors
H08Superannuation Liability
H35Provisions - Tax
J20GST Reconciliation
M40FBT Contributions

Importing opening balances

Where you have used Connected Workpapers in the prior year, you have the ability to "rollover" worksheets. The worksheets used in the prior year will be added to the current year workpapers as part of the process. Where available, closing balances and lists from the prior year will be included in the current year workpapers. 

To import opening balances, the easiest way is to open the prior year workpaper and then it will be available from the dropdown list to select, or you can also use the browse for file button. It is possible to review and remove individual worksheets in the following screen. Click Insert to finalise.

Note: If a workpaper is a template worksheet, the latest version will be downloaded and last year's data will be rolled over. If a workpaper is a non-template worksheet, last year's workpaper will be copied over in its entirety.

Note: When you select both Automatic Suggestions and Import Opening Balances, only one instance of the template will be inserted. 

Once a file has been connected, the Index will show the Trial Balance of the entity.

Note: When connected, all of the entity details on the Home sheet will pre-fill. However, other sections will still need to be completed.

Next article: Connected Workpapers - Home Sheet

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