| Article Objective: To assist admin users in navigating the Admin Centre within Active Workpapers to customise the default record templates which prefill as recommendations when creating the binder. This ensures a tailored and standardised solution is developed for the specific firm. Context: Within Workpaper binders, there is the ability to have record templates recommended or 'auto inserted' when a preparer initially creates the binder. This enforces consistency across the firm. Please refer to the Glossary for definitions of key terms used in this article. TABLE OF CONTENTS |
Accessing the binder settings Admin Centre
Navigate to the Active Platform home page.
Click on your name icon and press Admin Centre.
Click on Binder Settings under the Workpapers banner. You will be taken to another webpage.
Click on Record Recommendations.
The Active Platform ships with a standard set of record template recommendations as below.
Select the binder type you wish to customise recommended records for.
Disabling existing record template recommendations
The pre-shipped binder type records can be disabled by clicking on the Ignore Inherited Record Templates checkbox.
Adding new record template recommendations
Click on + Add Record Template.
A record can be attached as a recommendation to either:
- a specific account, such as Plant & Equipment using the account type or
- a section, such as general or tax using the section code
Account type example – where account type is selected
Choose the account type you wish to add a record template recommendation to. For this example, Plant & Equipment will be used.
Click Next Step.
Select the worksheet you wish to add as a recommendation against a Plant & Equipment account type. Click Next Step.
Hint: If you want to add your own firm worksheet as a recommendation in a binder, you must first have added this worksheet within the Admin Centre. See article How to add a firm record template for guidance on how to do this.
Select the Level from the options below:
- Optional – a worksheet that may or may not be used as support for a balance at the firm level
- Recommended – a worksheet that is desired to be used as support for a balance at the firm level
- Mandatory – a worksheet that must be used as support for a balance at the firm level. Any mandatory worksheets that are not accepted and used will be flagged as such in the Review Centre.
Add a Default Title to call the worksheet and write notes as required.
Click Next Step.
Select the entity type you wish this record to be recommended for. For example, if creating a Provision for Tax record type recommendation, select only tax paying entities in this section (such as companies, superfunds and individuals). Leave blank if the worksheet applies to all entities.
Filters
Date filters: Change the date filter where you only want the worksheet to be recommended for a specific time period. For example, for COVID related worksheets, these may only be recommended for binder period dates between 01/07/2019-30/06/2022.
Balance filters:
- Balance presence filter: allows rules to be set as to when the record should be recommended and allows the worksheet to be inserted when there is a balance in any column or only the primary column (current year). For Plant & Equipment, it is assumed that a worksheet would be added to the account if there is a balance in either current or prior year as a manager may wish to inspect why assets no longer exist this year
- Balance sign filter: add a balance sign filter if you only wish to recommend the worksheet where there is either a positive or negative balance. If not, leave as Any
- Lower/upper threshold: put dollar value thresholds where you only wish to recommend the worksheet where the account balance is above or below a certain amount. If not, leave blank.
Account Filters: In this example, account filters would not need to be applied as the Fixed Asset Depreciation worksheet will be recommended for all accounts that have the Plant & Equipment account type.
Click Save and Close.
The fixed assets depreciation worksheet will now be recommended as an optional worksheet in any binder against any account that has the Plant & Equipment account type, as shown below.
Account type example – where account type is not selected
A recommendation can also be made without selecting a specific account type. For example, for entertainment expense, it would be easier to only filter for specific account terminology rather than account type.
Leave the account type selector defaulted as 'Attach to any account type'. Click Next Step.
Search for the worksheet you wish to recommend against an entertainment GL account. Click Next Step.
Select the Level from the options below:
- Optional – a worksheet that may or may not be used as support for a balance at the firm level
- Recommended – a worksheet that is desired to be used as support for a balance at the firm level
- Mandatory – a worksheet that must be used as support for a balance at the firm level. Any mandatory worksheets that are not accepted and used will be flagged as such in the Review Centre.
Add a Default Title to call the worksheet and write notes as required.
Click Next Step.
Select the entity type you wish this record to be recommended for. Entertainment can apply to all entities so leave defaulted as 'Available to all entity types'.
Filters
Date filters: Change the date filter where you only want the worksheet to be recommended for a specific time period. Entertainment rules apply to all financial years, so this would be left as 'Always'.
Balance filters:
- Balance presence filter: allows rules to be set as to when the record should be recommended and allows the worksheet to be inserted when there is a balance in any column or only the primary column (current year). For Entertainment Expense, it is assumed that a worksheet would be added to the account if there is a balance only in the current year
- Balance sign filter: add a balance sign filter if you only wish to recommend the worksheet where there is either a positive or negative balance. If not, leave as Any
- Lower/upper threshold: put dollar value thresholds where you only wish to recommend the worksheet where the account balance is above or below a certain amount. If not, leave blank.
Account filters: Can allow a search by account name, number or account type. In this example, account filters would be used to find any account that has a phrase such as 'Entertain'. The system will search the trial balance for any account with that includes this phrase, which can be any part of a word. Click match type, Account Name.
Match conditions:
- Classification - allows a match for an account classification, such as assets or expenses
- Find - is where you type the phrase, such as 'Entertain', for the system to find the account to recommend the entertainment worksheet against
- Case Sensitive – the find condition can be made case sensitive by clicking the 'Case Sensitive' box. Leave unticked for a more accurate match
- Search Mode - relates to where in the account name should the system search for your phrase. 'Anywhere' will tell the system to find the phrase anywhere in the account name, whereas 'Begins With' will only recommend the worksheet against an account that begins with the phrase 'Entertain'.
Click Save and Close.
The entertainment worksheet will now be recommended as an optional worksheet in any binder that includes an Entertainment GL account, as shown below.
Section code example
A recommendation can also be made in non-account specific scenarios. For example, the worksheets have General and Tax sections above the accounts section. Worksheets can be recommended to users to populate into these sections.
After clicking + Add New Record, populate the section code field with the section code you require, using the master list located in the article Binder Type Section Master List.
Click Next Step.
Search and find the worksheet you wish to recommend in the Overview section for auto insertion.
Click Next Step.
Select the Level from the options below:
- Optional – a worksheet that may or may not be used as support for a balance at the firm level
- Recommended – a worksheet that is desired to be used as support for a balance at the firm level
- Mandatory – a worksheet that must be used as support for a balance at the firm level. Any mandatory worksheets that are not accepted and used will be flagged as such in the Review Centre.
Add a Default Title to call the worksheet and write notes as required.
Click Next Step.
Select the entity type you wish this record to be recommended for. For example, if creating a provision for tax record type recommendation, select only tax paying entities in this section (such as companies, superfunds and individuals). Leave blank if the worksheet applies to all entities.
Filters
Date filters: Change the date filter where you only want the worksheet to be recommended for a specific time period. For example, for COVID related worksheets, these may only be recommended for binder period dates between 01/07/2019-30/06/2022.
Balance filters:
- Balance presence filter - allows rules to be set as to when the record should be recommended and allows the worksheet to be inserted when there is a balance in any column or only the primary column (current year)
- Balance sign filter - add a balance sign filter if you only wish to recommend the worksheet where there is either a positive or negative balance. If not, leave as Any
- Lower / upper threshold - put dollar value thresholds where you only wish to recommend the worksheet where the account balance is above or below a certain amount. If not, leave blank.
Account filters: Leave blank as there are no accounts in non-account sections.
Click Save and Close.
The Accounts & Tax Checklist worksheet will now be recommended in any binder that includes a Overview section, as shown below.
