This guide assists current APS users in using the Active Platform to start a standard compliance job. By the end of this guide, you will be able to add a client group and clients, create a ledger file and import current and comparative data, map the chart of accounts, add a fixed asset register and create a workpaper binder for the client.
TABLE OF CONTENTS
Adding a client group and clients
Creating a client ledger file and adding comparative year dataset from XPA
Exporting XPA comparative data to Excel
Importing XPA comparative data to Active Ledger & Reporting
Mapping accounts to standard Active chart
Creating current year dataset and uploading data to Active Ledger
Mapping accounts to standard Active Ledger & Reporting chart
Combining last years XPA accounts with this years client accounts
Importing assets to Active Ledger & Reporting
Creating a set of financial statements and checking comparatives
Creating a workpaper binder (for Active Workpapers users)
Launching the Excel binder (for Active Workpapers users)
Adding and reconciling records (for Active Workpapers users)
Workpaper binder tips (for Active Workpapers users)
Adding a client group and clients
- Login to the Active Platform at my.businessfitness.com.au.
- Click Clients.
- Click + New Client, then Client Group and fill out the mandatory details. Click Add Client Group.
- Within the client list, find the client group you just created and click on it.
- Within the client group page, click + Add Client, fill out the mandatory details and click Add Client at the bottom right.
The “Code” to be entered is the APS Client Code
Creating a client ledger file and adding comparative year dataset from XPA
- Within the client group page, find the client you want to work with.
- Click on the LR icon (grey icon) next to the client name and click Create File. Once you have created the file this icon will change colour to identify that a ledger is attached.
- Add a new dataset for the prior year comparatives by clicking + New dataset.
- Enter the name of the dataset for the year you are adding data for (eg. 2021 Actual) and set the dates as appropriate for the dataset (eg. for a 2021 dataset, the dates will be 1 July 2020 to 30 June 2021).
- Click Source and Add New Source. Choose Excel.
- Select the APS number system, and name the dataset XPA, then click Add Source.
- Click Create Dataset at the bottom left.
You are now ready to download your information from XPA to add to the dataset – Go to your XPA Data File
Exporting XPA comparative data to Excel
- In XPA, open the client Trial Balance for the comparative year (eg. 30 June 2021).
- Run Trial Balance within XPA for client.
- Check that the Filters are showing as below:
- Include Normal Sub-Accounts should be ticked
- Asset Sub Accounts should be crossed
- If you have already rolled the XPA file forward for tax planning (eg you want your comparative to be 2022 but you have already rolled to 2023) in the filters change the Year in Actuals to -1
- Send to Datasheet.
- Export to Excel.
- Save to local drive for easy access in next step. (For ease have a Business Fitness folder in your downloads – you will want this for the depreciation report)
Importing XPA comparative data to Active Ledger & Reporting
- Open the Excel file downloaded from XPA. When you initially open the file you will see the data is highlighted. Click anywhere on the screen to unhighlight.
- In the top right corner of your Excel home ribbon, find the Active Ledger add-in and click Import Data.
- Login with your Business Fitness credentials.
- Select the client you want to import data for and select the dataset you created earlier.
- Click on the dropdown next to Prepare Journal and select Prepare XPA Import Journal. The journal dialog screen will open.
- Ensure the journal type is set to Imported Trial Balance.
- Click on the Classify account numbers. Click APS.
- Confirm that the journal is correct, and it balances. Click Import Journal.
- The dataset will now be populated with the comparative year balances.
Mapping accounts to standard Active chart
- In the Accounts screen, you will note all the accounts will show on the right hand side in the unallocated section. Click Auto Allocate.
- For accounts that have not mapped automatically (which will stay in the right hand unallocated pane), drag and drop the account from unallocated to their correct positions in the chart of accounts using the three horizontal bars next to each account name.
- You will want to run through all of the accounts to ensure that these are in the correct area.
TIPS
Grouping of Accounts (Creating a Header Account)
- Holding down the CTRL key select the specific accounts you need, right click and select Quick Group. The name will initially show up as the first account in your list – change this to what you need it to be (it will not change the actual account name of the first account)
Moving Accounts
- When moving an account or multiple accounts from one section to another (eg from Other Payables to Payroll Liabilities) or where you need to scroll up and down. Select the accounts you need to move, go to the correct header you need it to be under Right Click and select Insert Selection into this Account.
Merging Accounts
- This can be completed by selecting the account you want to merge into another and dragging this over the top of the account you want it to be in. You can also click on the account you want to merge into another, then right click on the destination account and select Insert Selection into this Account.
Unmerging Accounts
- Simply Edit the account where the account was merged into scroll to the bottom of the information and click on the link – this will unlink the accounts and move it back to being account area. Save Account before you exit.
Retained Profits
- Ensure that this account from XPA is allocated as a subaccount of Opening Balance in the Retained Earnings
Creating current year dataset and uploading data to Active Ledger
NOTE: Ensure that your client data file has been reconciled to your signed financial statements as at the end of the financial year previous to the one you are currently completing. This will ensure that your clients opening balances for the current year you are working on agree to the closing balances per your XPA dataset.
- Click on the Datasets button on the left hand menu within the Active Ledger file for your client and add a new dataset for current year data by clicking + New dataset.
- Enter the name of the dataset for the year you are adding data for (eg. 2022 Actual). Set the dates as appropriate for the dataset (eg. for a 2022 dataset, the dates will be 1 July 2021 to 30 June 2022).
- Click Source and Add New Source.
- Choose your source by following the steps below:
XERO/MYOB/QBO/BGL/CLASS
- Choose the appropriate source you want to import data from, e.g Xero.
- This will prompt a login to your cloud accounting provider online account.
- Sign into your account and select the client file you wish to use as a source.
- Once back in Active, select the file. (This name will always be the same as it is the client data file name – it will not have a year)
- Click Connect, then Add Source.
- Click Load Data.
- Click Create Dataset.
Excel (for where your client does not use a cloud accounting file noted above)
- Choose Excel as the source
- Name the dataset appropriately for where your data has been originally pulled from, e.g. MYOB AR Desktop, if client source file is MYOB desktop. Click Add Source.
- Click Create Dataset at the bottom left.
- Follow the guidance in this article for how to upload your client’s financial information into the dataset. Excel Data Import
Mapping accounts to standard Active Ledger & Reporting chart
- Click Auto Allocate.
- For accounts that have not mapped automatically (which will stay in the right hand unallocated pane), drag and drop the account from unallocated to their correct positions in the chart of accounts using the three horizontal bars next to each account name.
- You will want to run through all of the accounts to ensure that these are in the correct area.
Combining last years XPA accounts with this years client accounts
- For accounts that have a recommendation (yellow star) next to them, check the recommendation is for an appropriate account and accept the recommendation. This will link the account to the standard reporting chart for consistency across the practice. For example, 368 Freight and cartage should be linked to 368 Freight & Cartage, for naming convention consistency and ease of big data extraction.
- Drag and drop the XPA accounts on top of the corresponding client’s accounts (the accounts uploaded from the previous step). For example, if the client calls electricity expenses “445 - Light, Power, Heating” in their accounting file, drag the “391 – Light and power” XPA account on top of this account to combine the two. This will mean that for reporting purposes, the current and prior year light and power expense accounts will sit on the one line.
- If you need to check where you put accounts from the client data file. Select Show Source Accounts at the top of the screen this will expand all accounts so you can check if you are unsure.
- Merging accounts can be completed by selecting the account you want to merge into another and dragging this over the top of the account you want it to be in. You can also click on the account you want to merge into another, then right click on the destination account and select Insert Selection into this Account.
Importing assets to Active Ledger & Reporting
You can quickly import assets from XPA
- Extract your asset schedule from the last finalised year in XPA. For example, if you are completing 2022 year end compliance work, the last year completed in XPA will be the 2021 year. Download the asset schedule at 30 June 2021.
- Click Add Depreciation Year in the clients Active Ledger within the Assets section.
- Make the depreciation year the year that you are working on, in our example, that is 30 June 2022.
- If your client uses Small Business Depreciation, select this box.
- Click on the Add Datasets button and select the datasets you wish to use for automatic depreciation.
- Click Add Depreciation Year.
- Click Import from Excel.
- Click import template to download the asset import template from Active Ledger. Save the file to a central location and open the file.
- On the APS tab of the import template, copy and paste the full asset schedule and click Convert.
- This will populate the asset import sheet with the asset data. If your asset import sheet (Sheet 1) does not automatically populate, you will have to fill out Sheet 1 manually.
Note: only accounting cost is imported, and where you have a different accounting cost compared to tax cost, the tax cost will have to be entered manually in the import template.
- For any pool balances, add a pool balancing asset at the bottom of Sheet1 to include the following:
- In asset group column, put pool name.
- In asset name column, put 30 June of year on the XPA assets schedule Balancing asset (For example, 2021 Balancing Asset).
- In date column, put 30 June of year on the XPA assets schedule.
- In the cost column, put 0.
- In OWDV column, put closing balance of the pool at 30 June of year on the XPA assets schedule.
- In rate column, put 15%.
- In method column, put GP for General Pool, LVP for Low Value Pool and SDP for Software Development Pool.
- In private use column, put private use %.
- In the accounting columns, replicate the below image.
- Close the asset import template once you have finalised the above step.
- Select Choose File. Find the import template and click Open.
- Select the depreciation year as the current year you are working on (e.g. 2022).
- Click Prepare Import.
- Check the number of assets being imported matches the import template and click import assets.
- All of your asset groups and individual assets are now within Active Ledger.
- To map accumulated depreciation and depreciation accounts for each asset group, select the cog wheel next to an asset group.
- Set up automated depreciation by selecting the source you wish to add depreciation accounts within. Select the current year source, rather than the MAS comparative source.
- For this asset group, select the correct accumulated depreciation and depreciation expense accounts.
- Click Save Asset Group.
- Repeat the above four steps for each asset group.
- Once complete, your asset register has been imported and set up with automated depreciation, ready for you to start your current year work.
Creating a set of financial statements and checking comparatives
NOTE: Reviewing how your financial statements look at this point can be completed either once you’ve completed your initial comparative balances or after you’ve linked your client data file. Here you can compare to what you have already produced in the comparative financial statements for consistency.
- Within the Reports tab, select + New Report.
- Click Special Purpose Financial Report.
- Add report columns. Column 1 being your current year dataset.
- Click + Add Column.
- Choose your prior year dataset.
- Press the drop down next to Save and Close and click Save Only.
- Click Generate Report.
- Run through the report and identify any formatting changes required. Pay particular attention to your comparative balances, and ensure they are sitting within the same categories as last year. Check that your total current assets, total non-current assets, total current liabilities, total non-current liabilities, total equity, and profit agree to last year.
- To make changes, head back to the report builder screen by clicking Close.
- To customise different report pages, identify the page requiring changing and click Customise on the right.
- Here you can collapse and hide account details, add note references etc.
- Save your report regularly to avoid losing any changes made in the report builder screen.
- Do not make any changes within the report output screen, as these won’t be saved.
- You may find that you need to post a partnership or trust distribution for the prior year if your profit has not been allocated for partnerships and trust entities. If this is the case, head to the dataset for the prior year, click Other Info, and fill out your distribution (example below). Once complete, click post automated journal which will post the distribution.
Creating a workpaper binder (for Active Workpapers users)
- Within the client group page, find the client you want to create a binder for.
- Click on the WP icon next to the client name.
- Select the type of binder you wish to create (e.g. for year end compliance work, select accounts and tax).
- Ensure the dates match to your current reporting year, check that your assigned users are correct, then click Create Binder.
- Click Open Now to open the workpaper binder.
- To link your trial balance to your Xero file, press + Connect to New Source.
- Choose the appropriate source you want to import data from, being Active Ledger & Reporting.
- Select the clients file created in the previous section.
- Click Add Source.
- In the account column section, select the dataset on column 1 to be the current year consolidated dataset, and click the checkbox Show Adjustment Journals.
- Click + Add Column to add the comparative period column and select the comparative year consolidated dataset.
- Add further financial or calculation columns by clicking on + Add Column. Press Continue.
- Fill out other relevant details, including Accounting Method, Depreciation Method as well as Small Business Entity & Base Rate Entity checkboxes. Press Complete.
- You are now ready to start preparing your workpapers.
- You will be presented with the Bulk Insert wizard when the binder has loaded. This feature allows you to insert standard Business Fitness worksheets against your Trial Balance accounts in bulk. You can select No Thanks if you don't wish to import these.
- If you choose not to Bulk Insert the worksheets at the start of the job, you can always bring up the Bulk Insert wizard later should you need from the Settings & Tools screen.
Launching the Excel binder (for Active Workpapers users)
- To open the binder in Excel, click Open Excel Binder. Do not check out the binder using the drop-down menu as this will download the Excel binder to your desktop, making it inaccessible to anyone else in your firm. Store and access the Excel binder in Active Documents at all times.
- Once the Excel binder opens, login to the taskpane using the Active Workpapers add in tab. Click Open Taskpane.
- Log in to the Taskpane using your Business Fitness credentials.
- Once logged in, you will notice the Taskpane mirrors exactly what your see in the Web binder.
- You can work in either the Web or Excel taskpane, however to complete or review Excel worksheet reconciliations you will need to have the Excel binder open.
Adding and reconciling records (for Active Workpapers users)
- Firstly, turn on recommendations so that Active Workpapers prompts you to add a particular worksheet against your GL accounts.
- There are various types of records you can add against an account. Firstly, you can accept the recommendation against an account by clicking Accept.
- This will populate the sheet against the account ready for you to do your reconciliation.
- To reconcile this workpaper, head to the sheet and fill out the required details. In this example, you would need to fill out the balance per bank statement line in the worksheet.
- Once that agrees to the balance in the GL, a green tick will appear to indicate the account reconciles.
- Once your workpaper is reconciled, change the status to “ready for review”, for example.
- You can also choose other ways to add a record to an account. Click on the + button next to the account, which will bring up the below options.
- These options do the following:
Record Template – lets you choose which standard Business Fitness worksheet you wish to use to reconcile the account.
Link to Existing Sheet- allows you to bring in or create your own worksheet to reconcile your account.
Comment – allows you to write a comment on the account and choose to roll the comment over each year.
General Ledger – where connected to a cloud client accounting file, this record will extract the GL entries for the account for the period and put them in a GL details worksheet against the account.
Link to External Value – allows you to reconcile a balance in one set of workpapers to another set of workpapers. This is especially useful when you want to reconcile inter-entity loans.
Upload documents – allows you to simply drag and drop a document to use as support for your GL account balance. This will save the source document inside Active Workpapers for ease of review.
Workpaper binder tips (for Active Workpapers users)
- On your initial set up of the binder before you open the excel sheet for the first time, if you prefer to see the year you are completing on the right hand side of the TB please select column 1 as your comparative and column 2 as your current year.
- You can move the workpapers around like you would any other excel spreadsheet this will not change the link it has to the TB.
Support
If you need help, please refer to the following for guidance:
Quick Start Videos
Quick Start Video - Active Platform
Discover how to set up clients/client groups and navigate the Active Platform Home screen with ease.
Quick Start Video - Active Ledger & Reporting
Master configuring your client's Active Ledger file, including setting up datasets, mapping accounts, and preparing financial statements.
How to upload comparative datasets from XPA into Active Ledger
Learn the ins and outs of importing your client's comparative year financial data using a seamless process from XPA to Active Ledger & Reporting.
Quick Start Video - Active Workpapers
In this video, you'll learn how to create a workpaper binder for a client, link a data source, add standard/custom worksheets, and perform account reconciliations.
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