- Firm Set Up
- File Creation
- Accounts and Completion
The purpose of this help guide is to walk you through the steps required to commence your first file using MyWorkpapers. MyWorkpapers is designed to be simple, efficient, and intuitive, and there are just a few easy-to-follow steps to get you underway.
• Firm Set Up
• File Creation and Trial Balance Import
• Accounts and Completion
Firm Set Up
Before you create your first file, several setup tasks should first be completed. They don’t take long, and once complete you are ready to start creating, populating, and completing your file.
Review Firm Roles and Permissions
Roles and Permissions control which functions you can access, view and edit, permissions are assigned to a role, the roles are assigned to users. Determine which of the standard roles apply to your firm and edit the permissions for those roles. For detailed instructions on Roles and Permissions, Click Here
Tips and Tricks: To change permissions for a role, click on the Edit tab within Roles and Permissions. If you cannot perform a function in a file, check your Role and Permissions.
Enter Staff and Assign Roles
Staff List is where you set up Staff as users, set their password, and assign them a role. Their password will be emailed to them. Once chosen, email addresses cannot be amended. For detailed instructions on adding staff, Click here
Tips and Tricks: MyWorkpapers will generate a random password, or you can enter your own. On the first login, new staff should change their password to something they will remember. To change your password, click on your name in the ribbon and select My Profile. You can suspend or delete staff members. you can assign them a new role.
Enter Client Details
Every file you create requires a Client.
Clients can be accessed from the My Files menu. For detailed instructions on adding and managing Clients, click here.
Once the Client Type has been set you can enter and create Client Logins. Creating Client Logins gives your clients access to the Client Portal. Clients can use their logins to access the Client Portal where they can view and respond to any queries that have been created for files. Clients also can add their own queries and upload documents. For detailed instructions about the Client Portal, click here.
Tips and Tricks: You can set the default file template, as well as the default engagement team on the Defaults tab. When you create a new file, you can create a new client “on the fly” and add details later.
With these steps complete, you are ready to create a new file.
Optional: Manage/Customise Firm Templates
Your firm can choose to create its customised Firm Template that can be either based on any MyWorkpapers content pack provided or created from your content.
You can manage and build your templates in Manage Templates. For further information on how to create and customise Firm Templates, click here.
Tips and Tricks: You can easily create your Firm Template based on an existing MyWorkpapers content pack; to do this, simply copy the content from any of the content packs and edit this to your desired requirements.
Having completed the Firm Set Up tasks, you are ready to create and populate your first file and complete the planning activities.
Create a New File
To create a new file, go to the My Files menu and select New File. Select the appropriate file template, enter the Client name, trading name if applicable, and enter the file period. Check the box to accept the terms and conditions, and click Create New File.
Your new file is now ready to be populated. The next step is to import the Trial Balance. For detailed instructions on creating a new file, click here.
Tips and Tricks: It is possible to create a Client from the New File location. Simply type the new Client name into the client section and click Create. Additional client details will need to be added in the Clients page.
File Engagement Team
After the file has been created, you need to add the file Engagement Team. This can be accessed from My Files. Insert the client/file name in the search bar and click search. This will list the files (and their details) to the right. Add your Engagement Team. You can amend your team’s Engagement Team Permissions specific to the file. NOTE: The permissions have been pre-set to each role previously.
For a step-by-step guide on how to set up an Engagement Team and amend the Engagement Team Permissions, click here.
Tips and Tricks: If a staff member is restricted from certain actions in the file but has the required firm-level permission, ensure they have not been restricted in the Engagement Team Permissions.
Import Trial Balance
Having opened your new file, select Trial Balance from the main menu. Select Import Trial Balance.
Importing via Cloud Software
Xero can be accessed directly from the Import Trial Balance menu. Once selected each will take you through detailed login and import steps.
Importing via CSV
If you are using a CSV file import please click here. The first time a new Accounting Structure (i.e. Profit and Loss and Balance Sheet view) is used it will require you to map the trial balance. This mapping can then be saved and used to auto-map CSVs from then on. To learn more about Accounting Structures and mapping Trial Balances click here.
Tips and Tricks: Importing and mapping the Trial Balance creates and populates relevant lead schedules and lead schedule summaries. You can re-import the Trial Balance figures if need be, without affecting work that has already been completed in your file.
Activate the Customiser
After completing the Trial Balance import (and the mapping process) access the Customiser to add and remove workpapers from the file. This option will ask a few questions about your file accounts and remove all unrequired workpapers. The Customiser can be located at the right of the Working Paper Index. To learn more information about the Customiser click here.
Tips and Tricks: Although the Customiser has been completed, it is still possible to change your answers and the Working Paper Index will update accordingly.
Accounts and Completion
Having completed the File Creation and Planning, you are ready to begin your accounts and programmes and accumulation of supporting documentation. Completing these tasks will ensure your accounts are complete and compliant.
Lead schedules and Tickmarks
Accessing a Lead Schedule, and reviewing these often will ensure figures in your accounts are accurate and checked. Comments and references can be included in Lead Schedules. For further information on Lead Schedules click here.
MyWorkpapers also has generic Tick Marks that can be added for your review of the Lead Schedule. For further information on Tick Marks click here.
Tips and Tricks: You can customise your Tick Marks for your firm.
Upload Supporting Documents
Supporting Documents can be uploaded into the Working Papers Index, and referenced in the workpapers with a simple drag and drop process. For more information on uploading supporting documents click here.
Tips and Tricks: Several types of Supporting Documents can be uploaded including Word, PDF, Excel, and Microsoft emails. If you have difficulty downloading the document, please check the saved location. Documents saved on a cloud location or zipped will need to be re-saved on the computer, before being uploaded.
Add New Workpapers
New workpapers can be added to the file if more information is required for completion. There is a range of workpaper types that can be included, edited, and referenced. For more information on adding a new workpaper click here.
Tips and Tricks: New Workpapers also include adding a new folder, program/checklist, and analytical reviews.
Adjustments to the Trial Balance can be made within MyWorkpapers. Changes are made using the Journal Entries within the file. For more information on making a journal adjustment click here.
Complete Programmes and Checklists
Content packs include a variety of Programmes and Checklists. This includes a section for comments, referencing, and tick-boxes that confirm they are complete. For more information on Programmes and Checklists, and their functions click here.
Tips and Tricks: Programmes and checklists can be customised for individual files or in a Firm Template (with permission).
Completing and Signing Off Workpapers
A completed workpaper - adequately prepared and reviewed is ready to be Signed Off as completed. This will result in the workpaper being marked as completed and locked down from any further work. For more information on signing off a workpaper click here.
Tips and Tricks: Dates of Completed Workpapers can be amended by clicking on the date below the completed box (with permission).
Queries can be raised within the file which the client can access and reply to using the Client Portal. Clients can be notified when a new query has been raised via email and can attach supporting documents for reference. For more information on Client Queries click here.
Tips and Tricks: You can receive email notifications from the client when they have raised or responded to a query via the Client Portal.
Assign Review Points to Staff
Review Points can be assigned at any time; ensuring task and review actions are set for key staff throughout the engagement. Once a Review Point has been created it will show on your dashboard under the review section. For further information about setting up a Review Point and filtering them click here.
Tips and Tricks: You can only set a Review Point to an engagement team member associated with the file.
Complete and Archive a File
Once you have completed all areas of your file you are then ready to Complete and Archive the file. Go to the File drop-down option, under Completion & Archive.
A partner will be required to tick that all work is completed, and set a date for the file to be locked down. When this date has passed, the file will be locked and accessible in read only mode. For further information on how to fill out the Completion & Archiving section in a file click here.
Tips and Tricks: Once a File has been completed and archived it will no longer be editable. To edit an archived file, you need to contact MyWorkpapers by email with partner consent to request that the file be un-archived.