- 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 planning
- 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 users can access, view and edit. Permissions are assigned to a role, then 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
User Access is where you set up your MyWorkpapers users, including staff. You can activate, suspend or delete users, and assign them a role. Each staff member must have an individual email address as this is used for their login. Note: Once chosen, email addresses cannot be amended. When first set up, a user will be sent a link to set their password. For detailed instructions on adding staff, click here.
Tips and tricks: The password reset email will expire after 5-10 minutes. Select the 'Forgot Password' link on the login screen to be sent a new email. To change your password, click on your name in the ribbon and select My Profile. There, you can suspend or delete staff members. You can also 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.
SMSF only: Client list import and administrator set up
For instructions on how to import your client list into MyWorkpapers via our integration, please click here.
For instructions on setting up your SMSF administrator firms, please click here.
Having completed the firm setup 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.
From there, select the appropriate workpaper pack, 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.
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 to the client's page.
File engagement team
After the file has been created, you may need to add staff to the file Engagement Team. This can be accessed from My Files. Click on My Files, not the dropdown arrow.
Insert the client/file name in the search bar and click search.
This will list the files (and their details) to the right under the search bar. Click on the file you wish to select and add your Engagement Team. You can amend your team’s role 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 permission on the engagement team, 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 role.
Import trial balance
Having opened your new file, select Trial Balance from the main menu. Select Import Trial Balance.
Importing via cloud software
For trial balances from one of our integration partners, they can be accessed directly from the Import Trial Balance menu. Once selected each will take you through detailed login and import steps.
For instructions on each of these imports please click the following:
- Xero imports
- QuickBooks Online imports
- Simplefund 360 (BGL) imports
- Class Super imports
- Supermate imports
- IRIS Desktop (UK Only)
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.
Activate the Customiser
After completing the trial balance import process, access the Customiser to add and remove appropriate 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 to the right of the Working Paper Index.
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. All hidden workpapers can be viewed at any time from the Options | Show workpapers hidden by Customiser.
Complete the planning section
Once the steps above are completed, planning can begin. The Planning section is located in the "B" folder. This will differ for your firm if you have customised your template. To complete the planning section just tick to complete procedures and reference any supporting documents, adding comments when needed. For more information on completing programs, checklists and other workpapers click here.
Tips and tricks: All unrequired procedures will be removed through the Customiser. If inapplicable questions still show in the checklist, please check the Customiser.
General audit and SMSF audit only: Complete materiality
MyWorkpapers materiality provides you with an automated, but highly flexible, workpaper ensuring that you can effectively apply your professional judgement.
Materiality can be found in Folder B. For a step-by-step guide on completing Materiality see below:
Tips and tricks: Materiality figures will pull from the trial balance and mapping. If a figure does not match the expected amount, please check the mapping to ensure the correct accounts are mapped.
Accounts and completion
Having completed the file creation and planning, you are ready to begin your accounts and completion; and accumulation of supporting documentation. Completing these tasks will ensure your audit/accounts are complete and compliant. For further information on accounts and completion click here.
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 Tickmarks that can be added for your review of the lead schedule. For further information on Tickmarks click here.
Tips and tricks.: You can customise your Tickmarks for your firm.
Uploading and referencing supporting documents into MyWorkpapers is very easy. Simply select a file from a folder on your computer or server and drag it Into your audit file, Documents can be dragged directly into lead schedules or folders in your working paper index. For detailed instructions on uploading supporting documents, Click Here
Note: Both auditors and administrators can do this, depending on how admin access is managed.
Tips and tricks: Documents dragged directly into a lead schedule will be automatically referenced and copied to the relevant folder. Document references are automatically hyperlinked and can be opened by clicking on the reference. A range of document types can be uploaded, including pdf, docx, xlsx, as well as text and image files. Multiple references can be entered into a lead schedule, including page references for large pdf documents.
Add a new workpaper
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
There are various programmes and checklists included in MyWorkpapers for each section of your file. These include sections 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 at a template level (with permission).
Completing and signing off a workpaper
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.
Queries can be raised within the file which the client can access and reply to using the Client/Administrator Portal. Clients can be notified via email when a new query has been raised and can attach supporting documents for reference. For more information on the client, queries click here. For more information on administrator queries, click here
Tips and tricks: You can receive email notifications from the client or administrator 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. To see how to add staff to the engagement team please, refer to the engagement team section for more information.
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 & Archive 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.
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