How to add a firm workpaper record template

This article assists admin users use the Admin Centre within Active Workpapers.

Admin users can fully customise the back end of the Active Platform to suit the style and requirements of the firm.

Your firm can add worksheets into Active Workpapers for preparers to use when completing accounting jobs. This is a good option where a workpaper/record provided by Business Fitness is not suitable to your needs or does not exist.

Accessing the record templates admin centre

Navigate to the active platform home page.

Click on your name icon and press Admin Centre.

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Click on Workpaper Templates under the workpapers banner. You will be taken to another webpage.

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The Active Platform ships with a standard set of records/worksheets as below.

Adding a new record template for use within workpapers

Click on + Add Record Template.

Make the record Active. Fill out record title, for example, Loan Amortisation Schedule. Create a reference and description if required. Select available to Active Workpapers.

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Set the filters for where you want the record template to appear within the Active Platform.

Always show: Will make this record template available within all types of binders, all the time.

Entity Types: If non-entity specific, leave as the default (as shown below). If not, select the entity type you wish the workpaper to appear in. Note that the workpaper will not appear in any other entity once a choice has been made. For example, any entity can have a Amortising Loan, and therefore this section would be left as the default.

Account Types: The types of accounts where the workpaper will show up. For example, the amortising loan is a form of borrowing.

Categories: This is the section of the workpapers where the workpaper will show up in. For example, an amortising loan is a form of borrowing which can either be a current or non-current liability.

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Matter Template

You can add a matter template, such as a checklist item or matter for attention to the preparer which will show up in the matters section automatically when the record template is added to a binder. If you do not want to add a matter, skip to the Worksheet section below. 

Click + Add Matter Template.

Select your matter type.

Hint: The most common matter type to add as a standard matter on a record template is a checklist item for preparers to recognise and action before sending the workpaper for review.

Add a title and description to the matter as appropriate. Assign the matter to who needs to action it (preparer, manager, partner)

Selecting prompt for a response will allow you to ensure a response is added by the person actioning the matter.

In the filter section, this is where you can isolate the matter to only show up in certain files.

Include: allows you to filter which workpaper binders you want this specific matter to show up in. For example, if the matter relates to a tax law that is only applicable between 1 July 2020 and 30 June 2023, then you can select to have the matter show up in workpaper binders with start and end dates between these dates.

Entity Types: you can make the matter show up only in certain entity’s workpaper binders. For example, if the tax law only applies to Companies and would not apply to Trusts or Partnerships, then you would select Company and this matter would only show in Company workpaper binders.

Click Save.


In the worksheet section, click Upload Excel Template.

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Find the file you wish to upload into Active Workpapers as a record template.

Select whether you would like this workpaper to show for all workpaper binders or only those for a specific date.

Click Save.

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Give the sheet a name, type the number of reconciliations and select your preferred roll over option.

Number of reconciliations means the number of reconciliation fields located in the worksheet. For example, an amortising loan will generally have both a current and non-current portion, and the sheet will be used as the supporting workpaper for both balances. This means there is two (2) reconciliations.

Roll over means that the workpaper will roll over when it comes to doing the next years workpapers. For example, it is common practice that the same amortising loan schedule will be used next year to reconcile the loan balances, and therefore it would be a roll over workpaper.

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Note: The Commands and Track Business Fitness Template are not used regularly and are for advanced administrator use.

If you want the auto suggestion feature to recommend the record template be inserted into a workbook with the type of account the workpaper would be used to reconcile, click this button.

Click Add.

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The record template has now been added to the Active Workpapers library of workpapers able to be accessed by users within your firm. Search in the search bar to verify it has been added correctly and is active. 

Next article: How to customise firmwide binder tolerances.


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