How to create firm binder templates

TABLE OF CONTENTS

Accessing the binder templates admin centre

Creating and adding a customised firm binder template

Trial Balance recommendations

Account Type Example – where account type is selected

Account Type Example – where account type is not selected


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.


At the firm level, Administrators are able to create binder templates specific to the firm.


Accessing the binder 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 Binder Templates under the workpapers banner. You will be taken to another webpage.


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The list you see on the screen are the default binder templates on offer through the Active Platform as part of your subscription. 


Creating and adding a customised firm binder template

To add a new firm binder template, click + Add Binder Template.



Click the Active checkbox to make your new binder template active and available for your firms users to accessSelect the binder type for the type of compliance work your binder template relates to, e.g. Accounts and Tax for year end work or Activity Statements for BAS related binders.


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Give your binder template a name, such as "Year End Compliance". Select a date range where you want the binder template to be available for. If you want the binder to be available for only one specific year you can select it to be available from 1 July 2022 to 30 June 2023 for example. However, most likely you will want the binder template to be available for multiple future periods so extend the end date as pictured.



Select the entity types that you want the binder to be available for. For example, for a year end binder that you wish to make specifically for company, trust and partnership entities for example, select these types as shown. Select jurisdictions if your firm has multiple jurisdictions or leave unselected for the binder template to be available to all jurisdictions.



Add matter to your binder as standard by clicking on + Add Matter Template and filling out the details.


Hint: Matters added here will show up at the binder level as standard matters for every binder created. This is a good way to prompt users to action certain items as standard. For example, you could add a checklist item matter to ensure the preparer saves the prior year signed tax return and financial statements to the binder in the General section as below.



You can prompt the user to provide a response to the checklist item and select a response type, however leave this blank for a more simple user experience. 

Click Save.




You can create time and entity specific matters by using the filter option within the Add Matter Template screen. Click on + Add Matter Template


For example, if you want a matter to prompt a preparer to check whether certain temporary tax relief rules apply to a Company for the financial year ending 30 June 2023, fill out the details as below.



Filter this matter to show up between 1 July 2022 and 30 June 2023, and select Company as the entity type to ensure this matter only shows up for 30 June 2023 Company binders. 

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Click Save.


Within the Document Defaults section, this is where you nominate the job type, filing cabinet, document type and status for documents loaded into the customised binder. For example, if a user uploads a bank statement as a supporting document to this Year End Compliance binder when using it to prepare a job, the bank statement will be automatically saved under year end compliance, accounting cabinet as an EOFY document type with a review status.




In the Record Templates section area you can add specific sections to your customised binder. A section is an area within the workpapers that houses specific information. Every binder will have a trial balance section as standard, however you can add other sections for users to store information in.


Click + Add Section.



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Give your section a name, such as Permanent for example and assign it a code, such as PERM.



You can make entity specific sections to only show in certain entities. For example, you can add a section called Trust Information and make it available only to Trust entities. A Permanent section relates to any entity, so leave it available to all entity types.



Select the template categories that would be relevant to the section you are creating. Template categories are the different categories that Business Fitness and your firms record templates are stored in. For example, the Permanent section would require record templates that sit within the General, Summary Info and Job Management categories as no financial templates would be used within this section.


Once you have selected record template categories, you can add standard record templates from the template list and set them as recommended, mandatory or optional records to add within the section.


Click + Add Record Template and select the record you would like to include as standard within this section, such as Budget. Click Next Step.




Hint: If you want to add your own firm workpaper as a recommendation in a binder, you must first have added this workpaper within the Admin Centre. See article How to add a firm workpaper record template for guidance on how to do this.

Select the Level from the options below:

  • Optional – is a workpaper that may or may not be used as support for a balance at the firm level
  • Recommended – is a workpaper that is desired to be used as support for a balance at the firm level
  • Mandatory – is a workpaper that must be used as support for a balance at the firm level. Any mandatory workpapers that are not accepted and used will be flagged as such in the Review Centre.


Add a Default title to call the workpaper and write notes as required.


Click Next Step.


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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 workpaper applies to all entities.


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Filters


Date Filters: Change the date filter where you only want the workpaper to be recommended for a specific time period. For example, for COVID related workpapers, these may only be recommended for binder period dates between 01/07/2019-30/06/2022.


Balance Presence Filter: For sections such as Permanent, no financial balances will be present, so leave as no balance requirement.


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Account Filters:
For sections such as Permanent, no account types will be present, as leave this section blank.


Click Save and Close.



Add as many sections and templates to each section as you desire to customise your binder.


Trial Balance recommendations

Within the Trial Balance section you can select which record templates are recommended to users at different account lines.


Click on + Add Record Template.


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A record can be attached as a recommendation to a specific account, such as Plant & Equipment using the account type or by not selecting any specific account type. Both examples will be shown below.



Account Type Example – where account type is selected


Choose the account type you wish to add a binder record template recommendation to. For this example, Plant & Equipment will be used.


Click Next Step.



Select the workpaper 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 workpaper as a recommendation in a binder, you must first have added this workpaper within the Admin Centre. See article How to add a firm workpaper record template for guidance on how to do this.


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Select the Level from the options below:

  • Optional – is a workpaper that may or may not be used as support for a balance at the firm level
  • Recommended – is a workpaper that is desired to be used as support for a balance at the firm level
  • Mandatory – is a workpaper that must be used as support for a balance at the firm level. Any mandatory workpapers that are not accepted and used will be flagged as such in the Review Centre.


Add a Default title to call the workpaper and write notes as required.


Click Next Step.


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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 workpaper applies to all entities.


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Filters


Balance Presence Filter: Allows rules to be set as to when the record should be recommended and allows the workpaper 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 workpaper 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 workpaper 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 workpaper where the account balance is above or below a certain amount. If not, leave blank.



Date Filters: 
Change the date filter where you only want the workpaper to be recommended for a specific time period. For example, for COVID related workpapers, these may only be recommended for binder period dates between 01/07/2019-30/06/2022.


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Account Filters: 
In this example, account filters would not need to be applied as the Fixed Asset Depreciation workpaper will be recommended for all accounts that have the Plant & Equipment account type. 


Click Save and Close.



The Fixed assets depreciation workpaper will now be recommended as an optional workpaper 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 workpaper you wish to recommend against an entertainment GL account. Click Next Step.



Select the Level from the options below:

  • Optional – is a workpaper that may or may not be used as support for a balance at the firm level
  • Recommended – is a workpaper that is desired to be used as support for a balance at the firm level
  • Mandatory – is a workpaper that must be used as support for a balance at the firm level. Any mandatory workpapers that are not accepted and used will be flagged as such in the Review Centre.


Add a Default title to call the workpaper 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.


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Filters


Balance Presence Filter: Allows rules to be set as to when the record should be recommended and allows the workpaper to be inserted when there is a balance in any column or only the primary column (current year). For Entertainment, it is assumed that a workpaper would be added to the account if there is a balance the current year only as the prior year entertainment listing is no longer relevant.

Balance Sign Filter: Add a balance sign filter if you only wish to recommend the workpaper 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 workpaper where the account balance is above or below a certain amount. If not, leave blank.



Date Filters: 
Change the date filter where you only want the workpaper to be recommended for a specific time period. Entertainment rules apply to all financial years, so this would be left as Always.



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 workpaper 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 workpaper against an account that begins with the phrase “Entertain”.


Click Save and Close.


The entertainment workpaper will now be recommended as an optional workpaper in any binder that includes an Entertainment GL account, as shown below.


The Fixed assets depreciation workpaper will now be recommended as an optional workpaper in any binder against any account that has the Plant & Equipment account type, as shown below.




To finalise the binder template, scroll to the bottom and click Create.



Your binder will be available for selection from the create binder screen as below.



The binder will look like this when the user opens it.



Next article: Coming soon 

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