Context: Business Fitness has over 100 standard templates available for use within Active Workpapers. These are managed by qualified accountants and are compliant with tax laws. It is advised that these templates are used when processing a tax and accounts job to ensure consistency across your firm and compliance with laws and regulations.
Users are also able to add their own documents and comments, and can link to existing sheets, general ledger information and external values to support account balances.
Please refer to the Glossary for definitions of key terms used in this article.
Setting up your screen to add a record to a binder
Once you have created a binder and linked a data source, you can link documents to relevant trial balance accounts in the index screen (both in the web and in the Excel taskpane).
If you have access to two screens, we recommend you open the Excel binder on one and the web on the other. Where you are only on one screen, open the Excel binder and use the taskpane.
For more information regarding using the online or Excel binder, see the knowledge article: How to use the online and Excel binder.
For these examples, we will use the Excel binder and taskpane.
Linking a record template
Example 1 - adding a bank record template from scratch
Click on the star and select the + Add Record button on the right-hand side of the account line.
The following screen will pop-up. Select Record Template.
Select the Bank record template.
Hint: Any record templates with the 'b' icon next to it is a Business Fitness standard record template.
The details in the next section should pre-populate with the information. Review this and manually override if required.
Select Rollover this record if you want the record template to be rolled over to the following year as a record recommendation.
Click Save and Close.
A bank record template will be populated to the Excel binder.
Hint: When filling out the record template, we recommend you minimise the taskpane by using the arrows on the left-hand side of the taskpane to do so.
The bank name and balance date should pre-populate using the information already in the binder. If it has not or is incorrect, you are able to manually override this information. Enter the remaining bank details, including the BSB, account # and balance per the statement.
The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.
To finalise the record template to ensure it is ready for review, select the Checklist Icon.
The following screen will pop up.
Complete all checklist items and click Close.
The record template will now be fully reconciled.
Finally, ensure the status is set to Ready for Review.
Example 2 - adding a trade debtors record template using the 'Accept' button
Assuming the record template has been recommended for the relevant account, click on the star and select the green tick to accept the worksheet.
A trade debtors record template will be populated to the Excel binder. If the binder is connected to a Xero, QBO or MYOB file, a list of debtors will be pre-filled into the template. If the binder is not connected to a Xero, QBO or MYOB file, manual input will be required.
The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.
To finalise the record template to ensure it is ready for review, select the Checklist Icon.
The following screen will pop up.
Complete all checklist items and click Close.
The record template will now be fully reconciled.
Finally, ensure the status is set to Ready for Review.
Linking a document
Example 1 - adding a bank statement
If there is already a record linked against an account as we have here, click on the three dots to the right of the account line and select to + Add Additional Record.
The following screen will pop-up. You can either drag and drop, click to upload or add a hyperlink to a document to add. Additionally, you are able to add a document stored locally, in Active, FYI Docs or HowNow X.
The documents that are stored in Active includes all the documents which have been linked to the accounts - this is an automatic process.
For this example, we will drag & drop a file into the box. You will note a pop-up box appears.
Fill out the reconciliation amount and if you wish to rollover the record, ensure the checkbox is ticked, otherwise leave unticked. Ensure the document has connected successfully and click Save and Close.
The bank statement will be populated to the Excel binder.
A green tick will appear on the index to indicate that there is a two-way match between the reconciliation field and the general ledger.
The record will now be reconciled.
Finally, ensure the status is set to Ready for Review.
Linking to an existing sheet
Example 1 - linking to the existing bank record template
Click on the star and select the + Add Record button on the right-hand side of the account line.
The following screen will pop-up. Select Link to Existing Sheet.
Select the sheet name F10 Bank record template in this instance.
Select the appropriate bank account to link the record template to, in this case Bank Account2.
If you wish to rollover the record, ensure the checkbox is ticked, otherwise leave unticked. Click Save and Close.
The existing bank record template will be populated with the new account and another record will show in the taskpane against the second bank account.
The bank name and balance date should pre-populate using the information already in the binder. If it has not or is incorrect, you are able to manually override this information. Enter the remaining bank details, including the BSB, account # and balance per the statement.
The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.
As you have already completed the checklist items for the Bank record template and are linking the same template to another bank account, you will not be required to complete this again.
The record template will now be reconciled.
Finally, ensure the status is set to Ready for Review.
Example 2 - creating your own worksheet and use the link to existing sheet feature
For information on how to create your own worksheet and use the link to existing sheet feature, see the support article: How to add your own worksheet to a binder.
Linking a comment
Click on the star and select the + Add Record button on the right-hand side of the account line.
The following screen will pop-up. Select Comment.
Provide a title and any relevant comments. If you wish to rollover the record, ensure the checkbox is ticked, otherwise leave unticked. Click Save and Close.
The comment will be populated to the Excel binder.
Finally, ensure the status is set to Ready for Review.
Linking to an account general ledger
As this account does not have a recommendation, you will see there is a plus icon instead of a star to add a record. Click on the plus on the right-hand side of the account line.
The following screen will pop-up. Select General Ledger. This will trigger a drop-down list with two options: L05 General Ledger for a simple GL, or L06 General Ledger Analysis for a more detailed GL.
We will select L05 General Ledger for this example.
If you wish to rollover the record, ensure the checkbox is ticked, otherwise leave unticked. Click Save and Close.
The general ledger for the account will be populated to the Excel binder.
The general ledger will pull data from any of the integrated cloud accounting files including Xero, MYOB, QBO, etc.. If the binder is not connected to an integrated cloud accounting file, manual input will be required.
The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.
The record will now be reconciled.
Finally, ensure the status is set to Ready for Review.
Linking to an external value
Within Active Workpapers you have the ability to link a value from one clients binder to another. This is generally used for inter-entity loans, for example.
To link to an external value, click on the plus icon on the right-hand side of the account line.
The following screen will pop-up. Select Link to External Value. This will trigger a drop-down list with three options: link to external field, link to external account or link to Active Ledger account.
Click External Account - this is the most commonly used option.
Select the binder you wish to extract an account value from. In this example, I am going to select the Johnson Family Trust 2024 Accounts and Tax binder.
Select the account you wish to reconcile against. In this example, I am going to link the Loan: Johnson Pty Ltd (2024) account.
Give the record a title and review the information. If you wish to rollover the record, ensure the checkbox is ticked, otherwise leave unticked. Click Save and Close.
The value will be populated to the Excel binder.
A green tick will appear on the index to indicate that there is a two-way match between the external binder value and the general ledger.
The record will now be reconciled.
Finally, ensure the status is set to Ready for Review.
Linking a financial report if connected to Active Ledger & Reporting as the source
If you are connected to an Active Ledger & Reporting file, you have the ability to link a financial report in Active Workpapers directly from the client's Ledger file.
We will link this report to the Overview section. To do this, select the + Add Record button on the right-hand side of the Overview bar.
The following screen will pop-up. Select Financial Report. Here you will be able to select the financial report you wish to link.
Select the financial report. For this example, we will select to link the 2024 Special Purpose Financial Report.
The name of the fiancial report will pre-fill, however this can be changed if required. If you wish to rollover the record, ensure the checkbox is ticked, otherwise leave unticked. Click Save and Close.
This financial report will now be linked within the Workpapers.
Finally, ensure the status is set to Ready for Review.
If you need to regenerate the financial report for changes made in Active Ledger & Reporting, you can simply click the Regenerate button.
Linking a document within a worksheet cell using the 'Add Document Link' feature
Within Active Workpapers you have the ability to link a supporting document within a worksheet cell.
For this example, we will add a document link to the bank record template. To do this, navigate to the worksheet, and right click on the cell you wish to link the document to. Hover over the Active Workpapers option and select Add Document Link.
The following screen will pop-up. You can either drag and drop, click to upload or add a hyperlink to a document to add. Additionally, you are able to add a document stored locally, in Active, FYI Docs or HowNow X.
The documents that are stored in Active includes all the documents which have been linked to the accounts - this is an automatic process.
For this example, we will drag & drop a file into the box. This will automatically upload.
The document link will populate into the cell you clicked on, and an icon will show next to the record template showing that a document is linked.
To view this document, you can either click on the hyperlink or select the icon next to the record template.
You can repeat this process as many times as you wish.
Linking a document against a record
If you wish to add a supporting document so it appears next to the record template on the index but not hyperlinked within a worksheet cell, click Add supporting document.
The below pop-up will appear.
For this example, we will drag & drop a file into the box. This will automatically upload.
An icon will show next to the record template showing that a document is linked.
To view this document, you can select the icon next to the record template.
Note: If you have linked more than one supporting document, the icon will change showing multiple documents. You will need to click on this icon which will show a list of all linked documents and you can select the document accordingly.
You can repeat this process as many times as you wish.
Do you need to add a record at each trial balance account line?
Active Workpapers does not require you to add a record against each trial balance account line - this is up to your firms process as to whether this is a requirement.
If you do not wish to add a record against an account, you can either:
Add a quick comment against the account line using the three dots to the right of the account; or
2. Leave the account line blank, inserting no record or quick comment.