Context: Business Fitness has around 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 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 the + button on the right-hand side of the account line to add.
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.
Tip: 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 Accept.
A trade debtors record template will be populated to the Excel binder. If the binder is connected to a Xero or QBO file, a list of debtors will be pre-filled into the template. If the binder is not connected to a Xero or QBO 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
Click the + Add record button on the right-hand side of the account line to add a document in a separate line under the account.
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 ensure the document has connected successfully. 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 the + button on the right-hand side of the account line to add.
The following screen will pop-up. Select Link to Existing Sheet.
Select the sheet name e.g. F10 Bank record template.
Select the appropriate bank account to link the record template to. 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.
Tip: 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.
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 knowledge article: How to add your own worksheet to a binder.
Linking a comment
Click the + button on the right-hand side of the account line to add.
The following screen will pop-up. Select Comment.
Provide a title and any relevant comments. 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
Click the + button on the right-hand side of the account line to add.
The following screen will pop-up. Select General Ledger.
The reconciliation field will pre-populate to be the account balance, and Rollover this record will be ticked. Keep this ticked if you want the record template to be rolled over to the following year as a record recommendation.
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 the + button on the right-hand side of the account line to add.
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 Johnston & Co Pty Ltd 2023 Accounts and Tax binder.
Select the account you wish to reconcile against. In this example, I am going to link the Loan: Johnston Family Trust (2023) account.
Give the record a title and review the information, 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 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. Click Save.
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.
Finally, ensure the status is set to Ready for Review.
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.
If there is more than one supporting document linked, the icon will change showing multiple documents. Select View supporting documents.
This will show a list of all the linked documents. To view them, select accordingly.
You can repeat this process as many times as you wish.
Finally, ensure the status is set to Ready for Review.
