ProSystem fx Engagement FieldGuide October2013

ProSystem fx®

Engagement

Field Guide

October 2013

8562

Copyright 2013, CCH INCORPORATED, a part of Wolters Kluwer. All Rights Reserved. Material in thispublication may not be reproduced or transmitted, in any form or by any means, without priorwritten permission. Requests for that permission should be directed to:

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The contents of this publication are believed to be accurate. However, responsibility cannot beassumed for the information contained herein, and the consequences resulting from the use thereof.Material in this publication is subject to change without notice.

This User Manual and the computer software it describes are designed to provide accurate andauthoritative information in regard to the subject matter covered. They are distributed with theunderstanding that the publisher is not engaged in rendering legal, accounting, or other professionalservices. If legal advice or other expert assistance is required, the services of a competentprofessional should be sought.

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All other brand, product, or company names are trademarks or registered trademarks of theirrespective owners.

Printed in U.S.A.

Table of Contents

Contents • iii

Overview 1

Local File Room 2

Client Index View 2

Engagement Today View 3

Binder Window 5

Binder View 5

Notes Summary View 12

Sign Off Summary View 13

Current Editor View (or Live Editor View) 14

Engagement Toolbar - File Room 15

Engagement Toolbar - Binder Window 18

Engagement Toolbars in Excel and Word 22

Engagement with the Microsoft Office Ribbon 22

Engagement Ribbon – Excel 22

Engagement Ribbon – Word 25

Adding Items - File Room 28

New Client Folder 28

New Binder 28

Adding Items - Binder Window 31

New Tab 31

New Workpaper 31

Contents • iv

New Workpaper from Template 31

New Workpaper from File 32

New Trial Balance 32

New Manual Workpaper 32

New Placeholder 33

New Knowledge Coach Workpaper 33

New Workpaper from Scanner 33

Understanding the Trial Balance 35

Opening a Trial Balance 36

Parts of a Trial Balance 36

Using Trial Balance Functions 39

Setting Up Trial Balance Views 39

Setting Up Fund Trial Balance Views 40

Converting and Importing Trial Balance Data 40

Chart of Accounts 54

TB Edit Mode 55

Account Groupings 55

Setting up Funds 58

Journal Entries 59

Recording Transactions in Write-Up Trial Balances 61

Reports 62

JE Reports 62

Fund JE Reports 63

Contents • v

TB Reports 63

Fund TB Reports 66

Consolidated Reports 67

Write-Up Reports 68

Creating the Write-Up Detail Report 68

Creating G/L Current and G/L YTD Reports 69

Linking to the Trial Balance 70

Name and Date Links 70

Linking Trial Balance Data 71

Copying and Pasting TB Links 71

Inserting TB Link 72

Analyzing a TB Link Formula 73

Drill Down to Trial Balance Accounts 75

Advanced Trial Balance Functions 76

Exporting to Tax Software 80

Sharing Workpapers 82

Shared File Rooms 83

Synchronize Binder 85

Synchronize Individual Workpapers 87

Express Synchronization 88

Binder Packages 88

Reviewing Workpapers 92

Workpaper Notes 92

Contents • vi

Creating a Workpaper or Workpaper Tab Note 92

Responding to, Clearing, or Deleting a Note 93

Workpaper Sign Off 94

Lock/Unlock Workpapers 95

Freeze/Unfreeze Workpapers 95

Tickmarks 96

Workpaper Reference Links 98

Inserting Workpaper Reference Links 98

Opening Referenced Workpapers 99

Publishing Workpapers 99

Other Common Features 101

Creating Templates 101

Saving TB Link Formulas 105

Renaming Items 105

Deleting Items 106

Getting More Information 107

Contacting ProSystem fx Engagement 107

Technical Support 107

Product Updates, FAQs and more 108

Appendix 109

TB Report Sample Settings 109

Notes 112

OverviewOverview

The Field Guide is designed to be used as a quickreference for experienced users of ProSystem fx®

Engagement. This Field Guide is ideal to use as asupplement to our training courses. It describes themost common way to perform tasks.

Refer to the ProSystem fx Engagement User Guidefor a more comprehensive explanation of thesefunctions and all of the ways to perform them. Youcan access the User Guide from the Help Menu inProSystem fx Engagement.

1

Local File RoomLocal File R oom

There are two views for the local file room: ClientIndex view and Engagement Today view.

Client Index View

1. Client Index Pane. This area of the File Roomdisplays client folder information. The Client Foldershold your Engagement binders.

2. Contents Pane. This area displays the contents ofthe selected item in the Client Index Pane. Thesecould be client folders or binders. You can sort itemsshown in this pane by clicking the column headers.

2

Local File Room

3. Remote File Rooms Pane. This area containsthree tabs:

CFR (Central File Room). Lists all CFRs set upfor the firm. If you have logged in from theField, you will not see the CFR tab.Staff. Lists all staff members.Buddy List. Lists the staff members you haveadded to your Buddy List.

Engagement Today View

Engagement Today displays user-level diagnosticinformation that summarizes key statistics regardingthe binders in your local file room. EngagementToday also displays the Tip of the Day.

Note: Engagement Today is not available from ashared file room.

3

Local File Room

The Engagement Today view displays five panes:

1. My Recent Binders. Displays links to the last fourbinders used.

2. By Lead Partner. Displays a list of binder linkssorted by lead partner from the binder properties.

3. Other Highlights. Displays a list of binder linkssorted by specific criteria.

4. By Engagement Type. Displays a list of binderlinks sorted by the categories listed.

5. Tip of the Day. Displays suggestions for using theprogram more efficiently. You can hide the Tip ofthe Day by clicking Hide Tips. Click Previous andNext to navigate through the tips.

4

Binder WindowB inder Window

To open a binder, double-click the binder in the fileroom. The Binder window is made up of four views:

Binder ViewNotes Summary ViewSign Off Summary ViewCurrent Editor View (or Live Editor View)

Binder View

The Binder View displays the contents of the binderand the status of the workpapers in the binder.

5

Binder Window

1. Shortcut Bar. The Shortcut Bar provides quickaccess to many Engagement functions, includingWorkpapers, the Binder Snapshot, the Trial BalanceSnapshot, the Knowledge Coach Web Site, andCapital Confirmation electronic audit confirmationservice. If ProSystem fx Suite is installed, a shortcutto the Dashboard is also available.

2. Binder Index Pane. The Binder Index Paneincludes the following folders:

Binder. The Binder name displays beside oneof the following images, based on theDocument Completion Date:

Icon Name/DescriptionStandard binder. The user isnot the current editor of anyworkpapers in the binder, andthe document completion dateis not approaching or past due.Current Editor. The user isthe current editor of at leastone workpaper in the binder,and the document completiondate is not approaching or pastdue.

6

Binder Window

Icon Name/DescriptionDocument Completion DateApproaching. The user is notthe current editor of anyworkpapers in the binder, andthe document completion dateis within the specified numberof days (i.e., 45 or 60 days)from the current date.Document Completion DateApproaching and CurrentEditor. The user is the currenteditor of at least oneworkpaper in the binder, andthe document completion dateis within the specified numberof days (i.e., 45 or 60 days)from the current date.Document Completion DatePast Due. The user is not thecurrent editor of anyworkpapers in the binder, andthe document completion dateset for the binder is past due,so all changes made the bindermust be documented.

7

Binder Window

Icon Name/DescriptionDocument Completion DatePast Due and Current Editor.The user is the current editorof at least one workpaper inthe binder, and the documentcompletion date set for thebinder is past due, so allchanges made the binder mustbe documented.Finalized Binder. The binderhas been finalized.Finalized Binder PartiallySynchronized. The binder hasbeen finalized but errorsoccurred duringsynchronization, or the bindersynchronization was stoppedby the user and is onlypartially synchronized.

Note: If you are Current Editor of abinder, a current editor designation arrowdisplays on top of the appropriate bindericon above.

8

Binder Window

Unfiled Workpapers. This folder storesworkpapers that have not been filed yet.Reports generated by ProSystem fx Engagementoriginally appear here. You can then moveeach report to the desired workpaper tabsection.Conflicts. This folder stores workpapers inconflict after synchronization or from binderpackages that have been received.Incompatible Workpapers. This folderdisplays if you have Knowledge Coachinstalled. It stores Knowledge Coachworkpapers that could not be filed in the activebinder because the title version of theworkpaper is not compatible with the titleversion of the binder.Published Workpapers. This folder storescopies of Word or Excel workpapers where theformulas (such as, trial balance links) havebeen automatically converted to values.Trash. This folder contains the workpapers youdelete in ProSystem fx Engagement. If youhave deleted a workpaper by mistake, you canrestore it and it will be filed back to theappropriate tab.

The Binder folder contains tabs that organize theworkpapers. Workpaper properties display in columns

9

Binder Window

to the right of the Binder Index column and includethe following:

Index Number and Name. The alphanumericalindex number is optional. The name isrequired, and it describes the content of theworkpaper.Locked. A locked paper is read-only.Frozen Links. If the Engagement links in theselected workpaper are frozen, this icondisplays.Note. If a note has been created for thisworkpaper or workpaper tab, this icon displays.Modified after Reviewer Sign Off. If theadministrator has chosen to flag workpapersthat have been modified after a reviewer hassigned off, this icon displays as appropriate.Prepared By. When a workpaper is signed offby a preparer, the date and preparer’s initialsdisplay.Reviewed By. When a workpaper is signed offby a reviewer, the date and reviewer’s initialsdisplay.2nd Reviewed By. When a workpaper is signedoff by a second reviewer, the date andreviewer’s initials display.

10

Binder Window

File Modified Date. The date and time theworkpaper was last changed.Current Editor (if viewing a non-shared fileroom). The staff member who has checked outthis workpaper.Live Editor (if viewing a shared file room).The staff member who has this workpaperopen. If no staff member has the workpaperopen, then <Available> displays if the fileroom's host is current editor of the workpaper.<Unavailable> displays if the host is not thecurrent editor.Assigned To. The team member who thecurrent editor has assigned the workpaper toprior to synchronizing. (Does not display inshared file rooms.)

3. Notes Pane. When a workpaper or tab with anote is selected in the Binder window, informationabout the following displays: subject, number ofresponses, who it is from and assigned to, the datecreated, who cleared the note, and the datecleared.

Note: If Knowledge Coach is installed, aDiagnostic pane also displays above the Notespane.

11

Binder Window

Notes Summary View

The Notes Summary View displays all of the notesthat exist in the binder. The Notes are broken downinto three types:

Team NotesOpen ItemsNotes for Next Period

12

Binder Window

Sign Off Summary View

The Sign Off Summary View displays the level ofreview for all of the workpapers that exist in thebinder.

The level of review is broken down into three stages:

In ProcessReady for ReviewReviewed

Team members that have signed workpapers off arelisted, with the sign off date, under each workpaper.

13

Binder Window

Current Editor View (or Live Editor View)

If you are viewing a non-shared local file room, theCurrent Editor View tab is available. The CurrentEditor View displays all of the team membersassigned to the binder. Displayed under each teammember is a list of the workpapers they havechecked out. Any workpaper not checked out to ateam member appears in the Unassigned section.

If you are viewing a shared local file room, the LiveEditor View tab is available. The Live Editor Viewdisplays all the staff members who are currentlyworking on a workpaper in the binder. Under eachstaff member is a list of the workpapers he or she isworking on. Any workpapers that are not beingworked on are listed in the Unassigned section.

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Engagement Toolbar - File Room Engagement T oolbar - File R oom

The Engagement toolbar in the File Room windowconsists of the following buttons:

New Client. Creates a new clientfolder.

New Binder Wizard. Creates a newbinder.

Assign Binder Staff. Adds teammembers to a binder.

Open. Opens the selected item.

Open Trial Balance. Opens the trialbalance in a selected binder. If there ismore than one trial balance, a listappears for you to select from.

Cut. Cuts item(s) to the clipboard.

Copy. Copies item(s) to the clipboard.

Paste. Pastes item(s) from theclipboard.

Expand All. Expands the entire tree.

Collapse All. Collapses the entire tree.

Properties. Displays properties of theselected item.

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Engagement Toolbar - File Room

Refresh. Refreshes the local file roomor central file room.

Create Binder Package. Creates asingle file (compressed) of a binder tosend to other Engagement users.

Receive Binder Package. Receives abinder package created by anotherEngagement team member.

Synchronize Binder. Opens theSynchronize Binder Wizard.

Express Synchronization.Automatically synchronizes the binder tothe central file room without openingthe Synchronize Binder Wizard.

Tax Software Interface. Exports trialbalance data to tax vendors.

Finalize Binder. Opens the FinalizeBinder Wizard for the selected binder.

Roll Forward. Opens the Roll ForwardWizard for the selected binder.

Client Inquiry. Opens the ProSystem fxPractice Client Inquiry Module.

16

Engagement Toolbar - File Room

Engagement Today. Displays theEngagement Today view.

Client Index. Displays the Client Indexview.

Client Group Filter. Filters the clientsin the file room by client group.

17

Engagement Toolbar - Binder WindowEngagement T oolbar - B inder Window

The Engagement toolbar displayed in the Binderwindow consists of the following buttons:

New Tab. Creates a new workpaper tab.

New Workpaper from Template. Creates a newworkpaper from predefined templates.

New Workpaper from File. Inserts into thebinder a new workpaper from an Excel, Word, orother file type.

New Trial Balance. Creates a new trial balance.

New Manual Workpaper. Creates a workpaper toserve as a placeholder for a physical workpapernot inserted into the Binder.

New Placeholder. Creates a name and indexnumber for a workpaper that will be added at alater date from a file or scanned document.

New Knowledge Coach Workpaper. Creates anew workpaper from the Knowledge CoachWorkpaper Templates. Requires installation ofKnowledge Coach titles.

New Workpaper from Scanner. Creates a newworkpaper from a TWAIN-compliant scanner.

Open. Opens the selected item.

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Engagement Toolbar - Binder Window

Open Trial Balance. Opens the trial balance. Ifthere is more than one trial balance, a listappears for you to select from.

Print. Prints the selected workpaper or report.

Cut. Cuts item(s) to the clipboard.

Copy. Copies item(s) to the clipboard.

Paste. Pastes item(s) from the clipboard.

Properties. Displays properties of the selecteditem.

Expand All. Expands Binder Views to show allworkpapers.

Collapse All. Collapses Binder Views to hide allworkpapers.

Refresh. Refreshes and re-sorts Binder tabs andworkpapers.

Publish Workpaper. Publishes a workpaper toconvert formulas to values.

Lock Workpaper. Locks a workpaper as read-only.

Unlock Workpaper. Unlocks a workpaper.

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Freeze Links. Freezes Engagement links in theselected workpaper so that links are notrefreshed.

Unfreeze Links. Unfreezes Engagement links forthe selected workpaper.

Create Workpaper Note. Creates a note for theselected workpaper.

Sign Off Workpaper Properties. Opens theWorkpaper Properties dialog.

Sign Off As Preparer. Adds sign off initials in thePrepared by column.

Sign Off As 1st Reviewer. Adds sign off initials inthe Reviewed by column.

Sign Off As 2nd Reviewer. Adds sign off initialsin the 2nd Reviewed by column.

Tax Software Interface. Exports data to taxpackages.

Binder View. Displays binder contents andworkpaper status.

Notes Summary View. Displays workpaper andworkpaper tab notes by type.

Sign Off Summary View. Displays workpaperssorted by level of review.

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Current Editor View/Live Editor View. Displaysworkpapers sorted by current editor or live editor.

21

Engagement Toolbars in Excel and WordEngagement T oolbars in Excel and Word

Engagement with the Microsoft Office Ribbon

Engagement takes advantage of the Ribbon interfacein Excel and Word. The Engagement tab displays allof the functions you need to complete workpapertasks. The Workflow group of the Engagement tabincludes the six most recently used tickmarks.

Engagement Ribbon – Excel

The Microsoft Excel Ribbon consists of the followingbuttons:

QuickView. Displays the balancebroken down by assets, liabilities andequity, revenue, expenses, and netincome.

Refresh. Refreshes all links in theworkpaper, including Name, Date, andTrial Balance Links.

Properties. Enables you to view andmodify trial balance and trial balancereport properties.

22

Engagement Toolbars in Excel and Word

Copy TB Link. Links data from yourtrial balance to your workpapers orfinancials. This information updateswith trial balance changes.

Quiklink. Links between a trialbalance and the ProSystem fx Taxreturn.

Create WP Note. Creates a note forthe workpaper.

Insert WP Reference. Inserts areference link to another workpaper inthe binder.

Open WP Reference. Opens thereferenced workpaper.

Add Journal Entry. Adds a journalentry.

JE Summary. Displays current journalentries by type. You can add, modify,or delete journal entries from thiswindow.

WU Journal Entry. Organizes thetransaction data in journals.

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Chart of Accounts. Allows you to add,modify, and delete trial balanceaccounts. You can also add balances todifferent columns in the trial balance.

TB Edit Mode. When toggled on,allows you to make changes to thetrial balance directly.

Import. Assist in importing trialbalance data from other supportedtrial balance software programs.

Consolidate TB. Consolidates datafrom single company trial balancesinto a consolidated trial balance.

Account Groupings. Opens theAccount Groupings window.

Classifications. Allows you to viewand edit account and ratioclassifications.

Funds Setup. Opens the Funds Setupdialog where you can add, edit, ordelete funds for the selected trialbalance. This is available for fund trialbalances only.

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Create. Create TB, Consolidated,Journal Entry, Fund TB, Fund JE, orWrite-Up reports.

View. Switch to any view you createdin your trial balance.

Group. Switch to any grouping list youcreated in your trial balance.

TB Column Setup. Opens the TBColumn Setup window where you canmodify the columns displayed in thetrial balance.

Select Funds. Displays the SelectFunds dialog where you can setup fundtypes, fund subtypes, and funds andthen assign accounts directly to thesefunds. This is available for fund trialbalances only.

Engagement Ribbon – Word

The Microsoft Word Ribbon consists of the followingbuttons:

QuickView. Displays the balance brokendown by assets, liabilities and equity,revenue, expenses, and net income.

25


Refresh. Refreshes all links in theworkpaper, including Name, Date, andTrial Balance Links.

CCH Footnote. Inserts a CCH footnote.

Insert TB Link. Creates links from thetrial balance, without having to open thetrial balance.

Paste TB Link. Links data from your trialbalance to your workpapers or financials.This information updates with trialbalance changes.

Drill-down TB Link. Drills down to theaccounts included in the linked formula.

Name Functions. Inserts Client,Engagement, and Firm information links.

Date Functions. Inserts Current and Priordate links.

Freeze TB Links. Freezes Engagementlinks for the workpaper so that links arenot refreshed.

Replace TB Link Name. Replaces trialbalance link names and updates links.

26


View Field Codes. Toggles all links inWord on/off. When on, you can view andedit Engagement formula links directly.

Insert WP Reference. Inserts a link toanother workpaper in the binder.

Open WP Reference. Opens thereferenced workpaper.

Create WP Note. Creates a note for theworkpaper.

Tickmarks. Displays the tickmark toolbar.

Add Journal Entry. Adds a journal entry.

JE Summary. Enables you to add, modify,or delete journal entries.

WU Journal Entry. Organizes thetransaction data in journals.

Setup. Access trial balance setupfunctions.

27

Adding Items - File RoomA dding Items - File R oom

New Client Folder

1. Click New Client on the toolbar.

2. Enter the client’s information on the Profiletab.

3. Click the Groups tab to assign the client to aclient group.

4. Click the Contacts tab to enter contactinformation.

5. Click OK when finished.

New Binder

1. Click New Binder Wizard on the toolbar.

2. Click Next on the Welcome dialog.3. Select the client folder and click Next.4. Select a central file room and click Next.5. Select the source for the binder:

Create binder from template.a. Select the tab containing the

template.b. Select a template and click Next.

Create blank binder (no tabs orworkpapers). Click Next.

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Adding Items - File Room

Create binder from existing binder inyour local file room.

a. Select client folder that containsthe binder.

b. Select the binder to use and clickNext.

6. Enter the general properties of the binder andclick Next.

7. Enter period information for the binder andclick Next.

8. If you selected a template or existing binderwith Knowledge Coach workpapers, theKnowledge Coach options page displays. Selectthe needed options, and then click Next.

9. Assign additional teams or staff to the binderby clicking the Assign buttons.

Note: To assign staff members after abinder has been created, select the binderin the File Room and then selectFile/Properties. On the Binder Staff tab,click the Assign button.

10. Click Finish.11. Review the New Binder Summary Report and

click Create to create the binder.

29

Adding Items - File Room

12. If this is a Knowledge Coach binder and youhave selected to update content, you will needto select which title version to update tobefore the new binder can be created.

30

Adding Items - Binder WindowA dding Items - B inder Window

New Tab

To add a new tab, do the following:

1. In the Binder Index, right-click where you wantthe new tab.

2. Select New Tab from the list.3. Enter the Name (required) and Index #.4. Click OK.

New Workpaper

You can add a workpaper in one of the followingways:

New Workpaper from Template

1. Right-click the tab where you want the newworkpaper.

2. Select New Workpaper from Template.3. Select the tab containing the template.4. Select the template to use and click OK.5. Enter the Name (required) and Index #.6. Click OK.

31

Adding Items - Binder Window

New Workpaper from File


2. Select New Workpaper from File.3. Choose the location in the Look in field.4. Select the file to insert and click OK.5. Enter the Name (required) and Index #.6. Click OK.

New Trial Balance


2. Select New Trial Balance.3. Select the tab containing the template.4. Select the template to use and click OK.5. Enter the Name (required) and Index #.6. Click OK.

New Manual Workpaper


2. Select New Manual Workpaper.3. Enter the Name (required) and Index #.4. Click OK.

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New Placeholder


2. Select New Placeholder.3. Enter a Name (required) and Index #.4. Click OK.

New Knowledge Coach Workpaper


2. Select New Knowledge Coach Workpaper.3. Select an industry.4. Select the workpapers from the industry.5. Click OK.6. If needed, you can do the following for each

workpaper to be inserted:Enter an indexChange the workpaper nameSelect the roll forward options

New Workpaper from Scanner


2. Select New Workpaper from Scanner.

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3. Select your scanner from the Scanner drop-down menu and click Scan.

4. Adjust any settings, and begin the scanaccording to your scanner's user guide.

5. Review a thumbnail image of each scannedpage and click Scan More or Finish.

6. Enter the Name (required) and Index #.7. Click OK.

34

Understanding the Trial BalanceUnderstanding the T rial B alance

While Trial Balances appear to be normal Excel files,they actually represent the databases that store allof your data. The types of trial balances are asfollows:

Standard single company trial balance

Consolidated trial balance

Fund trial balance

Write Up trial balance

Trial balances created with a version of Engagementprior to 6.0 must be converted to Microsoft SQLServer database files. To do this, select Start >Programs > ProSystem fx Engagement > Utilities,and then click ProSystem fx Engagement TrialBalance Conversion Wizard. The wizardinstructions will guide you through the conversionprocess.

If you prefer, trial balances can be converted whenbinders are synchronized in ProSystem fxEngagement.

Note: See Advanced Trial Balance Functions onpage 76 for details on creating consolidated, fundand write up trial balances.

35

Understanding the Trial Balance

Opening a Trial Balance

Click Open Trial Balance from the Binder window.This launches Excel, allowing you to view the trialbalance.

Note: If you have more than one trial balance inyour binder, a window displays listing all trialbalances. Select the appropriate trial balance andclick OK.

Parts of a Trial Balance

There are three areas in the trial balance that allowyou to change the way information is displayed.

Changing the View. You can switch to anyview you created in your trial balance from theView drop-down menu. The columns to theright of the Account and Description columnschange based on your settings for that view inthe TB Column Setup. Examples of columndescriptions are Unadjusted Balance, FinalBalance, and Prior-Period Final Balance. SeeSetting Up Trial Balance Views on page 39 forfurther details.

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Changing the Fund View. You can modify theviews of the new fund worksheets using SelectFunds to change the columns that are displayedby selecting the period, balance type, andfunds you want to view. You can also select tohide fund and total columns.Changing the Grouping List. You can switchto any grouping list you created in your trialbalance from the Group drop-down menu.Different groups and sub-groups display in theAccount Group Summary and Account Sub-Group Summary tabs. See the followingsection, Changing Worksheet Tabs, for detailson worksheet tabs.

The Account column displays the group or sub-group index numbers you created. TheDescription column displays the group or sub-group descriptions you created. The Groupinglists are created, modified, and deleted fromthe Account Grouping window. See AccountGroupings on page 55 for further details.

37


Changing Worksheet Tabs. You can navigateamong worksheets using the following tabs:

Account Detail. This tab displays thetrial balance by account number.Subtotaling cannot be performed on thisworksheet. You can manually addsubtotals to TB Reports generated fromthe trial balance.Account Group Summary and AccountSub-Group Summary. These tabsdisplay the totals for each group or sub-group you created in the AccountGrouping window. Change the GroupingList from the Group toolbar drop-downto change which groups or sub-groupsyou want displayed.Fund Group Summary. This tab displaysgroups and balances for funds and, ifselected, shows the totals for the fundtypes and subtypes.Fund Sub-Group Summary. This tabdisplays the subgroups and balances forfunds and, if selected, shows the totalsfor the fund types and subtypes.

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Using Trial Balance FunctionsUsing T rial B alance Functions

Setting Up Trial Balance Views

1. Select TB Column Setup from the TrialBalance menu in the Binder window.

2. In the Trial Balance field, select the trialbalance with the columns you want to modify.

3. In the View field, select the view with thecolumn setup you want to modify. ClickOptions to create a new view.

4. In the Available Columns field, select theperiod that contains the columns you want toselect from. Select the available column on theleft side and then select the right-pointingarrow to add the column to your view.

5. To add a variance column, click Add Varianceand select the appropriate information in theColumn Properties section.

6. Click Close to save your changes.

39

Using Trial Balance Functions

Setting Up Fund Trial Balance Views

1. From the trial balance, click Select Fundsfrom the View group on the Engagementribbon.

2. In the Balance section, select the Period andBalance type for the fund and total columns inthe fund worksheets of the trial balance.

3. Select the fund types, fund subtypes, and fundsin the tree control that you want to display inthe fund trial balance.

4. Select the options you would like for the fundworksheets.

5. Select OK to close the dialog and refresh thecolumns of the fund trial balance worksheet.

Converting and Importing Trial Balance Data

You can convert trial balance data from othersupported trial balance software packages into anEngagement trial balance. You can also import trialbalance data from another Engagement trialbalance. For other cases, import the informationusing the Paste TB Import function.

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Converting Trial Balance Data from ProSystem fx Write Up orProSystem fx Trial Balance

1. Select Import Conversion Wizard from theTrial Balance menu in the Binder window.

2. Choose the source of your conversion file.3. Click Next.4. Select the ProSystem fx Engagement trial

balance you want to transfer the data into fromthe Select Trial Balance drop-down list.

5. Select the ProSystem fx Trial Balance or Write-Up file from the Select export file drop-downlist. If applicable, the default file or fileextension is displayed to assist you.

6. Select the appropriate current periodinformation, tax information, chart of accountssettings, and lead classifications options, asnecessary.

7. Click Finish.

Converting Trial Balance Data from ATB for Windows, GoSystemAudit, or an ASCII Text File


2. Choose the source of your conversion file.3. Click Next.

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4. Select the ProSystem fx Engagement trialbalance you want to transfer the data into fromthe Select Trial Balance drop-down list.

5. Select the source file for import.6. Select the number of prior periods.7. If importing from an ASCII Text file, select

whether the source file is comma delimited ortab delimited.

8. If importing from GoSystem Audit, select thebalance type to convert.

9. Click Next.10. If importing from GoSystem Audit, do the

following:a. Select whether to convert all groupings,

convert all and map to one Engagementgrouping, or map to one Engagementgrouping.

b. If you are mapping groupings, select theGoSystem Audit grouping to map from onthe left, and select the ProSystem fxEngagement grouping to map to on theright.

c. Select the appropriate options forconverting tax codes, if necessary.

d. Click Next.

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11. On the Chart of Accounts screen, click the graybar at the top of each column to select theappropriate header information. You can assignonly one trial balance column to each columnof imported data.

12. Select whether to append or overwrite the datain the existing trial balance.

13. Select the appropriate rounding options asnecessary.

14. Click Next.15. Click Yes.16. Click OK to begin the conversion. The

Summary screen displays.17. Click Finish.

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Importing from Creative Solutions Accounting

With Creative Solutions Accounting, you can importannual, semi-annual, quarterly, and monthlystandard balances.

Important! Weekly, 13-period, budget and otherbalances, and write-up trial balances are notsupported.

To import client data from Creative SolutionsAccounting into an Engagement trial balance,complete the following:

1. Select Import Conversion Wizard from theTrial Balance Menu in the Binder Window.

2. Choose the source of your conversion file andclick Next.

3. From the Engagement trial balance drop-downlist, select the ProSystem fx trial balance youwant to transfer into. Engagement Consolidatedand Engagement Write-Up trial balances arenot supported.

4. Select the client file (*.wsw or *.wsz file) toimport, or click Browse to select a file.

Note: If the CSA database is passwordprotected, enter your password.

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5. In the Chart of accounts information section,select whether to append or overwrite theexisting data in the Engagement trial balancedata.


7. Check the All active periods in CSA areclosed (recommended) box, if you do notwant to import current period CSA data. Whenselected, the CSA balance type to import asEngagement current unadjusted balance fieldis disabled.

8. If converting CSA tax codes to Engagement taxcode assignments, select the appropriateoptions in the Tax information section. ClickNext.

9. In the Account groupings section, select one ofthe following:

Convert all CSA account groups andgrouping schedulesConvert all CSA groups and schedulesand map one schedule to oneEngagement groupingMap the accounts from one CSA scheduleto one Engagement grouping

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Note: Accounts assigned to CSA accountgroups will not be assigned to the groups inthe resulting Engagement grouping listsince the assignment of ranges of accountsis not supported in Engagement. After theimport is complete, you can map theaccounts to the appropriate groups andsubgroups using the Account Groupingoption in Engagement.

10. If you are mapping a CSA grouping schedule,first select the applicable CSA groupingschedule and Engagement grouping list. Then,select the CSA codes or subcodes to map fromon the left, and select the Engagement groupsor subgroups to map to on the right.

11. Click Finish.

Importing Data from CaseWare


2. Choose the source of your conversion file andclick Next.

3. Select the ProSystem fx Engagement trialbalance you want to transfer the data into fromthe Select Engagement trial balance drop-downlist.

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4. Select the client file for import.

Note: Only client files with the extension.ac are accepted. Compressed files withthe extension .ac_ are not accepted.

5. Select the CaseWare entity.6. In the Chart of accounts information section,

select the period sequence, the currentCaseWare period to import into Engagement,and the CaseWare current period balance type.

7. Select whether to append to or overwrite theexisting data in the Engagement trial balancedata.


9. Select one of the following:Convert all groupingsConvert all and map to one EngagementgroupingMap to one Engagement grouping

10. If you are mapping groupings, select theCaseWare grouping to map from on the left,and select the ProSystem fx Engagementgrouping to map to on the right.

11. Click Finish.

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Importing TB Data from a QuickBooks Excel TB Report

1. Export the QuickBooks Trial Balance report toExcel.

Note: You must select the Use accountnumbers and Show lowest subaccountonly in QuickBooks.

2. Insert the QuickBooks Excel report in thebinder (optional).

3. Do one of the following:If the Excel report is in the binder,select Import/Import Excel QuickBooksData from the TB Setup lookup item onthe Engagement ribbon.If the Excel report is not inside thebinder:

i. Open the Engagement trialbalance where the data is to beimported.

ii. Open the QuickBooks Excel reportand select Import ExcelQuickBooks Data on theEngagement ribbon.

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iii. Navigate to the Engagement trialbalance and click Paste TBImport.

4. Define the columns by clicking the gray columnheader bar and selecting the appropriatecolumn description from the menu thatappears. Do this for all columns you want toimport. Do not define the header for those youdo not want to import.

5. Do one of the following:Select Append to add your current datato the existing trial balance.Select Overwrite to destroy all existingaccount data and journal entries. Theaccounts must be regrouped. Overwritealso unassigns all previous group andsub-groupings.

6. Correct duplicated account numbers, invalidaccounts, and blank fields highlighted duringimport.

7. To round balances, select the place to roundthe account balances to in the Round Balanceto Nearest field and complete the SelectRounding Account field.

8. Click Next.9. Click Yes.

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10. Click OK.11. Review the statistical information and click

OK.

Importing TB Data From an Excel File

1. Open the trial balance.2. Open the Excel file containing your trial

balance data.3. Do the following to prepare the content for

import:Organize the data so that there are noblank rows in the data range.Remove any of the following charactersfrom the account number and balancecolumns: ' : " , | ( ) * ?.Verify that the total of each balancecolumn nets to zero.

4. Select the range of data, excluding any columnheaders or balance checks, and select Edit >Copy in Excel.

5. Switch to the trial balance by selecting it fromthe window menu in Excel.

6. Click Paste TB Import.

7. Define the columns by clicking the gray columnheader bar and selecting the appropriatecolumn description from the menu that

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appears. Do this for all columns you want toimport. Do not define the header for those youdo not want to import.

Important information when a fundtrial balance is selected! When a fundtrial balance is selected, the Fund Indexcan be selected as a column heading orthe Fund Mask option can be defined onthe Fund Mask tab of the Funds Setupdialog.

8. Do one of the following:Select Append to add your current datato the existing trial balance.Select Overwrite to destroy all existingaccount data and journal entries. Theaccounts must be regrouped. Overwritealso unassigns all previous group andsub-groupings.

9. Correct duplicated account numbers, invalidaccounts, and blank fields highlighted duringimport.

10. To round balances, select the place to roundthe account balances to in the Round Balanceto Nearest field and complete the SelectRounding Account field.

11. Click Next.

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12. Click Yes.13. Click OK.14. Review the statistical information and click

OK.

Importing TB Data From An Engagement Trial Balance

1. Open the trial balance to import data to.2. Select Engagement > Import from

Engagement TB.3. Select the client name, binder, and trial

balance from which to import. These fields arerequired.

4. If necessary, check the Import current periodbalance box and select the current periodbalance type to import.

5. If necessary, check the Import prior periodbalance box and select the prior periodbalance type to import.

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6. If you checked Import current period balance,Import prior period balance, or both, choosewhether to append or overwrite the data.

Note: If you have previously imported trialbalance data from the source trial balance,the Import status based on last bindersynchronization section displays the dateand time of the last import, the date andtime that the source binder was lastsynchronized, and the status of the sourcebinder.

7. Click Check for Source TB Changes todetermine whether any balance changes existbetween the source trial balance and the targettrial balance.

8. Click OK.

Checking for Changes to the Source Trial Balance

You can check for balance differences between asource Engagement trial balance and a targetEngagement trial balance after you have importeddata from one to the other. To check for changes:

1. From the Binder window, select TrialBalance > Check for Source TB Changes.

2. If more than one trial balance exists in thebinder, the Select Target Trial Balance dialog

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displays. Select the target trial balance andclick OK. The Import from Engagement TB LogFile displays. Only accounts with balancedifferences are shown in the log file.

Note: If no differences between the source trialbalance and the target trial balance are detected,a message displays. The log file does not displayif there are no differences.

Chart of Accounts

Use the Chart of Accounts window to add, modify,and delete accounts.

1. Select Chart of Accounts from the TrialBalance menu in the Binder window.

2. Select the trial balance from the Trial Balancefield.

3. Select a period and balance type from thePeriod and Balance type fields.

4. Select a grouping list to display a Group and aSubgroup column in the grid in the Groupinglist field.

5. Do any of the following as needed:To add an account to a trial balance,click New and enter information for

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each new account. Added accounts needto be grouped.To modify account information, click inthe cell you want to modify and enterthe change.To delete an account, click the accountrow and then click Delete. Deletedaccounts remove the prior yearinformation.

TB Edit Mode

Use TB Edit Mode to manually enter current periodbalances or to modify prior period amounts.

Click TB Edit Mode when the trial balance is opento enter information directly into the database.Toggle this on or off by clicking the toolbar button.

Account Groupings

1. Select Account Groupings from the TrialBalance menu in the Binder window.

2. Select the trial balance where you want togroup accounts from the Trial Balance drop-down menu.

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3. Select the Account Grouping List you wouldlike to group the accounts to from theGrouping List drop-down list.

4. Add groups or sub-groups by right-clicking inthe Groups and Sub-groups window.

Note: You may also add groups or sub-groups by clicking Advanced below thewindow.

5. Click Close when finished.6. You can assign Account and Ratio

Classifications when editing a group or sub-group by clicking Advanced or by assigning theclassification when the group or sub-group iscreated. These classifications are used to breakdown balances and calculate net income or lossfor the period. These classifications may alsobe used for TB Links.

Note: If Account and Ratio Classificationsare assigned, the Quickview option displaysthe balances broken down by assets,liabilities and equity, revenue, expenses,and net income. Select Quickview fromthe Trial Balance menu in the Binderwindow.

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7. Select the account(s) you want to group fromthe Account and Description columns displayedon the left. Drag the account(s) to the Group orSub-Group folders on the right. Continue thisprocess until all the accounts are grouped.

Note: Use the Account and DescriptionFilters fields to show only the accounts youwant to group. Use a question mark (?) as aplace holder and an asterisk (*) as awildcard. For example, to display allaccounts with 5 as the second character,such as 1500-01-1000, type ?5*.

8. Click the Options button to administer yourGrouping Lists. You can create new groups,delete or rename existing groups, and exportgroups from this window. You can also accessstandard Tax Line Grouping lists by clickingImport.

9. Click Close when you are finishedadministering your Grouping Lists.

10. Click Close when you are finished groupingaccounts.

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Setting up Funds

You can add, edit, or delete fund types, fundsubtypes, and funds to define the fund hierarchy, aswell as assign accounts to funds for reportingpurposes. In addition, a mask for use during Paste TBImport for the fund portion of the account numbercan be defined, if applicable, in the Funds Setupdialog.

In the trial balance, select Funds Setup from theGroups & Funds group of the Engagement ribbon.

The Funds Setup dialog displays. Add, edit or deletethe fund hierarchy data for the selected fund trialbalance using the tabs on the dialog.

Fund Mask. Use this tab to indicate if theaccount number structure includes the fundindex for the account. The fund mask is usedduring Paste TB Import to assign accounts tofunds.Fund Types. Use this tab to create andorganize fund types. Fund types are the toplevel of the fund hierarchy when organizingfunds for reporting and analysis. At least onefund type must exist for categorizing funds.Fund Subtypes. Use this tab to create andorganize fund subtypes. Fund subtypes are the

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level below fund type of the fund hierarchywhen organizing funds for reporting andanalysis. Fund subtypes are optional.Funds. Use this tab to assign funds to a typeand subtype. Funds are the lowest level of thefund hierarchy and are required to report onand analyze accounts by fund.Accounts. Use this tab to assign accounts to afund. Accounts must be assigned to a fund toaccurately report on and analyze the balanceof each fund.

Journal Entries

1. Select Journal Entry Summary from the TrialBalance menu in the Binder window.

2. From the Trial Balance drop-down list, selectthe trial balance to which to post the journalentry.

3. In the Type pane, select the type of entry.4. Click New to open the Journal Entry Detail

window.5. Enter the journal entry number, description and

W/P reference in the appropriate fields.

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6. Select the accounts for the entry by double-clicking an account on the left-hand side.

Note: Click Add Account to createaccounts that are not in the Chart ofAccounts. Click Remove JE Line toremove the selected account from thejournal entry field.

7. Enter the amounts in the cells.8. Select one of the following:

Save and New to record another entry.Save and Close to return to the JournalEntry Summary screen.

Note: From the Journal Entry Summary screen,you can reclassify any entry to another journalentry type by dragging and dropping the journalentry to the appropriate icon in the left pane.Click Close when finished.

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Recording Transactions in Write-Up TrialBalances

To record transactions in write up trial balances,follow these steps:

1. Open the write up trial balance.2. Click Write-Up Journal Entry on the toolbar.3. From the Trial Balance drop-down menu, select

the trial balance you want to post transactionsto.

4. Select the journal to use to enter thetransactions.

5. Click New to start entering your transaction.Enter the Date, Ref, Transaction, Account #,Account Description, and Debit and Creditamounts.

Note: Click Options for choices involvingdates, reference numbers, or accountnumbers.

6. Click Close to finish entering transactions.

Note: See Advanced Trial Balance Functions onpage 76 for instructions on how to create writeup trial balances.

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Reports

The following types of reports can be created byEngagement:

Journal Entry (JE)Fund Journal EntryTrial Balance (TB)Fund Trial BalanceConsolidatedWrite Up

JE Reports

1. Open the trial balance.2. Select Create Reports > Journal Entry

Reports from the Engagement menu.3. Select the trial balance from the Trial Balance

list.4. Place a check in the box for each type of JE

Report to create.5. Click OK. The reports are placed in the Unfiled

Workpapers tab in your Engagement binder.From there, you can rename the files and thendrag them to the appropriate tabs.

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Fund JE Reports

1. Open the trial balance.2. Select select Create > Fund Journal Entry

Reports from the Engagement menu.3. Select the trial balance from the Fund trial

balance list.4. Check the box for each type of journal entry

you want to include in the report.5. In the Fund report options section, choose from

the report sorting options available.6. Select the fund types, fund subtypes and funds

in the tree control that you want to include inthe report.

7. Click OK. The report is generated as an Excelworkpaper and saved in the tab locationspecified in the dialog.

TB Reports

1. Open the trial balance.2. Click Create TB Report on the toolbar.3. Select the trial balance from the Trial Balance

list.4. Select the Grouping List to generate the report

from.

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5. Choose one of the following in the AccountGroups section:

Include selected. Includes only thegroups you place checkmarks by.Include current and future. Includesall groups that are currently in theselected grouping list and automaticallyadds any groups that are created in thefuture.

Note: If you select Include current andfuture, you may select the ClassifiedReport option to create a report that isorganized by the account and ratioclassifications assigned to the groups andsub-groups.

6. Choose the appropriate radio button in theReport Type field to choose the level of detail:

Summary – Groups. Summarizes yourreport at the Group level.Summary – Sub-Groups. Summarizesyour report at the Sub-Group level.Detail. Displays all charts of accountsorganized into the groups andsub-groups. If you check the CombineGroups box, the information generates

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in one report. Otherwise, a separatereport is generated for each selectedgroup.

7. Enter a name in the Report Name Guide field.8. Select from the following options:

Hide empty groups and sub-groupsand Hide accounts with zero balances.Hides indicated items.Print as Black and White. Sets thedefault print settings to black and white.Show W/P Ref Columns. Displaysworkpaper references created in thetrial balance.Include sum of account groups.Subtotals the groups within a classifiedreport.Include net income. Displays netincome amount on an unclassifiedreport. Note that net income will alwaysbe included on classified reports.

9. Click Format to select which trial balancecolumns you want to include in the report.

Drag columns from left to right to addthem.

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Drag columns from right to left toremove them.Add Variance columns as needed.

10. Click OK to save your column setup.11. Click OK to create the reports. The reports are

stored in the Unfiled Workpapers tab in yourEngagement binder.

Notes:

See Appendix on page 109 for sample TB ReportSettings.To modify the report setup after you create it,open the report and then from the Engagementmenu, select Properties. Make your changesas noted in the steps above and click OK tosave them.

Fund TB Reports

1. Open the trial balance.2. Select select Create> Fund TB Reports from

the Engagement menu.3. Select the trial balance from the Fund trial

balance list.4. Check the boxes next to the group or groups for

which you want to create a report.

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5. Use the other tabs on the dialog to selectoptions for the fund trial balance report.

6. Click OK. The report is generated as an Excelworkpaper and saved in the tab locationspecified in the dialog.

Consolidated Reports

1. Open the consolidated trial balance.2. Select Create Reports > Consolidated

Reports from the Engagement menu.3. Select the report options, as desired. These

options are the same as with a regular trialbalance.

4. Click OK to create the report. The report willbe stored in the Unfiled Workpapers tab of yourEngagement binder.

Note: See Advanced Trial Balance Functions onpage 76 for instructions on how to createconsolidated trial balances.

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Write-Up Reports

Engagement provides the following three write upreports to display the information entered in writeup journals:

Write-Up Detail. This report will show thedetail of the entries in the selected journal.The columns in the report are the same as inthe journal.G/L Current and G/L YTD. These two reportsshow the accounts in the trial balance, theirbeginning balance, transaction amounts, andending balance for the current or YTD period,whichever you select.

Creating the Write-Up Detail Report

1. Select Create Reports > Write-Up Reports >Write-Up Detail Report from the Engagementmenu.

2. Select the trial balance from the drop-downlist.

3. Check the boxes for the specific write upjournals you want to create.

4. Click OK to create the report. The report isstored in the Unfiled Workpapers tab in yourEngagement binder.

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Creating G/L Current and G/L YTD Reports

1. Select Create Reports > Write-Up Reportfrom the Engagement menu.

2. Select G/L Current Report or G/L YTDReport. The Select Journal Entry dialogdisplays.

Important! If you select G/L YTD Reportfor a non-annual binder, the SelectJournal Entry dialog does not display. Thereport is created with only write upjournal entries.

3. Select the types of journal entries to include inthe report. By default, Client Journal Entriesand Adjusting Journal Entries are alreadyselected.

4. Click OK. The report is stored in the UnfiledWorkpapers tab of your Engagement binder.

Note: See Advanced Trial Balance Functions onpage 76 for instructions on how to create write uptrial balances.

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Linking to the Trial Balance

Name and Date Links

Name and date links enable you to insert informationabout the client, firm, binder, workpaper, or datesrelated to the engagement.

Name information comes from the Propertieswindow of the client, firm, binder, orworkpaper.Date links are calculated from the Periods andDates tabs in the Binder Properties window.

To insert name or date functions, do the following:

1. Open the workpaper.2. Do one of the following:

In Excel, click the cell where you wantto insert the link.In Word, either place your cursor whereyou want to insert the link or highlightthe text that you want to replace with aName or Date link.

3. Click Name Functions or Date Functions onthe Engagement toolbar. A menu of name ordate functions displays.

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4. Select the name or date option you want toinsert.

Linking Trial Balance Data

This section explains the two methods for linkingtrial balance data.

Copying and Pasting TB Links

1. Open both the trial balance and the Excel orWord workpaper you want to link.

2. Activate the trial balance in Excel by selectingit from the Window menu, and select the trialbalance cell(s) you want to link to theworkpaper. Click Copy TB Link.

3. Switch to the workpaper you want to paste thelink(s) to.

4. Select the area you want to paste the linksinto.

5. Do one of the following when pasting a linkinto one of the areas listed below:

Excel spreadsheet. Select the cell orthe first cell in the range if you arepasting multiple cells and click Paste TBLink.

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Word Table. Highlight the entire tablecell and click Paste TB Link.Word Paragraph. Insert the cursorwhere you want the data to appear orselect the text to replace, and thenclick Paste TB Link.

6. Select the options you want to use from thewindow that appears.

7. Click OK when finished setting the pasteoptions.

Inserting TB Link

1. Open the Excel or Word workpaper.2. Place the cursor where you want to insert the

TB Link.3. Click Insert TB Link on the toolbar.4. Build a formula using the six parameters: Trial

Balance, Account Grouping, Type, Period,Balance Type, and Account/Index #. When afund trial balance is selected you can alsooptionally select a Fund Type, Fund Subtype orFund Index.

5. If you want to round the amounts used in theformula, check the Round box and select thenumber of places after the decimal to round to.

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6. Select Sign options in Excel or Word, andselect Negative style, Numeric style, andZero style in Word.

7. Click Insert once you have selected theparameters for the formula. The formula willappear in the TB Link Formula box.

8. A plus sign (+) appears at the end of theformula. You can add to the existing formulaby selecting the appropriate parameters againand clicking Insert.

9. Click Paste to insert the TB Link into theworkpaper.

Analyzing a TB Link Formula

To view a TB Link in Excel, click on a cellcontaining the TB Link. The formula will appear inthe formula bar.

In Word, click Toggle Field Codes or View FieldCodes. A Word formula has several formattingparameters, but within this formula you will see thesame formula noted in Excel.

TBLink(“Trial Balance”,"ADJ[5]","4110","15","1")

Trial Balance represents the name you gavethe trial balance database you linked from.

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ADJ[5] represents the trial balance column youlinked from. ADJ shows the balance typeabbreviation you defined in the Trial BalanceColumn Setup window. [5] is the balance typeperiod ID assigned by Engagement.4110 is based on the type listed for the lastparameter in the formula. The number willeither be the group index, sub-group index,account type abbreviation, account classabbreviation, ratio class abbreviation or theaccount number.15 represents the grouping list ID found in theGrouping List Options dialog which is accessedthrough the Account Groupings dialog.1 represents the type of trial balance link thatis being created; it indicates the level of detailneeded.

Options include:3 = Account Detail2 = Sub-Group Summary1 = Group Summary0 = Ratio Class-1 = Account Class-2 = Account Type

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Note: When linking to an account number, groupor subgroup index, “ADJ[5]” will instead be“Account[Account].” When linking to an account,group or sub-group description, “ADJ[5]” willinstead be “Description[Description].”

Syntax with Fund Parameters

In a fund trial balance, you can link to fundinformation within the trial balance. Links can becreated at the level of Fund Type, Fund Subtype orFund. When including fund information in the trialbalance link, the Fund Type Index, Fund SubtypeIndex or Fund Index will be used.

Drill Down to Trial Balance Accounts

Once TB Links are created in the Excel or Wordworkpapers, you can drill down to the accounts thatmake up the dollar amounts calculated in the linkedformula.

1. Open the Excel or Word workpaper.2. Do one of the following:

In Excel, click the cell with the linkedformula.In Word, highlight the linked field.

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3. Click Drill Down TB Link.4. Click Close when finished.

Advanced Trial Balance Functions

Consolidating Trial Balances

Consolidations occur at the trial balance level withinone Engagement binder. You will set up a trialbalance for each subsidiary and then consolidatethem into a consolidated trial balance.

To create a consolidated trial balance, do thefollowing:

1. Select the tab you want to insert the trialbalance into from the Binder window.

2. Click New Trial Balance on the Binderwindow.

3. Click the Consolidated tab.4. Select the Consolidated Trial Balance – 2

Year template.5. Click OK.6. Complete the Index # and Name fields in the

Workpaper Properties dialog.7. Click OK to create the trial balance.

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Consolidating Subsidiary Trial Balances

You can consolidate subsidiary trial balances into ablank consolidated trial balance. To consolidatesubsidiary trial balances, do the following:

1. Open the consolidated trial balance.2. Click Consolidate on the Engagement toolbar.

3. From the Consolidated Trial Balance drop-downlist, select the trial balance you want to holdthe consolidated information.

4. Click Add to add a subsidiary trial balance.5. Select the trial balance from the Trial Balance

list.6. Type the abbreviation you want for the column

heading.7. Select a grouping from the Grouping List drop-

down.8. Check the Overriding List box if you want to

take precedence over the trial balance(s) whenthere are conflicts with the description of thegrouping basis or grouping codes.

9. Select the balance type to consolidate in theBalance field.

10. To add more subsidiaries, click Add and repeatsteps 5 through 9.

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11. Select the consolidation basis based on groups,sub-groups or account detail.

12. Select how you would like numbers to berounded from the Rounding drop-down list.

13. Select the Number of Prior Periods you wantto gather during consolidation.

14. Click OK to consolidate.

Note: See Reports on page 62 for instructions onhow to create consolidated reports. See JournalEntries on page 59 for instructions on eliminatingjournal entries.

Fund Trial Balances

Fund trial balances allow you to store and managefinancial data by funds.


2. Click New Trial Balance on the toolbar.

3. Click the Fund tab.4. Select the desired template.5. Click OK to display the Workpaper Properties

dialog.6. Complete the Index # and Name fields.7. Click OK to create the Fund trial balance.

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Write-Up Trial Balances

Write-Up trial balances allow you to entertransactions into write up journals or book clientjournal entries. To create a write up trial balance,follow these steps:


2. Click New Trial Balance on the toolbar.

3. Click the Write-Up tab.4. Select the Write-Up template.5. Click OK to display the Workpaper Properties

dialog.6. Complete the Index # and Name fields.7. Click OK to create the write up trial balance.

If you prefer to book standard two-sided entries asClient Journal Entries, instead of the transactionjournals, see Journal Entries on page 59. You canchoose one of the two methods for entering ClientJournal Entries. Either method will display in the CJEcolumn of the write up trial balance.

Note: See Reports on page 62 for information oncreating write up reports.

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Exporting to Tax Software

To export your trial balance data to a supported taxsoftware package, you must have grouped youraccounts to one of the Account Grouping Lists. SeeAccount Groupings on page 55 for instructions ongrouping accounts.

Follow these steps to export the data:

1. Click Tax Software Interface from the Binderwindow.

2. Select the vendor you will be exporting to fromthe Tax Software drop-down list.

3. Verify the appropriate tax Account GroupingList is selected in the Grouping drop-down list.

4. In Configuration information, enter the Taxyear, Grouping, Balance, and Employer ID #.

5. Select the balance you want to export from theBalance drop-down list. The Export Prior Yearcheckbox is always checked to export thatinformation.

Note: You must control the import of prioryear information in the tax program.

6. In Export information, Engagement providesdefault paths and names for the information

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you need to export to the respective taxvendor; however, you may need to browse tothe appropriate directory by clicking Browse.

7. Click OK after you have set all the options. Areport lists any ungrouped accounts. If any arelisted you will need to go back to the AccountGrouping window to make your corrections andre-export the data.

Tip: When customizing a tax Account GroupingList, you can add sub-groups to groups thatsupport detail schedules in your tax software.The sub-group descriptions will appear as thedescription on the detail schedule.

You cannot add groups to a tax AccountGrouping List, as they will not export to your taxsoftware. Also, you can choose which groups orsub-groups should be exported by selecting theSend to Tax option in the group or sub-groupproperties.

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Sharing WorkpapersSharing Workpapers

Only the Current Editor (in a non-shared file room)or the Live Editor (in a shared file room) can makechanges to a workpaper. Other team members willhave a read-only copy of the workpaper.

When you check unassigned workpapers out of thecentral file room, you become the Current Editor.You remain the Current Editor until you check in theworkpaper to the central file room or assign theworkpaper to another team member.

There are five methods you can use to shareworkpapers:

Shared Local File RoomSynchronize BinderSynchronize Selected WorkpapersExpress SynchronizationBinder Packages

When the Engagement team is attached to an officenetwork, the central file room will be utilized toshare and distribute binders. When you log in toEngagement from the Office, the program willdisplay the central file rooms that have been set up.

When the Engagement team is attached to a peer-to-peer network in the field, they will be able toshare and distribute binders directly with each other.

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Sharing Workpapers

When you log in to Engagement from the Field, eachstaff member assigned to binders in your local fileroom displays.

When you are not on a network or you need toemail a binder to a staff member, you do notsynchronize to the central file room or to anotherstaff member’s local file room. See Binder Packageson page 88 for further details.

Shared File Rooms

Shared local file rooms allow multiple Engagementusers to work directly with workpapers in the samebinder without synchronizing with a central fileroom, checking out workpapers, or assigningworkpapers.

To work with shared file rooms, the option must beenabled for your firm in Administrator, and you mustbelong to a staff group that allows sharing of localfile rooms.

A Host selects to share his or her local file room, andthen other users can log in to the shared file room.Users can open any workpaper in the Host’s fileroom if the Host is the Current Editor.

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Sharing Workpapers

Sharing a Local File Room

To share a file room, do the following:

1. Log in to Engagement as either Office or Field.2. Right-click within the file room frame.3. Select Share File Room.

To stop sharing a file room, do the following:

1. Log in to Engagement as either Office or Field.2. Right-click within the file room frame.3. Select Stop Sharing File Room.

Editing Workpapers in a Shared File Room

Working with workpapers in a shared file room issimilar to working in your own local file room. Whenyou open a binder in the Host’s local file room, theBinder View displays.

The Live Editor column displays the current status ofeach workpaper. The following statuses aredisplayed:

(User Name). The user whose name displays iscurrently the Live Editor of the workpaper. Youcan view a read-only copy of the workpaperuntil the Live Editor closes it.<Available>. The local file room’s Host is theCurrent Editor of the workpaper, and no other

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Sharing Workpapers

users are currently working on the workpaper.These workpapers are available for you to openand edit.<Unavailable>. The Host is not Current Editorof the workpaper.

Click on any workpaper with <Available> displayedin the Live Editor column to edit the workpaper.Close the workpaper when you finish editing it.There is no synchronization or check-in required.

Synchronize Binder

Use Synchronize Binder if you want to updatechanges made to workpapers with other staffmembers.

1. Select the binder in the File Room window.2. Click Synchronize Binder on the toolbar.3. Click Next on the Synchronize Binder Wizard

Welcome screen.4. Select the Staff or Buddy List member you

want to synchronize with. If you aresynchronizing the binder in the fieldenvironment with a staff member whosecomputer is not listed in the Existing Locationsdrop-down list, browse to the appropriate pathin the Alternate Locations field, then click

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Sharing Workpapers

Next. The Synchronize Entire Binder orSelected Workpapers dialog displays.

5. Select whether to synchronize the entire binderincluding all workpapers, or to synchronizeonly workpapers you select.

6. Click Next. If you have current editor rights forany workpaper, the Assign Workpapers dialogappears. Select the workpapers you would liketo assign to the staff member’s local file room.When you assign the workpapers, you no longerhave current editor rights to these workpapersin your local file room.

7. Click Next. If you are synchronizing onlyselected workpapers, and new workpapers existin either your local file room or the remote fileroom, the Synchronize Workpaper from yourLOCAL File Room or Synchronize Workpaperfrom REMOTE File Room dialog displays, asappropriate. Select the workpapers tosynchronize.

8. Click Next. The Completing theSynchronization Wizard dialog displays.

9. Click Synchronize.

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Sharing Workpapers

Synchronize Individual Workpapers

When logged in from the field, you can synchronizeselected workpapers with other staff members or astaff member in your Buddy List.

Note: Before using the Synchronization BinderWizard or Express Synchronization, you must closeall workpapers within the binder. A closed binderselected for synchronization can be opened.

1. Open the binder containing the workpapers tosynchronize.

2. Select the workpapers to synchronize. If youare synchronizing multiple workpapers, pressShift to select contiguous workpapers, or pressCtrl to select non-contiguous workpapers.

3. Right-click the selected workpapers and selectSynchronize Workpaper, or selectWorkpaper > Synchronize Workpaper. TheSynchronize Target dialog displays.

4. Select the target to synchronize with.5. Click OK. The Synchronize Workpaper dialog

displays a list of selected workpapers that areavailable for synchronization.

6. Click Synchronize. The Synchronization JobQueue dialog displays the progress of the

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Sharing Workpapers

synchronization. You can click Hide to closethe dialog.

Express Synchronization

Express Synchronization automatically synchronizeschanges from the local file room to the central fileroom, and from the central file room to the localfile room, without opening the Synchronize BinderWizard. You do not have the option to checkworkpapers in or out.

To perform an express synchronization, do thefollowing:

1. Select the binder in the File Room window.2. Click Express Synchronization on the toolbar.

Binder Packages

Creating a Binder Package

1. From the File Room, select the binder you wantto package.

2. Click Create Binder Package from the FileRoom window.

3. Select the workpapers to include in the binderpackage.

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Sharing Workpapers

4. Select how you want to distribute the binderpackage.

To save the binder package as a file,select the Save package to a fileoption. Verify the path and file name ofthe binder file.To send the binder package as an emailattachment, select Send package viaemail.

5. Click OK.

Receiving a Binder Package

After a binder package has been created, otherEngagement staff members can receive the file. Toreceive a binder package, follow these steps:

1. Click Receive Binder Package from the FileRoom window.

Note: If you are receiving a binderpackage via email and you use MicrosoftOutlook, select Engagement > ReceiveBinder Package in Outlook.

2. Browse to the binder package file (with an AZPextension) to receive.

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Sharing Workpapers

3. When you receive a binder, one of two eventswill occur:

If you do not have this binder,Engagement will find the client folderand attempt to insert the binder into theclient folder. If the client folder doesnot exist, Engagement will create it.If you have this binder, Engagement willcheck the binder you are receiving andthe binder you already have todetermine if there are any conflicts. Ifdifferent Current Editors of the sameworkpaper exist and the copy of theoriginal Current Editor has beenmodified, then you will be warned of aconflict when you open the binder.

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Sharing Workpapers

Note: During synchronization, conflicts betweenthe binder in the local file room and the binder inthe central file room cause the SynchronizationConflicts dialog to appear. These conflicts arisewhen each copy has a different Current Editor andthe copy of the original Current Editor has beenmodified, which also includes changes to theproperties of the workpaper. To resolve theconflict, specify whether the Local copy or theRemote (remote local file room, central fileroom, or binder package) copy of the bindershould "win," becoming the only file to remainbetween the two. You can view the details of theconflict by clicking View Details. Click OK tocontinue.

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Reviewing WorkpapersR eviewing Workpapers

Workpaper Notes

There are three types of workpaper review notes youcan use to electronically communicate during anengagement:

Open ItemTeam NoteNote for Next Period

You can use the Notes pane in the Binder window orthe Notes Summary View to keep track of whichnotes require response, clearing, or deletion.

Creating a Workpaper or Workpaper Tab Note

1. Select the workpaper or workpaper tab fromthe Binder window.

2. Click Create Workpaper Note.3. Select the type of note from the drop-down

list.4. To address the note to an individual team

member, uncheck the All Binder Staffcheckbox and select a specific staff member.

5. Enter the note’s subject in the Subject field.6. Enter the note’s text in the Note field.

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Reviewing Workpapers

7. Click OK to save your note. The noteinformation appears in the Notes pane.

Responding to, Clearing, or Deleting a Note

To clear, delete, or respond to a workpaper orworkpaper tab note, do the following:

1. Click the Notes Summary View tab in theBinder window.

2. Right-click the note and select one of thefollowing:

Respond to Note allows you to reply.Enter a response. Click OK to save yourtext.Clear Note crosses out content and anyreplies. A record of the note remains inthe Binder View and Notes SummaryView. The status changes to cleared.Delete Note erases the note.

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Workpaper Sign Off

You can sign off workpapers as the Preparer,Reviewer, and/or 2nd Reviewer. A workpaper canhave multiple preparers, reviewers, and second-levelreviewers on workpapers.

To sign off a workpaper, do the following:

1. Select the workpaper in the Binder window.2. Click Sign Off Workpaper Properties.3. Select your name from the Current User drop-

down menu.4. The Date will default to today’s date. Select a

different date if necessary.5. Add or update your sign off signature by

clicking the plus sign (+) in the Preparer orone of the Reviewer fields. Click the minussign (-) to remove your sign off.

6. Click OK to save your changes.

In addition, you can sign-off on workpapers using theicons on the Binder Index toolbar. You can alsoright-click the workpaper and select any of the SignOff options from the menu.

You can manage the sign-off status of Engagementworkpapers by selecting the Sign Off Summary Viewtab.

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Lock/Unlock Workpapers

After the workpaper has been reviewed and signedoff, you may want to lock the workpaper. Aworkpaper that is locked is read-only. Links willcontinue to update provided they are not frozen.

To lock or unlock a workpaper, follow these steps:

1. Select the workpaper you want to lock orunlock from the Binder window.

2. Click the Lock Workpaper or UnlockWorkpaper button. When the workpaper islocked, the Lock symbol appears. Theworkpaper is now a read-only file.

Freeze/Unfreeze Workpapers

There may be situations where you want to freeze aworkpaper. Engagement links such as name and datelinks and TB links in a workpaper that is frozen arenot updated if changes are made to the trialbalance.

To freeze or unfreeze a workpaper, follow thesesteps:

1. Select the workpaper in the Binder window.

2. Click Freeze Engagement Links, represented

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by a broken chain, or Unfreeze EngagementLinks, represented by a solid chain.

Note: If you publish a workpaper with frozenlinks, the published workpaper will contain thevalues of the links when frozen.

Tickmarks

Using the Tickmark Definition List

The tickmark definition list contains the tickmarksymbols (images) and descriptions.

To use the tickmark definition list, follow thesesteps:

1. Open a report or workpaper in Excel, Word, orAdobe Acrobat.

2. Select Engagement > Tickmark > TickmarkDefinition.

3. To add your own tickmarks to this list, clickAdd.

4. Enter the tickmark name and description.Browse to a 16-color, 16 x 16 pixel bitmappicture and click Open. You are returned tothe Tickmark Definition dialog, and your imageappears in the left-hand column.

5. Click Close.

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Note: To delete a tickmark, highlight thetickmark and click Delete.

Inserting Tickmarks

To insert a tickmark symbol in an Excel, Word, orAdobe Reader/Acrobat 9 or earlier, do the following:

1. Open an Excel, Word, or Adobe PDF workpaper.2. Click the Tickmarks button.3. Do one of the following:

If you are using Microsoft Word or Excel,click where you want to insert thetickmark, and then click the tickmarksymbol in the Tickmark Toolbar.If you are using Adobe, click thetickmark symbol in the TickmarkToolbar, and then click where you wantthe tickmark to be displayed.

The tickmark symbol displays in the designatedspot. (In Excel, the tickmark appears on top ofthe cell.)

To insert a tickmark symbol using AdobeReader/Acrobat 10, do the following:

1. Open the workpaper in Adobe Reader 10 orAcrobat 10.

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2. Click Tools on the Quick Tools bar. The Toolspane displays on the right.

3. Click Plug-in Engagement Tickmark on theTools pane. The Engagement tickmarks display.

4. Click the tickmark symbol in the Tools pane,and then click where you want the tickmark tobe displayed in the PDF.

Tip: You can right-click any tickmark toadd it to the Quick Tools bar.

Workpaper Reference Links

Inserting Workpaper Reference Links

1. Open an Excel, Word, or Adobe Acrobatworkpaper.

2. Follow these steps if you are working withExcel or Word:

a. Click in the cell (Excel) or place thecursor in the document (Word) whereyou want to insert the workpaperreference link.

b. Click Insert WP Reference.

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Follow these steps if you are working withAcrobat:

a. Click Insert WP Reference.b. Click the location in the workpaper

where you want the workpaperreference to be placed.

3. Select the workpaper you want to reference.4. Click Insert.5. Click Close.

Opening Referenced Workpapers

To open a referenced workpaper, do the following:

1. Open the Excel, Word, or Adobe Acrobatworkpaper.

2. Click in the cell containing the reference(Excel) or highlight the workpaper reference(Word or Acrobat) you want to open.

3. Click Open WP Reference.

Publishing Workpapers

If you want to send someone an electronic copy of aWord or Excel workpaper, you should publish theworkpaper. A published workpaper is a copy of aworkpaper in which the formulas (such as, trialbalance links) have been converted to values. This

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allows you to share the workpaper with people whodo not have access to the trial balance database.

To publish a workpaper, follow these steps:

1. Select the workpaper you want to publish in theBinder window.

2. Click Publish Workpaper.

A copy of the workpaper is filed in the PublishedWorkpapers tab in the Binder window. The originalname of the workpaper now has - Publishedappended to the end. All of the formulas, such asdates, names, and amounts, have been converted tovalues. This published workpaper will not be updatedbecause the formulas no longer exist.

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Other Common FeaturesOther C ommon Features

Creating Templates

This section includes procedures for creating thefollowing templates:

Trial BalanceWorkpaperAccount GroupingsPrint GroupsTickmarksTB Links

Trial Balance Templates

If there is a trial balance that has a format you usefrequently, you can save it as a template.

Note: Trial balance templates created with aversion of Engagement prior to 6.0 must beconverted to a format supported by Microsoft SQLServer database. To do this, select File >Convert Trial Balance Templates in theProSystem fx Engagement File Room.

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Other Common Features

Follow these steps to save a trial balance as atemplate:

1. Open the trial balance.2. Select Engagement > Properties.3. Uncheck Hide zero balance groups and sub-

groups and Hide zero balance accounts. Thenumbers and groups will now show up on thetrial balance when it is created from thistemplate.

4. Click OK.5. Close the trial balance.6. Right-click the trial balance in the Binder

window and select Save as Template.7. Select the template folder where you will save

the template.8. Type the file name for the template.9. Check the Clear chart of accounts box if you

do not want to save the account numbers anddescriptions in the template.

10. Check the Save journal entries box to savethe journal entries (accounts and amounts) inthe template.

11. Click Save.

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Workpaper Templates

If there is a workpaper format you use frequently,you can save it as a template. Follow these steps tosave a workpaper as a template:

1. Select the workpaper in the Binder window.2. Right-click the workpaper you want to make

into a template and select Save As Template.3. Keep the default path and name, or browse for

the path and type a name for the template andclick Save.

Note: Knowledge Coach workpapers cannot besaved as templates. Instead, you can copyKnowledge Coach workpapers from one binder toanother.

Account Grouping Templates

To use an account grouping in another trial balance,you can follow these steps to save an accountgrouping as a template:

1. Select Trial Balance > Account Groupingsfrom the Binder window.

2. In the Trial Balance and Grouping List field,click the Options button. The Grouping ListOptions dialog displays.

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3. Select a grouping from the grouping listsshown.

4. Click Export.5. Browse for the path and enter a file name.6. Click Save to create the template, and click

Close to close the Grouping List Optionsdialog.

Print Group Templates

To print a group of workpapers and save a printgroup as a template, follow these steps:

1. Select File > Print Group in the Binderwindow. The Print Group dialog displays.

2. Select the workpapers in the print group fromthe left side.

3. Click Save Print Group.4. Enter a name in the File name field.5. Click Save.

Tickmark Templates

To share tickmarks with other team members andsave them as templates, follow these steps:

1. Open an Excel, Word, or Adobe Acrobatworkpaper.

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2. Select Engagement > Tickmark > TickmarkDefinition.

3. Click Export.4. Browse for the path and click Save.

For further information, see Using the TickmarkDefinition List on page 96.

Saving TB Link Formulas

To save TB Link formulas (e.g., complex ratios) astemplates for other workpapers, follow these steps:

1. Build a TB Link formula using the Insert TBLink function. See Linking to the Trial Balanceon page 70 for further details.

2. In the Insert TB Link window, click Save.3. Type a name and description for your saved TB

Link formula.4. Click Close.

Renaming Items

Throughout the system, you can rename items byselecting the items you want to rename and clickingthe Properties toolbar button. Make your changesand click OK to save them.

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Deleting Items

Warning! When a Knowledge Coach workpaperis deleted, it is removed permanently. It is notsent to the Trash folder and cannot be restored.

To delete items in the file room, select the item(s)to delete and press Delete. These items arepermanently deleted.

To delete items in the Binder window, select theitem(s) to delete and press Delete. The items arenow in the Trash.

Notes:

To restore an item deleted from the BinderWindow, right-click the Trash icon and selectRestore All, or right-click on individualworkpapers and select Restore.Depending on the settings in Administrator,upon closing a binder Engagement will keep theitems in the trash, prompt you to delete theitems in the trash, or automatically delete theitems in the trash.

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Getting More InformationGetting More Information

For more detailed information on these functions,and to better understand their underlying concepts,you can refer to the following sources:

Tip of the DayUser Guide (see Help menu in Engagement)Online Help (see Help menu in Engagement)Technical Support athttps://support.cch.com/engagement

CCH, a Part of Wolters Kluwer, provides hands-on,detailed training on all the information contained inthis guide. Consulting services are also available toassist you in the development of procedures andtemplates, so that you may fully experience thebenefits of ProSystem fx Engagement. For moreinformation about Training & Consulting Services,contact our Customer Training department at 1-800-739-9998.

Contacting ProSystem fx Engagement

Technical Support

Hours: 6:00 a.m. to 5:00 p.m. U.S. Pacific Time,Monday through Friday

Phone: 1-800-739-9998

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Getting More Information

Product Updates, FAQs and more

Visit: https://support.cch.com/engagement

Training & Consulting

Attention: Engagement Training Coordinator

CCH, a Wolters Kluwer business

Customer Training Department - M/S 21

20101 Hamilton Ave. Suite 200 Torrance, CA 90502

Email: [email protected]

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AppendixA ppendix

TB Report Sample Settings

The following table includes TB Report settings forcommon reports used in an engagement. You canalso customize any report to show the informationyou need.

ReportName

AccountGroup –radiobutton

ReportType

Format –columnsincluded

Leadsheet(s)

Includeselected(Checkboxes asneeded)

Detail

PY-FinalCY-UnadjustedCY-AJECY-Final

WorkingTrialBalance

Includecurrentand future(Classifiedreport)

DetailCombineGroups

PY-FinalCY-UnadjustedCY-AJECY-Final

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Appendix

ReportName


ReportType


PreliminaryAnalyticalReview

Includecurrentand future

SummarybyGroup orSub-group(IncludeNetIncome)

PY-FinalCY-Unadjusted$-Variance%-Variance

FinalAnalyticalReview

Includecurrentand future

SummarybyGroup orSub-group(IncludeNetIncome)

PY-FinalCY-Final$-Variance%-Variance

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Appendix

ReportName


ReportType


Budget-to-Actual

Includeselected(ClickSelect All)

Detail

CY-BudgetCY-Final$-Variance%-Variance

Book-to-Tax

Includecurrentand future(Classifiedreport)

DetailCombineGroups

CY-AdjustedCY-FTJECY-Tax

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NotesNotes

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Documents

ProSystem fx Engagement FieldGuide October2013