PS Help: Client Accounting Help
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Creating the PDF report

The Create PDF option can be used to produce a PDF file which contains the reports, workpapers and linked documents from the workpaper period for the client. The PDF report can be printed for review or saved to your own system as a record.

Associated reports, workpapers and linked documents of the workpaper period are grouped under the relevant headings in the Create PDF window. By default all are selected.

The Linked Documents section includes a list of all unique external files (and the directory path) and Document Manager files that have been linked to the actual workpaper or to the period. The following document types are supported when creating a PDF report:

  • Adobe Acrobat (.pdf) up to 100 MB

  • Microsoft Excel (.xls or .xlsx) up to 40 MB

  • Microsoft Outlook (.msg)

  • Microsoft Word (.doc or .docx) up to 40 MB.

Attempting to link documents that exceed the size limits may result in poor system performance.

If a Microsoft Excel file is included, the print area must be previously defined within the document. If no print area is set then the Excel file is used as it is. All sheets within a workbook will be included as part of the whole document.

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Unsupported document types (e.g., .txt) will be listed on the Create PDF window, but will not be included as part of the PDF report.

A document is only added once to the Linked Document list if:

  • The same document has been linked to multiple workpapers.

  • Different bookmarked sections of the same document have been linked to multiple workpapers or to the one workpaper.

  • The same document is referenced with different workpaper names.

  • The same document is located in only one location.

If the same document is stored in different locations and referenced from each of these locations, then two documents will be displayed in the Linked Document list.

If a document link is broken (i.e., by renaming the document or moving it to a different location), the document is included in the Linked Document list but an error message will be displayed. You must re-link the document.

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If you were using Document Manager and have since decided not to use Document Manager any more, then you will not be able to print any linked Document Manager files as Document Manager will not be available to extract the documents from the database.

To
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titleHow to create the PDF report
  1. Open the workpapers period.
  1. See Opening an existing period.

  1. The Prepare Trial Balance (Workpapers) table is displayed.

  2. Click Create PDF on the Tasks bar.

  1. The Create PDF

 window

  1. window opens.


  1. By default, all Reports, Workpapers and Linked Documents are selected.

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    Attempting to attach several very large files may result in slow system performance on older workstations.

  2. In the bottom left corner of the window, select one of the following:

    • Default printing order

 prints

    • prints reports in one section, and documents and workpapers (with attached documents, if present) in another section, in the order they were added to the workpaper.

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      If a document is attached more than once, it will only be printed for the first account code it is attached to.

    • Print linked documents separately
 prints
    • prints the PDF with reports, workpapers, and linked documents in separate sections.
  2. Deselect the checkboxes of the reports, workpapers and linked documents that will not be included in the PDF report.

  3. Click Preview.

  1. The Preparing documents progress bar is displayed. The time taken to create the PDF report will vary depending on the number of reports, workpapers and documents selected for inclusion.

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    A PDF preview of the report is created. A PDF viewer must be installed for the report to be created. If a PDF viewer is not installed, an error is displayed.

    The PDF report is created as Workpapers - client name - workpaper period.pdf
 and
  1. and opens in the PDF viewer.

  1. The report can be saved or printed as necessary.
  2. Close the PDF report.
To
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titleHow to import the PDF report into Document Manager
  1. Open the workpapers period.
  1. See Opening an existing period.

  1. The Prepare Trial Balance (Workpapers) table is displayed.

  2. Click Create PDF on the Tasks bar.

  1. The Create PDF

 window

  1. window opens.


  1. By default, all Reports, Workpapers and Linked Documents are selected.

    UI Text Box
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    Attempting to attach several very large files may result in slow system performance on older workstations.

  2. In the bottom left corner of the window, select one of the following:

    1. Default printing order

 prints

    1. prints reports in one section, and documents and workpapers (with attached documents, if present) in another section, in the order they were added to the workpaper.

      UI Text Box
      typenote

      If a document is attached more than once, it will only be printed for the first account code it is attached to.

    2. Print linked documents separately
 prints
    1. prints the PDF with reports, workpapers, and linked documents in separate sections.
  2. Deselect the checkboxes of the reports, workpapers and linked documents that will not be included in the PDF report.

  3. Click Share It. The Create Document wizard opens.

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    The Share It button is only available if Document Manager is installed. If Document Manager is not installed, then the Share It... button is disabled.

The Create Document wizard opens.
  1. On the Details tab review and edit the information as required:
    1. The contact associated with the workpapers period is automatically selected.
    2. The title defaults to the Workpapers File and includes the client name and workpaper period dates.
    1. The title can be edited as required.
    2. The username of the currently logged in staff member.
    1. Click the ellipse button to change the author.
    2. The Status drop-down defaults to a status of Complete.
    3. The type of document being imported into Document Manager.
    1. The Document Type drop-down defaults to a PDF document type.
    2. The Date Created
 drop
    1. drop-down defaults to the system date.
    1. Click the drop-down to select a new date from a calendar.
    2. The Outbound
 option
    1. option is used if the document is being sent from the accountant and the Inbound
 
    1. option is used if it has been received.
  2. Click Next.
  1. The Profiling tab is opened.
  2. On the Profiling tab review and edit the information as required:
    1. Select a Filing Cabinet in which to store the new document.
    2. If the selected Filing Cabinet has assignments, select an assignment from the drop-down.
    1. If the selected Filing Cabinet does not have assignments the Assignment
 field
    1. field will be inactive.
    2. Click
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 fields
    1. fields for the PDF report.
    2. Enter the Value
 for
    1. for each category.
  2. Click Finish.
  1. The Create Document
 wizard
  1. wizard is closed and the PDF report is imported into Document Manager.

See the Document Manager Help for more information on importing files.

Related topics

Setting the status on a workpaper or document

Viewing the status of a workpaper or document

Opening workpapers

Opening an existing period

Completing the period

Managing, tracking and approving workpapers

Adding a new adjustment journal

Viewing the audit trail

 

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titleRelated topics
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Setting the status on a workpaper or document

Viewing the status of a workpaper or document

Opening workpapers

Opening an existing period

Completing the period

Managing, tracking and approving workpapers

Adding a new adjustment journal

Viewing the audit trail

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Accountants and Partners
Client Accounting
AE Assets Live (AU)
AE Assets Live (NZ)
AE Statutory Reporter (AU)
AE Statutory Reporter (NZ)
AE Workpapers (AU)
Workpapers (NZ)
AO Assets Live (AU)
AO Assets Live (NZ)
AO Statutory Reporter (AU)
AO Workpapers (AU)
Australia
New Zealand

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For specific taxation or accounting advice, please consult the relevant tax authority or regulator.