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You can use the Create PDF option 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:

  • Microsoft Excel (.xls, .xlsx, .xlsb, .xltx, .xltm, .xlsm or .csv, including files with macros) up to 40 MB

  • Microsoft Outlook (.msg)

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

You can select unsupported file types in the Create PDF process, to include a complete list of documents in your reports.

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.

The Create PDF option will include any documents that you linked to workpaper templates without using the Document link table in MYOB's standard templates. The linked documents are included in the PDF generated, or in the list of exclusions. 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.

If any documents aren't converted when using the Create PDF process, you can see a list of unconverted documents in the Documents not converted to PDF report.

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

To create a PDF copy
  1. Go to the client’s Client Accounting Trial Balance (Workpapers) tab and click a period in the Select Period section.
  2. On the Tasks bar, click Open Period. The period table appears. See Opening an existing period.
  3. On the Tasks bar, click Create PDF.
    The Create PDF window appears. By default, all Reports, Workpapers and Linked Documents are selected.
  4. Deselect the checkboxes of the reports, workpapers and linked documents that you don't want to include in the PDF report.
  5. Click Preview.
    The Preparing documents progress bar appears.
    A PDF preview of the report is created. The time taken to create the PDF report will vary depending on the number of reports, workpapers and documents selected for inclusion.
    The PDF report is created as Workpapers - client name - workpaper period.pdf and opens in the PDF viewer.
    The report can be saved or printed as needed.
  6. Close the PDF report.

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.

You need Document Manager installed if you want to import PDF reports into Document Manager. The Share It button is only available if Document Manager is installed.

To import PDF report into Document Manager
  1. Go to the client’s Client Accounting Trial Balance (Workpapers) tab and click a period in the Select Period section.
  2. On the Tasks bar, click Open Period. The table for the period appears. See Opening an existing period.
  3. On the Tasks bar, click Create PDF. The Create PDF window appears.
    By default, all Reports, Workpapers and Linked Documents are selected.
  4. Deselect the checkboxes of the reports, workpapers and linked documents that you don't want to include in the PDF report.
  5. Click Share It. The Create Document wizard appears.
  6. Review the information on the Details tab and edit as needed:
    • The contact associated with the workpapers period is automatically selected.
    • The title defaults to the Workpapers File and includes the client name and workpaper period dates. The title can be edited as required.
    • The default username is the currently logged-in staff member. To change the author, click the ellipsis button.
    • The Status drop-down list defaults to Complete.
    • The Document Type defaults to a PDF document type. To choose a different format, click the Document Type drop-down list.
    • The Date Created drop-down defaults to the system date. To select a new date, click the Date Created drop-down list.
    • The Outbound option is used if the document is being sent from the accountant and the Inbound option is used if it has been received.
  7. Click Next. The Profiling tab appears.
  8. Review the information on the Profiling tab and edit as needed:
    • Select a Filing Cabinet in which to store the new document.
      If the selected Filing Cabinet has assignments, select an assignment from the drop-down list. If the selected Filing Cabinet does not have assignments, the Assignment field is inactive.
    • To select Category fields for the PDF report, click the plus icon ().
    • Enter the Value for each category.
  9. Click Finish. The Create Document wizard is closed and the PDF report is imported into Document Manager.

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