Once you have customised your own firm template, you will need to upload it to the relevant area. For more information on how to create and customise your own worksheet see the knowledge articles in the Smart Workpapers Customisations folder.
Uploading a new or customised worksheet
To upload a new worksheet for your firm, go to the Smart Suite Workpapers website and select Templates from the Admin screen.
Click on the blue + Add button. The following screen will appear to enter the template properties:
Template properties
| Field | Description | Validation |
| Active (checkbox) | By checking this box the template is available for selection. | |
| Product | Refers to the starter file that the template will belong to. Note: The template can be edited later to be added to additional products. | Required |
| Section (dropdown) | Refers to the section on the Index that you would like your template to apply to (e.g. Job Management, Assets, Income Tax etc). | Required Sections available will depend on Product chosen. |
| Name | The name that will appear on the Index and the worksheet title. | Required |
| Short Name | The name that will appear on the tab of the Excel file. | Required |
| Description | Details of the workpaper template. | |
| Reference | The reference will appear in the worksheet title and on the tab name. | Can be left blank |
| Reconciliations | This is the number of accounts an individual template can reconcile (e.g. 'F05 - Trade Debtors' template can only reconcile one trade debtor account, 'F10 - Bank' template can reconcile up to six bank accounts). | Required |
| Roll Over Option (dropdown) | This allows the rollover option to be limited for each template. | Three options: - Roll Over - Single Instance - Do Not Roll Over |
| Entity Types (dropdown) | This allows you to apply this worksheet only to a specific entity type. | |
| Commands* | For advanced users only (see below). | |
| Track Business Fitness Template** (dropdown) | If the customised template is based on a Business Fitness template, notifications can be sent when any updates are made to the Business Fitness version (see below). | Templates available will depend on Product chosen. |
| Allow the Auto Suggestion feature to Recommend this Workpaper for Auto Insertion (checkbox) | By checking this box the template is eligible to be automatically inserted into Connected Workpapers upon connection with the client file. |
Uploading the template
Once all details are complete, click on the Add Excel Template button. The following popup will appear:
Select whether you would like the workpaper to be available for all periods or a specific date:
- All Periods - Allows a workpaper to be available for all periods. This is useful for workpapers such as 'GST' and 'Review Points' where there are minimal changes from year to year.
- Specify Date - Allows a workpaper to be available for only a specific financial year onwards (i.e. The 2020 FY workpaper will be available in the 2021 FY, unless a specific 2021 FY workpaper is uploaded, but it will not be available in 2019 FY). This is useful for workpapers such as 'Income Tax Rec' where there are changes every year.
A workpaper can then be uploaded by clicking the Select File button and browsing for the template. Once the file has been uploaded, click Create and then Add. Your template has now been uploaded.
* Commands (for advanced users only)
The list below specifies the commands which can be entered into the template and what they do.
Note: Only the manually specified commands need to be entered here.
| Command | Purpose |
|---|---|
| Manually Specified Commands - Specify in each template commands section | |
| LinkCategoryName | Links the Tm_CategoryList field in the workpaper to a list of names, usually on the Index. For example, FBT has a list of employees on the Index, by using this command, a workpaper such as 'MV FBT', can apportion parts of the FBT to each employee. Each row will have a dropdown with the list of employees as a result of this function. |
| LinkWorksheetTitle | Manually set - Links the Tm_WorksheetTitle field in the workpaper to the Title/Notes of the record in the Index. I.e. Allows users to change the name of a worksheet in the Index page and it will flow through to the corresponding cell in the actual worksheet |
| RecalculateNamedRange | Manually set - recalculates all cells within the named range: "Tm_Recalculate" |
| Automatic Commands - No need to specify | |
| Link References | Links the account name and the account balance to the Tm_TBBalance, TM_TBAccount and Tm_ComparativeBalance. |
| DefaultReconcilliationField | Preselects the reconciliation field on the Index if it finds one obvious match. |
| SetWorkpaperChecklists | Links the checklist column in the Index to the Tm_ChecklistItems field in the inserted workpapers. |
** Tracking Business Fitness templates
You can elect to track any changes to a Business Fitness template by selecting the relevant template in the dropdown list. This is particularly useful for templates that may have tax rate or legislative changes year on year. When a new version of a Business Fitness template is uploaded, you will see an UPDATED tag on your template.
Note: For the update tag to be triggered, your template's date range must match the date range of the Business Fitness template.
Clicking on the template will allow you to view the notes associated with the update. From here, click on the UPDATED button in the Files section. This will display a popup with the notes for all versions, with those associated with the update displaying a NEW tag. You are able to download Business Fitness' new version by clicking the Download button. It is advised that you click on Approve Changes once you are aware of the changes to remove the UPDATED tag.
Managing template versions
Once uploaded, the template will be available to edit and download by using the icons to the right of the version number. You are also able to add further copies of the template either for the same period (which will create a new version) or a different period.
Within the edit function, you are able to change the active version, and view who uploaded the file and when, plus any notes associated with it. From here you are also able to download any version of the template, rather than just the active version.
Note: If you are wanting to create a new version of a template (i.e. one with a date range that already exists), you need to click the + Add button from within the 'Edit Template File' screen (see above), NOT the 'View Template' screen.
Adding the template to another product
If you want your customised worksheet to be available in multiple starter files (e.g. a BAS workpaper for both the Connected Accounts and Tax starter and the Activity Statements starter), simply expand the Associated Products section and click on the blue + Add button.
A dialogue will popup to allow you to choose the product and then the relevant section within the Index. Click Create to save the selection.
Template customisation service
If you would like customisations made to your firm's workpapers, but don't feel confident doing them yourself, please refer to the Business Fitness Customisation Service article for more information on our team making the changes for you.