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Workpapers CS or Accounting CS migration (by firm)

Workpapers CS or Accounting CS to Engagement Manager migration (by firm)

Review instructions on how your firm can move workpapers and trial balance data from Workpapers CS or Accounting CS to Engagement Manager.

Prepare to migrate client data to Engagement Manager

Consider these points before you migrate client data from another application, such as Workpapers CS, to Engagement Manager.
  1. Do you have a list of all the client engagements to be migrated with client ID and name?
  2. What is the timeframe for migration?
    1. Will migrations happen as your firm begins a new year's work?
    2. Will you migrate during a slower time for your firm?
    3. Do you have legacy software that affects when the migration must be completed?
  3. Have you set staff roles and responsibilities for the migration process?
    1. Who is trained on the process and will perform the migrations?
    2. Who will make any necessary edits after migration?

Client data that includes trial balance data

  • Will the trial balance be brought over as part of the migration or import them later?
  • Does your firm have a preference for trial balance views?
    • Where are these views stored in Engagement Manager?
    • Who will transfer them to each client engagement after migration?

Client data that includes workpapers

  • Will you bring over documents as a part of the migration?
  • Are the migrated documents linked to the trial balance?
    • Do any formulas need to be rebuilt?
    • Who rebuild the formulas and when?
  • Will you need to change any roll forward treatments to “Replace with Placeholder” or “Exclude”?
    • Who will be responsible for this?
  • Will you change how your permanent documents will be stored?
    • In a permanent folder in the current year's engagement?
    • In a separate Permanent Engagement binder?

Create engagement

In Engagement Manager, create an engagement for the Workpaper CS client engagement you plan on migrating. Suggested engagement naming convention is “20CY Audit” or “20CY Tax”. Add the desired folder structure to the newly created engagement in Engagement Manager.
  • You may want to set up a template in
    Setup
    , then
    Engagement Templates
     if you'll use the same folder structure for multiple clients. You can mirror your Workpapers CS Engagement Binder Tree structure.
  • Make sure to enable Account Classification account grouping when adding the engagement to the client.
The following will allow your firm to move documents from Workpapers CS to Engagement Manager, one engagement binder at a time. If you do not plan on moving documents, proceed to
One time setup – Import Custom Reports into the Report Designer
.

Move documents from Workpapers CS

  1. In Workpapers CS, open last engagement completed for your target client.
  2. If there are only about 20 workpapers that need to be copied from Workpapers CS to Engagement Manager, in the Engagement Binders Tree of the Workpapers Dashboard, right-click the engagement briefcase, and choose Disconnect Workpapers to launch the Disconnect Workpapers wizard.
  3. Clear the checkboxes next to any workpapers that you do not want to disconnect from the engagement.
  4. In the File Location field, enter or browse to the location where you want to send the selected workpapers
  5. Select the Disconnect button to create a folder named with the client's ID, which contains the selected workpapers.
  6. Select folder or all documents using shift and control and drag over to a folder in Engagement Manager.
  7. Enter a reference on each document and indicate roll-forward status. This will default to Include.
  8. Drag documents to the proper folders in Engagement Manager.
  9. In the Engagement Binders Tree of the Workpapers Dashboard, right-click a workpaper with status of Disconnected and choose Discard Checkout.
  10. In the Discard Workpapers wizard mark the checkbox for one workpaper, then right-click, select all, click finish and this returns them to the engagement binder. The status of workpapers will change to Available.
  11. If there are more than 20 or so workpapers, repeat steps 3-12 but do it folder by folder instead of the whole engagement, so that it is easier to drag them into Engagement Manager.

One time setup – Import Custom Reports into the Report Designer

These custom reports will be used to export account grouping schedules and trial balance data into an Excel spreadsheet for later import into Engagement Manager.
  1. Select each link to download the Custom Reports:
  2. In Workpapers CS, go to
    File
    , then
    Report Designer
    . This may open in your task bar or behind the Workpapers CS dashboard.
  3. In the Report Designer, go to
    File
    , then
    Import
     and select
    WPCS to AF Report 1 - Trial Balance.rep
    , then select
    Open
    .
  4. Repeat Step 3 but this time select
    WPCS to AF Report 2 – Acct Groupings.rep
    , then select
    Open
    .
  5. Close the Report Designer.
  6. Setup your User Preferences
    1. In Workpapers CS, go to
      Setup
      , then
      User Preferences
      .
    2. Select the
      Reports
       tab.
    3. Clear the
      Output to Excel with cell merging
       checkbox.
    4. Clear the
      Output with text wrapping
       checkbox.
    5. Select
      OK
      .

Move trial balance data

You need to export trial balance data from Workpapers CS or Accounting CS into Excel, and then import it into Engagement Manager.
Instructions set 1 needs to be performed prior to importing your trial balance into Engagement Manager if:
  • You have added or modified the Account Classification Subcodes, or
  • You are using additional Account Grouping schedules other than the default Account Classification grouping.
If you do not fall into one of these 2 categories, go to “Instructions Set 2 – Prepare trial balance for import into Engagement Manager”.

Instructions set 1: Perform the following steps to import account groupings

  1. Determine which Account Groupings are currently being utilized on your Workpapers CS client engagement trial balance.
    1. In Workpapers CS go to File > Print Reports.
    2. Select the Report (WPCS to AF Report 1 – Trial Balance) from the Accounting folder.
    3. Double-click it to add it to the Selected Reports.
    4. Select
      Preview Selected
      .
    5. Make a list of all the Account Groupings schedule names that appear on this report for this engagement.
  2. Prepare one Excel file for each Account Grouping schedule you listed above for import into Engagement Manager.
    1. In Workpapers CS go to
      File
      , then
      Print Reports
      .
    2. Select
      WPCS to Engagement Manager Report 2 – Acct Groupings
       from the Accounting folder.
    3. In the Filtering and Sorting options, Filter the report for the first Account Grouping you previously listed.
      In this example, we’re exporting the
      Custom Grp 1
       Account Grouping schedule.
    4. Mark
      Output to File
      , select
      Microsoft Excel (*.xlsx)
      , then mark the
      Open file when complete
       checkbox.
    5. Save the Excel file with the name [Account Grouping Name]-[Client Name] for Import into AF.xlsx (Example file name: Custom Grp 1 – ALPHA – for Import into AF.xlsx).
    6. Repeat this process for any additional Account Grouping schedules that were previously listed.
  3. Edit each Excel file prior to importing it into Engagement Manager.
    1. Cut everything in blue and paste it into a new sheet in the same Excel file.
      You should end up with an Excel file with the yellow cells on Sheet 1 and the blue cells on Sheet 2.
    2. Save and close the file.
  4. Repeat Steps 1-3 for each additional Account Groupings schedule file you have.
  5. Perform the following steps to import each Account Grouping schedule file into Engagement Manager
    1. Import the codes and subcodes from Sheet 1
      i. In Engagement Manager, go to the
      Trial Balance
       Tab.
      ii. Select Account Groupings from the Setup dropdown menu.
      iii. Select
      Import
      .
      iv. Select Spreadsheet from the Source dropdown menu, then select
      Next
      .
      v. Drag and drop the first Excel file or browse to the Excel file [Account Grouping Name]-[Client Name] for Import into AF.xlsx
      vi. Select Sheet 1.
      vii. Select New from the Type dropdown menu.
      viii. In the Name field, enter the name of the Account Grouping schedule you wish to import.
      ix. Map the Account Groupings schedule column types for import.
      • Mark the checkboxes to omit the rows at the top of the table.
      • Map columns for Code, Code Description, Subcode, and Subcode Description by selecting the pencil icon.
      x. Select
      Done
       when you're finished.
    2. Import the codes from Sheet 2
      i. Perform only steps 5.a. (i. to v.) from part 5a. above.
      ii. Select Sheet 2.
      iii. Select Existing from the Type dropdown menu.
      iv. From the dropdown menu, select the same Account Grouping schedule you created from Sheet 1 above, then select
      Next
      .
      v. Mark the checkboxes to omit the rows at the top of the table.
      vi. Map columns for Code and Code Description by selecting the pencil icon.
      vii. Select Done when you're finished.
    3. Repeat steps 5a. and 5b. for each additional Account Grouping schedule file created in the previous section.

Instruction set 2: Prepare trial balance for import into Engagement Manager

  1. In Workpapers CS, go to
    File
    , then
    Print Reports
    .
    Remove any reports that may have been previously selected to print under Selected Reports.
  2. In the Accounting Folder under Reports, find the report
    WPCS to AF Report 1 - Trial Balance
     and double-click it to select it.
  3. Select the balance types you would like to import from the Sections to Include.
  4. Choose
    Print Selected
    ,
    Output to File
    , select Microsoft Excel (*.xlsx) from the dropdown menu, indicate your Destination, and mark the Open file when complete to review export data, and select
    OK
    .
    • This report has the Account #, Account Description, Account Type Code, Tax Code, Unit (Property Code), Account Classification Code, Account Classification Subcode, Up to 4 Additional Account Groupings Code and Subcode Columns, Current Year Adjusted Balance, Current Year Report Balance, Current Year Tax Balance, plus Adjusted, Report and Tax Balances for up to 4 additional Prior Years.
    • The Unit (Property Code) is the equivalent to the unit number for Schedule C’s, E’s, and F’s in your tax software. It may not be applicable to your client.
  5. In Excel in the Account Classification Code column, you need to replace the Code
    NPE
     with the Code
    FA
    . Workpapers CS uses the code NPE for Fixed Assets, however Engagement Manager uses FA and accounts marked with
    NPE will error out
     upon import.
  6. If you used PE in the Account Classification Subcode column, you also need to replace those with EQUIP, BUILD or LAND, as appropriate.
  7. If you customized the subcodes on the Account Classification grouping and have renamed the grouping, for example to “Account Class Custom”, insert a column and copy the Account Classification Code column to the new column and rename the customized grouping code and subcode columns to “Account Class Custom” Code and “Account Class Custom” Subcode.
  8. If you plan on exporting Tax Details from the Engagement Manager Trial Balance and importing into your tax software and if you utilize a separate software for Fixed Assets or Depreciation data, you can use the Tax Code 88888 on any fixed asset, accumulated depreciation, accumulated amortization, depreciation expense, and amortization expense accounts. This will prevent those account balances from importing into your tax software.
    • This code means it will appear on the Tax Code report but will not import into your tax software.
    • You may also want to consider putting that code on any equity/retained earnings type of accounts, so that your tax software also calculates that for you.
  9. Save as [Client Name]-Trial Balance -[Period/Year] for Import into AF.xlsx
  10. Close the Excel file.

Import the prepared trial balance file

Prior to importing the Trial Balance verify that all the Account Grouping schedules (codes and subcodes when applicable) exist in your engagement.
To verify, go to the engagement and from the Trial Balance tab, Setup, then Account Groupings and verify that the grouping schedules related to the grouping codes you'll be importing from the [Client Name]-Trial Balance -[Period/Year] for Import into AF.xlsx are present.
For example:
  1. Open the client engagement you created in AdvaceFlow, go to the Trial Balance tab and select
    Data
    , then
    Import
    .
  2. Drag the trial balance file in or browse to the location of the trial balance file (import files must be .xlsx format), then select
    Next
    .
  3. Select Sheet 1 from the Select worksheet dropdown menu.
  4. Decide on Duplicate accounts treatment by selecting the dropdown menu. We recommend to leave as the default of Display as errors.
  5. Decide on the option to Exclude accounts with zero balances, or you can delete them from the Trial Balance tab after they are imported.
  6. Select
    Next
    .
  7. Omit header rows and any rows that do not have an Account Number in them by checking the box in the Omit column of the grid.
  8. Map the data in each column to a Column Type by selecting the pencil icon next to
    Not Used
     at the top of each column.
    Any Columns left as
    Not Used
     will be ignored during the import.
    Column header
    Map to column type
    Account
    Account Number
    Account Description
    Account Description
    Type Code
    Not used
    Tax Code
    Tax Information-Tax Code
    Property Code
    Tax Information-Property Code (or not used)
    Account Classification Code
    Account Grouping-Account Classification-Code
    Account Classification Subcode
    Account Grouping-Account Classification-Subcode
    If applicable due to customizing of Account Classification Subcodes map the following:
    Column header
    Map to column type
    Account Class Custom Code
    Account Grouping-Account Class Custom-Code
    Account Class Custom Subcode
    Account Grouping-Account Class Custom-Subcode
    Custom Grp1 Code
    Account Grouping-Custom Grp1-Code
    Custom Grp1 Code Subcode
    Account Grouping-Custom Grp1-Subcode
    The current year balance may only be imported into the Unadjusted Balance in Engagement Manager. Choose which balance you want to map to the current year Unadjusted Balance.
    Column header
    Map to column type
    CY Adjusted, Report or Tax
    Unadjusted Balance-Current Period[CP]-DR/CR
    PY Adjusted
    Adjusted Balance-Prior Year Date-DR/CR
    PY Report
    Report Balance-Prior Year Date-DR/CR
    PY Tax
    Federal Tax Balance-Prior Year Date-DR/CR
  9. Scroll to the bottom, then select
    Done
     when all columns have been mapped.

Follow these steps if you experience errors during the import:

  1. In the Issues column, select the filter dropdown arrow.
  2. Expand Select all, mark Errors, then select
    Apply
    .
  3. Errors will be indicated by a symbol in the Issues column.
    1. In the example above there is a blank Account Number, a blank Account Description, and duplicate Account Numbers.
    2. The errors can be fixed by clicking directly into the cells in the grid.
    3. After fixing any errors and omitting rows that do not need to be imported, if any, select
      Done
      .

This article applies to:

  • Product: Engagement Manager
  • Subject: Integration
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