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This article applies to:

  • Product: SurePrep
  • Sub-Product: SPbinder

Binder Template Setup

Learn how to create, manage, map, and customize binder templates and predefined workpapers in SPbinder.
SurePrep provides predefined templates for SPbinder, but you can also create your own. By creating your templates, you can customize how a binder's index folders will look like in the
INDEX TREE
.
To configure or create a binder, go to
Admin
SPbinder
Binder Template Setup
.
Select Biner Template Setup.

Binder Template Setup

SurePrep Predefined Templates
SurePrep lets you use predefined templates, or create custom templates of your choice.
Predefined templates are available for binder types 1040, 1041, 1065, 1120 and 1120S for each of the following tax application GoSystem Tax RS, Lacerte, UltraTax CS, UltraTax CS (Virtual Office CS or SaaS), Others, and CCH Axcess Tax. You can choose the template corresponding to the tax application that you use.
TEMPLATE NAME and MAPPING columns in FileRoom.
note
  • You'll only be able to view the predefined templates for the tax application that your company uses. Predefined binder templates can't be edited or deleted.
Creating a New Binder Template:
Creating a new binder template will let you create new binders with pre-existing Index and source documents of your choice. These custom binder templates can be used for multiple binders in FileRoom, saving you the effort of creating a new index for each binder.
Follow these steps to create a new binder template:
  1. Select the
    New Template
     New Template button button. A blank row will be added.
  2. Enter the required fields marked with a red line Red line.
    Details for each column:
    • Template Name:
       Enter the Template name here.
      note
      The binder
      Template Name
       should be unique. No 2 templates with the same name can be created.
    • Binder Type:
       Choose the binder type from the dropdown.
      note
      Apart from the predefined binder types, the dropdown will also include the binder types added through the
      Custom Binder Type
       tab.
    • Tax year:
       Select the proper tax year from the dropdown.
    • Required Index numbers:
       If you require an index number with an index name, select
      Yes
      from the
      Require index numbers
      dropdown.
    • Mapping:
       Once you save the new template, this column will display a link.
      Select here to know more about mapping.
      note
      You can't do mapping for a custom binder. Hence, this column displays
      N/A
       (Not Applicable) when the binder type selected is Custom binder.
    • Status:
       Select the status from this column as
      Enabled
      /
      Disabled
      . If the status is
      Enabled
      , only then the binder template will be displayed in the
      Create New Binder
      window.
  3. Select the
    Save
     icon Save icon to save the details. Select the
    Cancel
     icon Cancel icon to close without saving any changes.
    Created By
     and
    Created On
     fields will be auto-populated.
    note
    If a required field Red line is not completed before you select the
    Save
     icon Save icon, a reminder message will appear after the required field.
    Create a new row in FileRoom.
  4. Once you select the
    Save
     icon Save icon, the new binder template will be added to the
    Binder Template Setup
     table.
    note
    If you can't view your template added to the table, select the next page
    >
     button to view the rest of the table.
Creating Templates from Existing Templates:
  1. Select the existing template you want to copy and select the
    Copy
     Copy icon icon.
    Select the Copy icon
    note
    Before using this template to create a new binder, select the Mapping link and ensure that the mapping is done properly. The
    Template Name
    ,
    Tax Year
    , and
    Status
     column will be auto-populated and defaulted to the original binder. You may change the selection as required.
  2. Change the
    Template Name
     to a new name.
    Binder Type
     and the
    Require Index Numbers
     column will be auto-populated and uneditable.
    BINDER TYPE and REQUIRE INDEX NUMBERS columns greyed out.
  3. Select the
    Save
     icon Save icon to save the details.
  4. The created binder template will be added to the
    Binder Template Setup
     table.
    note
    This screen will only let you customize the engagement types. SurePrep-defined templates will be available in
    FileRoom
    ,
    Create New Binder
     window.
    New binder template in the Binder Template Setup table.
Open a binder template
Opening a binder template will let you create Index sections and add source documents for future binders.
To open a custom binder template, select the
Open
 Open icon icon under the
Options
 column. This will download a SPbinder file from your browser.
Select Open binder template.
note
You can't open and edit the SurePrep predefined templates.
Select the downloaded SPbinder file to open SPbinder.
No Documents in SPbinder.
You can now create an index by adding folders and subfolders in the Index tree.
Add Index Section in SPbinder.
You can drag-and-drop additional documents to the template to be used in multiple binders.
Add a document to the index in SPbinder.
Delete a binder template
To delete a binder template, select the
Delete
icon Delete icon.
Delete a template from FileRoom.
A
Binder Template Setup
 window will appear. Select
Yes
 to delete the template. Select
No
 to cancel deleting the template.
Binder Template SetUp icon
View binder templates
To view binders created using templates, select
Show Binders
. All binders created in the FileRoom will be listed in this window. To revert back to templates, select
Show Template
.
Select Show Binders in FileRoom.
The
Clear Filter
 button removes all filters that have been either applied on individual columns or when the search option has been used.
note
The
Clear Filter
 button turns on when the filters are applied on columns or when the search field is used for searching a specific row. Otherwise, it remains inactive or grayed out.
Export binder templates
To export data from the
Binder Template Setup
 tab to Excel, select
Export to Excel
.
Select
Open
 to open the Excel file. Select
Save
 to save the Excel file to a specific location before opening it.
If you want specific data to be exported, use the search and/or filter functionality on individual columns, then select
Export to Excel
.
note
The Export to Excel, Clear Filter, and Search functionality is also available for the
Show Binders
 section under
Binder Template Setup
 tab.
Search binder templates
Use the search field Search bar to search for data. The search functionality applies to the following columns under the
Custom Binder Type
 tab:
  • Template Name
  • Binder Type
  • Tax Year
  • Mapping
Search templates in FileRoom.
For help with the
Binder Template Setup
 section, select the Help icon Help icon beside
Export to Excel,
.

Automatic Workpaper Number Generation in SPbinder

With the help of
Index/Review Tree
, you can define the format used for future automatic number generation. When placed under a particular Index section, each workpaper will use the automatically generated number as an index number.
You can generate Automatic Workpaper Numbers through the
Add Index Section
 window. The defined workpaper number scheme will apply only to the Index section for which it is defined.
Follow these steps to create an Index Section with indexed workpapers:
  1. Open the template file in SPbinder. On the Index/Review Tree, select the picklist icon adjacent to the
    Add Index
     icon. Select
    Add Index section
    .
    Select Add Index Section.
  2. In the
    Add Index Section
     window, enter
    Section #
     and
    Section Name
    Add Index Section window
    .
    note
    Fields that are marked with a red line Red line are required. Attempting to save the binder type without filling in the required field will display a notification messages.
    The
    Account Index Section
     window will only display the
    Section Name
     field if the binder template doesn’t have the
    Require Index Numbers
     enabled in the
    Account Admin
    .
    Add Index Section window.
  3. Define the Automatic Workpaper Number Generation order.
    • First Index #:
      Enter the 1st index number that you want to assign to your first workpaper.
    • Increment Index#
      : Enter the number by which you want to increment the index number of each subsequently added workpaper.
      Define the Automatic Workpaper Number Generation order section
  4. The
    Result
     at the bottom of the window displays the index number preview for the 1st increment.
  5. Select
    Save
     to create an index in the Index tree.
  6. When you add a workpaper to this Index section, the
    Add Workpaper
     window appears. The 1st
    Workpaper#
     is auto-populated according to the
    First Index#
    .
    Workpaper # field
  7. Select
    Save
     to index the workpaper.
  8. For the subsequent workpapers indexed to the same Index section, the workpaper number will increment in the order defined in the
    Add Index Section
     window.
    Increased workpaper number.
    Each document indexed under this workpaper will be suffixed by the order in which it was scanned.
    For example:
     If it is the 1st document that you are indexing under the workpaper, then the workpaper number will be suffixed by '1'. And, if it is the 2nd document that you are indexing then the workpaper number will be suffixed by '2'.
    Indexed page number example.
note
The ability to define automated workpaper number generation will be available only in the binder templates at the creation of the Index section. This functionality won’t be available in the SPbinder created using the binder template.

Mapping

Mapping lets you add the standard indexes to your templates. This functionality only applies to Binder Type 1040 and 1041.
note
For
Custom Binder Type,
 this column will show
N/A
 (Not Applicable).
The
Mapping
 column will display
None
 for templates with the Binder Type set to 1040 or 1041. Follow these steps to set up Mapping:
  1. To set up
    Mapping
    , select
    None
    .
    Select None from the Mapping column.
  2. The
    Mapping
     window will appear.
    Mapping window.
  3. From the
    Tax Software
     dropdown, select the required tax application.
    Select a tax software from the Tax Software drop-down menu.
  4. The Standard tree for the selected tax application will be displayed in the side panel.
    SurePrep Standard Tree window.
  5. Select required indexes from the
    SurePrep Standard Tree
     panel and then select a required index folder from the
    Index Tree
     panel to which you want to add indexes. Select the
    Add
    icon.
    Select the Add icon.
  6. Once the selected Indexes are added in the Index tree, select
    Save
    .
    Select Save.
  7. The indexes added in the template will apply to all the binders which are created using this template.

Manage Pre-defined Workpaper

  1. Once the binder template is open, to add/edit/delete predefined workpapers, select the
    Manage Predefined Workpaper
     icon.
    Select Manage Predefined Workpaper.
  2. Manage Predefined Workpaper Names
    window will appear. To add a predefined workpaper, select
    Add Predefined Workpaper Names
    .
    Select Add Predefined Workpaper Name.
  3. A blank field will be added. Required fields are indicated with a Red line line.
    New field appears.
  4. Enter
    Workpaper Name
     and
    Description
    .
    Workpaper Name and Description data provided.
  5. On index
    Sections,
     select the dropdown to display the current Index tree structure. Drag and pull the expand icon to resize the window. Select the expand icon to further expand and view the folders in the Index tree.
    Select the Expand icon.
    note
    The
    Sections
     dropdown options only show the current Index tree structure. Mapping Index from the
    Account Admin
     won’t be included as options.
  6. Check the checkbox next to the folders you want the workpaper to be available in. The selected workpaper names will be displayed in the Index section field.
    Select the checkbox for each folder.
  7. By default, the added workpaper status will be
    Enabled
    . Select the
    Save
     icon Save icon to save the entered details. Select the
    Close
     icon Close icon to close without saving any changes.
  8. On saving the workpaper details, it will be displayed in the window.
    Saved workpaper details.
  9. To edit predefined workpapers, select the
    edit
     icon to turn on the field and make the necessary changes.
    note
    You don’t have to edit the field to
    Enable
    /
    Disable workpaper
    . You can select the Status link and change the status. This change will be auto-saved by the system. The current system will be displayed in bold.
  10. Select the
    Delete
     icon to permanently delete a field from the
    Manage Predefined Workpapers Names
     window. A confirmation window will be displayed for the same.
    Delete a workpaper
  11. Select
    Yes
     to permanently delete the predefined workpaper. Select
    No
     to close the window without saving any changes.
    Delete confirmation window.
  12. The changes made
    Manage Predefined Workpaper Name
     window will be reflected in the
    Add Workpaper
     window when any document is moved to those sections in the Index tree.
    Updated Manage Predefined Workpaper Name
  13. When you try to index any Workpaper into the sections defined in the
    Manage Predefined Workpaper Names
     (in this instance for workpaper Name Checklist – CPA Instructions and Client Organizer) the Checklist workpaper will be available in the
    Available Predefined Workpapers
     panel in the
    Add Workpaper
     window.
    New workpaper in the Available Predefined Workpapers panel.
    note
    This predefined Checklist Workpaper will only be available for CPA Instructions and Client Organizer sections. This predefined workpaper won’t be available for any other sections in the Index tree.
  14. Roll forward
     the workpaper if you will be copying the current binder template again in the next year and want the workpaper to be available. Workpapers that are not marked for
    Roll Forward
     won’t be available when you copy this template to make a new one.
  15. To filter the information in the
    Workpaper Name
     and
    Description
     columns, select the
    Filter
     icon. Select the
    Close
     icon to close the
    Manage Predefined Workpapers Names
     window.
    Filter Workpaper Name and Description columns.

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