Setting up your screen to add a record to a binder

Once you have created a binder and linked a data source, you can link documents to relevant trial balance accounts in the index screen (both in the web and in the Excel taskpane). 

If you have two screens available, it's advisable to open the Excel workbook on one and the web browser on the other. If you're working with a single screen, open the Excel workbook and utilize the task pane for web access.

For more information regarding using the online or Excel binder, see the knowledge article: How to use online and Excel binder.

Linking a record template

To add a record, click the 'Add Record' button located on the right-hand side of the account line.

Choose the recommended bank record template.

A bank record template will populate the Excel binder, likely on your second screen.

The bank name and balance date ought to auto-fill using the data in the binder. If this does not happen, or the information is incorrect, you have the option to manually adjust it. Proceed to input the remaining bank details, such as the BSB, account number, and the balance as per the statement.

The reconciliation indicator on the record template will turn green.

A green tick on the index signifies a two-way match between the record template and the general ledger.

Click on the checklist icon next to the specific line item.

The screen will present a series of questions for your attention. Kindly select the relevant checkboxes and provide responses to the corresponding questions. Note that your admin team may add extra items to the checklist if needed. 

Click "Close" when finished. Then, select the page icon as shown below.

A window will display giving you the option to add a document.

Select click here to add your document

Choose your document and click 'Open' to save it against your trial balance item.

Finally, make sure to set the status to 'Ready for Review'.  

Add another record

Next, let's proceed to the next account and choose 'Add Record'.

There are various types of records, including Record Templates, links to Existing Sheets, Comments, General Ledger information, and links to External Values. We will explore some of these shortly.

Example: Adding a comment

Select Add Record and select Comment

Add your relevant note and save and close.

Finally, ensure the status is set to In Progress.  

One account is ready for review, and the second account is in progress.

Adding a trade debtors record template

Navigate to your Trade Debtors account, click on 'Add Record,' and then choose 'Trade Debtors. 

A trade debtors record template will be added to the Excel binder. When the binder is linked to a Xero or QBO file, it will automatically populate a list of debtors in the template. If there is no connection to a Xero or QBO file, the information must be entered manually.

The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.

Hint: When filling out the record template, we recommend you minimise the taskpane by using the arrows on the left-hand side of the taskpane to do so. 

To finalise the record template to ensure it is ready for review, select the Checklist Icon complete the checklist carefully.

Close the window when you have finished

Finally, ensure the status is set to Ready for Review.  

Linking a document

Example: Adding a document and reconciling against the document only

Click Add Record on the right-hand side of the account.

Select + Add Record from the display

The following screen will display. You can either drag and drop, click to upload or add a hyperlink to a document to add. Additionally, you are able to add a document stored locally, in Active, FYI Docs or HowNow X. 

The documents that are stored in Active includes all the documents which have been linked to the accounts - this is an automatic process.

In this example, drag and drop a file into the designated area. A pop-up window will appear; enter the reconciliation amount and confirm that the document is properly linked. If necessary, you can add additional documents. 

Click Save and Close. 

Finally, ensure the status is set to Ready for Review as demonstrated above.

Linking to an existing sheet

Example 1: Linking to the existing bank record template

Click Add Record then click + Add Record from the dropdown menu

The following screen will display. Select Link to Existing Sheet. 

Select the F10 Bank record template.

Select the appropriate bank account to link the record template to. Click Save and Close. 

The existing bank record template will be populated to the Excel binder.

Hint: When filling out the record template, we recommend you minimise the taskpane by using the arrows on the left-hand side of the taskpane to do so. 

The bank name and balance date should pre-populate using the information already in the binder. If it has not or is incorrect, you are able to manually override this information. Enter the remaining bank details, including the BSB, account # and balance per the statement.  

The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.

As you have already completed the checklist items for the Bank record template and are linking the same template to another bank account, you will not be required to complete this again. 

The record template will now be reconciled.

Finally, ensure the status is set to Ready for Review.  

Example 2: Creating your own worksheet and use the link to existing sheet feature

For information on how to create your own worksheet and use the link to existing sheet feature, see knowledge article: How to add your own worksheet to a binder.

Linking to an account general ledger

Select your trial balance line item and Add Record then + Add Record

The following screen will pop-up. Select General Ledger. 

The reconciliation field will pre-populate to be the account balance, and Rollover this record will be ticked. Keep this ticked if you want the record template to be rolled over to the following year as a record recommendation. 

Click Save and Close.

The general ledger for the account will be populated to the Excel binder. 

The general ledger will pull data from any of the integrated cloud accounting files including Xero, MYOB, QBO, etc.. If the binder is not connected to an integrated cloud accounting file, manual input will be required. 

The reconciliation indicator will turn green on the record template, and a green tick will appear on the index to indicate that there is a two-way match between the record template and the general ledger.

The record will now be reconciled.

Finally, ensure the status is set to Ready for Review.  

Linking to an external value

Within Active Workpapers you have the ability to link a value from one clients binder to another. This is generally used for inter-entity loans, for example. 

To link to an external value, click Add Record then + Add Record

The following screen will pop-up. Select Link to External Value. This will trigger a drop-down list with three options: link to external field, link to external account or link to Active Ledger account. Click External Account - this is the most commonly used option. 

Select the binder you wish to extract an account value from. In this example, I am going to select the Johnston & Co Pty Ltd 2023 Accounts and Tax binder. 

Select the account you wish to reconcile against. In this example, I am going to link the Loan: Johnston Family Trust (2023) account. 

Give the record a title and review the information, click Save and Close. 

The value will be populated to the Excel binder.   

A green tick will appear on the index to indicate that there is a two-way match between the external binder value and the general ledger.   

The record will now be reconciled.

Finally, ensure the status is set to Ready for Review.  

Linking a document within a worksheet cell

Within Active Workpapers you have the ability to link a supporting document within a worksheet cell. 

For this example, we will add a document link to the bank record template. To do this, navigate to the worksheet, and right click on the cell you wish to link the document to. Hover over the Active Workpapers option and select Add Document Link. 

The following screen will pop-up. You can either drag and drop, click to upload or add a hyperlink to a document to add. Additionally, you are able to add a document stored locally, in Active, FYI Docs or HowNow X. 

The documents that are stored in Active includes all the documents which have been linked to the accounts - this is an automatic process.

For this example, we will drag & drop a file into the box. Click Save. 

The document link will populate into the cell you clicked on, and an icon will show next to the record template showing that a document is linked. 

To view this document, you can either click on the hyperlink or select the icon next to the record template. 

You can repeat this process as many times as you wish.  

Finally, ensure the status is set to Ready for Review.