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Prepare financial statements

Deze functie is alleen beschikbaar in de CaseWare Cloud Samenstel app.

To prepare a financial statement, go to the Documents page and select the financial statements document to open it. Some data already populates in the document as you set up your engagement, such as the cash flow statement and the trial balance data. You can review the existing information and make any necessary modifications or customizations.

Let op: See Customize financial statements layout and Customize financial statements content for all the customization tasks related to financial statements.

View guidance information

You can find guidance information in the document in the form of:

  • a Guidance area in the Document Map that holds special instructions or assumptions relevant to the financial statements document.

  • text within a yellow background that holds guidance information relevant to a specific item in the document, such as a financial statement area, a note or a report paragraph. You can hide or show the guidance information for an item by selecting the lightbulb icon () next to it.

Let op: Guidance information is only available in the document if it’s been configured in your product.

Use non-consolidated data in the financial statements

In a consolidation engagement, you can remove the consolidated data from your financial statement and only use the non-consolidated data. For example, if you need to prepare separate sets of financial statements for the parent entity and the subsidiaries (consolidated entities).

The document's default setting is to include the consolidated data.

To use non-consolidated data in your financial statement:

  1. Open the financial statement and go to the Document Map.

  2. Select Settings () , then clear the Use non-consolidated data check box.

    The consolidated data is no longer available in the financial statement.

To include the consolidated data in the financial statement, select the Use non-consolidated data check box again.

Exclude prior year information from the financial statements

The prior year information displays in the financial statement tables by default. You can exclude the prior year information from the statement if it's irrelevant. For example, you can exclude the prior year information in your financial statement if the current year is not directly comparable to the prior year.

To exclude prior year information:

  1. Open the financial statement and go to the Document Map

  2. Select the Settings (), then clear the Show prior year check box.

  3. The prior year information is no longer available in the financial statement tables.

Select the Show prior year check box to show the prior year information again in all areas of the statement.

View details of accounts and groups

You can select a specific account in any financial statements table to view its trial balance data.

To view account details, select the account to display the Account Details popup which shows the trial balance data for this account.

Account Details popup

You can also expand or collapse groups to either view data for each account in the group or view the total amount for the accounts in a group.

Een rij inklappen of uitvouwen:

  1. Klik op de pijl omlaag () om een rij in te klappen.

    Deze rij toont nu de bedragen voor iedere rekening in die groep. Ook wordt overige informatie getoond voor iedere rekening (zoals verwijzingen).

  2. Klik op de pijl omhoog () om een rij in te klappen.

    Deze rij toont nu het totaalbedrag van alle rekeningen in die groep.

Let op: You cannot collapse or expand groups unless the setting for Accounts in the table is either Included (Collapsed) or Included (Expanded). To learn more, see Set a default display option for accounts and groups.

Set a default display option for accounts and groups

You can predefine how groups and accounts display in each table in the financial statements. For example, you can set a table to show groups collapsed by default.

To set the display option for groups and accounts in a table:

  1. Selecteer de tabel waarin u een pagina-einde wilt invoegen.

  2. Select More actions () | Edit Dynamic Table.

  3. Select Settings ().

  4. Choose the desired option for Accounts.

  5. Available options:

    • Excluded - Show groups only in the table.

    • Included (Collapsed) - Show accounts and groups in table, where groups are collapsed by default.

    • Included (Expanded) - Show accounts and groups in the table, where groups are expanded by default.

  6. Als u wilt afsluiten klikt u op Opslaan & Sluiten.

Review group and account balances

To review group and account balances, see Review group and account balances in the financial statements.

Replace text and field placeholders

The financial statement typically includes an introductory letter created from a template. The template’s content can include placeholders for some text and fields that you need to replace with specific information related to your engagement, organization or client.

The Placeholders indicator at the top of the Document Map tracks your progress on placeholders. It shows the number of placeholders that haven’t been replaced by actual information. You can also select the indicator to navigate to the next empty placeholder.

Placeholders indicator in Financial Statements

To replace a text placeholder:

  1. Select the text placeholder.

    Tip: The blue highlighted text in the document are placeholders.

  2. At the Text Placeholder popup, replace the placeholder text and select Save.

    Tip: If you don't want to change the placeholder text, you must select the placeholder and select Save at the Text Placeholder popup so it’s removed from the placeholders count at the top.

To replace a field placeholder:

  1. Select the field placeholder.

    Tip: The blue drop-down fields in the document are field placeholders.

  2. Select a value or specify a date as indicated in the placeholder field.

Dynamische tekst en termen in de woordenlijst van de opdracht aanpassen

Let op: You can only change an existing glossary term or a dynamic text output if the override option is enabled in your product.

Een woordenlijst voor de opdracht bevat termen. Termen zijn woorden en zinnen die vaak terug kunnen komen in de tekst van het product. Als een term gewijzigd wordt, is het overal aangepast waar de schrijver dit bedoelt.

Dynamische tekstvelden veranderen als er aan bepaalde voorwaarden voldaan wordt. Bijvoorbeeld, als de klant een vraag in een checklist wil beantwoorden met 'ja', dan staat er 'correct' in het dynamische tekstveld.

Your documents may contain terms from the glossary or dynamic text fields. U kunt termen uit de woordenlijst of dynamische tekst opheffen, maar de opties daarvoor zijn wel afhankelijk van welk product u gebruikt.

Het aanpassen van termen in de woordenlijst of de dynamische tekst output:

  1. Selecteer het tekstgebied in het document waar u een verandering wilt aanbrengen.

    Termen of dynamische tekstvelden worden gemarkeerd in grijs.

  2. Selecteer de term of de dynamische tekst om het venster Data Link te openen.

    Als u de term selecteert kunt u klikken op het icoon voor informatie () om zo te zien waar en hoe vaak deze term gebruikt wordt.

  3. Verander de Output naar wens en klik dan op Opslaan.

Als aan de Output-voorwaarde is voldaan wordt de tekst overal in de opdracht aangepast. Als na de wijziging aan een andere voorwaarde wordt voldaan dan verandert de Output in overeenkomst met de ingestelde tekst voor die voorwaarde.

Review the Statement of Cash Flows

The Statement of Cash Flows is automatically generated from the trial balance data. You can review the Statement of Cash Flows and make changes if needed. For example, you can add cash flow data that's not derived from the trial balance so it transfers through to your balance sheet.

To populate the Statement of Cash Flows in your financial statements document, select Add () | Statement of Cash Flows at the Document Map.

Let op: The setup of the Statement of Cash Flows determines the edit options that are available to you. For example, you can have the option to add data in the Statement of Cash Flows but not to modify existing data.

To add data in the Cash Flow statement:

  1. Go to the group where you want to add data.

  2. Select Settings () | + Input row.

    A new row is appended to the group.

  3. Enter the cash flow data in the gray fields.

    Entries are automatically saved.

To edit existing balances in the Cash Flow statement:

  1. Go to the cash flow line where you want to modify balances.

  2. Select Settings () | Override calculated balances, then edit the balances as needed.

    Changes are automatically saved.

You can select Settings () | Use calculated balances to revert back to the original balances.

Create a note

Notes to the financial statements are important disclosures that further explain numbers on the financial statements document. You can create single notes and you can also create a note hierarchy (main category notes and subcategory notes) to classify and organize the notes.

Let op: You can only have a three-level hierarchy.

To create a note:

  1. Select the Notes to the Financial Statements area at the Document Map.

  2. Select Add () | Create Note.

A new note area is added in the document with a default title Note title. You can select the default title and change it.

To create a note hierarchy, add subheadings to existing notes.

To create a note hierarchy:

  1. Select the Notes to the Financial Statements area at the Document Map.

  2. Select the note that you want to create a hierarchy for, then select Add ().

    The applicable heading displays under Heading.

  3. Select the applicable heading.

  4. A subcategory note is added in the document with a default title Note title. You can select the default title and change it.

To add content to a note, select Add () and choose one of the following content types:

  • Tekstsectie
  • Dynamische tabel
  • Pagina-einde

You can add more than one content type in a note.

Add a note from library

Notes to the financial statements are important disclosures that further explain numbers on the financial statements document. You can add notes to include supplementary information about the results of your engagement for your client for instance.

The Notes library provides a pool of predefined notes which allows users to easily find and add notes in the financial statements document. It also features a search field where you can filter the library notes by title or by trial balance group (if available).

Use the notes library to browse, search and add notes to the financial statements.

To add a note from the library:

  1. Select the Notes to the Financial Statements area at the Document Map, then select Add () | Insert from Library.

    The Notes Library opens defaulted to the CATEGORIES tab, which shows the hierarchy of note titles (main categories and subcategories).

    Depending on your product setup, the GROUPS tab can be available so you can also browse the library based on the financial statement areas (trial balance groups) that the notes are related to.

    If you select a category or group, the number of available notes in the selected category or group displays at the View notes option at the top. If no category or group is selected, the total number of notes in the library displays at the View notes option.

    In the following figure, the library opens showing the available note categories. For instance, the Summary of accounting policies category has 61 notes within various subcategories. And since we haven't selected a category yet, the View notes option shows the total number of notes in the library (256 notes).

In the CATEGORIES and GROUPS tabs, you can browse a specific note category or trial balance group by selecting the arrow ().

In the following figure, we selected the arrow next to Summary of accounting policies to view its subcategories. Note that the View notes option now shows the number of available notes within Summary of accounting policies (61 notes).

You can select View notes to switch to a note-only view, where the library lists all the available notes in the current category or group. In the note-only view, the trial balance groups show in light gray beneath the note. A preview option is also available in the note-only view. Select PREVIEW to display a preview of the content of a specific note.

In the following figure, we selected View notes. The library now only displays the 61 notes within the Summary of accounting policies category.

The search field at the top allows you to filter the list. You can filter by title or by trial balance group. Once you start typing a keyword, the library shows the matching results.

In this example, we typed cash in the search field to filter the notes associated to Cash within the Summary of accounting policies category.

  1. Select the check box next to the notes that you want to add in the document.

    You'll notice that the number of added notes displays at the Show selected notes indicator () at the top.

    If you select the Show selected notes indicator, you can view a preview of the content of each selected note. Note that dynamic tables don’t show in the preview.

  2. Select ADD on the top right corner of the page.

  3. The note is added in the financial statements document and is no longer available in the Notes library.

    In the Document Map, the newly added notes are marked by the New Note indicator (). Once you select a newly added note, the indicator () is no longer available.

You can also use the Notes library to add notes from a specific note category using the Add () button in the note area.

To add a note from a specific category:

  1. Select the desired note category.

  2. Select Add ().

  3. The library opens showing only the notes belonging to the selected category.

  4. Select one or more notes, then select ADD.

    The note is added in the financial statements document and is no longer available in the Notes library.

You can also remove a note you've added from the Notes library. For example, if added by mistake.

To remove a note added from library from the document:

  1. Go to the note that you want to remove.

  2. Select More actions () | Exclude.

The note is removed from the document and is now available in the Notes library.

Link an account or a group to a note in the financial statements

A note reference is a link to an existing note in the financial statement. You can add note references in table rows in the financial statement. For example, to link an account or a group to an existing note that holds related details or information.

To add a note reference in a row:

  1. Selecteer de tabel.

  2. Klik op Meer acties () | Dynamische Tabel bewerken.

    De tabel wordt opnieuw geopend in bewerkmodus.

  1. Go to the row where you want to add a note reference.

  2. Select the Add () button above the row.

  3. Choose Commentary row.

    A note reference is added right above the row.

  4. Select (Note#) to display a list the existing notes in the financial statement.

  5. Select a note from the list to reference it in the row.

    You can also select Show hidden notes to reference a hidden note .

  6. Als u wilt afsluiten klikt u op Opslaan & Sluiten.

The number of the referenced note displays next to the row name.

You can also reference notes in columns.

To add a note reference in a column:

  1. Add a column in the table.

    1. Selecteer de tabel.

      Aan de rechterkant van de tabel staan icoontjes voor tabelopties.

    2. Klik op Meer acties () | Dynamische Tabel bewerken.

    3. De tabel wordt opnieuw geopend in bewerkmodus.

    4. Controleer waar u de kolom wilt toevoegen.

    5. Klik bovenaan de tabel op het icoon Toevoegen ().

    6. De kolom wordt toegevoegd en de opties om de instellingen aan te passen verschijnen op het scherm.

  2. Select the header of the new column and change the column type to Note reference.

  3. Enter a header and specify the desired width.

  4. Select Done.

  5. The new column is added in the table with empty references (#).

  6. Specify the note references for each row.

    1. Select an empty reference (#) to display a list the existing notes in the financial statements document.

    2. Select one or more notes from the list.

    3. You can also select Show excluded notes to reference excluded notes.

  7. Als u wilt afsluiten klikt u op Opslaan & Sluiten.

You can also use the above methods to change a note reference or you can change it directly from the table.

To change a note reference directly from the table:

  1. Select the note reference that you want to change.

    A list the existing notes in the financial statement displays

  2. Select one or more notes from the list to reference in the row or column.

    You can also select Show hidden notes to reference hidden notes.

Add data in the financial statements tables

You can include more information in your financial statement. You can add columns or rows into tables and rearrange rows. You can also modify the account group settings.

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Een rij toevoegen in een dynamische tabel:

  1. Selecteer de tabel.

  2. Klik op Meer acties () | Dynamische Tabel bewerken.

    De tabel wordt opnieuw geopend in bewerkmodus.

  1. Controleer waar u de rij wilt toevoegen.

  2. Klik aan de linkerkant op het icoon Toevoegen ().

  3. Selecteer een van de volgende opties:

    Gegevens saldibalans: voeg een rij in met gegevens uit de saldibalans. U kunt zowel een rekening als een groep invoegen. If the group has subgroups, they are inserted into the table as well. Note that you can hide a trial balance group row in the table if needed (see hide trial balance group rows).

    Invoer rij: voeg een tekstveld toe. U kunt hier zelf tekst invoeren.

    Opmerking rij: voeg een rij toe voor opmerkingen. Er wordt standaard een referentie ingevoegd naar al bestaande notities in de jaarrekening. Deze referentie kunt u ook verwijderen en zelf nog een opmerking toevoegen.

    Tussenregel: voeg een witregel toe. Hiermee kunt u de leesbaarheid verbeteren.

    Pagina-einde: voeg een pagina-einde toe tussen de rijen.

    Aangepaste groep: voeg een rij toe voor een aangepaste groep. Hiermee wordt een tekstveld ingevoegd (om een titel of korte beschrijving te geven van de groep). Ook wordt een rij ingevoerd voor het Totaalbedrag voor het totaal van de rijen in deze aangepaste groep.

  4. Als u wilt afsluiten klikt u op Opslaan & Sluiten.

Een rij verplaatsen:

  1. Selecteer de tabel.

  2. Klik op Meer acties () | Dynamische Tabel bewerken.

    De tabel wordt opnieuw geopend in bewerkmodus.

  1. Naast een rij staat het icoon voor Verplaatsen ().

  2. Gebruik dit icoon om te rij te slepen.

  3. Bij het verslepen verschijnt een rand om iedere rij. De rij kan versleept worden naar onderdelen met een donkerblauwe lijn. Als een onderdeel een grijze lijn heeft kunt u de rij daar niet naar toe verplaatsen. Gebruik deze hulpmiddelen om makkelijker te zien waar u het onderdeel naar toe kunt slepen.

Insert the firm logo

In the financial statements document, you can insert the firm logo in any text section or in the document header or footer.

To insert the firm logo:

  1. Select the text field where you want to insert the logo.

  2. Select Insert Logo Placeholder () at the formatting toolbar.

  3. The firm logo is added in the text field.

    If no logo is available in the firm template, a placeholder with a link to Cloud displays so you can upload a logo.

Let op: You can only upload a firm logo in the firm template. Om toegang te krijgen tot de template heeft u de rol Beheerder instellingen nodig. Voor meer informatie over rollen, zie Standaardrollen en Beveiligingsrollen toewijzen.

If you require a physical or digital copy of a financial statements, you can print the statement. The Print option converts the document to a PDF format which you can print or save.

To print a financial statement:

  1. Open a financial statement, then go to the Document Map.

  2. Select Settings () | Document Print Settings to review the print settings for the financial statement.

    If there are custom print settings for the notes area, page breaks or a document area:

  • Select Settings () | Notes Print Settings to review the notes area settings.

  • Select More actions () | Edit Print Settings to review the settings for a document area.

  • Select More actions () | Print Settings to review the settings for a page break.

  1. Select Print () at the Document Map.

    If a bulk print option is available in your product, you’ll find a drop-down at the Print icon (). Select one of the available group of documents to print them together.

    Let op: If there are text or field placeholders that have not been replaced, you get a warning once you select Print.

The financial statement is converted to a PDF file that displays on a new browser tab.

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