# In Black & White

## Freeing Finance & Budget Departments from Drudgery One Article at a Time

### CaseWare Working Papers 2019 - Infrastructure Requirements

• Waldo Nell
• Tips and Tricks
Maximizing CaseWare Working Papers 2019 performance requires both the right hardware and the right configuration.

### How to Use CaseWare's Document Manager to Diagnose Problems

• James Goligher
• Tips and Tricks
• minute(s)CaseWare Working Papers has thousands of options, features, and functions. So, you’ll be forgiven if you overlook some of the program's capabilities. In our Tips & Tricks blog series we highlight quick changes you can make, or steps you can follow, to save time and optimize your use of Working Papers.  Getting the most out of the Document Manager By default, CaseWare’s Document Manager only displays 2 of the available 20 columns. You can show these columns in any combination and sort their order, allowing you to customize your view to complete tasks more efficiently.  How to modify the Document Manager To set which columns are visible (Active) and in what order, access the Reorder Columns option on the View ribbon. Move columns from "Hidden Columns" to "Active Columns" to make them visible. Highlight an active column (like Roll Forward as Placeholder is in the screenshot below) and use the up and down arrows to the left to change the ordering of the columns. When to modify the Document Manager Often knowing How to use a feature isn't enough. Sometimes getting some examples of when to use it is even more valuable. Here are a few examples of when you might want to customize columns in the document manager to find problems in your file: You want to find documents that have not been signed-off:  Make the "Completed by" & "Reviewed by" columns active. Note - these columns can be renamed by the user so these columns might have different names in your file. You want to find any documents with outstanding issues:  Make the All Outstanding Issues, Uncleared Issues columns active. You need to see if any documents have been incorrectly configured for Roll Forward, Clean Up or Lock Down:  Make the Roll Forward, Clean Up and Lock Down fields active. You want to ensure that all PDFs are set to use CaseWare's Internal image viewer so you can annotate them like a lead sheet: Make the Viewer column Active  You need to quickly review and change the tags assigned to your documents: Make the Tags column Active New CaseWare enhancements are always being released. Keep informed, subscribe to our blog.
CaseWare Working Papers' allows the addition of Document Manager columns which will save time & increase the effectiveness of your year/quarter/month end.

### How to use CaseWare's Filters to save time

• James Goligher
• Tips and Tricks
• minute(s)In our Tips & Tricks blog series we highlight many efficiency-boosting techniques. Here is another one designed to save time. CaseWare Working Papers' document manager is a powerful tool that we have written about. The ability to drag & drop, sort, create placeholders and view sign-off/issues related to a given document, are just a few commonly used features that simplify and improve year/quarter/month end file preparation. Adding 100+ supporting documents is great, but it can make it difficult to find particular documents later.  Fortunately, CaseWare gives us Filters to make this simple too! Filters allow you to hide those documents that are unnecessary at a given time. This ensures you see the information you need, exactly when you need it, without having to search through dozens of folders and hundreds of documents. Some examples of great uses of Filters: To Be Reviewed List: Hide documents that are not ready to be reviewed yet (not signed off in all roles) Special Topic List: Only show documents related to the FIR / LGDE (filter on Tags) Problem Areas: Only show problem documents (have issues assigned that are not cleared) Task List: Only show documents for a specific user (filter on Tags) Outstanding Documents List: Only show supporting documents that have not been uploaded yet (filter on placeholders) Watch the video below to learn how to use and modify Filters in CaseWare’s document manager.
CaseWare Working Papers' allows the addition of extensive supporting documents. This Tips & Tricks post teaches creating & using Filters to increase efficiency.

### The quick & easy way to import into CaseWare

• James Goligher
• Tips and Tricks
There are many ways to import data into CaseWare. But, only one applies to all users, takes under 5 seconds, and can be reliably executed time after time.

### How to improve CaseWare performance by 20%

• Darryl Parker
• Tips and Tricks
• minute(s)During our introductory CaseWare training sessions, we focus on the fundamentals. To move users beyond these basics and ensure an even faster year end, we regularly provide CaseWare tips & tricks in this blog series. Our advice in this article is simple: eliminate unnecessary groupings from your file. It nearly always means better performance and less confusion!  Why Purge? Why should you care about cleaning up (purging) your mapping and grouping codes? You want as comprehensive a grouping structure as possible - initially.That way you know you have an appropriate location for every G/L account. Once you have grouped all your accounts though, a typical file will have a large number of groupings that are not necessary. Those unnecessary groups slow down the file. They also slow you down, as you have to scan through long columns full of zeros and determine whether they are noteworthy.  $0.00 of "Fishing Revenue" might be expected for your statements, but what about$0.00 of Account Receivable? That's why purging the map numbers or group numbers in any file can be a significant improvement. It moves the file from a generic setup to one tailored exactly for this year-end. In large, complex files we see dramatic results: Opening large financial statements: up to 10% faster. Opening group assignment window: up to 10% faster Opening grouped lead sheets and trial balances: up to 60% faster. In one of our large IFRS client files, cleaning up the groupings resulted in a more than 20% improvement in speed across a simple set of tasks (opening the file, reviewing the consolidation and mapping, and looking at automatic documents and the financial statements). Note - in a very simple file, the speed improvements may not be noticeable but the benefits of a file that is easier to navigate remain. We’ve posted recently about the standard Mapping Purge feature in CaseWare Working Papers. Read that article for an understanding of the built-in features, and then get ready for a more advanced map purge that addresses the limitations of the standard one.  The Advanced Purge tool Perhaps you tried the regular map purge in your own Working Papers files. Or maybe you read about the problems that the built-in mapping purge has (can only work on mapping, cannot check account assignment, required knowledge of dBase filters) and thought it was not a good fit for your organization. We want you to be able to quickly and easily clean up the unneeded grouping numbers in your file so you have an even faster year-end. So, we built a tool to allow you to do just that. And we are providing it to CaseWare users for free. The Advanced Purge Tool will: Allow you to choose any of the mapping or 10 grouping structures to clean up. Never delete a map/group number with any adjustments related to it. Never remove a map/group number with any account allocated to it or any of its child map/group numbers. Check three years of historical balance data to determine if prior year adjustments should preclude deletion of a map/group number. Allow you to choose whether calculated map numbers should always be saved, or should apply the balance-checking logic to them. Define a “root” or “base” map number length that will not be deleted under any circumstance. BEFORE YOU START - A Word of Warning!!! The Advanced Purge tool will delete group numbers out of your Working Papers file, and there is no undo button.  You must take a backup before running a purge. Even better, take a disposable copy of your file and thoroughly test a purge and verify its effects before running it in your live file.  And even then, you should take a backup of that live file in advance of running your thoroughly tested purge! To use the tool: Download the tool. It is a compressed (Zip) file so you will need to extract it after downloading. The tool is a single CaseView document. After extracting, drag and drop this document onto the Document Manager of the file to be improved. Launch the CaseView document. Confirm you understand the risks of purging groups. Choose the grouping mechanism from which you wish to eliminate zero balance. Choose what balance type to examine for balances and if Other Basis entries should be considered. Specify if you want to keep calculated group numbers. Specify if you would like to keep base group numbers. If selected, you must also note how many digits are represented in your definition of a base group number. Once completed, select Perform Purge. When finished (it may take awhile), you will get a confirmation of how many unused groups have been eliminated. You can get a copy of the tool to see how it will simplify and streamline your own data files. All you have to do is click the image below! Consider our more advanced CaseWare training if you want your CaseWare Black Belt!

### CaseWare Tips and Tricks: 5 Steps to Solving Out of Balance Issues

• Jamie Black
• Tips and Tricks
• minute(s)Everyone responsible for financial reporting wants as fast and as simple a quarter-end or year-end as possible. Your organization uses CaseWare Working Papers specifically to achieve this goal.  It has many excellent tools to prevent mistakes and reduce the time invested by your finance team. It is THE tool that makes finance look good and prevents them from having to spend their evenings and weekends in the office. An obvious prerequisite for this faster financial reporting is starting off with good data. No system, no matter how amazing, is going to help if we start off with a GL that doesn't balance. As a result, another of our CaseWare Tips and Tricks is to immediately confirm the GL in CaseWare Working Papers foots to zero when you are complete importing your account balances. To do this, click on the Trial Balance button on the Navigation toolbar. Now look at the very last line (note it may take a moment to calculate if you have a very large GL). It should appear like this:  Depending on your budgeting practices, it may be the case that your budget values may not foot to zero so in this case, a non-zero balance in the budget column could be acceptable. But what if it one or more of the "actual" columns do not foot to zero?  Step 1 - Repair File On occasion - typically due to either a crash of a work station or a network interruption - your Working Paper's file may need a recalculation. This is essentially what the Repair File feature does.  On the Tools tab of the Ribbon, select Repair File. Click all the boxes and select OK. Working Papers will prompt you to make a back up of your data file.  We strongly recommend you to say "YES" to this prompt. The repair file may take a few moments, and you will see a number of progress bars appear on your screen. Once completed, go back and review the totals at the bottom of the Working Trial Balance and see if they are now set to zero. If they are now all set to zero, you are able to carry on with the month / quarter / year end. If not, continue on to step 2.  Step 2 - Determine What is Out of Balance Review the total row of the Working Trial Balance and note exactly which columns do not equal $0.00. Budget Column If it is the budget column, as we mentioned above, you may not have a problem. Adjustments Column If the Adjustments column does not foot to zero, it means one or more of your adjusting entries are not in balance. You can quickly find these entries by choosing Diagnostics from the Tools tab of the ribbon. Set the Report type to "Out of Balance Entries," choose the 1st option and click the OK button. Any entries that are out of balance will be listed and you can now review and correct them. Opening Balance Column If the column that is out of balance is the Opening Balance column, there could be a number of causes and further investigation is warranted. One thing to be aware of is that this column is editable. Meaning we can not exclude the possibility that someone modified one or more accounts intentionally or otherwise. With this one point in mind, we encourage our clients to see if there are other discernible causes. Step 3 - Sum balance columns in Excel Most of our clients import their end-of-period balances into the Opening Balance column of Working Papers from a Microsoft Excel file, and the remainder of this guide is written based on that common scenario. If you're out of balance after Working Papers generated an opening balance as part of the year-end close process, or if you are importing the Opening Balance directly from an accounting package, contact us to help in troubleshooting your file. When you have populated the Opening Balance column via an import from Excel, it makes sense to check the Excel file to confirm that the balances being imported were good to begin with (i.e. sum to zero). If the Excel file is also out of balance, there could be a number of causes. To start, determine if there is a setting in your ERP that excludes some accounts from the export to Excel. Even scarier, perhaps the GL in your ERP system does not balance to zero.You will want to check on that too. If the balance columns in Excel do balance to zero, move on to Step 4. Step 4 - Look for duplicate accounts in Excel By default if CaseWare encounters two accounts with the same entity and account number it behaves in a very specific way. To understand, let's consider the following example: In the above example, on import, CaseWare would update the Opening Balance column of account 101 Petty Cash to$200. Then when it comes across the second instance of account 101 (with the same entity) on the fourth row, it will update the balance to $1,000. The result is your Working Trial Balance will be out out of balance by$200. Now you must determine why you are getting the same account multiple times in your Excel file. This will likely require some investigation back in your ERP system. In the event that you determine that it is appropriate to have the same account / entity combination presented multiple times with different values, you will need to modify the import layout file to accumulate balances. On the last page of the Excel File Import wizard titled "Advanced Specifications," you need to enable the checkbox for "Accumulate Balances." With this setting enabled, in the above scenario CaseWare will add together the $1,000 balance and the$200, keeping the Working Trial Balance footing to zero.   If you could not find any duplicate accounts in the Excel, we are now left with three possible causes: Manual over-ride. Intentionally or unintentionally a balance was changed in the Opening Balance column in CaseWare some time after import.  Changed Entity - The entity assigned to an account was changed in CaseWare after import.The reason this is a problem may not be immediately apparent however. Consider the following example: On import account, account 107 was associated with Entity GG. Some time after to import, the entity was changed. You may have done this to move a balance from one of your consolidation entities to another. Imagine you opened the "Assign Entities" interface from the Account Ribbon and dragged 101 from the "GG" entity to the "PS" entity. On re-import, if the Excel file still has the account being assigned to GG, CaseWare will not update the manually changed PS-107. It will instead ADD a "new" account GG-107, thereby throwing the GL out of balance. Omitted Accounts - One of the accounts that has a balance in CaseWare is no longed included in Excel file you are importing. This is a problem because by default, CaseWare only updates account values that are in the Excel file. Thus, if an account is not in the Excel file, the old balance will be retained, throwing your GL out of balance.  The solution to all three of these final causes is the same, a re-import done properly. Step 5 - Delete Opening Balance column and Re-Import IIf you have gotten this far, the final step is to re-import your Excel file. But first, we will eliminate existing balances (Note - now is a great time to take a backup of your CaseWare file!).  In the Working Trial Balance, right-click on the Opening Balance column header. Choose "Select Column". Then press the Delete key on your keyboard. This will set every account balance to \$0. Now you are ready to re-do your import. 99.9% of the time these steps will guarantee you a balanced GL after the import completes.
CaseWare Tips and Tricks - solve out of balance issues easily to ensure a fast, trouble-free year end

### Tips & Tricks: Selecting a Measurement System

• Darryl Parker
• Tips and Tricks
Tips & Tricks; Learn how to eliminate intermittent errors and set the measurement system in CaseView and which one is right for you.

### Want a faster, more accurate year-end? Use Working Papers Checklists

• Jamie Black
• Tips and Tricks
Often overlooked, using Checklists in your CaseWare file can have major benefits

### CaseWare Working Papers and Windows 10 – To Upgrade or Not?

• Darryl Parker
• Tips and Tricks