Mapping Guide Version 2.3

Copyright 2012 by CaseWare International Inc and CaseWare Australia & New Zealand.

All rights reserved. No part of this publication may be reproduced, transmitted or stored in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the express written permission of CaseWare Australia & New Zealand.

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Version: 2.3

Last updated: 5 November 2012

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Table of contents

Introduction .................................................................................................................................................................... 2

Chapter 1: Mapping FAQs .......................................................................................................................................... 3

Chapter 2: Mapping guidance ............................................................................................................................... 10

Chapter 3: Specific entity type guidance ........................................................................................................... 16

Further Information................................................................................................................................................... 20

Introduction

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Introduction

This guide is designed to assist CaseWare users with the mapping process. It covers frequently asked questions about mapping, and provides guidance on where to map accounts for the key financial statement areas and different entity types.

Chapter 1: Mapping FAQs

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Chapter 1: Mapping FAQs

‘Mapping’ is the process of allocating each account in the client’s trial balance to a mapping number within Working Paper’s internal chart of accounts in order to produce supporting schedules and financial statements. The following is guidance on mapping and how to effectively perform the process in your own engagement files.

1. Why is mapping necessary?

The process of mapping ensures that all balances that appear in a client’s trial balance flow through to the supporting schedules and financial statements produced within Working Papers.

2. What types of mapping numbers are there within CaseWare?

The types of mapping numbers within the Working Papers internal chart of accounts are as follows:

Normal – 35 characters in length, e.g. 1.1.2.230.100.000.100.000.00000.000 (these are the mapping numbers that users can assign their trial balance accounts to)

Unassignable – anything less than 26 characters in length, e.g. 1.1.2.230

Calculated – always unassignable and can vary in length

Chapter 1: Mapping FAQs

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3. How often do I need to perform mapping?

Mapping is a one-off process that is performed when setting up a new engagement file. The mapping assignments are then rolled forward each subsequent year, and only needs to be re-visited if a new account is created by the client or if the client changes its accounting system.

4. Where do I assign mapping numbers?

The ‘Assigning mapping numbers’ window can be accessed as follows:

Account Assign Mapping Numbers from the menus

Note

Any changes made within this window immediately flow through to the supporting schedules and financial statements.

5. Can I customise my ‘Assign Mapping Numbers’ screen?

You can customise your ‘Assign Mapping Numbers’ screen and show columns such as current and prior year balances, and extended descriptions. You can also elect to view cash flow accounts or performance measure accounts in this screen instead of the default financial statement accounts. These options all appear in the drop-down menu accessed by right clicking within the ‘Assign Mapping Numbers’ screen.

Chapter 1: Mapping FAQs

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6. How do I assign mapping numbers?

The following shows the structure of Working Paper’s chart of accounts (i.e. mapping numbers):

The following is the ‘assign mapping numbers’ screen. On the left in the ‘unmapped accounts’ window are all the accounts from the client’s trial balance that are yet to be mapped to a Working Papers mapping number. On the right in the ‘Mapping Numbers’ window are all the mapping numbers within the Working Papers mapping structure that users can map their accounts to.

To map these accounts, highlight the account to me mapped on the left and the relevant assignable map number on the right, and click the ‘map’ button at the bottom of the window. Alternatively, the client accounts can be dragged and dropped onto the relevant assignable map number.

When assigning mapping numbers, users are able to search for a particular mapping number or account name by right mouse clicking within the mapping numbers area, selecting Find…, and typing the name or number into the search field, then clicking next. This can be a useful tool, however we recommend that you confirm where the ‘find’ function directs you to within the mapping structure before mapping to it, as it is easy to map to accounts under the wrong sub-heading or area.

Chapter 1: Mapping FAQs

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7. Can I modify existing mapping numbers or add new ones?

In general, it is recommended that users do not modify or add additional mapping numbers to the database as it may result in incomplete financial statements or worse, corruption of the database. The Financials database contains over 11,000 predefined mapping numbers, so users should have more than enough internal accounts to map their own accounts to. Users should not modify mapping numbers as the financial statements have been based on this complete mapping structure to ensure completeness and accuracy.

8. What do I do if there is no relevant or available map number for a particular client account?

User defined accounts are included in each of the classification areas within the Working Papers mapping structure for use when users cannot find a relevant pre-defined account, or if the user runs out of accounts in an area. These accounts are identified by the ‘UD’ (i.e. user defined) in their title.

If a user elects to map to one of these accounts, the description should be changed to reflect this. This can be done by right-clicking on the user defined account to be used, selecting ‘Properties’ and changing both the title in the ‘Name’ field and the

extended description of the map number by selecting the icon at the end of the ‘Name’ field. This will ensure that it flows through to the financial statements correctly.

As an example, the diagram below shows how ‘Other assets UD 1’ has been re-named by the user so the ‘Calls in arrears’ client account can be mapped to it.

Note

Although this re-naming can also be performed on pre-defined accounts, it is strongly recommended that changing the extended description is only done for ‘UD’ accounts to ensure the completeness and accuracy of the financial statements

Chapter 1: Mapping FAQs

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9. What is the difference between ‘Automap’ and ‘Autofill’?

Automap

The automap feature in Working Papers is used to automatically map any unmapped accounts by looking at their class or type, and using word matching to allocate them to an appropriate map number. Although this is an automated process, it is recommended that users review the mapping once it is performed to confirm its accuracy and appropriateness.

To use the Automap feature, select ToolsOptionsMapping>Autofill, then select Automap Now to map any unmapped accounts automatically by looking at their Class Type/Tax Code/GIFI Code and matching it against the client file mapping structure. Word matching is then used to try and narrow down an appropriate map number from the group of possible matches.

Autofill

Autofill is the feature that assigns or autofills other properties to an account once it has been mapped by the user. If there are some accounts that have been mapped but do not have the leadsheet, class of type populated, users can use the autofill to add these properties automatically based on the properties of the map number in our database.

To use the autofill feature, select ToolsOptionsMapping>Autofill, then select ‘Autofill all account properties’ to replace account number properties with the corresponding map number properties. Set ‘Only autofill selected properties if blank’ and ‘Clear account properties if corresponding map number properties are blank’ appropriately to determine the behavior of the autofill. Then click Autofill Now.

10. What is the purpose of the ‘flip’ feature?

Users can elect to ‘flip’ accounts so that they appear as an asset or liability based on their imported balance. This would mean that balances such as debit bank balances would appear as assets and credit bank balances (bank overdrafts) as liabilities.

The following table shows the pre-defined flip accounts within the Working Papers mapping structure:

Map Number Description L/S Flip Number Description L/S (Flip)

1.1.2.230.100.000.100.000.00000.000 Bank Balances

B Flips to

1.5.2.530.100.000.000.000.00010.000 Bank overdraft - secured

M.2

1.1.2.205.100.100.600.000.00000.000 Deferred loss on hedges

C.3 Flips to

1.5.2.500.100.000.600.000.11010.000 Deferred gain on hedges - secured

M.1

1.1.2.205.100.100.300.000.00000.000 Sales tax (receivable)

C.3 Flips to

1.5.2.500.100.000.300.000.11010.000 Sales tax payable - secured

M.1

1.1.2.170.100.000.000.000.00000.000 (Current)

Present value of plan asset

C.3 Flips to

1.5.2.170.100.000.000.000.00000.000 (Current)

Present value of obligations

N.2

1.1.1.170.100.000.000.000.00000.000 (Non-Current)

Present value of plan assets

H Flips to

1.5.1.170.100.000.000.000.00000.000 (Non-Current)

Present value of obligations

Q.2

Users can also ‘flip’ additional accounts if they choose by selecting the ‘Flip’ button in the ‘Assign Mapping Numbers’ screen.

Chapter 1: Mapping FAQs

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11. What is the purpose of the ‘split-up’ feature?

The split-up function can be utilised when:

The trial balance or chart of accounts being imported does not have enough detail within it to map individual movements

A particular account needs to be broken up into portions (e.g. Taxable and non-taxable portions)

To split-up an account, right click on the relevant account and select ‘Split-up Account’ from the drop down menu, or simply click on the button to the right of the account number.

Then add the additional accounts and the split of the current and prior year balances, and map each to the relevant map number within the mapping structure.

Chapter 1: Mapping FAQs

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12. How can I save time with mapping in an Audit Only engagement file?

Audit System users who will not be using the FinancialsIFRS template, can use the mapping “audit” filter to simplify the list of mapping numbers required for audit, and to hide all the FinancialsIFRS specific mapping numbers. The remaining mapping numbers will populate all the required leadsheets.

Follow the steps below to achieve this:

1) In the Assign Mapping Screen, drop the down the ‘Tag Picklist’

2) Select Audit and open up the mapping numbers. The list of numbers is smaller.

Note

For Combined and FinancialsIFRS files you cannot use the filter. These files need to be mapped at the financials disclosure level. Use this filter for Audit only files.

Chapter 2: Mapping guidance

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Chapter 2: Mapping guidance

The following guidance details how to successfully map some common financial statement areas in Working Papers.

Fixed asset movements

In order to map movements in fixed assets such as additions, disposals, transfers and revaluations so that they appear in the movement schedule within the financial statements, each needs to be listed in a separate account within the trial balance imported into Working Papers, or separated out from one asset account using the ‘split-up’ feature (see page 8 of this guide).

The alternative is to map the balance to opening mapping number (e.g. Opening balance – Owned) and alter the movement schedule table within the financial statements to be an ‘input’ table (done in ‘Edit Mode’), and then manually input the

movement amounts. To do this, select SectionSet lines as Input whilst in edit mode in the financial statements. Then select all rows that appear in the list and click ok. This will make all the cells green (indicating an editable field) and balances can now be overridden and manually entered by the user.

Tip

If there have been no movements in fixed assets, simply map the fixed asset account to the relevant ‘Opening balance’ map number.

Chapter 2: Mapping guidance

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Expenses (by nature or function)

For Income Statements with expenses classified by nature, all expense accounts are mapped to mapping numbers ranging from 2.6.4 to 2.6.6 (inclusive). Included in this range are a number of user defined categories and mapping numbers (2.6.6.800 – 2.6.6.890).

As a general rule, the following applies to each mapping series for expenses by nature:

2.6.4 – self-managed superannuation fund (SMSF) related expenses

2.6.5 – cost of sales related expenses

2.6.6 – all other expenses

Each category at the level shown above within expenses by nature is a line item on the income statement.

Chapter 2: Mapping guidance

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For Income Statements with expenses classified by function, all expense accounts are mapped to mapping numbers ranging from 2.5.4 to 2.5.6 (inclusive). Included in this range are a number of user defined categories and mapping numbers (2.5.6.800 – 2.5.6.890).

As with expenses by nature, the following rules apply to each mapping series for expenses by function:

2.5.4 – self-managed superannuation fund (SMSF) related expenses

2.5.5 – cost of sales related expenses

2.5.6 – all other expenses

Each category at the level shown above within expenses by function is a line item on the income statement.

Chapter 2: Mapping guidance

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Trading Statements

Within Working Papers, users can create detailed trading account statements for inclusion in the financial report. These statements are primarily used when reporting on associations such as sporting clubs, which need to report on different areas such as Bar, Bistro and Poker Machine trading. In order to create a trading statement, each account number must be assigned to a Detailed Trading Account number as well as the standard mapping number. This is a one-off process for each engagement file, and is a similar process to the account mapping process.

To assign accounts to the Detailed Trading Account numbers, select Account Assign Grouping > Trading Account from the menus within the relevant engagement file. This will open the ‘Assign Trading Account Numbers’ screen, as shown below. This screen is very similar to the ‘Assign Mapping Numbers’ screen, whereby it has the accounts to be assigned on the left side of the screen and Trading Account numbers on the right side.

Within the trading statement numbers, there are four sales-based and four service-based trading accounts available. The sales-based accounts contain allocation areas for Income, Cost of Sales and Expenses. The service-based accounts contain allocation areas for Income and Direct Expenses. Refer to the following diagram for the detail breakdowns of each type.

Chapter 2: Mapping guidance

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For more information on trading statements, please refer to our FAQ about this on our FAQ site (http://www.caseware.com.au/faq/questions.php?questionid=219).

Mapping foreign exchange gain/loss

The mapping structure has been amended to cater for foreign exchange gains and losses separately. This will ensure that the amount appears in the correct area of the Statement of Comprehensive Income. Foreign exchange gains are mapped to the 2.9.0.810 map number series and foreign exchange losses are mapped to the 2.9.0.815 map number series.

Chapter 2: Mapping guidance

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Summary Table

Guidance Map Number/Reference

Fixed assets movements 1.1.1.110

Expenses nature 2.6.5 to 2.6.6

Expenses function 2.5.4 to 2.5.6

Trading statements http://www.caseware.com.au/faq/questions.php?questionid=219

Foreign exchange gain 2.9.0.810

Foreign exchange loss 2.9.0.815

Gain on disposal of assets 2.9.0.800

Loss on disposal of assets 2.9.0.805

Chapter 3: Specific entity type guidance

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Chapter 3: Specific entity type guidance

The mapping process is the same for all entity types, however there are some mapping numbers or areas that are specific to certain entity types. These are detailed below.

Trusts (Special Purpose)

Equity

As all earnings made by Trusts are distributed to beneficiaries, the final equity balances will be mapped to the 1.5.0.340.100.000.000.930 series within the mapping structure, as shown below.

Liabilities – Unpaid distributions

The 1.5.2.145 series is where unpaid trust distributions for this type of trust are mapped to. As shown in the diagram on the next page, the liability balances are broken down for the purposes of Directors’ Report, Key Management Personnel note disclosures and beneficiary entitlements.

Chapter 3: Specific entity type guidance

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If these disclosures are relevant and/or required, each need to be listed in a separate account within the trial balance imported into Working Papers, or separated out from the relevant accounts using the ‘split-up’ feature (see page 8 of this guide).

Chapter 3: Specific entity type guidance

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Partnerships and Joint Ventures

Equity

As all earnings made by partnerships are distributed to partners, the final equity balances will be mapped to the 1.5.0.340.100.000.000.930 series within the mapping structure, as shown below.

Liabilities – Partner current / capital accounts

The 1.5.2.145 series is where partnership distributions are mapped to. As shown in the diagram below, the liability balances are broken down for the purposes of preparing the partners capital note.

If these disclosures are relevant and/or required, each need to be listed in a separate account within the trial balance imported into Working Papers, or separated out from the relevant accounts using the ‘split-up’ feature (see section 11 in Chapter 1).

Chapter 3: Specific entity type guidance

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Sole Traders

The mapping approach for sole traders is simple and straight forward. All profits are catered for in the 1.5.0.340 area of the mapping structure.

As all earnings made by sole traders are distributed to the owner. The NETINC account is mapped to 1.5.0.340.100.000.000.800.00000.000 with the drawings and opening balance assigned to 1.5.0.340.100.000.000.950 area of the mapping structure, as shown below.

Further Information

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Further Information

Help

For further information on the topics in this guide, please visit our:

www.caseware.com.au/faq

Support Contact Details

Phone: +61 3 9660 4688

Email: support@caseware.com.au