How to integrate a Trial Balance from PTP Accounts Production to PTPOpenAudit

Introduction

This topic explains how to automatically export a trial balance from PTP Accounts Production and import this into PTPOpenAudit.

From v8.2, client data in PTP Accounts Production can be used to create clients within PTPOpenAudit. Trial balance figures can be automatically exported and populated into the Audit file in PTPOpenAudit.

Click the links below to jump to a particular section:

Step 1 - Entering the Practice Details

Step 2 - Entering the Client Details

Step 3 - Exporting the Trail balance into OpenAudit

Step 4 - Making adjustments' journal in Accounts Production

Step 5 - Re-exporting the Trial Balance into PTPOpen Audit

Step 6 - Making Journal Adjustments within PTPOpenAudit

Step 7 - Importing adjustments from PTPOpenAudit to Accounts Production

Step 8 - Exporting Journal Entries as a CSV from PTPOpenAudit

Step 1 – Entering the Practice Details

1. From the Accounts Production tool bar select Setup | Practice Options

The following screen displays.

2. Click PTPOpenAudit.

The following screen displays.

3. Complete the Practice URL field.

4. Enter the User Key and Private Key. To find these keys please follow steps 5 -7.

5. Within PTP OpenAudit click the Profile icon .

6. Select Edit Profile.

The following screen displays.

7. Click Enable Integration.

The User Key and Private Key are displayed.

• The User Key and Practice Key can be copied and pasted when entered into Accounts Production.

8. Click OK.

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Step 2 – Entering the Client details

1. From the Accounts Production tool bar select Client | View

The following screen displays.

2. Click the magnifying glass beside PTP OpenAudit Client field.

The following screen displays.

3. Select one of the following options:

1. • Link existing PTPOpenAudit client if the client has already been set up within OpenAudit

   • Create a new client in PTPOpenAudit and link to this client if the client has NOT yet been set up within OpenAudit

   • No link to PTPOpenAudit client if no link is to be created between Accounts Production and PTPOpenAudit

• The following error message displays if PTPOpenAudit login details have not been entered or are not valid in the Practice Options screen. Please refer to Step 1 – Entering the Practice details.

4. If,

1. • Link existing PTPOpenAudit client has been selected, highlight the relevant PTPOpenAudit client from the list

   • Create a new client in PTPOpenAudit and link to this client has been selected, see the note below.

5. Click OK.

• If the Create a new client in PTPOpenAudit and link to this client option has been selected the following screen displays.

6. Click OK.

The following screen displays:

7. Click Save then Close.

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Step 3 – Exporting the Trial Balance into OpenAudit

1. Once the trial balance is ready to be exported, from the Accounts Production Quick Launch toolbar select . Alternatively, within the Posting screen, select Advanced | Export TB to PTPOpenAudit

•  If users have insufficient privileges the following error displays:

•  If the client has not yet been set up within PTPOpenAudit the following screen displays :

2. Click one of the following options:

1. • Continue to link or create the client within PTPOpenAudit and follow no. 3

   • Quit to exit the screen

The following screen displays.

3. Select one of the following options:

1. • Link existing PTPOpenAudit client

   • Create a new client in PTPOpenAudit and link to this client

4. Highlight the relevant client and click OK.

When the client is correctly linked between Accounts Production and PTPOpenAudit, thefollowing screen displays.

5.  Click OK.

• The following screen displays if the period has not yet been created within PTPOpenAudit.

6. From the drop-down list select the required audit template:

7.  Click OK.

The following screen displays.

8. Click OK.

• Both the current and comparative years’ trial balance is required to be entered within PTPOpenAudit.

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Step 4 – Making adjustments’ journal in Accounts Production

1. From the Accounts Production toolbar select Posting | Select

The following screen displays.

2. Highlight the relevant posting entry and click OK.

The following warning message displays, as a trial balance has already been exported to PTPOpenAudit. If further posting are made, another export should be performed.

3. Click Continue.

The Posting screen displays. Make adjustment journals’ as required.

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Step 5 – Re-exporting the Trial Balance into PTPOpenAudit

• This process will need to be followed if further postings are added to the trial balance within Accounts Production.

1. From the Accounts Production Quick Launch toolbar select . Alternatively, within the Posting screen, select Advanced | Export TB to PTPOpenAudit:

The following screen displays.

2. Click OK.

The following screen displays.

3.  Click OK.

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Step 6 – Making Journal Adjustments within PTPOpenAudit

1. From PTPOpen Audit, select the relevant client.

2. Select Working Paper Index | Journal Entries | Journal Entries

The following screen displays.

3. Enter a Journal Description and click Add.

• The Journal Description entered here will appear as the Narrative description within the Accounts Production Posting screen.

The following screen displays.

4. Next to the Type of Adjustment field click the drop-down arrow and select Adjusted.

5. Enter an Account Code.

• The Account Code used should be to the same as the standard Accounts Production chart of accounts. These are provided as defaults.

The Account Code field uses a ‘smart’ search. Users can either begin to type the Account Description or the Account Code and select the appropriate Account code; make using the Accounts Production chart of accounts much easier.

6. Complete the Debit/Credit field.

7. Repeat step 5 and 6 to enter the corresponding journal.

8. Repeat step no. 6-7 further adjustments are required.

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Step 7 - Importing adjustments from PTPOpenAudit to Accounts Production

1. From the Accounts Production toolbar, click Client | Select

The Client Browser screen displays.

2. Highlight the relevant client and click Select.

3. From the Accounts Production toolbar, click Posting. Alternatively, from the Accounts Production toolbar click, Posting | Select | highlight the relevant Posting Entry | OK

The following screen displays.

4.  Click one of the following options:

1. • Continue – to continue entering the Posting screen

   • Cancel – to exit screens

The following screen displays.

5.  Click one of the following options:

1. • Yes – to continue importing the journal entries

   • No - to exit the prompt

• If the PTP OpenAudit Import prompt shown above does not display, within the Posting screen, select Advanced | Import from PTPOpenAudit

The following screen displays.

6. Click one of the following options:

1. • Yes – to continue importing the journal entries

   • No – to exit the prompt

Alternatively, select Batch Control | New | Enter the Document type | from the drop-down list next to Active import from select PTPOpenAudit | OK

If the incorrect post file has been selected the following displays:

7. Click OK.

The following screen displays:

• Postings imported from PTPOpenAudit will have an ‘i’ beside the Posting Number.

If the Hide audit trail option is deselected users may see cancelled postings if old adjustments have been overwritten. This avoids duplication of adjusted journals.

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Step 8 – Exporting Journal Entries as a CSV from PTPOpenAudit

1. From PTPOpenAudit, select the relevant client.

2. Selecting Working Paper Index | Journal Entries | Journal Entries  

The following screen displays.

3. Select File | Export | Export Journal Entries as CSV

4. Select one of the following options:

1. • PTPAccounts Production  

   • Unadjusted Entries

   • Adjusted Entries

   • All Journals

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