BGL Workpaper Integration
BGL Workpaper Integration
Release 4.7 included many enhancements to our groundbreaking "Industry 1st" integration with BGL Workpapers, the recent upgrade will further improve the Cloudoffis user experience for our auditors who have clients embracing the BGL Workpaper module.
For more information on how to use BGL Workpapers refer to their guide here
Whats New with Release 4.7
- During Job Creation, we now provide a choice to include any workpapers generated.
- Re-importing Lead Schedule now provides a choice to include re-importing additional documents and standard reports.
- Downloading and converting documents is now a single action
- All documents that are saved but not attached to the lead schedule will now import and become convertible to Cloudoffis Doc.
Importing BGL Workpapers
BGL recently created their workpaper module and related API's allowing Cloudoffis to import and associate the documents as per their placement in the workpapers module. Not all administrators use the BGL Workpapers module and if you do not have any documents imported please contact your administrator to ask if they have generated the Workpapers for the audit job (and year) in question.
Job Creation
Rather than uploading documents during the job creation process, select "Skip, do it later". This applies to both internal and external job creation processes.
The choice to include BGL workpaper documents occurs during the processing of the audit job. It is set as unchecked as a default and must be selected for each job.
NOTE: If you choose to include BGL Workpapers this cannot be undone without individually removing the documents after converting. If this step is forgotten though in error there is the option to re-import and capture all of the workpapers.
BGL Workpaper Documents Unavailable
If you select to import BGL Workpapers but the fund has not had them generated in BGL we will provide the below message, the job is still created as per standard but without any documents imported from BGL. As per our message we encourage you to contact the accountant to see if they use the BGL Workpapers function, if the external firm then generates and uses this function you can re-import the lead schedule along with the BGL Workpapers. Refer here for instructions.
Documents imported and associated with lead schedule items or sections
Once BGL Workpapers has been generated many standard reports applicable to the fund will automatically be generated and attached to the appropriate lead schedule headings. In addition to this any document(s) manually saved and associated with a lead schedule item will also import, the below image captures both scenarios.
BGL Workpapers View
Cloudoffis View
Converting to Cloudoffis Docs
Cloudoffis imports an icon
indicating that a document is available from BGL workpapers, documents are not available to view or bookmark until it is converted to a Cloudoffis document. When a document requires this conversion an icon 
is displayed.
When hovered over the below will display
Once selected the document will convert (OCR will be applied if required) and appear as a standard attached document. From this stage the Cloudoffis bookmark, highlight & comment functions become available.
Document imports for items not associated with lead schedule item
Release 4.7 included the addition of ALL documents to be imported, not just those documents that were associated with a lead schedule item. This includes the 5 folders and lead schedule items that are not listed in Cloudoffis.
Folders
Unlisted Lead Schedule Items
Due to Cloudoffis using Trial Balance data, there are lead schedule items that are not created in the same format in Cloudoffis. If this occurs any documents associated with these items lead schedule items will be treated similar to documents added to the folders in BGL Workpapers.
NOTE: Do not be alarmed Cloudoffis captures all lead schedule data but provides the data in a more detailed format.
eg;
Converting to Cloudoffis Docs
From Process Page
From every page within the Plan or Process section, available documents requiring Cloudoffis conversion will display above the Search Documents field. these are displayed with an icon 
indicating there are BGL docs available followed by the number of docs.
To convert these documents click the icon or number and the below page will appear, from this page you can search, sort and convert to Cloudoffis docs. All documents converted from here will be added to the unsorted documents folder. From here the documents can be added to other folders (eg Permanent), attached and bookmarked as per standard documents.
For more information on working with Documents please refer here
Important Note: Currently this page will not refresh once all items are converted to Cloudoffis doc you can exit the slide even if it appears to still be converting as per below;
From Documents Page
In addition to the above, all workpapers not associated to a lead schedule item will also appear on the Documents Page within the BGL Workpapers Tab;
Clicking the BGL Workpapers Tab will expand the conversions slide as per above
Once all documents are processed the BGL Workpapers Tab will disappear from the documents page once refreshed.
Re-importing Lead Schedule and the behaviour of BGL Workpapers
When data is updated in BGL, we have added the ability to also include Workpapers, this is not compulsory and will only update workpapers if the accountant refreshes the Workpapers in BGL.
When data has changed the affected reports will also change and we will provide a new copy of the report (Original version will also remain in case bookmarks have been placed). Any new documents added to folders or lead schedule will also import and be added to the line item or lead schedule.
The Change report we provide does not specify which reports are updated but this will align with any item that has updated as a result of the change listed as per the below matrix.
BGL Workpaper failed to download error
There are multiple reasons why this may trigger, if it occurs you will see red download icon
API Authority
If the API Authority token expires an error will occur, clicking the red download icon will generate the error - We require new API authority from BGL, for the reason and solution please click here
Document no longer exists
If the document(s) were removed after the creation of the job we can no longer import, you will receive the error - For more information on reasons this might have occurred please refer here, if you receive this message please contact your accounting firm for a reason why this has been removed or perhaps it is due to the below
BGL Workpapers Refreshing
If BGL Workpapers are refreshed the API's are not updated instantly which may result in an error, please allow 1 business day before re-importing lead schedule if there are new documents added (and BGL Workpapers are refreshed)
BGL WorkPaper Auto Reports Matrix
BGL 360 Report | Audit Bucket | Audit Sub-bucket/Folder | |
Distribution Reconciliation Report | Income | Investment Income and Other income | |
Dividend Reconciliation Report | |||
Investment Income Comparison Report | |||
| |||
|
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