Manual Upload Process

Manual Upload Process

 Manual Upload Process


If you perform audits that are prepared on software that Cloudoffis is not partnered with, there is a manual process to create audit jobs so you can keep all of your audits on one platform.

To do this you will require our Trial Balance Template which is to be populated (attached) and a blank General Ledger (attached).

Please follow the below steps to create Trial Balance,  client and audit job.

Create Client

For instruction on how to create a client for our manual process please refer to the instructions for BGL   here.

The reason for selecting BGL when importing is because we have mapped our manual templates to suit BGL formatting (not codes only cell mapping). These templates, along with a completed Trial Balance example are attached to this article

Please note that no data entry into the General Ledger template is required. The only changes that should be made is the Fund Name, and in the case of a windup, the End Date.


Trial Balance Template

There are 5 columns and 2 specific cells to populate in the template provided.
Please find example & images below.

Fund Name (cell B3) 

Enter the Fund Name exactly as it was entered when client was created.

Audit Year (cell B5)

Enter the date using the same format as our template dd/mm/yyyy, date must be preceded by Trial Balance at as per template.

Last Year (column B)

This is where you enter previous financial year's balance.
Note: Many software providers provide separate debit and credit columns for this, we require either a positive or negative figure (negative figures must be preceded with "-")

Account (column D)

This is the column to provide a coded number between 001 & 199, these numbers have not been mapped to buckets in Cloudoffis and you will be prompted to manually assign to the appropriate bucket during audit job creation. The numbers you choose are random (we suggest starting at 001 and working up), there are rules associated to the format of the numbers as per below.
  • 3 digit number creates a section, you will be asked to manually map the section (eg 001)
  • 6 digit numbers separated by a forward slash create sub sections (eg 001/001)
  • Section number cannot be duplicated
  • Numbers must be within 001 & 199

Account Name (column E)

This is what the sections and sub sections will be named in Cloudoffis 

Units (clomn F) Ignore, no entries required but do not delete cell H7

Debits (Column J)

Debit balance associated with line item, must be a positive figure and formatted as a number with 2 decimal places. (no $ required, do not format as currency)
Can be blank

Credits (Column L)

Credit balance associated with line item, must be a positive figure and formatted as a number with 2 decimal places. (no $ required, do not format as currency)
Can Be Blank

Example

The below example displays how to create a section for Employer Contributions concessional and a sub section for each member Demo Lucas & Demo Moana



Once uploaded you will be asked which bucket to assign the sections, for a full list of available buckets refer here.



The result in Cloudoffis is




Creating Audit Job

To create an audit job, please refer to the instruction for creating an audit job for BGL here.

When you get to the Upload lead schedule step you will upload the completed Trial Balance template and Blank GL provided.
If you make an error with the name or do not enter the name on the trial balance (cell B5) or the GL (cell A1), you will receive the below error. This can be ignored by selecting yes and this does not impact the audit job creation.




The end result is lacking many of the features Cloudoffis has to offer but it is a means to have all of your completed audits kept in the same place.


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