Using Queries & Review Points

Introduction

While working on SMSF jobs, it is common to raise internal queries or respond to queries from auditors after job submission regarding financials or missing evidence. Additionally, you can leave internal notes, known as Review Points, linked to observations or financial statements for the jobs. The Query Module in SMSF Sorted makes it easy to handle these tasks, ensuring clear and efficient communication throughout the workflow. This guide covers how to navigate and use Internal Queries, respond to External Queries, and manage Review Points.

Navigating to Queries - Internal 

Step 1: Navigate to Clients > Manage Jobs > My Jobs.

Step 2: Locate the desired job and click to open the Job Dashboard.

Step 3: Scroll down and click on the Open/Closed link under the Queries section.

Step 4: Internal Queries will appear in the Internal tab.

Navigating to Queries - External

Step 1: On the Job Dashboard, scroll down to the External Queries section.

Step 2: Click on View All Queries or the Client Name link.

Step 3: Click on Desired Job. (Skip this step if you have clicked on Client Name)

Step 4: Switch between the Internal and Audit Firm tabs. External Queries received from auditors will appear in the Audit Firm tab.

Navigating to Review Points

Step 1: Navigate to Clients > Manage Jobs > My Jobs.

Step 2: Select the desired job to open the Job Dashboard.

Step 3: Scroll down and click on the Open/Closed button under the Review Points section.

Note: Addressed Review Points will appear under Closed section.

Responding to Queries:

Main Dashboard

Step 1: Scroll down to the External/Internal Queries section from the main dashboard.

Step 2: Click the Reply icon to respond to a query listed under the Received tab, or click View All Queries if the desired query isn’t listed.

Step 3: Type your response and click on Reply or Reply and Email, click on More to perform other actions.

Step 4: You can also Attach Documents and Notify Assignee if required by clicking on More icon.

Job Dashboard

Step 1: Navigate to Queries.

Step 2: Look for the query in the Internal or Audit Firm tabs.

Queries will display different statuses:

1. Created: You created the query.
2. Resolved: The query has been resolved.
3. Pending: A query from internal/external staff.
4. Replied: You have replied to an external query.
   

Step 3: Click on the Query and type your Reply. Once done, you can Reply, Reply and Email or click on More.

Step 4: Once your Query has been answered and you are satisfied by the reply, you can click on Resolve to resolve the query.

Step 5: A pop-up will appear, click on Resolve to confirm the action.

The query will be resolved.

Adding Internal Comment

Step 1: Head over to the Query page from the Main Dashboard > External Query > Client Name.

Step 2:  Click on the query and enter you comment and click on Internal Comment icon.

Step 3: Once added, it'll be displayed as Internal Comment with Date and Time.

The added comment will be only visible to your staff. This functionality can be used only for External Queries.

Creating Queries - Internal

You can only create Internal queries.

Step 1: Navigate to the Queries section and click Add a Query.

Step 2: The Query Type will automatically be set to Internal. Fill in other necessary details like: Reference, Assign To, Notify To, Query Heading, and Query Description.

Step 3: Attach relevant documents if required.

Step 4: Choose and click on either Submit (notification on portal only) or Submit and Email (notification sent via email and portal).

The Query will be added successfully.

Creating Review Points

Step 1: Click on Clients > Manage Jobs and select a job.

Step 2: From the Job Dashboard, scroll down and click on Open/Closed from the Review Points.

Step 3: Now click on Add Review Point.

Step 4:  Add details such as: Reference, Assign To, Notify To, and Description.

Step 5: Attach Documents, if required, and Submit (notification on portal only) or Submit and Email (notification sent via email and portal).

Step 6: The Review Point will be created, choose from No Action Required, Notes for Accountant, Notes for Auditor and click on Address. 

Step 7: The Review Point will be addressed and moved to the relevant section.

Notify Assignee 

Notifying Multiple Assignees:

Step 1: Navigate to the Queries section and click Notify Assignee.

Step 2: Select one or more assignees and click Notify.

Step 3:  A confirmation message will appear.

Note: You can use this method to notify one or more assignee as required.

Follow-up on queries

Step 1: On the Dashboard, locate the Queries section.

Step 2: Click on the Responded tab and click the Follow-Up icon.

Step 3: Type your follow-up message and choose between Send or Send and Email. Click on More, to Notify Assignee. 

The Query Module in SMSF Sorted simplifies communication within teams and with auditors. By effectively using internal queries, external queries, and review points, you can streamline the review process, ensure compliance, and efficiently manage SMSF jobs.

To learn more about the process , explore best practices, and make the most of our features, please visit our Knowledge Base. You can also check our FAQ section for answers to common questions, or contact our Support team if you need any assistance.

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