Guides

AWESOME TIPS - READ THESE!!!

There are a few awesome tips to remember when navigating through the app....

**While in the client-specific dashboard, hold down CTRL and click on a different tab to bring that tab up in a separate browser window. This is especially helpful when posting JEs - use two browser windows to 1) post JEs and 2) refresh Reports to see the effect of the JE.**

**When mapping accounts or posting JEs, make sure to ARROW DOWN to the applicable account and TAB to next field.**

**When mapping accounts or posting JEs, type "%" to view all available account options.**

**Use the "Search Something" box to find specific clients, accounts, etc. DON'T FORGET TO CLEAR THE BOX WHEN DONE SEARCHING!**

1) ACCOUNTS TAB:

  • Book accounts only need to be mapped ONCE! The only mapping required in subsequent years will be for NEW book accounts
  • BOLD accounts indicate NEW book accounts in the current year. Either Regroup has mapped these (Send to Regroup) OR you will map these (In House)
  • To search for Tax Account Line/Sub Account Name/8825 Name/Sch. F Name, begin typing 1) Tax Type (Asset, Expense, etc.) 2) Tax Line (Cash, Supplies, etc.) OR 3) Type "%" to see ALL OPTIONS (in order of Asset, Liability, Equity, Income, Expense)
  • ALL "Other" accounts are at the end of the Tax Account Line drop-down (i.e. Other Deductions, Other Assets, etc.). REMEMBER: these type of accounts require a Sub Account Name!
  • ARROW DOWN to select applicable account and TAB to next field
  • GREEN box around an account means it is NOT saved - make sure to save all changes when mapping

2) JOURNAL ENTRIES TAB:

  • To search for Tax Account Line/Book Account Name, begin typing 1) Tax Type (Asset, Expense, etc.) 2) Tax Line (Cash, Supplies, etc.) OR 3) Type "%" to see ALL OPTIONS (in order of Asset, Liability, Equity, Income, Expense)
  • ARROW DOWN to select applicable account and TAB to next field
  • Click on the Entry # at the bottom to view a previously posted JE

 3) REPORTS TAB:

  • Click "Print Active Reports" to merge all applicable reports into one PDF to save as your workpaper file
  • Customize the Journal Entries Report using the radio buttons at the top of the report. Easily export to excel, print to PDF, etc. to send to your client
  • RED font indicates that those values need to be reviewed in your tax software (i.e. JEs were posted to the specific accounts AFTER data entry into tax software was completed). To change the font to BLACK, visit Pending Changes Tab and click "Mark All Complete"

OVERVIEW OF TRIAL BALANCE APP

The Regroup Trial Balance App is designed by CPAs for CPAs. The app is built to assist you in the preparation of S-Corp, C-Corp and Partnership tax returns and is focused on TAX. There are other trial balance options out there, many of which are much more robust than necessary for small to mid-sized firms. This app is easy to use, intuitive, and focused on the tax side of a CPA firm.

You may either: 1) utilize the app in-house or 2) utilize Regroup's outsource solution

1) In-House: Setup your business clients within the app and use the TB function to map accounts, post JEs, review reports, etc. You will either export the TB and then import into CCH Axcess/ProSystems OR manually input the data into your tax software (don't worry, we're working on integrations with all tax software..stay tuned!)

2) Send to Regroup: Let us do the work, we'll map all accounts, post permanent M-1s, and input the data into your tax software.

The app consists of two types of dashboards: 1) main dashboard (all clients/taxpayers) and 2) taxpayer/client-specific dashboard

1) Main Dashboard: Use this dashboard to view all of your business clients, either by tax year or an all-inclusive list. Add all new clients on this dashboard.

2) Taxpayer/Client-Specific Dashboard: Click on any business client to view the information related to that specific taxpayer. Use this dashboard to:

-Map all book accounts with a tax line (i.e. complete groupings)

  -Post book AND tax journal entries

  -Review book AND tax-basis reports (export to excel, PDF, etc. to save as workpaper file)

OVERVIEW OF MAIN DASHBOARD

The Main Dashboard is the first thing you'll see when you login. All of your business clients will be visible on this dashboard. 

Helpful Hints:

  • When logged, you will be brought to the 2015 (i.e. current filing year) screen by default
  • Use the BUSINESS CLIENTS menu at the top of the screen to navigate to other tax years or to view all business clients on one screen
  • Click on the blue headers (i.e. Client, Client Number, etc.) to filter by that general category
  • Click on the Filter icon on the right of the screen to filter by specific categories (i.e. only show Type S returns)
  • Click on a specific client to enter the Client/Taxpayer-Specific Dashboard
  • Add any new clients from this Dashboard by clicking "Add New Client"
  • Type in the "Search Something" box to find a specific client
  • Scroll to the bottom of the screen and choose to view clients 25, 50 or 100 at a time

 

 

OVERVIEW OF CLIENT/TAXPAYER-SPECIFIC DASHBOARD

Click on the client/taxpayer from the Main Dashboard to enter the Client/Taxpayer-Specific Dashboard.

Summary of Tabs: Each tab serves a different function. You'll spend most time in Accounts Tab, Journal Entries Tab and Reports Tab.

  • ACCOUNTS TAB = Serves as trial balance utility; Use this tab to map all book accounts with a tax line.
  • JOURNAL ENTRIES TAB = Post Book AND Tax JEs and update reports/workpapers in real time.
  • PENDING CHANGES TAB = Summary of JEs posted, sorted by Tax Account Line and adjusted amounts. This tab's purpose is to help you identify values that may need to be updated within your tax software.
  • REPORTS TAB = Serves as web-based workpaper file; Review book and tax-basis reports. Export to excel, pdf, or print to paper to save your workpapers.
  • HISTORY TAB = Roadmap of the specific client file (i.e. the date submitted, completed, etc.)
  • DOCUMENTS TAB = Upload source docs here. All financials/TBs imported are also stored here and can be downloaded.
  • DIAGNOSTICS TAB = Items to address when reviewing data entry in tax software for Send to Regroup clients ONLY. Regroup takes a certain stance on items that you should address before you file the tax return (i.e. Charitable Contributions are always input as 50% Cash).
  • NOTES TAB = Add notes pertaining to the specific client and tax year.

 

Buttons: Depending on whether the client is In House or Send to Regroup, you will notice a various buttons.

  • ORANGE = Clicking on these buttons do NOT affect the workflow. 

  - Edit Client Info = edit name, type, etc.

  - Upload Docs = upload source docs or other docs to be stored on the Documents Tab 

  - Back to All [2015] Clients = navigate back to Main Dashboard for that applicable tax year

  • BLUE = Clicking these buttons affect the workflow/status.

  - Submit the file for setup and/or processing for Send to Regroup Processing Type clients

  - Route the file to various statuses (i.e. In Process, Final) depending on Processing Type 

  - Import Accounts (In House Processing Type ONLY)

  - Export Accounts into an excel for import into CCH Axcess/ProSystems fx

 

Helpful Hints:

  • Use the "Tax Year" drop-down to navigate between tax years for the specific client/taxpayer

 

 

UPDATE TEMPORARY PASSWORD

1) Visit www.regrouptax.com

2) Click "LOGIN" at the top of the screen

3) Input username and temporary password (sent to you by info@regrouptax.com)

4) Click on your username at the top of the screen to enter "My Profile"

5) Input new password, confirm new password and click "Save"

6) You will be directed back to the Main Dashboard

INVITE TEAM/ADD USERS

NOTE: Only users with Firm Admin access are able to add new users

1) Under Firm Admin menu, click "Users"

2) Click "Add User"

3) Input user information

4) Click "Active" for all users. Click "Firm Admin" if you would like that user to have admin ablities

5) Click "Save" - the user will receive an automatic email notification with login instructions

ADD NEW CLIENT

From the Main Dashboard:

1) Click "Add New Client"

2) Choose the processing type: Send to Regroup OR In House

  • SEND TO REGROUP: If you would like us to map accounts, post permanent M-1s and input the data into your tax software, choose this option. 
  • STEP 1: Input client information. Fields required = Client Name and Client Type
  • STEP 2: Every client requires setup within the app, so you'll need to upload the prior year tax return AND workpapers used to prepare the return

  Don't worry, you can add a client and upload prior year docs at another time!

  • STEP 3: Upload current year Balance Sheet/Income Statement OR Trial Balance for current year processing (Excel is the preferred format, but may also upload PDF files)

  Don't worry, you can add a client and upload current year docs at another time!

  • IN-HOUSE: If you would like to use the app with your staff, choose this option.
  • STEP 1: Input client information. Fields required = Client Name and Client Type
  • STEP 2: Choose the tax year and click "Add Client"
  • STEP 3: You will be prompted to import financial info either now or later

  Don't worry, you can import info at another time!

  • STEP 4: If you are ready to import, choose the format: Xero BS/IS, Xero TB, QB BS/IS, QB TB, Excel TB (ALL import files must be in excel format. If you receive PDF from your client, you must create a TB in excel)

IMPORT FINANCIALS/TB (In House Use Only)

NOTE: This feature is available ONLY for In House clients. If you choose to add a client and Send to Regroup, we will be importing for you.

There are two ways to import: 1) When adding an In House client from the Main Dashboard, the app will prompt you to import financial info or 2) If you choose to wait, click on "Import Accounts" within the Client/Taxpayer-Specific Dashboard

Helpful Hints:

  • In order to import, the financials/trial balance must be in EXCEL FORMAT. If you receive PDF or other formats from your client, you will need to create an Excel Trial Balance (in .CSV format) to import.
  • We currently accept the following formats: Xero BS/IS, Xero TB, Quickbooks BS/IS, Quickbooks TB, Excel TB (in .csv format). NOTE: the other formats do NOT need to be in .csv format. ONLY the Excel TB.
  • If the format is either Xero BS/IS or QB BS/IS, the financials should be in ONE excel workbook (BS on one sheet and IS on another sheet). 
  • If an incorrect file was imported, you may click "Import Accounts" again and replace the previously imported accounts.
  • Once imported, you will be redirected to the Accounts Tab to review the data and map any necessary accounts. 
  • If the TB is out of balance for any reason, you will see a warning on the Accounts Tab.

MAP ACCOUNTS (Accounts Tab)

NOTE: Book accounts will ONLY need to be mapped ONCE!!! The mappings automatically roll over from year to year.

This process varies depending on if the client is In House or Send to Regroup.

  • In House: You are responsible for mapping all book accounts. REMEMBER: This step only occurs once! The only mappings required in subsequent years are associated with NEW book accounts.

  *You are able to edit all fields in Accounts Tab*

  • Send to Regroup: We will map all accounts during "setup." We will map any new book accounts in subsequent years. NOTE: Any NEW book accounts will be bold on the Accounts Tab, indicating that those mappings need to be reviewed by you.

*You are NOT able to edit Book Account Name OR Balance in Accounts Tab*

Helpful Hints:

  • The available Tax Account Lines are specific to the type of return (1120S, 1120, 1065).  
  • Click on the Tax Account Line field and search by: 1) Tax Type (start typing Asset, Expense, etc.) 2) Tax Line (start typing Cash, Supplies, etc.) 3) All Available Options (type "%").
  • To search, just begin typing and a drop-down will populate. To choose a tax line, either arrow down or click on the tax line.
  • All "Other" accounts require a Sub Account Name (i.e. Other Asset, Other Deductions, etc.) because a statement within the tax software is generated for these accounts.
  • Click on the Sub Account Name field and either: 1) Start typing a specific name (i.e. Prepaid Expenses). If the sub account name already exists, a drop-down will populate 2) Add a new sub account name by typing the entire name OR 3) Search All Available Options (type "%").

  • If a book account relates to Rental Activity (Form 8825) or Farm Activity (Sch. F), a 8825 or Sch. F name is required. Click on the 8825/Sch. F Name field and either: 1) Start typing a specific 8825/ Sch. F name (i.e. 123 Easy Street). If the name already exists, a drop-down will populate 2) Add a new 8825/Sch. F name by typing the entire name OR 3) Search All Available Options (type "%").

  • To filter, start typing in the "Search Something" box. For example, if you're looking for only Assets, type Asset in the box. REMEMBER: clear the search box to get rid of the filter

  • A GREEN box surrounding a field indicates that changes have NOT been saved.

  • A RED highlighted row indicates that some sort of information is missing or not valid.

  • Click "Cancel Changes" to undo any mappings that you do not want to Save. A pop-up will ask to Reload the page, ok to do so.

  • Click "Save Changes" once all mappings are complete. NOTE: Saving may take a few seconds, do NOT navigate away from the page.

  • Click "Add Account" to add a new account to the chart of accounts. NOTE: You are not able to input a balance when adding an account from the Accounts Tab. Balances may only be adjusted by posting a Journal Entry.

  • Scroll to the bottom of the page to navigate to the subsequent pages OR to view 25, 50 or 100 accounts at a time.

ADD NEW ACCOUNT

New accounts can be added from the ACCOUNTS TAB and/or JOURNAL ENTRIES TAB.

NOTE: A balance/value can only be given to a new account by posting a journal entry.

1) Click on "Add New Account"

2) Input book account name

3) Click on the Tax Account Line field and search by: 1) Tax Type (start typing Asset, Expense, etc.) 2) Tax Line (start typing Cash, Supplies, etc.) 3) All Available Options (type "%").

4) To choose a tax line, either arrow down or click on the tax line.

5) All "Other" accounts require a Sub Account Name (i.e. Other Asset, Other Deductions, etc.) because a statement within the tax software is generated for these accounts.

 

6) Click on the Sub Account Name field and either: 1) Start typing a specific name (i.e. Prepaid Expenses). If the sub account name already exists, a drop-down will populate 2) Add a new sub account name by typing the entire name OR 3) Search All Available Options (type "%").

 

7) If a book account relates to Rental Activity (Form 8825) or Farm Activity (Sch. F), a 8825 or Sch. F name is required. Click on the 8825/Sch. F Name field and either: 1) Start typing a specific 8825/ Sch. F name (i.e. 123 Easy Street). If the name already exists, a drop-down will populate 2) Add a new 8825/Sch. F name by typing the entire name OR 3) Search All Available Options (type "%").

 

 

POST JES (Journal Entries Tab)

AWESOME TIP: Hold down "Ctrl" and click on the Reports Tab. This tab will be opened in a separate window. As you are posting JEs, switch to the Reports window and refresh to see your changes.

There are 3 types of journal entries that may be posted: 1) BOOK AJE 2) TAX AJE  3) TAX RJE.

Helpful Hints:

  • To begin posting a JE, start typing either: 1) Tax Type (i.e. Asset, Expense, etc.) 2) Tax Line (i.e. Cash, Supplies) 3) Book Account Name (i.e. Wells Fargo, Staples) 4) All Available Options (type "%").
  • A drop-down will populate. REMEMBER: use DOWN ARROW to choose appropriate account and Tab over to the next field.
  • To add a memo, begin typing. Any previously saved memos will populate in a drop-down. If it's a new memo, continue typing the entire memo.
  • A RED highlighted field indicates missing or invalid info.
  • To save, debits = credits. If the JE is out of balance, a red warning will populate above the JE, indicating the amount in which the JE is out of balance.
  • Click "Add New Line" if you need additional lines in that specific JE.
  • Click "Add New Account" to add a new book account. REMEMBER: Any "Other" accounts require a Sub Account Name. NOTE: You may also add accounts from the Accounts Tab, but a JE must be posted to add a balance.
  • All posted JEs are visible at the bottom of the screen.
  • Click on the Entry # to populate a previously posted JE. If changes were made, click "Save" to close the JE. If not, click "Cancel/Close" to close the JE.
  • There's an option to "Void Entry" or "Delete Entry": 1) Void Entry = keep the entry, but review reports as if the entry was not made. Click "Activate Entry" to reactive the entry. 2) Delete Entry = delete the entry entirely. If the entry is needed, you will need to post again.
  • Entries #'s that include "Regroup" are only applicable for Send to Regroup clients. We post permanent M-1s, reclass entries, etc. If you wish to edit any of our entries, click on the Entry #. If you wish to void our entry, click on "Void Entry". You are not able to delete Regroup entries.

REVIEW REPORTS (Reports Tab)

AWESOME TIP: Hold down "Ctrl" and click on the Reports Tab. This tab will be opened in a separate window. As you are posting JEs, switch to the Reports window and refresh to see your changes.

The main reports viewed are: 1) Balance Sheet: Unadjusted Book to Schedule L Comparison 2) Income Statement: Book to Tax Comparison 3) Journal Entries

 Helpful Hints:

  • View the New Accounts Report for a summary of all new book accounts in that tax year if the client is Send to Regroup. NOTE: these accounts will also be bold on the Accounts Tab to prompt you to review the mappings.
  • View the Diagnostics Report for a summary of the Diagnostics Tab if the client is Send to Regroup. Diagnostics are helpful hints to navigate you through the tax software (i.e. Regroup input Charitable Contributions as 50% Cash). 
  • View the Journal Entries Report and customize to send to your client. NOTE: This report may be customized to Show Book AJES Only, etc. and easily exported to excel/PDF to send to your client or acctg dept.
  • Depending on Processing Type (Send to Regroup or In House), account balances may turn RED on the reports. This indicates that those amounts need to be updated in your tax software because journal entries have been posted to those specific accounts. TO TURN THE FONT BLACK, visit the Pending Changes Tab and "MARK ALL COMPLETE." 
  • Click "Print Active Reports" to merge all reports into ONE PDF file. Save this as your workpaper file.
  • Individual reports may be: 1) Exported to excel 2) Printed to PDF or 3) Printed to paper.
  • Update the Font Size at the top of the report viewer to 1) Small 2) Medium or 3) Large. NOTE: this preference will be saved based on your username.

EXPORT FOR TAX SOFTWARE

NOTE: The Export function integrates ONLY with CCH Axcess and ProSystems fx. Stay tuned for additional integrations! 

Once all journal entries have been posted and the return is ready for input into tax software, click on "Export" within the Client/Taxpayer-Specific Dashboard.

Helpful Hints:

  • An excel file will be created with 5 columns: 1) account number 2) account name 3) account value 4) tax type (A, L, E, etc.) 5) CCH/ProSystems Tax Code
  • Import this excel using GL Import within the CCH/PS tax software
  • The majority of the account values will be pulled from the Adjusted Tax values. However, specific M-1s will be pulled from the Adjusted Book values. NOTE: review all input within the tax software



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