Answer Sets

Answer Sets

This screen will show you the checklist answer sets which have been created showing the client name, checklist used, reference, period end, the current user of the answer set, its status and when it was last accessed.

There is the option to filter the answer sets by user ie created by me, assigned by me and unassigned, by status i.e. not started, tailoring in progress, tailoring awaiting review, tailoring in review, tailoring signed off, in progress, awaiting review, in review and signed off and by client name.

There is also a search function to allow you to search for answer sets.  You will need to type in the part of the client name you are searching for and then select the search button .  Please bear in mind that if you have filtered the view, the search will be on that filtered view only.  You will therefore need to reset the filters to Show All to search all the answer sets.

You can also reopen a reviewed answer set if you are the correct level of reviewer.  For example, if you have reviews set for manager followed by director, if the director has conducted their review, they are the only ones who can reopen in order to re-review.

If you hover over an answer set and select the icon, you can view the details, view the answer set as read only, resume/answer the answer set or delete the answer set.  You can also assign the answer set to a client (see below).

If the answer set review has not been started, you can also edit the answer set and amend the reference, year-end date and change the groups allocated to any sign offs.  If a review has been started, you will need to reopen the answer set and then it can be edited.

Creating an answer set

To create an answer set, select the plus icon .

A pop up box will appear where in the details section you must select the client from the drop down menu or select the icon to add a client (see Clients section), select the checklist you wish to use e.g. IFRS, add a client reference (if required) and select the period end.

If the administrator has enabled per section answering (see administrator guide), then you will see a tick box to select per section answering for this checklist.  This will allow different users to access different sections of the main checklist at the same time.  This does not apply to the tailoring section.

You can also select the tailoring sign-offs and main checklist sign-offs tabs to change the default sign-offs required for this particular answer set. A prompt will appear asking for confirmation of a change to the default workflow.  There is also the option to restore the default workflow.

Starting an answer set

Once you have created the answer set, select start and this will take you into the answer set to begin answering questions.

Resuming an answer set

From the answer sets home page, place the mouse over the answer set you wish to resume and select the arrow icon , you can then select the Resume option if it is still at the tailoring stage or Answer if you are at the main checklist stage.  You can also assign the answer set to a client (see Clients section below).  You can also resume or answer the checklist from your home screen.

If you have selected per section answering and you are at the stage where the main checklist is to be answered, you will need to select the answer section(s) option to resume the checklist.  A pop up box will appear where you can select which section(s) you wish to resume. You also have the ability to assign a section(s) to a client (see Clients section).

Deleting an answer set

From the answer sets home page, place the mouse over the answer set you wish to delete and select the arrow icon , you can then select the Delete option if you are the owner and the status is not started or tailoring in progress, and no reviews have been performed.

Answer set details

From the answer sets home page, place the mouse over the answer set you wish to resume and select the arrow icon , you can the select the Details option.

This will show you the checklist version which is being used for this answer set, the client name, client reference, period end, the current user, answer set status including when this was last accessed,whether per section answering is enabled and whether the answer set is online or not (see offline section).  You can also review the sign-off options.

It also details all the access and actions including when the answer set was created, viewed, answered, reviewed, tailoring completed, report viewed, etc.

You can also update the answer set to the latest version if there has been a later issue of the checklist.

You can either go back using the navigation arrows, or select the user index icon to take you back to the main answer set screen.

The details page also displays the status of sign-offs. You can also undo reviews in the details page but only if you have the correct level of review status.

If the answer set includes per section answering, the details page will show you the status of each section of the main checklist including the current user and whether a particular section has been completed.  The user who completes the last section will be the user who is listed as having completed the answer set.

You can also access the reporting menu by selecting the report icon .  This will take you to the reporting options (see Reporting section).  The client name and relevant answer set will be automatically selected so you only need to select the type of report.

There is also the option within the answer set details to export the checklist.  This would be required if you had a question regarding the answer set which required our support team to investigate.  The export will save a zipped file which can then be emailed to support so they can see the answers you have given to allow them to investigate why a particular question is appearing/not appearing.  The data that is exported contains no client information and just allows support to create a copy of the answer set to investigate the problem.  The export data itself will appear meaningless to you and therefore is only of use in the above situation.

You also have the option to update the answer set to the latest version of the checklist by selecting the arrows from the right hand toolbar.  Otherwise this will continue to be using the live checklist when the answer set was created.

Roll forward

When a checklist has been signed off and all reviews have been completed, you have the option to roll forward some of the data for the next accounting period.  From the answer sets home page, place the mouse over the answer set you wish to resume and select the arrow icon , you can the select the Roll Forward option to open the Roll Forward Answer Set screen.

The new period end will default to one year later but this can be amended if you have an upcoming short or long accounting period.  You can then decide what answers you wish to roll forward.  The options allow you to roll forward the answers to tailoring, the main section, the comments or any combination of the above, or nothing.  If you roll forward nothing this will be a blank file ready for next year.  You can also add sign offs if you wish the rolled forward checklist to be reviewed.

Once you have selected the appropriate options, select the Roll Forward button.  You will then be taken back to the answer sets screen where you will see the rolled forward checklist.  The status will show as Not started.

If you resume the checklist you will see that all the answers and comments you selected to be rolled forward are included.  If you have rolled forward the tailoring answers, you will still need to complete tailoring by selecting the Tailoring Complete button.  If you have rolled forward the main checklist answers you still need to complete the checklist by selecting the Complete Answering button.  If you have rolled forward tailoring and the main checklist you will need to complete both.

Assigning an answer set to a client

From the main answer set menu, if you hover over an answer set and select the  icon, you can assign the answer set to a client as long as a client user has been set up (see Clients section).  A pop up box will appear asking you to confirm. For instructions for the client, see the user guide for client users.

This will use up one of your licences but the licence will return to you once the answer set is returned.

Once an answer set has been assigned, you then have the option to claim the answer set if you wish to take it back from the client.