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How do I ….

Store them on a network drive and access them from there?
If this was not set up during initial installation do the following: (1) First, de-activate the current client on all computers which are on the network (see next question). (2) Create a folder on the network drive named AWBARN. (3) Copy the file named AWBARN.PRN from the C drive to that folder. (4) Copy the latest versions of the archive files from the various local drives to the AWBARN folder of the network drive. (5) On each of the local computers select "Use AuditWare Tools" from the Access menu, then "Perform activities with archive files," then "Change the drive used for archiving client data" and enter the network drive letter when prompted to do so.

De-activate the current client?
From the Access menu select "Use AuditWare Tools," then "Tools seldom used," then "De-activate the current client." You may also set AuditWare either to always de-activate the current client when you exit or to ask you if you want to de-activate. That is done on the Settings menu by selecting Category, then changing the setting "De-activate the current client when exiting AuditWare?" from No (the default setting) to either Yes or Ask Me. If you are maintaining archive files on a file server (see previous question), you should set this setting to Yes, since multiple users should not open the same client at the same time and this helps prevent it.

Remove errors from the file?
From the Access menu, select "Use AuditWare Tools," then "Perform activities with archive files," then "Refresh and update the current client’s archive file."

Update the file?
Answer YES when asked if you want to do so when exiting AuditWare. You may also select "Use AuditWare Tools," then "Perform activities with archive files," then "Update the current client's archive file." AuditWare automatically updates the file when you perform certain activities (change to a different client, de-activate the client, etc.).

Decrease the size of the file?
If you have more than two years of data, consider removing the older years from the file (see next question). Also, change the year of the current client to each of the years for which you have data and do the following: From the Access menu select "Use AuditWare Tools," then "Perform activities with archive files," then "Delete all inactive trial balance files for the current year from client’s archive files." Also, since the process of saving files changed in 2002 to take up less space, set the year to each of the prior years and from the FieldWork menu select UTILITIES, then "Refresh the current client’s data files."

Remove outdated data from the file?
From the Access menu select "Use AuditWare Tools, " then "Delete the current client’s data files for a particular period." A list of the years for which you have data will appear on the screen allowing you to select which year of data you want to delete. See the above answer for removing files within a data period which are not longer in use.

E-mail an archive file to AuditWare?
If the client data you want to e-mail is the "Current Client" within AuditWare, first be sure that the client’s archive file is updated (see "How do I update the file?" above). Now address an e-mail to auditware@theaudit.com and attach the file from the AWBARN folder. Only the file with the ".ARC" file extension need be attached. If you’re not sure what the archive file name is for a client, return to AuditWare and select "Load a Different Client" from the Access menu. Check the column headed "File Name" on the next screen which appears.
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How do I…

Convert an ASCII file a second time?
From the FieldWork menu select UTILITIES, then "Convert or re-convert an ASCII file."

View the contents of the file?
From the "ASCII Master" menu select No. 2, "View a few lines of the file." You will be prompted for the number of lines you wish to view, which can be any number of lines up to 8,000. You may also view it in Windows Notepad. To do that double click the file in Windows Explorer or My Computer. If it does not have a .TXT file extension the "Open with" dialogue box will appear. Scroll down to "Notepad" and select it.

(TSD) Produce an ASCII file for our auditor; our school district uses Pentamation software?
Contact Dara Fuller at the Education Service Center of Region 6, (409) 295-9161. She will send you a special program which will allow you to create the file.

(TSD) Deal with two ASCII files received from a Texas school client, one for their data and one for a cooperative, and put them together into one file for conversion into AuditWare?
First be sure the files don't have the same name. If so, rename one of them. Next copy them to the same location (either to the same diskette or a folder of the hard drive). Now use the DOS copy command to put them together as one command. Assuming the existing files are named filename1.txt and filename2.txt and the new combined file is to be named newname.txt, type COPY FILENAME1.TXT+FILENAME2.TXT NEWNAME.TXT and press Enter. There are no spaces in this command except after "copy" and before "newname.txt."

How do I…

Change the page break when a report is printing on two pages?
From the OfficeWork module go to the report and use the CTRL B quick key to manually set a new page break. Use CTRL C to delete a manually set page break. Remember that the natural page break can only be moved up, not down. There are also certain options in the questionnaire for the letters which affect the number of line included in the report.

Create one or more of the reports?
From the OfficeWork menu select CREATE, DOCUMENTS. Before this will be functional you must have accessed the "Questionnaire for the Letters" from the FieldWork module at least once. To do that, select GO_TO, INPUT, OTHER_INPUT, "Questionnaire for the Letters" from the FieldWork module menu.
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How do I…

Cause multiple funds (trial balances) to be added together and appear as one fund on the combining statements?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Use the right and left arrow keys to locate the funds and change the "Combined Fund Number" on all of those funds to be the same number.

Change the wording of the column headings which abbreviate a fund’s title?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Use the right arrow key to locate the fund, then the down arrow key to locate "Column Headings for Combining Statements."

Omit balance sheets or operating statements which are inactive (contain all zeros) from combining statements?
From the Settings menu select CATEGORY, then "Exhibit Creation Settings." There you will see two settings, one for omitting inactive balance sheets and another for the operating statements.

Include the sentence "The accompanying notes are an integral part…" on combining statements?
From the Settings menu select CATEGORY, then "Exhibit Creation Settings" and select "Include ‘The accompanying notes are…’ on combining exhibits? Change the "Current Setting" from No to Yes
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How do I…

Change all the combining statements to be "B" exhibits?
It's in the "Exhibit Creation" category of settings.

Add a nonexpendable trust fund on the general purpose cash flow statement (Exhibit 5)?
From the FieldWork menu, select Utilities, then "Recreate a cash flow statement to change the number of data columns."

Change the setting to have all special revenue funds considered budgeted funds (Texas school district)?
There is no one setting. Go to Settings, select FREQUENT, then "Individual Fund Settings." Press the right arrow key and as each SRF fund appears, change the setting "Is this a budgeted fund?" from NO to YES.

Produce an individual fund budget comparison statement on a comparative basis (in the same format which is in the "blue book")?
You can’t, but we have been told by auditors who review for the GFOA that AuditWare's presentation (columns for current year budget, actual and variance along with one additional column for prior year actual) is acceptable and, indeed, is the more common way in which this statement is produced.

Change the "Federal Agency" setting for one of my federal funds while in "Individual Fund" settings?
That setting is set automatically using the first two digits of the current CFDA number setting. Change the CFDA number first and the correct agency name should appear.

Keep a trial balance from appearing on the SEFA (Exhibit D)?
Change the CFDA number for that trial balance to 99 (Audit I.S.D. users only - ALG and CSD users have complete control of Exhibit D).

Keep the non-federal portion from showing on the SEFA schedule (Exhibit D) when there is a federal special revenue fund in which some non-federal money was spent?
Enter it as a negative indirect cost amount in FieldWork (GO_TO, INPUT, OTHER_INPUT, Indirect Cost).

Present the combined budget comparison exhibit (A-3) on a budgetary basis for a Texas school client which doesn't accrue state revenue for the 15 days prior to September 1st?
In the general fund trial balance, enter adjusting entries in the column entitled "Budget Basis Adjustments." It's just to the right of the "Budget" column, but the entries you make there are adjustments to the "Adjusted Actual" column. In your case you will only need 2 entries. When finished, save the trial balance and re-create the exhibit and the table of contents.

Justify paragraphs in the Notes for paragraphs which were typed in manually?
Return to the FieldWork Notes and type a P in the "A" column at the beginning of each paragraph that needs to be justified.

Correct an inadvertently misspelled a word in a section title of the Notes?
In the FieldWork notes press Ctrl M, Edit, Rename and retype the title correctly.

Correct a column heading on the B schedule which is too long and a letter or two spills over to the facing page when it prints?
Go to Settings, Individual Fund Settings and shorten the line in the column headings input.

Get the Exhibit A-5 cash flow statement to show dashes for zero amounts when printed manually?
The dashes will show when printed through the OfficeWork program menu (you must "create" manual exhibits at least once before they show up on the "print" menu). To print it manually, go to the exhibit from the OfficeWork module. The dashes are not displayed in the FieldWork module in order to make data input easier.

Find any default wording in the Notes for a public facilities corporation which is being presented as a discretely presented component unit of a school district?
There isn’t any. You will need to edit (in the FieldWork module) the "reporting entity" portion of the first section and edit any other affected sections as appropriate. If these become more common among Texas school districts we will add default wording in the future.

Generate a combining budget comparison statement which includes all special revenue funds in my school audit report?
First activate it.  It is inactive by default because when only the food service special revenue fund is considered to have an appropriated budget, this statement provides no additional information than is on the combined budget comparison statement.  To activate it, go to Settings and select the "Exhibit Creation Settings" category, then "Activate or deactivate an exhibit ...".  Now select "Include all special revenue funds on combining budget comparison exhibits and A-3?" to change it from NO to YES. Finally, create or re-create these two statements in the OfficeWork module.

Rename one of the sections of the footnotes?
In the FieldWork footnotes, load the menu and select EDIT, RENAME.
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How do I…

Place page numbers on the divider sheets?
Go to Settings and select "Category," then "Printing, Page Number & Pennies Settings," then "Omit or Include an individual page number."

Include a page number on the "This page left blank intentionally" sheet?
When that page is printed by itself (not in a group with other documents) you will be prompted to enter a page number.

Include a divider sheet in the audit report for each fund type?
From the Settings menu select CATEGORY, then "Exhibit Creation Settings," then "Place all combining statements in the same section of the audit report?". Change the setting from Yes to No. Changing this setting also affects the exhibit labels (A-1, B-2, etc.) to begin with a different letter within each fund type.
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How do I…

Download an update from AuditWare’s web site?
The instructions are on the "Downloads" page. Scroll down past the file listing and you will see "Instructions for handling of downloaded program files." You may also select PRINT from your browser's menu while on that page to print out the instructions. In a nutshell, the instructions are to download the file to the c:\aw\temp folder of your hard drive, then load AuditWare, select "Use AuditWare Tools," then "Create an install disk form a file downloaded from the internet."

Install an update which has been downloaded from AuditWare’s web site?
From the Access menu, select "Use AuditWare Tools," then "Make an install disk from a file downloaded from the internet (TheAudit.com)." When this is complete you will be prompted as to whether you want to update the computer on which you are working. On other computers, select "Install an AuditWare upgrade disk," and use the install disk you created.
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How do I…

Change a fund’s fund type?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Arrow right to the desired fund, then down to the "Fund Type" line and press Enter.

Establish a new fund or delete an existing one?
From the FieldWork menu select UTILITIES, then "Create a new fund or delete existing ones."

Change whether a fund is designated as budgeted or unbudgeted?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Arrow right to the desired fund, then down to the "Budgeted" line and press Enter.

Change a fund’s title or the column headings used for it on the combining statements?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Arrow right to the desired fund, then down and press Enter to change either the title or the column headings.
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How do I…

Activate or de-activate an individual fund financial statement?
Individual funds statements may be created for each of your funds but they are not active by default. To activate one go to the Settings menu, select FREQUENT, then "Activate or de-activate an individual exhibit or document." In some cases it may be necessary to return to the FieldWork module and resave the associated trial balance in order for the data columns for those exhibits to be created. This is true only after initial activation.

Include the prior year on an individual fund budget comparison statement?
By default individual fund budget comparison statements include only the actual, budget, and variance columns. To include a fourth column for the prior year go to Settings, select CATEGORY, then "Exhibit Creation Settings." You will see the setting to this effect on the list which appears.

Present multiple funds (trial balances) as one individual fund statement?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Use the right and left arrow keys to locate the funds and change the "Combined Fund Number" on all of those funds to be the same number.
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How do I…

View or print a major fund determination report for a particular fund?
From the FieldWork module select GO_TO, REPORTS, MAJOR_FUND. Press a P while viewing the report if you want to print it.

Designate a fund as major which has not automatically been determined to be so?
From the Settings menu select CATEGORY, then "Individual Fund Settings." Arrow right to the desired fund then down and press Enter on the line "Is this a major fund?"
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How do I…

Save a page of the audit report as a PDF (Adobe Acrobat) file for publishing on a web site or other uses?
You must Adobe Acrobat and Microsoft Excel installed. Adobe Acrobat is different than the Acrobat Reader software available for free download from the Adobe web site, which will open PDF files but not save them. Now open an AuditWare file in Excel and select "Acrobat" from the Excel menu. That command will not show up if Adobe Acrobat is not installed. To determine the file name to open, "Go To" the file in AuditWare (OfficeWork Module) and select File, Save-As. Another method is to press Control I, which removes the message at the top of the screen, allowing you to see the file name. Then return to Excel to open it and save it as a PDF file. When saving, you may wish to place the files in a different folder to make it easier for you to find and use them for your intended purpose. You may also, of course, change the file name if desired.

TSD – Get the information for performing the 80/20 test?
Create lead schedules in Report Master. After selecting either GO_TO or PRINT, select PROGRAM to produce lead schedules of the the program intent codes. 
Change the AuditWare product with which a client is associated?
From the Access menu select "Use AuditWare Tools," then "Tools seldom used," then "Change the AuditWare product associated with this client."

CSD – Change a client from using the non-SACs to the SACs chart of accounts?
See the above answer.

Get current client notes to include the editing done in multi-client notes?
Go to current client notes and select Utilities, then Restore_Default.

Find the setting which says this is a single audit?
It's in the "Client Settings" category of settings.

Create or remove formatting such as lines in a financial chart in the input for the notes to the financial statements in the FieldWork module?
If an icon is present for the formatting you want, use it. Otherwise, press the shift key and enter a colon to load the WYSIWYG menu. Then select Format, Lines. A number of other formatting options also appear on the Format menu.

Use a re-writable CD drive (drive E:) to back up client data to a CD?
There is no menu selection within AuditWare to do it but you can do it manually. All data for each client is maintained in its archive file (file extension .ARC) and all such file for all clients are stored in the AWBARN folder of either drive C or another drive if you have so specified. When dealing with the current client, the only trick is to be sure its archive file is updated with your current work before copying the file. To do that, either switch to another client or select "Use AuditWare Tools," then "Perform activities with archive files," then "Update the current client's archive file." Then exit AuditWare and use either Windows Explorer or My Computer to copy from the AWBARN folder to the CD in drive E. To "restore," just copy it back. It could also be copied from the CD to another computer's AWBARN folder. If you don't recall what a client's file name is, select "Load a Different Client," then HARD_DISK and the file names for all clients will be listed.

My client included 3 funds as one in the ASCII file. I have established the other 2 funds manually to key in the data for splitting them out. How do I get the account codes of the original trial balance  into my two new trial balances? Load each new trial balance, use the C Quick Key (Ctrl C) to load the Codes menu, and select "Change-All," then "Another...".

Use AuditWare to produce a report for a charter school?
AuditWare does not have that capability.

Get rid of an adjustment journal for a fund?
From the adjustment journal menu (fund level) select DELETE, then JOURNAL. The entries will automatically be unposted from the trial balance (don't forget to save the trial balance).

Change the fund number for one of my funds?
It's a three step process. First use FieldWork utility number 1 to create a new fund with the correct number. It will be an empty fund with no data. Then load the new fund and select the FieldWork utility "Copy all data from another trial balance to the current one" and copy from the fund with the incorrect number. Finally, after saving the new trial balance, use FieldWork utility number 1 again to delete the original fund.

Import trial balances into Excel for further analysis?
This can be done, but not all at once. Load each trial balance, then select UTILITIES, then "Save a trial balance to diskette." Then exit AuditWare and open or import the file(s) into Excel.

Prevent having to manually close the "Finished - Aw ..." window when exiting from AuditWare?
This only occurs in certain versions of Windows. To correct it, right-click on the shortcut which opens AuditWare and select Properties. Now find the "Close on exit" box (normally on the Programs tab) and select it. Then click OK.

Transfer a client’s data from a laptop to an office computer and then back again?
Select "Save a client to diskette" from the AuditWare Access menu of the laptop, then insert the diskette(s) in the office computer and select "Load a different client" on the office computer. Reverse the process to move it back to the laptop.
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How do I…

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Print a trial balance?
From the FieldWork menu select PRINT, TRIAL BALANCE , PLAIN to print a "plain" report (No subtotals, grand totals or account definitions). For more sophisticated and useable reports select either GO_TO, REPORTS, REPORT MASTER or PRINT, TRIAL BALANCE, REPORT MASTER.

Print a one-page summary of a trial balance (total assets, total liabilities, etc.)?
From the FieldWork menu, select "Print," then "Class Report."
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How do I…

Omit the shading or italics from printed reports?
From the Settings menu select "Frequent." The settings are there.

Print the entire report in page number order?
Select "Turnkey," then "Print All."

Print a single document or exhibit?
Select PRINT, then the category of the item you wish to print, then MARKED. Scroll to the item and press Enter.

Print a single page of the notes to the financial statements?
Select the notes for printing by itself (without other documents). You will be prompted as to whether to print the one page of your choice or all pages.

Change a page number?
Go to Setting, select FREQUENT, then "View or change the page number of a document or exhibit."

Change the natural page breaks of a document to be those which I specify?
With the document on the screen, start from the top and find the first page break which you want to change and press Control B (Break). You will be prompted to arrow up to the row which you want to be the first line of the next page and press Enter. Be aware that you cannot make longer pages than the natural page breaks dictate, only shorter. Control B sets a manual page break. If you change your mind or make a mistake and want to clear a manual page break, use Control C (Clear) to clear it.

Change the page breaks for printing the notes?
Go to the document in the OfficeWork module. You will see dotted lines which represent the print range and the current page breaks. Use CTRL B in Windows or ALT B in DOS to set a manual page break and CTRL or ALT C to clear a break you have previously set. Start at the top and work down. Remember that page breaks can only be raised, not lowered.
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How do I…

Key in prior year memorandums manually when I don’t have prior year data?
From the FieldWork menu select "GO_TO," "Input," "Other Input." The selection is there.


Omit prior year memorandum totals from the financial statements?
From the Settings menu select "Category," then "Exhibit Creation Settings." The selection is there.
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Identify program revenue in a trial balance?
In the AW column, enter a 1 for Charges for Services, a 2 for Operating Grants or a 3 for Capital Grants. If a grant can be used both for operating and capital purposes, enter a 2. You may either enter a revenue function in the RFN (revenue function) column or leave it blank.  If you leave the RFN (revenue function) blank, that revenue amount will be allocated based on the functional expenses in the trial balance when the statement of activities is created. To see the dollar amounts which will be used, select Go_To, Reports, List_Functions. See the next question for other options.

Deal with multiple functions when dentifying program revenue in a trial balance?
There are several options. The easiest is to leave the RFN (revenue function) blank (see the question immediately above). You may also allocate by placing the entries in the government-wide adjustment journal. Thirdly, if the revenue account has not been adjusted at the fund level, you may select Cntrl C, then "Allocate Revenue" to allocate the "per books" amount based on expense funtions. All calculations of expense use the government-wide amounts. However, the revenue amount for the "Allocate Revenue" command uses the "Per Books" amount for the revenue while the other options use the government-wide amount for revenue when allocating. 

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How do I…

Omit the grid lines which appear on printed reports by default?
Select "Change the Report Settings," then "Default." The selection is there.

Omit the shading which appears in the top border of printed reports by default?
Select "Change the Report Settings," then "Default." The selection is there.

Omit the detail (individual accounts) in reports, showing subtotals and totals only?
Change the report setting, "Include Items?" from Yes to No.

Establish a new report?
Select "Establish a New Report."

Print a report I have already created with the GO_TO command?
Press a "P" while viewing the report. If the report is not showing, press Escape.

Use lead schedules to debug my work in setting up the chart of accounts in the ALG product?
You can produce a lead schedule for almost any line of your financial statement setups by selecting "Financial Statements" from the lead schedule menu. This provides you the individual accounts which make up that line.You can also produce a lead schedule of all undefined accounts by selecting "Undefined" from that menu. This finds the accounts this year which either weren't present when the setups were done in a prior year, or accounts which were overlooked.

Get the entries to be in adjustment number order when printing out an adjustment journal as a Report Master report?
Return to the FieldWork module, go to the journal and select SORT from the menu. You will see there are several ways it may be sorted, including by adjustment number.

Change a report where one of the trial balances is printing its data in the current year column and nothing in the prior year column and another trial balance is being included with data in the reverse columns?
Those are two project-year trial balances. Change the Report Master setting "Collapse projects into funds?" from NO to YES and the data will line up better for comparative purposes (and produce a shorter report as well).

Increase the space available for displaying account descriptions on reports?
Select "Change the report settings," then DEFAULT. The settings for changing column widths are there.
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How do I…

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How do I…

Update the page numbers in the TOC to be those used by the documents themselves?
Re-create it and it will recapture those page numbers.

Insert a document in the TOC which has been prepared outside of AuditWare?
First use the Settings menu to change the page number of the document which follows it and re-create the Table of Contents. Then insert the needed number of rows and type in the new document’s title and page number.
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How do I…

Enter a prior period adjustment?
From the FieldWork menu, select "GO_TO," "Input," "Other Input." The selection is there.

Input the unadjusted balances manually?
If the fund doesn't yet exist, select FieldWork Utility # 1 to establish it. This will provide a default set of account codes. From the FieldWork menu, select "GO_TO," "Input," "Trial Balance" to load it. Enter the amounts the "Per Books Amount" column as a self-balancing trial balance (assets positive, liabilities negative, etc.), placing the entries beside the account codes you want to use. The account codes are quite flexible. You may change any code as desired by typing over it and pressing Enter. You may insert new rows by selecting the spreadsheet row number at the left side of the screen. You may also select Control C to load the Codes Menu, which allows you to sort the codes, import them from other funds, define them and much more.

Input the budget manually?
Enter the client's year-end amended budget for equity, revenues and expenditures in the column labeled "Final Budget." Enter expenditures as positive numbers, revenue and equity as negative amounts. If the client has converted to GASB 34, you will also need to key in the original budget in the column by that name, using the same format, but you will only need to enter the budgets for those funds for which you will be presenting budget comparison schedules. Under GASB 34 this is normally only for major funds but Texas school districts will also need budgets for the food service and debt service funds even if they are not major, since those schedules are required.

Deal with a budgetary basis budget?
The "Budget Basis Adjustments" column of the trial balance is used only when the client has budgeted on a non-GAAP basis, such as the cash basis. Enter the adjustments in that column which convert the "actual" to the budget basis for purposes of budget comparison exhibits. Normally you will only need a few entries, but they should be in balance. Remember that entries here affect actual; they do not adjust the budget.

Use the "LEAD_REF" column?
This is used, if desired, to produce lead schedules (reports of categories of information for one or more funds) in Report Master (Go To, Reports, Report Master). There are no pre-set entries required. You may enter either text or numbers. In Report Master, select LEAD_REF from the lead schedule menu to produce a report. There are many other options for producing lead schedules, so entries in that column of the trial balance are not required.

View a list of commonly used "Quick Keys"?
Press Cntrl Q. Press it again to hide the list.

Determine whether the trial balance is in balance?
Press Cntrl V (Verify). You may also select Go To, Reports, Class.
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Trial Balances - Account Codes 

Add a new line of account codes?
Either insert a row manually or press Cntrl C for the "Codes" menu.

Remove all of the account codes I am not using?
Press Cntrl C for the Codes menu, then select "Remove," then "Inactive."

Sort the account codes?
Select "Sort" from the Codes menu (Cntrl C to load menu).

Change an existing account code?
Just type the new code over the old and press Enter.