PracticeTrove user guide

The illustration: Okafor Bello & Co, Chartered Accountants

Who should read what

Every step says who normally does it. Start with chapter 1 (everyone), then read the chapters for your role:

Contents

1. 1. Getting started

   What PracticeTrove is for, how to open it from troveuniverse.com or sign in with a password and two-factor, and what the dashboard tells you each morning.

   3 steps

   1. 1.1 Open PracticeTrove
   2. 1.2 Two-factor authentication
   3. 1.3 The dashboard

2. 2. Setting up the firm

   The firm's details for the letterhead, how far ahead work is planned and when reminders go out, the review and authenticator rules, the engagement letter template, and your own profile.

   4 steps

   1. 2.1 The firm's details
   2. 2.2 Work and reminders
   3. 2.3 The engagement letter template
   4. 2.4 Your profile

3. 3. Users and roles

   Add the firm's people with the right role, give them their temporary password, read the permission matrix, and make a custom role.

   5 steps

   1. 3.1 The people of the firm
   2. 3.2 Add a person
   3. 3.3 Give them the temporary password
   4. 3.4 Roles and permissions
   5. 3.5 A custom role

4. 4. Services and due-date rules

   The firm's catalogue of services with the Nigerian statutory dates filled in, how a due-date rule works, and adding a service of your own.

   3 steps

   1. 4.1 The services catalogue
   2. 4.2 How a due-date rule works
   3. 4.3 Add a service of your own

5. 5. Clients

   The client register: finding a client, adding one, the client's details and contacts, pausing a client, and recording that a client has ceased.

   7 steps

   1. 5.1 The client register
   2. 5.2 Add a client
   3. 5.3 Clients whose work is done in TroveSuite
   4. 5.4 A client's details
   5. 5.5 Contacts
   6. 5.6 A client that has ceased
   7. 5.7 Confirm with your authenticator app

6. 6. A client's services

   The services a client takes: who is responsible and who reviews, the client's own dates, fees and engagement; changing, pausing and ending a service; how year-end work follows the year end.

   4 steps

   1. 6.1 The services a client takes
   2. 6.2 Add a service
   3. 6.3 Change, pause or end a service
   4. 6.4 Year-end work follows the year end

7. 7. Importing clients from a CSV file

   Bring in many clients, with their partner, manager and services, from a spreadsheet: check the file first, fix any rows, then import.

   3 steps

   1. 7.1 Paste or choose the file
   2. 7.2 Fix the rows PracticeTrove cannot read
   3. 7.3 Import

8. 8. Work and deadlines

   The tracker of every piece of work: filters and views, a piece of work and its statuses, my work, the calendar, work by person, one-off work and bulk changes.

   8 steps

   1. 8.1 The tracker
   2. 8.2 A piece of work
   3. 8.3 My work
   4. 8.4 The calendar
   5. 8.5 Work by person
   6. 8.6 One-off work
   7. 8.7 Change several pieces of work at once
   8. 8.8 Assign them to someone else

9. 9. Clients who do not use TroveSuite

   Keep the status, due dates and the person delivering each piece of work up to date for a client whose records are kept outside TroveSuite.

   4 steps

   1. 9.1 Update the status as the work moves on
   2. 9.2 Waiting on the client
   3. 9.3 Change the due date or the person
   4. 9.4 The client's work in one list

10. 10. Review, sign-off and filing

    Send work for review, review and complete it, record the filing date and acknowledgement, and read a piece of work's history.

    5 steps

    1. 10.1 Send for review
    2. 10.2 What is waiting for review
    3. 10.3 Review and complete
    4. 10.4 Record the filing
    5. 10.5 The history of a piece of work

11. 11. Engagements and acceptance

    Engagements: what the firm has agreed to do for each client, the acceptance decision recorded from SQMTrove or the firm's own procedure, and accepting the engagement.

    5 steps

    1. 11.1 The engagements
    2. 11.2 A new engagement
    3. 11.3 An engagement
    4. 11.4 Record the acceptance decision
    5. 11.5 Accept the engagement

12. 12. Engagement letters

    Draft the engagement letter from the firm's template, edit it, have a partner approve it and record it as sent, record the client's signature, and print it on the letterhead.

    6 steps

    1. 12.1 Draft from the template
    2. 12.2 Edit the letter
    3. 12.3 Approve and record as sent
    4. 12.4 Record the client's signature
    5. 12.5 The letter's record
    6. 12.6 Print or save as PDF

13. 13. Reports

    The seven reports: deadlines, workload by person, the client service matrix, work finished on time, statutory deadlines missed, and the engagement and client registers.

    7 steps

    1. 13.1 Deadlines
    2. 13.2 Workload by person
    3. 13.3 Client service matrix
    4. 13.4 Work finished on time
    5. 13.5 Statutory deadlines missed
    6. 13.6 Engagement register
    7. 13.7 Client register

14. 14. Reminders and notifications

    The hourly scheduled jobs that plan the coming periods and send reminders, and the notifications each person receives.

    2 steps

    1. 14.1 The scheduled jobs
    2. 14.2 Notifications

15. 15. Security, the audit trail and your firms

    The tamper-evident audit trail, signed-in devices, belonging to several firms, and read-only access for a viewer.

    4 steps

    1. 15.1 The audit trail
    2. 15.2 Signed-in devices
    3. 15.3 Your firms
    4. 15.4 Read-only access for a viewer

16. 16. Troubleshooting and questions

    What to do when work is missing, a date looks wrong, a button is not there, or a code is refused.

Also in this guide

• About this guide
• Appendix A: Roles and permissions
• Appendix B: The standard services
• Appendix C: Work statuses
• Appendix D: CSV import columns
• Appendix E: Engagement letter placeholders
• Frequently asked questions
• Glossary