Enhanced features to assist with managing data in ProFile

There are several features in ProFile to help you stay compliant and manage your data. Below, we'll cover Active Auditor, Tapes, Memos, and Hyperdocs.

Table of contents:

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Using the Active Auditor in ProFile

Profile’s Active Auditor displays messages that relate to the data file. These include passive audit messages, notices, processing errors, overridden fields, fields that have memos attached, fields with review marks, and EFILE-related messages.

Accessing the Active Auditor

The Active Auditor can be accessed in two ways:

• Select the Active Auditor icon in the top toolbar menu
• Right-click on any form, and then select Show Auditor

Selecting Active Auditor options

Note: Setting the Active Auditor options in one location applies to the settings for all modules.

1. Open ProFile.
2. Select Environment from the Options dropdown menu
3. Select Audit. The audit options window displays.

Each section of the audit options window has pre-set default selections.

Note: Modules may display different tabs in the Active Auditor based on the module itself, rather than settings.

Preferences settings

The Preferences section of the Audit tab includes settings that affect the display of warnings.

Note: ProFile recommends the Show Auditor Tabs be selected to provide the clearest feedback and sign of errors on forms.

Summary Tab Includes settings

The Summary Tab Includes section of the Audit tab includes options that display in the auditor toolbar. Each of the selected options displays related errors in the corresponding Active Auditor tab.

Prevent Filing settings

The Prevent Filing section of the Audit tab includes options that halt the filing of the form. Errors created by the violation of these options must be cleared before filing can take place.

Remove Audit Messages settings

The Remove Audit Messages section of the Audit tab has settings about who can remove errors in the Active Auditor for a form.

Note: ProFile recommends selecting one or both options, or Active Auditor error messages can't be cleared to allow filing.

Clearing Active Auditor messages

Error messages display as red text in the Active Auditor tabs.

1. Double-click an error warning in the tab. The error circles in red on the form.

2. Resolve the error. The specific error in the tab details the issue.

Sometimes ProFile flags something as an error even though it’s acceptable to you or your client. For example, an RRSP amount might be fine, but ProFile marks it as an error because it falls outside the CRA’s expected range.

In such cases, the individual selected in the Remove Audit Messages section of the Audit tab can sign off on, or approve, the error.

Attaching tapes in ProFile

In ProFile, preparers can attach a tape to a field. The Attach Tape feature works like an adding machine that performs and records calculations.

Tape options are managed in the Options > Environment > Edit in ProFile.

1. Open a file in ProFile.
2. Select a field to attach a tape.
3. Right-click and select Attach Tape. The Tape window displays.

4. Enter a description into the left-side field of the table. Enter a value into the right-side field of the table.

5. Select the key to move through the fields and create a new row.
6. Select the key to calculate the total and add it to the form

The background colour of the field changes to green when a field has a tape attached:

Note: Only the tape total—not individual entry details—is printed or sent with the tax return data. Entry details and descriptions are for the preparer’s reference only.

Clearing an Attached Tape

1. Open the file with the attached tape in ProFile.
2. Select the field from which an attached tape is to be cleared.
3. Right-click and select Attach Tape from the menu. The Tape window displays.
4. Select Clear to erase the tape.
5. Select OK.

The window closes and the tape clears from the field.

Copying a Tape from One Field to Another

1. Open the file with the attached tape in ProFile.
2. Select the field with a tape attached.
3. Right-click and select Copy Memo/Tape from the menu.
4. Select the destination field for the copied tape.
5. Right-click the destination field and select Paste Memo/Tape from the menu.

The tape attaches to the destination field.

Note: When you paste a tape into a destination field, that field takes on the tape total. If the destination field is a calculated field, ProFile replaces the calculated amount with the tape total.

Attaching memos in ProFile

Preparers can attach memos to fields on all ProFile forms. Memos are short notes and reminders, akin to paper sticky notes. Memos are useful for leaving notes or reminders for partners or reviewers to read.

Note: Memos won't print or transmit with a tax return file, or affect the return's calculation.

Memo text displays in a pop-up window when hovering over a field with a memo.

Fields with attached memos also appear in the Memo and Summary tabs in the Active Auditor.

Below is how to attach a memo:

1. Right-click in a field and select Attach memo from the menu. The Memo window displays:

2. Enter the memo content into the text field in the Memo window.
3. Select OK. The memo attaches. The colour background of the field changes to green.

Clearing a memo

1. Right-click in a memo field and select Attach memo from the menu.
2. Select Clear.
3. Select OK. The memo text clears from the form field.

Attaching HyperDocs in ProFile

ProFile’s “HyperDocs” feature allows multiple documents in any format to attach to a form or field in a return.

Note: HyperDocs are stored with the preparer files but aren't included with T1 EFILE or TP1 NETFILE transmissions.

1. Open a form in ProFile.
2. Select the field to attach a HyperDoc.
3. Choose HyperDocs from the File menu. The HyperDocs window opens.

4. Select add.
5. Navigate to the location of the document to attach.
6. Choose the document, and then select OK. The options window displays.

7. Select one of the options presented:
   • Embedded documents open in read-only state, and cannot be edited in ProFile.
   • Linked documents open from the source and can be edited in ProFile; any changes are saved in the source document in the file location.
8. Select OK to attach the document to the field as a HyperDoc.

The field displays in green colour, indicating the HyperDoc attachment.

Detaching HyperDocs from a field

1. Right-click on the field with the attached HyperDoc.
2. Select Detach HyperDoc from the menu. The document will detach, and the field will return to its original colour.

Note: The document remains attached to the form, but isn't linked to a specific field.

Removing HyperDocs from ‌a form

1. Select Hyperdocs from the File dropdown menu. The HyperDocs window displays.
2. Select the document from the HyperDoc list of attached documents. The red X icon in the top-right corner activates.
3. Select the red X icon.
4. Select Yes to remove the document to and detach it from the form.