Documents

This help article goes through the best practice guidance for document storage.


  • All documents included in the Silverfin file should be included in the documents section of Silverfin. The best way to do this is to upload them as you go and then link through to your relevant schedules.

  • Documents on Silverfin should be filed in a logical order in tidy folders. A best practice example is shown below;

-This client example below is an In Year-VAT client and a Year End client therefore a folder has been created for each accounting service. There should also always be a "Permanent" folder.

-Permanent - this should include the Engagement letters and documents such as Partnership agreements, Articles of Association

-Accounts/VAT - there should be a folder set up for each accounting period

-There should then be the following sub folders included (Info for Datamatics is client by client basis)

-1. Planning - there are not a huge amount of documents that go in here so no sub folders necessary


-2. Working Papers - use sub folders for each section in the client file, example below, not all of these are required for every file, tailor to the client

-3. Completion - suggested sub folders noted below

  • Ensure all documents have a clear name. You can change the file name within Silverfin, see video here.

  • Always preview your documents from within Silverfin to ensure they are straight forward to view. If the document is breaking over different pages at awkward points then go back into excel and tidy this up.

Period-specific documents and replacing files

  • Permanent Documents: this is where documents can be uploaded and will not be associated with a particular period.
  • Period-Specific Documents: this is where documents will exist within a given period. The period-specific section will also show where the document is attached, and you'll be able to replace the document across all the templates it's currently attached to, with just a single click.

When uploading a document within a working paper, it'll now be possible to attach documents from these two sections. This will increase efficiency by allowing you to see where a document has already been attached.

All documents that are attached in Silverfin should appear in the permanent documents section within the appropriate folders. Period-specific documents should only be used for replacing files and viewing which templates a specific document is already attached.


Replacing files

If you have a document uploaded but then have made a change to this document rather than deleting the original and re-uploading to all the different sections it is attached in, you are able to use the replace files function.

The process for replacing a file is as follows:

  1. Upload the document which you would like to replace your original document in the permanent documents section within the appropriate folders.
  2. Once this has been done, navigate to the ‘period-specific documents’ section and find the document you would like to replace. This will show you all the places the original document has been attached and when these were attached. You can now select the replace files button as shown below. You can also download, view or delete the document from this screen.

  1. When you click ‘replace file’ this will then bring up the normal ‘attach a file’ screen where you should navigate to and select the document you would now like to appear in these templates instead.
  2. Once selected, the new file will now be attached to all of the templates which the original document was, removing the old file from these templates in the process.

NOTE: In order for this function to work properly you must have attached the file to your Silverfin file in all reconciliations from the permanent documents rather than through the ‘browse’ function which you can select when attaching document.

If documents are upload via the ‘browse’ function then Silverfin is unable to link them together so will just show as 3 separate documents attached to 3 separate templates.



NOTE: If there is anything in this help article that needs updated please get in touch with the Silverfin Experts.