Job Setup: questionnaire, CoA mapping and data sources

The three-step Job Setup process covering questionnaire review, Chart of Accounts mapping, and uploading data sources.

Job Setup is the first step in your workflow. Click the Gear Icon on the job to open setup. The three steps are: Questionnaire Review, Chart of Accounts (CoA) Mapping, and Data Sources.

Step 1: Questionnaire review

Review the client's responses for completeness. If something needs clarification, click Send to Command Centre on the relevant question to raise a query with the client.

Step 2: Chart of Accounts (CoA) mapping

CoA Mapping aligns the client's account structure with Zato's standardised framework. This is the foundation for transaction classification and workpaper automation.

  1. Click Upload Trial Balance at the top right and upload the client's Trial Balance (TB) in CSV or XLSX format.
  2. Zato auto-maps accounts using intelligent matching. Review the Unmapped tab for any accounts that need a manual selection.
  3. Cross-verify the auto-mapped accounts and click Save.

The mapping table shows Status, Client Account Name and Code, Client Account Type, Amount, Zato Account Name, Zato Account Group, and the linked Workpapers. Click the Zato Account Name to change a mapping.

Trial Balance is mandatory before automation can run. As soon as it is saved, the Run Zato button becomes active.

Step 3: Data Sources

Upload all files Zato needs to process the client. Files are organised into four channels:

  • Ledger: Xero, MYOB, or QuickBooks exports. Use the sync toggle to fetch directly from Xero where available.
  • IRD: Tax and compliance reports from Inland Revenue Department (IRD), e.g. GST Return Summary, PAYE Return Summary.
  • Companies Office: Company Extract for shareholder continuity workpapers.
  • Source Docs: Bespoke files supplied by the client.

Each tile has an Upload button. For IRD, Companies Office, and Source Docs, use the Additional Files dropdown to specify the document type so the file maps to the correct workpaper. Uploaded files appear below each tile tagged with their workpaper code (e.g. Aged Payables Summary - ACP).

The File Review section below shows every uploaded file with its Source, File Name, Page Range, Category, and Actions. Use the search bar and filters to manage large file sets.

Bulk upload may not always assign the correct document type to every file. Review classifications before running automation. Use Xero sync wherever possible to keep figures current.

How to access Job Setup

Go to Jobs and click the Gear Icon on the relevant job.