Track documents for an account opened during the month

Add the account from its effective date

Capture the opening date and required evidence now, before the close stalls on an account nobody requested.

A complete client folder still leaves someone turning supplier invoices into spreadsheet rows. That is the step ParseMill handles: upload invoice PDFs, review extracted details and line items beside the source, then download Excel. Keep document requests and engagement tracking in your existing process.

Ask the engagement owner to confirm that the account belongs in scope. Use an internal account reference in the collection register; a full account number is usually unnecessary for tracking work and can remain in the protected source.

Record the change separately from receipt

Create an account-change row with entity, internal account reference, effective date, basis, first expected coverage and owner. Then create the specific evidence requirement for the first period. This separates learning that the account exists from receiving a usable statement or other agreed evidence.

For US firms, TaxDome: Document checklists supports editing checklist items after sending, while Microsoft: Excel tables describes structured worksheet tables. Either can hold the revised expectation if it is already your source of truth. Preserve the previous checklist version or a dated change note. Adding a new item should not erase the history of what the client was originally asked to supply.

Follow a partial-month example

Synthetic example: Rowan Design opens a reserve account on September 18. Its ordinary September checklist was sent on September 2. All references here are invented.

The new R2 request concerns a defined interval. It does not reopen O1 or imply that no bookkeeping can proceed on unaffected work. If the bank's first issued statement ends after September 30, retain the actual dates and let the reviewer decide what further evidence is needed for the agreed period.

Handle changes that arrive late

If the team learns about the account after a package was marked complete, reopen the affected completeness decision and notify the person using that package. Record what changed: a newly expected account, its start date and the missing coverage. Avoid merely adding a row to a live sheet where the preparer may never notice it.

A client saying “we opened another account” is a useful trigger, not a complete intake record. Confirm the entity and operational start date through the firm's normal process. If the date remains uncertain, label it as unconfirmed and assign a question; do not use the date of the email as a substitute.

Make the next cycle predictable

At the next monthly rollover, include the new account as a standing requirement if the scope decision still applies. Create a new period-specific item and reset receipt and acceptance fields. Keep the first partial period attached to its own evidence rather than relabeling it as a full month.

Check for three failures during a trial: newly opened accounts with no first-period requirement, requirements covering dates before opening, and late account changes not communicated to preparers. the related workflow guide explains the wider collection register. Use the workflow audit checklist to record how often these changes occur and whether the checklist update actually removes repeat questions.