How do I move an Accounts Production client from one TaxCalc database to another?

If you have the Accounts Production module with TaxCalc, all of the information is retained in the database and therefore there is no easy way to move the information for one client from one machine (database) to another. You can move a client into a different database (or new machine) but this is not a fully automated task and you can't move all of the data. Instead, you can run reports that will allow you to transfer the postings data from the source database.

NOTE: If you have multiple standalone installations of TaxCalc, we would recommend you move to a network copy of the program before continuing. If you would like further information on the process required, contact our Support team.

On the source database (old machine)

1. Open the client in Accounts Production and go to the current accounting period.
2. Select Reports from the left-hand menu.
3. Run and save the following reports:
   • abbreviated financial statements (export as PDF)
   • audit trail (export as CSV)
   • full financial statements (export as PDF)
   • lead schedules (export as PDF)
   • nominal ledger (export as PDF)
   • trial balance (export as CSV).
4. Complete steps 2 and 3 for the previous accounting period.
5. Open each CSV file and confirm that:
   • the postings for the period are displayed
   • the user column isn't displayed – if it is, read Can I add anything further to the CSV outputs?
6. Note any text changes so you can complete them on the new machine. 
7. Go to Practice Manager.
8. Double-click on the client to go to the client summary.
9. Select Relationships from the left-hand menu.
10. Make a note of any relationships so you can recreate them on the destination database.

NOTE: If anyone listed in relationships is a client on the source database but doesn't exist on the destination database, export any returns for them and import them into the destination database. This will make it easier to update the relationships.

On the destination database (new machine)

Next you need to transfer the information to the destination database. If the client doesn't appear on the new machine, you'll need to create the client in Practice Manager before proceeding. You'll also need to include the relationships for any directors and secretaries that need to be associated to the accounts. For further information on this, read How do I add details of directors, company secretaries or partners in Practice Manager? Once the client appears in your list of clients, complete these steps:

1. Open the client in Accounts Production.
2. Create the comparative period.
3. Open this period.
4. Go to Posting and select Import Trial Balance.
5. Click on Continue if it appears.
6. Browse to the comparative period CSV file created on the old machine and open that file.
7. Select Use an existing map.
8. Click on Continue.
9. Select TaxCalc Audit Trail (which appears by default).
10. Click on Continue until you finish the import process.
11. Repeat steps 1 to 10 for the current accounting period.
12. Generate the accounts PDF and compare the information against the previous PDF created. 
13. Make any further changes required to finalise the accounts.