Why you should always roll-over all clients from one year to the next

The client record and the program databases

All the HandiSoft programs access a common client database, with each program having an additional database that contains information that is linked to the client database through the client reference number.

Each year's programs all have the current year client database file (Clients) as their pyramid head. For example, Time+Billing 2011 and HandiTax 2011 etc. use Clients11 as their pyramid head, while HandiTax 2009 and HandiTax 2005 use Clients09 and Clients05 respectively. Each year, all the programs, except prior year HandiTax programs, roll forward to access the current year's Clients file. The reason for this is that HandiTax contains the forms that are needed to lodge older returns, and, therefore, continues to access the relevant ClientsNN file.

When you roll over each year, a new ClientsNN file is created for that year, and the data for each program links to that client file. If a program database has no corresponding record in the ClientsNN file, it will be "hidden". If, in the future, a not rolled forward client's reference code is reused for a new client, the "hidden" data will attach to the new client, causing the new client's data to be incorrect.

We strongly suggest that you always roll over all clients, and rather use the facility to mark clients as current or non current.

The "Client Details" window has the ability to allow you to view only the current clients so that your "Clients Detail window" is not cluttered.

If you want to remove a client who has left and is not expected back, use only Practice Manager - Contact to delete them.

The facility to roll over only current clients is intended for those clients that only use HandiTax, and need to clear up older clients, as they would not have the delete facility that is incorporated in Practice Manager - Contact.

Ref # Install0004