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Roll-Over Process 2011

Pre-requisites

Back Up

Back up the entire Hsoft directory.

It is possible that only a specific version of a HandiSoft product will be able to read your data. Backing up the entire Hsoft directory ensures that you have a copy of the data and the correct version of the HandiSoft program.

Roll-over instructions

For the 2011 you can automtaically roll over your clients during the installation phase.

During the install you would have been presented with the following options window:

 

If you selected Option 3 Install Software, Perform Recalculation and Roll-Over Clients to 2011 during the installation, you have already rolled your clients over and do not need to complete this section!

If your practice previously used HandiTax 2010, you must roll over your data into HandiTax 2011 as follows:

  1. If you selected Option 2 Install Software and Perform Recalculation during installation, go to Step 6.
  2. Start HandiTax 2010.
  3. In HandiTax 2010: From the Client menu, click Recalculate clients tax details.
  4. In the "Client Expressions" window, highlight #All, and then click Select to start the recalculation.
  5. When the recalculation has completed, close HandiTax 2010.
  6. Start HandiTax 2011. The "Tax Roll-Over From Prior Year" window will automatically open if you did not complete Option 3 during the install. If it does not, from the Tools menu, click Roll-over files from 2010.
  7. Complete the window fields. For more information, press F1 to display the online help.

    Caution:
    If you have other 2011 HandiSoft products (HandiLedger, Practice Manager, etc.) installed,
    do not select the Current clients only check box.

    Notes:
    - If you do not want unlodged item notes to be rolled over as well, under Roll-over these details,
    clear the Tax item notes (not lodged) check box.
    - If required, you can roll over clients one-by-one using either the client's reference code or TFN.
    - If you are not ready to roll over the 2010 data, in the "Tax Roll-Over from Prior Year" window, click Cancel.
    To roll over the data later: From the Tools menu in HandiTax 2011, click Roll-Over files from 2010.
  8. Click OK to start the Roll-Over.
  9. Check your HandiTax 2011 options: From the Options menu, click Tax Form Options. Amend the settings as required and then click OK. For detailed information on the settings, press F1 from within the window.
  10. After rolling over your data, you can optionally reset the User Fields in your client database.
    To reset the fields; from the Tools menu, click Clear clients user fields. Complete the window and then click OK.

All HandiSoft products, except HandiTax automatically roll over your data the first time you start each program.  

! Cautionary Note:

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 2007 use Clients09 and Clients07 respectively. Each year, all the programs, except prior year HandiTax programs, roll forward to access the current year's Clients file. The reason 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.