How to import client Static Data from Accounts Platform into PTP Accounts Production

Introduction

This topic explains how to import static data from Accounts Platform into PTP Accounts Production.

• We recommend completing the accounts prior to exporting. The Trial Balance and Chart of Accounts must also be printed.

How to export from Accounts Platform

1. From the Accounts Platform toolbar, select the Export Static Data to PTP Accounts Production icon.

2. A warning displays; please read this message and then click OK.

The following screen displays.

3. Click the   icon to export the highlighted client or click the icon to export all clients.

4. Click Export.

The following screen displays.

• The CSV file will be saved to the default location. This location can be changed, however we recommend that all exported files are saved in the same location

5. Click OK.

The following screen may display.

• Accounts Platform allows Client Codes to be used multiple times for business and individual clients; however PTP Accounts Production does not allow this. To prevent any failed imports all Client Codes on Individual (and Trust) will be amended to include a suffix of #. Users can assign a different code if preferred. A Client Code can also be altered once imported into PTP Accounts Production.

6. Click OK or OK to All (the latter will automatically apply the change to every client and the screen will be ignored on future clients).

The following screen displays showing the location of the saved CSV file.

7. Please note the saved location and click OK.

8. Click Yes to View the log report.

9. Close log report once viewed.

• Once a client(s) has been exported Accounts Platform will automatically add the client to the Locked Clients tab. This will allow a trail to be kept of the exported clients. Amendments cannot be made to the Client Main Details or Directors/Partners details for Locked Clients.
  
  A client can be un-locked via the Locked Clients tab by selecting the client and selecting Unlock. It will then be possible to edit and re-export if required. We recommend  if amendments are required, they should be made within PTP Accounts Production.

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How to Import into PTP Accounts Production

1. From the PTP Accounts Production toolbar, select Client | Import Client Static Data

The following screen displays.

• For further information please review the following guide on How to Backup PTP Accounts Production.

2. Click Yes to continue (providing the database has been backed up).

3. Browse to the saved location, (see step 7 above).

4. Select the file to be imported.

5. Click Open, the client Static Data has now been imported.

Duplicate client code may occur for the following screen to display.

6. Enter a new identifier.

7. Click OK or click Skip to cancel the import for the client shown.

8. Click OK on the Data Import screen and review incidents that have occurred.
   

• Due to the difference in address formatting (free form and specific boxes) some details may appear in the wrong field within PTP Accounts Production, for example, town and county. The details will be printed in the correct order, so this should not cause any immediate problem. However it should be dealt with on a case by case basis when reviewing the data before completing the next set of accounts for the client. This will ensure accuracy and successful online submission to Companies House.

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