Step 3: PTP client sync
PTP customers that have both Accounts Production (AP) and Tax must enable client sync before migrating any data. This is to ensure that no Duplicate client records are created when your client data is migrated.
Before syncing, check your data
Duplicate client records
Both PTP Tax and PTP Accounts Production contain client records, which means if you are a user of both products, your PTP Accounts Production database will likely contain the same client records as PTP Tax. All the modules of IRIS Elements use a single client record; this ensures that client data is consistent across all areas, and there is no re-keying of data.
During data migration, the aim is to merge multiple instances of the same client into a single record within IRIS Elements. The data migration solution has built in client de-duplication capabilities, which come into effect at certain points. To get the best results from the de-duplication capabilities, it is important that you understand a) how duplicate records are resolved, and b) in what order to migrate data. The order in which you migrate data drastically alters the way the de-duplication capability works.
How duplicate records are resolved
Duplicate client records are automatically resolved where the PTP Accounts Production client sync has been enabled BEFORE any attempt to migrate PTP tax data. As noted above, The PTP Accounts Production client sync only migrates the client record; accounts data is migrated separately, and this can be done either before or after the migration of tax data.
It is strongly advised that where data from PTP Accounts Production and PTP Tax products is being migrated, that you set time aside to review client records and ensure that data contained in the fields noted below is consistent between products. Mismatches will result in a duplicate client record being created in Elements
Client records are matched on the following criteria:
Client codes
Please ensure your clients have unique client codes before migrating.
Business
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Company registration number
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Charity registration numbers
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Business name (sole traders and partnerships) + VAT
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Business name (sole traders and partnerships) + first line of address + postcode
Individuals
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National insurance number (NINO)
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Forename / Surname (exact) + first line of address + postcode
Trusts
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Trust name + VAT no
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Trust name + first line of address + postcode
Note that de-duplication does not employ non-exact matching (‘fuzzy matching’), meaning that a name or first line of the address, for example, must match exactly in order to resolve the duplicate.
Sync your data
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Connect to IRIS Elements
Open up Accounts Production and navigate to the Setup menu. Select Connect to IRIS Elements.
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In the pop-up displayed, select the checkbox and sign in to IRIS Elements.
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Using the Elements Sync Control Panel
In Accounts Production, navigate to the Setup menu again and select Transfer of Client records to IRIS Elements. The Elements Sync Control Panel is displayed with a list of unsynchronised clients.
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To sync a client that has an existing record in IRIS Elements:
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select the icon in the Elements Link column and then in the popup, choose Link to existing IRIS Elements client. In the following dialog, select Yes when prompted to link the records.
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select the checkbox in the Sync colum for the record you have linked and then select Save Changes.
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repeat this process for all client records you wish to sync.
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once you have linked all records and saved all changes, select Enable Sync.
Linking is only available for clients of the same type. If the client records you have chosen to sync are of different types, a client type validation warning will be displayed.
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To create a new record for a client in IRIS Elements:
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select the icon in the Elements Link column and then in the popup, choose No match or unlinked IRIS Elements client This will create a new client record for this client when the data is migrated.
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Next step: Step 4: Download and install the Data Migration Agent (DMA)