To change a client reference code in HandiSoft programs, see the steps below.
Warning: Client Reference Codes have a limit of eight characters. Client Reference Codes should be viewed in the same context as a tax file number. Once allocated, it should always remain the same, with no need to change it. We strongly recommend you only change your Client Reference Codes if they have been incorrectly set up and do not have data attached in any HandiSoft program.
Before proceeding, to understand the consequences, please read Understanding the impact of changing a Client Reference Code. It may take a bit of time to change the reference because it adjusts all products. Please be patient and wait for the software to complete the changes.
Changing the Client Reference Code
Ensure you have a suitable backup of your data.
Ensure all users have closed out of all HandiSoft programs.
One user can open Practice Manager\HandiSoft (Hctxx.exe). This can be opened directly from the HSoft\Apps folder.
In Practice Manager/HandiSoft, go to the Client menu, then click View.
Highlight the client you wish to change the reference code for and click Change on the middle toolbar.
Click OK to confirm that you want to change the client reference code.
In the Change Client Reference window, enter the New Client Reference, then click OK.
The change will then be processed in each HandiSoft program.
On completion, click OK to acknowledge that the change has now taken place.
If the Document Manager folder was not updated to the new code
Navigate to HSoft\Doc\DocBase.
Rename the old client folder, ie, AAAA0001OLD.
Copy (Ctrl-C) and Paste (Ctrl-V) this folder into the same directory.
Rename the new folder to match the new client ref code, ie. ZZZZ0001.
Open Document Manager.
Locate and right-click on the client and synchronise to refresh the folder structure and the documents.
Note: If the change is unsuccessful, the program will roll back the change. In this case, it is vitally important to check your data for the affected client(s) in all programs and revert to your backup if you are not satisfied that it has rolled back correctly.
HandiTax 2009 and prior years
HandiTax 2009 and prior year tax returns have to have the reference code changed in each year's HandiTax program. This will not ripple through to relationship or data transfer links.
In HandiTax 2009 and prior, go to Options, Tax Form Options.
Select the option to Change Client Ref.
Click OK to close the window.
In the Client Details window, you can now edit the Client Reference Code.
Click Save, then Close.
Ensure you are satisfied with the result before doing any additional work. If your objectives have not been achieved, restore your backup ASAP.