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Migrate UltraTax CS data to Virtual Office CS or SaaS

Follow these steps to move UltraTax CS data from a local or network drive to Virtual Office CS or Software as a Service (SaaS). Then set up the Virtual Office CS or SaaS installation of UltraTax CS, and turn on UltraTax CS state per-return-pricing (PRP) applications.
  1. Part 1: Back up data from your local installation of UltraTax CS
  2. Follow these steps to create a folder for each tax year of UltraTax CS client data you'll restore into Virtual Office CS or SaaS:
    1. Double-click
      My Computer
      .
    2. Double-click the
      C:\ drive
      .
    3. Select
      File
      ,
      New
      , then
      Folder
      .
    4. Name the folder
      UTYYbackups
       (YY is the tax year).
      note
      If you use multiple data locations, you should create a separate backup folder for each data location for each tax year.
  3. Open your local installation of UltraTax CS.
  4. Back up your client data:
    1. In UltraTax CS, select
      File
      , then
      Backup
      .
    2. Select
      Clients
       in the 1st field of the Backup window.
    3. Double-click 1 or more clients in the Available pane to move them to the Selected pane, or use
      Select All
      .
    4. In the Backup data group area, select
      Modify Backup Location
      , go to
      C:\UTYYbackups
      , and select
      OK
      .
    5. Select
      Backup
      .
    6. Select
      Done
      .
  5. Back up document data (applicable to all clients):
    1. Select
      File
      , then
      Backup
      .
    2. Select
      Documents
       from the 1st field in the Backup window.
    3. Double-click documents to move them to the Selected pane, or use
      Select All
      .
      important
      If you back up data locations from the local installation and restore them to the Virtual Office CS or SaaS installation, the data locations will be incorrect in the Virtual Office CS or SaaS environment.
    4. Make sure
      C:\UTYYbackups
       displays in the
      Backup location
       field.
    5. Select
      Backup
      .
    6. Select
      Done
      .
  6. Back up system settings:
    1. Select
      File
      , then
      Backup
      .
    2. Select
      System settings
       from the 1st field in the Backup window.
    3. Double-click documents to move them to the Selected pane, or use
      Select All
      .
    4. Make sure
      C:\UTYYbackups
       displays in the
      Backup location
       field.
    5. Select
      Backup
      .
    6. Select
      Done
      .
    important
    • Don't back up the UltraTax CS data locations. If you used Select All, select
      UltraTax CS Data Locations
       in the Selected pane and select
      Remove
       to move it to the Available pane. If you back up the data locations from the local installation and restore them to the Virtual Office CS or SaaS installation, the data locations will be incorrect in the Virtual Office CS or SaaS environment.
    • Don't back up
      System Settings
       from the System Settings group if you have advanced user or group security settings enabled. The security settings included in this data can cause problems accessing the application in the Virtual Office CS or SaaS environment.
  7. Back up the application settings:
    1. Select
      File
      , then
      Backup
      .
    2. Select
      Program settings
       from the 1st field in the Backup window. 
    3. Double-click items to move them to the Selected pane, or use
      Select All
      .
    4. Make sure
      C:\UTYYbackups
       displays in the
      Backup location
       field.
    5. Select
      Backup
      .
    6. Select
      Done
      .
  8. If you filed returns electronically, do the following:
    • UltraTax version 13.1.0 and newer: Select
      Setup
      ,
      Office Configuration
      , then the
      E-Filing
       tab.
    • UltraTax version 12.x.x and older: Select
      Setup
      ,
      System Configuration
      , then the
      Electronic Filing
       tab.
  9. Save the number displayed in the
    All returns will file using EFIN
     field.
    note
    • If you created electronic files in your local installation of UltraTax CS but haven't yet transmitted them, the electronic files won't transfer to the Virtual Office CS or SaaS environment. You'll need to either transmit the files from the local installation of UltraTax CS, or recreate the files in the Virtual Office CS or SaaS installation of UltraTax CS.
    • You can't back up source data entry data or restore it into the Virtual Office CS or SaaS environment.
  10. Close the local installation of UltraTax CS.
  11. Repeat steps 2 through 8 for each data location or tax year you're restoring data for in Virtual Office CS or SaaS.
  12. Part 2: Restore data into the Virtual Office CS or SaaS installation of UltraTax CS.
  13. Sign in to NetStaff CS.
  14. If you need to set up multiple data locations, contact CS Web Services Support at 800.968.0600 and follow the prompts.
  15. Select
    Applications
     in the
    NetStaff CS
     tab of the navigation pane.
    note
    If
    Applications
     isn't available, you don't have access to applications through Virtual Office CS or SaaS.
  16. In the Virtual Office CS screen, select
    UltraTax CS YYYY
     to open the application (YYYY is the tax year).
  17. Select
    File
    , then
    Restore
    .
  18. In the
    Clients Not Found
     window, select
    Change Backup Location
    , go to the
    UTYYbackups
     folder (YY is the tax year) on your local C:\ drive, and select
    OK
    .
    note
    In the Virtual Office CS or SaaS environment,
    C$ on Client (V:)
     is your local C:\ drive.
  19. Restore client data:
    1. In UltraTax CS, select
      File
      , then
      Restore
      .
    2. Make sure
      Clients
       displays in the 1st field of the Restore window.
    3. Double-click 1 or more clients to move them to the Selected pane, or use
      Select All
      .
    4. Select
      Restore
      .
    5. Select
      Done
      .
  20. Restore document data (applicable to all clients):
    1. Select
      File
      , then
      Restore
      .
    2. Select
      Documents
       from the 1st field in the Restore window.
    3. Double-click 1 or more documents to move them to the Selected pane, or use
      Select All
      .
    4. Make sure
      V:\UTYYbackups
       displays in the
      Backup location
       field.
    5. Select
      Restore
      .
    6. Select
      Done
      .
  21. Restore system settings:
    1. Select
      File
      , then
      Restore
      .
    2. Select
      System settings
       from the 1st field in the Restore window.
    3. Double-click items to move them to the Selected pane, or use
      Select All
      .
    4. Make sure
      V:\UTYYbackups
       displays in the
      Backup location
       field.
    5. Select
      Restore
      .
    6. Select
      Done
      .
  22. Restore the application settings:
    1. Select
      Product Settings
       from the 1st field in the Restore window.
    2. Double-click items to move them to the Selected pane, or use
      Select All
      .
    3. Make sure
      V:\UTYYbackups
       displays in the
      Backup location
       field.
    4. Select
      Restore
      .
    5. Select
      Done
      .
  23. Optional: To display the electronic filing status for all clients, you'll need to rebuild your ELF status. Select
    Help
    ,
    Repair
    , then
    Rebuild ELF Status
    .
  24. Repeat steps 7 through 10 for each data location or tax year you're restoring data for in Virtual Office CS or SaaS.
  25. Part 3: Set up the Virtual Office CS or SaaS installation of UltraTax CS
  26. Select
    Setup
    , then
    Office Configuration
    .
  27. Make any necessary changes to the application setup.
  28. Set up electronic filing and rebuild ELF status in all years of UltraTax CS your firm will use to file electronic returns:
    1. Select
      Setup
      ,
      Office Configuration
      , then the
      E-Filing
       tab.
    2. Enter the EFIN number you saved in step 8 in the
      All returns will file using EFIN
       field.
    3. Optional: Verify your Employer Identification Number (EIN) and firm phone number in the
      Firm
       tab.
    4. With all client data restored, rebuild ELF status: Select
      Help
      ,
      Repair
      , then
      Rebuild ELF Status
      .
  29. Have each UltraTax CS user go to
    Setup
    , then
    User Preferences
     to verify their user preferences.
  30. Part 4: Turn on UltraTax CS state PRP license
    note
    State applications become available in the Virtual Office CS or SaaS environment as they're released. You can enable any state application on a per-return-pricing (PRP) basis if your firm didn't purchase an unlimited license for the state.
  31. Open UltraTax CS for the correct tax year.
  32. Select
    Setup
    , then
    System Configuration
    .
  33. Select the
    Activate State Products
     tab.
  34. Mark the checkboxes for the states you want to license on a PRP basis.
    note
    • Marking a checkbox turns on a state for all entity types.
    • If you purchased an unlimited license for a state application, marking the checkbox for that state doesn't affect that licensing. If you purchased an unlimited license for all entities for a specific state, the checkbox for that state is marked and grayed.
  35. Select
    OK
    .
The state applications are now enabled for use in UltraTax CS on a PRP basis. If any users were working in the Virtual Office CS or SaaS installation of UltraTax CS while you turned on the state PRP licenses, they'll need to close and re-open UltraTax CS to have access to those state applications.

This article applies to:

  • PRODUCT: Virtual Office CS
  • Subject: Export

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