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This article applies to:

  • Product: Accounting CS
  • Subject: Integration

Accounting CS
 data sharing

note
W-2 data sharing only works for employees with valid social security numbers. W-2 data for employees with no social security number or with "Applied For" won't be available for import into UltraTax CS.
You can automatically share general client and employee data based on EIN or SSN in many of our CS Professional Suite applications and in Onvio. With data sharing you can do the following:
  • Share general client
    and employee
    data with UltraTax CS.
    In addition, for UltraTax/1040, data sharing also includes information from W-2s and 1099s.
  • Share general client
    and employee
    data with Practice CS.
    Example: Your firm has an existing 1120S client already set up in Practice CS and you now want to set up that client in
    Accounting CS
    .
    1. Accounting CS
      , select
      Setup
      ,
      Clients
      , then
      Add
      . Enter a
      Client ID
       and
      Name
       in the identification section and select the services your firm provides for this client.
    2. Select
      Add
       to create the new client record.
    3. Select the
      Accounting Information
       tab,
      Edit
      , then
      1120S
       from the dropdown for
      Entity
      .
    4. Select the
      Main
       tab and enter the client's EIN.
    5. If the EIN you enter exactly matches the client's EIN already recorded in Practice CS,
      Accounting CS
       prompts you (via a Data Sharing window) either to accept the client's basic information from Practice CS, or to postpone that acceptance. If you choose to accept,
      Accounting CS
       automatically completes many of the fields in the Clients screen with current information from Practice CS (including names, addresses, phone numbers, and other contact information).
  • Share general client
    and employee
    data with Onvio.
  • Share general
    employee
    information between multiple clients in
    Accounting CS
    .

Setup details for data sharing

  • Before you can share data between 2 CS Professional Suite applications and/or Onvio Link, you need to define the data locations in both of those applications. In
    Accounting CS
    , select
    Setup
    ,
    File Locations
    , then the
    CS Professional Suite
     tab and specify the data locations for all of your firm's other CS Professional Suite applications and/or Onvio.
    note
    Shared data files are created in the X:\WINCSI\Accounting CS Data\clientID folder and named as follows: AxxxxxXP.XX16 (where xxxxx represents the 1st 5 characters of the client's ID).
  • Be sure to first specify the client's correct entity (the default entity is 1120C) in
    Accounting CS
     before entering the client's EIN in the
    Clients
     screen. This step is critical to enabling the data sharing features to work correctly.
    note
    Only the primary address is shared with other applications, and that address is automatically defined as the mailing address for the entity.
  • To share client
    and employee
     information, EIN and SSN information must match exactly across CS Professional Suite applications and/or Onvio.
  • Go to
    Setup
    ,
    Firm Information
    ,
    Firm
    , then the
    Preferences
     tab and mark the
    Enable data sharing
     checkbox.
  • Rebuild data sharing if you marked the
    Enable data sharing
     checkbox after it was previously cleared, or if the
    Allow use of the data sharing feature
     checkbox has been marked in the
    Data Sharing
     tab of the
    Office Configuration
     window in UltraTax CS. While in
    Enter Transaction
    , select
    Setup
    ,
    Clients
     or
    Employees
    , then
    Rebuild Datasharing
     to rebuild for all clients or the current client.

Share employee information between clients in Accounting CS

There may be situations in which a former employee of one of your clients starts to work for another one of your clients, or in which an employee works for more than one of your clients. When enabled, the data-sharing feature in Accounting CS, can help you keep your employee records updated for all clients.
important
Set up an employee record for each client in Accounting CS and use the same Social Security number in each employee record.
If you update information in any of the following fields for an employee for a client, the next time you open that employee record in another client, the application will prompt you to make those same changes for the employee, as long as the employee records use the same Social Security number.
  • Street address - line 1
  • City
  • State
  • ZIP Code
  • Telephone number
    note
    Only the home phone number is shared, not the mobile number.
  • Date of birth

Sharing W-2 and 1099 data with UltraTax CS

Data-sharing features let you easily share W-2, 1099-R, 1099-MISC, 1099-NEC, and 1099-INT information from Accounting CS with UltraTax CS so that you can process 1040 tax returns more quickly. To ensure proper data sharing of W-2 and 1099 information, you should plan to review and verify the following setup information in each program.
Steps in Accounting CS
  1. Make sure to complete the previous setup steps in the
    CS Professional Suite
     tab of the
    File Locations
     screen.
  2. Go to
    Setup
    ,
    Firm Information
    ,
    Firm
    , then the
    Preferences
     tab and make sure the
    Enable data sharing
     checkbox is marked.
  3. Select
    Actions
    , then
    Process Payroll Tax Forms
     and process employee copies of W-2s or Copy B of 1099s to make the form data available to UltraTax CS.
note
If data sharing is set up in Accounting CS after the Form W-2 copy was printed, be sure to reprint the Employee Copy W-2 forms to enable sharing with UltraTax CS.
Steps in UltraTax CS
  1. Select
    Setup
    ,
    User Preferences
    , then the
    File Locations
     tab and select the option for
    CS Accounting Products
    . Make sure that the file locations
    for both the program files and the client data
     are listed correctly for that application.
  2. Go to
    File
    , then
    Client Properties
     and make sure that the EIN/SSN listed is the same as the EIN/SSN in
    Accounting CS
    .
  3. Go to
    Setup
    ,
    Office Configuration
    , then the
    Data Sharing
     tab and make sure the
    Allow use of the data sharing feature
     checkbox is marked.
  4. In the UltraTax CS client, select
    File
    , then
    Client Properties
    .
  5. In the
    Advanced Properties
     tab, make sure the
    Exempt this client from all Data Sharing functionality
     is cleared.
  6. Make sure the entity type for the client is the same in both applications.
note
If you have already printed the payroll forms and need to re-populate the data-sharing files for any reason, you can save paper by reprinting the W-2 and 1099 forms to FileCabinet CS, by selecting
Print to File
, or by using another paperless option such as the Microsoft Document Writer.
Steps in Practice CS
  1. Complete the previous
    Steps in
    Accounting CS
     section.
  2. In Practice CS, select
    Setup
    ,
    Firm
    , then the
    Preferences
     tab and mark the
    Integrate this Firm with other solutions
     checkbox.

Sharing client and employee information with Onvio

You must be licensed for Onvio and have Onvio Link installed to be able to share client and employee information between
Accounting CS
 and Onvio. Based on matching EIN/SSN, the client or employee information in
Accounting CS
 is shared with a contact in Onvio.
Steps in
Accounting CS
  1. Make sure to complete the previous setup steps in the
    CS Professional Suite
     tab of the
    File Locations
     window.
  2. Go to
    Setup
    ,
    Firm Information
    ,
    Firm
    , then the
    Preferences
     tab and make sure the
    Enable data sharing
     checkbox is marked.
Steps in Onvio Link
  1. Install Onvio Link.
  2. Enable data sharing and set up the data locations for
    Accounting CS
     and Onvio.
Information that data shares
Client information:
  • Telephone number
  • Address
  • Email address
note
Client information can data share from Onvio Clients or Contacts.
Employee information:
  • Address
  • Telephone
  • Date of birth
note
Employee information data shares from Onvio Contacts.
Internal use only
Accounting CS requires a FIRM database for integration and data sharing to work with UltraTax CS. The format of the Accounting CS database name must be
ACS_<FirmID&>_Firm
 (for example, ACS_0_Firm, ACS_999_Firm, ACS_798046_Firm_). Also, integration and data sharing won’t work if there are multiple FIRM databases.

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