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Consolidate client data

Consolidate client information

You'll need to have a master client already created.
You can use the
Consolidate Clients
 screen to combine account and balance data from multiple subsidiary client records into 1 master client record, while retaining data in the original client records. You can use the consolidated client data for reporting purposes and for making cross-company comparisons.
The consolidation process assigns each subsidiary a number and gathers total balances for each subsidiary's account for the selected basis. A segmented chart of accounts is then created in the consolidated master based on the selected grouping type where the 1st segment is the subsidiary number and the core segment is the grouping type. You can then create specific journal entries in the consolidated client, print reports based on consolidated or segmented numbers, and export pertinent data to your tax application.
note
This information only applies to consolidating accounting data, not consolidating payroll data.
Do the following to consolidate client information:
  1. Select
    Actions
    , then
    Consolidate Clients
    .
  2. Select the master client from the client section field. Note that when you're on this screen, only master clients are available for selection.
  3. In the grid, mark the checkboxes for the clients to include in the consolidation.
    note
    • The grid only includes clients that have the same fiscal year end and period frequency of the selected master client and aren't associated with another master client.
    • If you need to remove a subsidiary, select all other subsidiaries and consolidate.
  4. Go to the
    Grouping Type
     section and select the method you want to use to consolidate the accounts.
    note
    • If you choose to consolidate by account number and the
      Allow leading zeroes
       checkbox is marked for 1 or more of the subsidiary clients (in the
      Account Mask
       tab of the
      Clients
       screen), the
      Allow leading zeroes
       checkbox is marked automatically for the master client. Duplicate accounts are merged with their balances during the consolidation. To avoid duplicate accounts, we recommend that all accounts fit the entire mask when the
      Allow leading zeroes
       checkbox is marked.
    • If you choose to consolidate by account grouping, the selected account grouping must be set up for each subsidiary client. The application won't create any accounts for subsidiary clients the selected account grouping isn't set up for.
    • You can't consolidate by any account groupings that contain special characters (# $ % & _ > /, etc.).
  5. If you select the
    Account Grouping
     method, mark the
    Include subcode detail
     checkbox to have the application create the accounts in the consolidated master client by the code and then subcode, separated by a decimal point. If you don't mark this checkbox, the application creates accounts in the master client by the selected account grouping code.
  6. Mark the
    Retain existing accounts
     checkbox if you want to keep the existing Chart of Accounts as is. The application keeps all accounts and journal entries that were entered directly into the consolidated master client. You may want to leave the checkbox marked in the following situations:
    • You've added journal entries or accounts into the consolidated master client that you want to keep after reconsolidating.
    • You've created any custom account grouping or tax code assignments in the consolidated master client that you want to keep after reconsolidating.
    note
    • If the
      Retain existing accounts
       checkbox is cleared, the application deletes all accounts, transactions, assignments, and balances in the master client and re-creates the chart of accounts based on the current selections.
  7. Select how to consolidate the account balances in the
    Balance Type
     section. Note that the application consolidates balances automatically for the selected years, regardless of the balance type selected.
  8. Mark the
    Include budget balances
     checkbox to consolidate all budget balances from each subsidiary client into the master client.
  9. Select the date range to consolidate balances for in the
    Periods
     section.
    note
    If you want to consolidate data for additional prior years, you'll need to add the prior years to the master client in the
    Period End Date
    s screen.
  10. Select
    Consolidate Selected
     to save the options and initiate the consolidation.
note
  • Each client can be associated with only 1 master client.
  • You can't set up clients who use Accounting CS Client Access as master clients, and you can't consolidate data for a master client into another master client.
  • After you create a client record, you can't change the master client status of that client. All master clients remain master clients; all non-master clients remain non-master clients.
  • The option to create a master client is not available if other services are selected for the client.
  • You can remove subsidiaries from the master client data by unmarking subsidiaries in the Consolidate Clients screen and reconsolidating the master client.
  • You can reconsolidate as many times as needed to update subsidiary information in the master client.

This article applies to:

  • Subject: Consolidations

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