Overview: Duplicate clients may be created in Active if, during the trial phase of your subscription, clients are created without a client code. Later, when a practice management integration is enabled, a similar client is imported from your source platform (e.g., XPM or MYOB PM).
The Active Platform maps clients based on the 'Client Code' field. Therefore, to avoid duplication, please ensure that any clients created manually in Active during the trial or pilot phase have a matching client code assigned in both Active and your practice management system.
For clients that have not yet been created in Active, you may choose not to assign a client code in your practice management system. The integration will still successfully import the client from XPM into Active, even without a client code.
Please refer to the Glossary for definitions of key terms used in this article.
Using a practice management integration
If you're using a practice management integration (for example XPM, MYOB PM, or FYI Elite), follow these steps:
1. Identify which client to keep
Go to the Clients screen and click into each duplicate client. Check if any work has been done by looking for the Wp (Workpapers) or Lr (Ledger) icons — if they’re coloured and not greyed out, work has been done for that client.
2. Assign client codes
In the Active Platform, assign a client code to the client you want to keep. Ensure you remove the client code from the duplicate you intend to delete.
3. Update your practice management system
Assign the same client code to the corresponding client in your practice management system. This ensures future syncing maps to the correct client via the client code.
4. Delete unused duplicates
For clients you do not wish to keep, ensure there are not linked binders or ledger files for that duplicate client. If there are, you may have to delete them first.
Then, go to the Clients screen, click the cog icon on the far right of the row, scroll down, and select Delete.
Note: There currently is not a way to transfer binders between clients.
Not using a practice management integration
If you're not using a practice management integration, follow these steps:
1. Identify which client to keep
Go to the Clients screen and click into each duplicate client. Check if any work has been done by looking for the Wp (Workpapers) or Lr (Ledger) icons — if they’re coloured and not greyed out, work has been done for that client.
2. Delete unused duplicates
For clients you do not wish to keep, ensure there are not linked binders or ledger files for that duplicate client. If there are, you may have to delete them first.
Then, go to the Clients screen, click the cog icon on the far right of the row, scroll down, and select Delete.
Note: There currently is not a way to transfer binders between clients.