Receive from Time and Fees

Note: This topic refers to Sage Time and Fees v3 and not the Time and Fees element of Sage Practice Solution.

 

To transmit client data from Time and Fees into Control Centre, you need to open the Data Link window in Time and Fees (by selecting the Data Link option on the Client menu). Ensure you are in the Time and Fees view (selected on the left hand pane of the window).

You should see a list of all your Time and Fees clients. In the rightmost column you should now tick those clients you wish to transmit to the Data Link. Once you have done this, click the Create button and they will be exported to the Data Link. This is all that has to be done from within Time and Fees, the rest of the transmission is actioned from Control Centre.

From Control Centre, you need to open the Receiving from Time and Fees window by selecting Receive Clients from the Links option on the Tools menu. Note that Control Centre will check to see if there are any clients waiting to be received from Accounts Production. If there are, these need to be processed first. Click here to find out how. From the Receive from Time and Fees window you will see all the Time and Fees clients you transmitted to the Data Link in the left hand field. Using the central buttons you should move all the clients you wish to receive at this time into the right hand field. Then click the Select button to confirm this. A second form will appear, this will show all the clients you wish to receive, along with all their directors, proprietors and partners (which will be created or synchronised as individuals in Control Centre) with an Synchronise tickbox next to them. If this box is unticked, the client will be created as a new Sage Taxation client, the box is ticked, this means you will synchronise an existing Sage Taxation client using this client's details. You select the Taxation client you want to synchronise using the Client Lookup list by clicking the button. Only clients of the same type as the client being received will be shown in the list (e.g. only partnerships can be synchronised with clients created as partnerships in Time and Fees)

Note: Unfortunately, because Accounts Production and Time and Fees don't recognise and note corporate partners, all partners received by Control Centre will automatically be created as individuals. The only solution to this is to delete the incorrectly created individual and create the corporate partner as the correct client type from within Control Centre

If a client exists in Sage Taxation with the same client code as the one you are receiving, the received client will be set to synchronise the one with the same code by default.

Note: This can mean that a client of a different type to the one being received can appear as a default client to be synchronised. If you choose to synchronise under these circumstances, the original client will be deleted completely and replaced by the new one.

Warning: Only clients will be detected by default, partners and directors will not be. Because partners and directors cannot be given codes in Time and Fees, Control Centre cannot check to see if the client already exists. As a precaution when receiving from Time and Fees you should always check the Client Lookup list to be certain that individual partners and directors do not already exist in Sage Taxation. If they do exist, ensure that you synchronise that client, rather than creating a new one. If you do not do this, a new client will be created and you could end up with several identical clients all affiliated with different businesses.

Note: If you create a new client (by unticking the Update box) when another client with the same code already exists in the Sage Taxation database, the received client will be created without a code.

Once you are satisfied with the synchronisation settings, complete the process by clicking the Receive button.