Import the trial balance from an engagement file

You can import the trial balance from another engagement file if the Engagement File import option is enabled in your product.

Engagement File import option on the Data page.

Note that:

  • To import from an engagement file that belongs to a different Cloud app, you must have access to that app and the entity that the file belongs to. To learn more, see Set staff access levels

  • Period data between the source and destination engagements are automatically mapped. For example, the Current Year data column from the source engagement is automatically imported to the Current Year column in the destination engagement

  • Once the data is imported, the year-end date for the destination engagement is automatically set to match the year-end date of the source engagement

  • Annotations and issues are not imported

  • Importing from a consolidation engagement imports the parent entity data only into the destination engagement

  • If the source and destination groupings don't match or partially match, unassigned accounts will populate in the Assign Accounts tab and you must manually assign them. To learn more, see Assign accounts to groups in the Data page

When you import data from another engagement, you have the option to turn on the Sync Trial Balance toggle. If you turn this option on, data from the source engagement is automatically synced with the destination engagement. This allows you to make changes to the data in the source engagement and automatically share those changes with synced engagements. Note that you cannot select consolidated engagements as source engagements.

When engagement data is synced from another engagement:

  • A link to the source engagement displays on the Data page and for adjustments that are synced from the source engagement.

  • You cannot edit accounts, groups or adjustments synced from the source engagement.

  • You cannot assign accounts that have been synced from the source engagement.

  • You can create issues and annotations for synced accounts and groups but cannot create annotations for synced adjustments.

  • When changes are made to the source engagement, users in the destination engagement receive a notification to inform them that those changes have been applied to their file. Engagements are resynced every five minutes.

    If changes have been made to the source engagement while a user was logged out of the destination engagement, they will receive a notification that there are changes pending when they next log in to the file, and then the pending changes will sync to the destination engagement on the usual five-minute cycle.

    Note: Group names that are changed in the source engagement are not synced to the destination engagement.

  • When you make adjustments in the destination engagement, the adjustments are not synced back to the source engagement.

  • If you lock down an engagement that contains data synced from a source engagement, changes made in the source engagement are no longer synced.

  • If both the source and destination engagement are carried forward, the carried forward files are automatically linked so you can continue to sync data from the current year source engagement.

After you complete the import, you can reimport the trial balance data at any point in time by going to the Data page, and selecting Import, then one of the available options:

  • Reimport Trial Balance - Select this method to reimport the data with the original import method that you used. For example, if you previously used Xero to import the trial balance data, the Xero import method displays when you attempt a reimport.

  • Reimport from different source - Select this method to reimport the data with a different import method. For example, if you previously used Xero, but now want to import the trial balance data from a CSV file.

When you reimport the data, accounts from the new data are matched to the old data using the account name and number. Balances for matching accounts are overwritten with the new data. Accounts that only exist in the old data and not the new data are deleted.

Note: If you reimport the data from a different source and there are accounts in the existing data that are not in the new data, the balance of these existing accounts is set to 0.

Note: In engagement files created from carry forward, account balances from prior years are not overwritten or deleted by the new data from reimport.

To import the trial balance from another engagement file:

  1. In the Data page, go to the Import tab and select Engagement File.

  2. In the Engagement Search dialog, select the engagement that you want to import the trial balance from.

    Note that you can only select one engagement.

    Tip: To select an engagement that belongs to a different entity, select the Search all entities check box.

  3. If you want to automatically sync updates to the trial balance data from the source engagement to the destination engagement, turn the Sync Trial Balance option on.

    The Sync Trial Balance option in the Engagement Search dialog.

  4. Select CONFIRM.