Important Note
Client IDs cannot be directly changed in SmartVault. The only way to update a Client ID is by exporting the client's data, deleting the existing record, assigning a new ID in your tax application (Lacerte or ProSeries), and then re-importing the client.
If your situation involves a married couple getting divorced, please refer to the appropriate article instead:
- For ProSeries Users: The married couple got divorced. What do I do? (ProSeries)
- For Lacerte Users: The married couple got divorced. What do I do? (Lacerte)
These articles outline the correct procedures for maintaining client privacy and data integrity.
This action will ensure you are following the correct procedure for separated or divorced clients and maintaining the privacy and integrity of their data.
Why You Might Need to Update a Client ID
You may need to assign a new Client ID in Lacerte or ProSeries due to:
- Filing status change (e.g., a client marries and receives a new joint return ID).
- Switching tax programs (clients may be assigned different IDs).
- Database rebuilds in Lacerte/ProSeries (which can generate new client IDs).
Steps to Change a Lacerte or ProSeries Client ID in SmartVault
Step 1: Export the Client's Data
- Open the SmartVault Connected Desktop and sign in.
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Locate the client, right-click, and select Export data.
- In Export Data - SmartVault, click Browse, choose a location for the data, and click Save.
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Click Next and wait for the "Completed" message next to the client's name.
- Click Exit.
Step 2: Delete the Client in SmartVault
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In the Connected Desktop, right-click the client's name and select Delete client.
Step 3: Assign a New Client ID in Lacerte or ProSeries
- Open your tax application.
- Assign the new Client ID/File Number to the client record.
Step 4: Import the Client with the New ID
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In the Connected Desktop, go to File > Import data.
- Import the client using the newly assigned ID.
Step 5: Re-Create Client Engagements
- Re-create engagements for each year that previously existed.
Step 6: Restore the Client's Data
- Drag and drop the data you saved in Step 1 back into the Connected Desktop.
Need Help?
This is a complex process involving data deletion and recreation. If you're uncomfortable with any step or need assistance, contact SmartVault support before beginning.
Remember: Client IDs cannot be directly changed - this process creates a new client record with your desired ID.