How to use the Excel import tool to supplement the initial CCH/Digita sync

When you have set up the CCH/Digita connector and it has run for the first time all of your active clients will have been imported into Glide along with all of the client data that is imported as standard. In addition the connector will have used the Companies House API to obtain the following information, where a company number was found in CCH/Digita:

  • The Year End for the next set of accounts that needs to be filed.
  • The incorporation date.
  • Whether the Accounts are the first since incorporation.
  • The Made Up date for the next confirmation statement that needs to be filed.

Some clients will have Accounts and Confirmation Statements jobs which should be created immediately, i.e. where the normal 'auto creation date' (for example 'Year End less 30 days') is in the past. You can bulk create these jobs; however, we would recommend considering the Excel import first - this will ensure jobs are only created where they are needed and for those clients with multiple route variations, it will ensure each client uses the correct route.

We would recommend using the Excel import tool to import in bulk any other data that you have available that does not come in from CCH/Digita. This is to avoid the need to enter it manually. You can use the Excel tool to import any client level data into Glide. In this situation this is likely to be limited to:-

  1. Setting whether each recurring workflow system should be active or inactive on each client. Currently each client will be either active or inactive based upon the default settings for organisations and individuals. You can set this specifically in Excel and doing so before creating your jobs will ensure jobs are not created where a service is not provided. Note that the CCH connector can be configured to set the default active status differently for each of your CCH client types.
  2. Allocating clients to a route. This is only necessary where you have multiple route variations on a workflow system. Currently each client will be set up to use the default route. Importing this in bulk will ensure you jobs use the correct route. Note, as above, the CCH connector can be configured to set a different route on import based upon your CCH client types.
  3. You can provide the 1st job date for each client for each recurring workflow systems (e.g. VAT, management accounts, payroll etc). For Accounts and Confirmation Statements this will only be necessary where a Company number was not found in CCH/Digita, e.g. for unincorporated Accounts.
  4. You can also import in bulk any other client fields you may have setup.

Here's how to use the Excel import tool for this task:

  1. Click on the Config menu (note you'll need to be a superuser).
  2. Click on Import clients.
  3. Click on the Download spreadsheet icon, choose the option Spreadsheet with data.
  4. This will download the spreadsheet to your device, note that the spreadsheet is an Excel file (not a csv file) and you should keep the file in this format for the import to work. Open the spreadsheet.
  5. Whenever updating clients using the Excel tool we recommend you read this best practice guidance.
  6. Enter the data that you wish to import, in this case the fields are likely to be blank (because they did not come in via the CCH/Digita sync).
  7. Specifically we recommend those settings mentioned above (system active y/n, route setting, 1st job date). You can refer to the PDF guidance and the video (below) for more guidance on how to enter the data for these fields.
  8. Save the Excel sheet (be sure to keep in .xlsx format, don't change to .csv).
  9. Click on the I have completed the spreadsheet. Continue to next step button.
  10. Click on the Select completed spreadsheet button, find the file on your device and click open.
  11. The system will confirm how many clients are to be created and updated (TIP: Your clients are created via the CCH/Digita connector so you should not be creating any clients at this point, if Glide suggests you are then you may have duplicated a UniqueID, see these tips) and will show a preview of the data.  If you wish to make changes click Cancel otherwise you can click Confirm spreadsheet import. At this point data will be imported into the system.
  12. You will then see the data that has been imported. You can optionally click on Create jobs to bulk create jobs, this is recommended where you have imported dates to trigger fields that will give rise to past auto creation dates. In this scenario this is almost guaranteed to be the case and so we recommend you do this.
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