Changing a client's entity type in Clients module

This support note applies to:

AO Classic Tax (AU)
AO Classic Practice Management (AU)

Article ID: 24695

In MYOB Accountants Office Classic you can't change a client's entity within the Clients module.

Depending on the data which exists for the client, you need to delete/merge the incorrect client and then create a new client with the correct details.

For more details on how to perform this procedure, refer to below.

MYOB strongly recommends that before proceeding you back up your data or export the tax returns, as this process can not be reversed.

Select from one following options:

No Time-cost data but Tax Returns do exist for the client

Merge the client with zzDeleted Clients. The steps below include the automatic deletion of Tax returns.

Open the Clients module.
Select your client and then from the Clients menu, select Merge Clients.

The first time you select this option, a message appears, suggesting that you set up a client called zzDeleted Clients. The reason for the 'zz' is to ensure this client always appears at the bottom of a report or list. If no message is displayed, skip step 2.
Click Yes. The client is automatically created in the Clients module called zzDeleted Clients.
Select the client you want to delete in the Merge from Client drop-down list.
Select the zzDeleted Clients in the Merge into Client drop-down list.
Click OK. A warning message appears, "Once merged - The two parties cannot be separated again", asking you to confirm the merge the two clients.
If you are sure that you want to do this, click Yes. A message appears, "Are you absolutely certain that you want to do this?"
If you are sure that you want to do this, click Yes. A Merge Clients - Tax Data Warning messages appears, "Do you want to delete the tax data for the client?"
Click Yes to delete the Tax data for this client. A processing window appears then disappears and the Clients module re-appears.

If there are Tax forms such as a CU form, then a warning message title Merge Clients - Tax External Forms Warning will appear. Click Yes to delete these forms.

You can now create a new client with the same tax file number in the correct entity type.

Time-cost data with or without Tax Returns for the client

MYOB strongly recommends that you back up your data before proceeding as this process can not be reversed.

The following steps include the merging of client records.

Create a new client as the correct entity type and use a system generated Tax File Number (TFN).
Rename the incorrect client to make it easier to identify, ie Clientname OLD.

Any timesheet entries that haven't been invoiced need to be transferred to the new client. Also any outstanding debtor's balance needs to be entered as a new transaction against the new client, making the debtor's balance outstanding $0.00.

If you need to keep an audit trail of your client debtor history then it is recommended to change the status of this client to Non-Current, refer to article Changing a client's entity type in Clients module
Within the Clients module, select your client with the incorrect entity type, and then from the Clients menu, select Merge Clients. The Merge Clients window is displayed.

The first time you select this option, a message appears, suggesting that you set up a client called zz Deleted Clients. The reason for the 'zz' is to ensure this client always appears at the bottom of a report or list. If no message is displayed, skip step 4.
Click Yes. A client is automatically created for you in the Clients module called zz Deleted Clients.
Select the client you want to delete in the Merge from Client drop-down list.
Select the zzDeleted Clients in the Merge into Client drop-down list.
Click OK. A warning message appears, "Once merged - The two parties cannot be separated again", asking you to confirm the merge the two clients.
If you are sure that you want to do this, click Yes. A message appears, "Are you absolutely certain that you want to do this?"
If you are sure that you want to do this, click Yes. A Merge Clients - Tax Data Warning messages appears, "Do you want to delete the tax data for the client?"

If there are no Tax returns associated with this client, a processing window appears and then disappears, and the client is merged.
Click Yes to delete the Tax data for this client. A processing window appears then disappears and the Clients module re-appears.

If there are Tax forms such as a CU form, then a warning message title Merge Clients - Tax External Forms Warning will appear. Click Yes to delete these forms. You can now use the new client with the correct tax file number in the correct entity type.

No Time-cost data or Tax Returns

Delete the client from the Clients module then recreate the client as the correct entity type.