Moving CS Professional Suite applications to a new computer or migrating to a new server with minimal disruption

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017.

For details, see CSA license expiration 2017 – frequently asked questions.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of these CSA modules.

Acquiring new hardware, including servers and workstations, as well as re-purposing existing machines is a part of standard network maintenance. If you wish to migrate your CS Professional applications and data to a new server, a new computer, or new office, consider following the best practices and procedures below to ensure minimal disruption and downtime.

Best Practices

Listed below are the recommended best practices to follow when migrating CS Professional Suite applications and data.

On the original server or computer:

  • Backup your client data and application settings by opening each CS application and choosing File > Backup.
  • For minimal disruption, perform the backup during non-business hours.

On the new server or computer:

Note: If you are unable to use the backup and restore commands in the applications, you may copy and paste the data folders to the new computer or server, which we have detailed below. However, we do not recommend this method because it can leave system settings, document settings, and other data behind on the original server or computer. In addition, this method can copy configuration settings that were specific to the original server or computer to the new server or computer, which may result in performance or stability issues.

For SQL-based applications, copying and pasting the data folders is NOT an option due the SQL file structure.

Click the links below for the details and additional instructions of each CS Professional Suite application.

Default data location

X:\Users\Public\Documents\Client Bookkeeping Solution

Note: This is the default locations for data. If you created different or multiple data locations, you need to copy the the appropriate data directories. If you are using a third-party backup utility, consult the proper software provider or qualified IT professional to learn how to restore items from its backups. Generally, backup services back up designated folders. You can copy the data folders from those backups and then restore them to the new computer or server.

Additional information and items to back up

You also need to copy the check layouts and global data in X:\Users\Public\Documents\Client Bookkeeping Solution\Layout.

Default data location

X:\WinCSI\CSAData

Note:  This is the default locations for data. If you created different or multiple data locations, you need to copy the the appropriate data directories. If you are using a third-party backup utility, consult the proper software provider or qualified IT professional to learn how to restore items from its backups. Generally, backup services back up designated folders. You can copy the data folders from those backups and then restore them to the new computer or server.

Additional information and items to back up

We recommend that you back up client data and system information from within CSA.

  • To back up client data, choose File > Backup, click the Select All button, and click the Backup button.
  • To back up system data, choose File > Backup, select System Data from the field near the upper-left corner of the dialog, click the Select All button, and click the Backup button.

If you are moving to a different mapped drive, unselect the User Preference files WSUsrMsc.UserID before making the system data backup . Example if your server drive is changing from J:\WinCSI to X:\WinCSI. 

You can restore this data to the new computer or server after you install CSA. Exception: CSA does not back up the export payroll journal entry XML files.

For Engagement CS users

There are two files that are not included in the client data or system data backups that are crucial for Engagement CS staff, located in X:\WinCSI\CSASys\CSAUserSettings.

Copy these files into the new server location, pasting them in the same folder names. There will be two files per staff:

  • EngClientInfo_EngagementStaffID.xml
  • esEngagementStaffID.xml

Related topics

Data can be moved by backing up drawers or moving the default data location folder in its entirety.

Backing up Drawers

See Backing up drawer data for information on the backup process and Restoring or merging drawer data for information on restoring backups.

Default data location

X:\WinCSI\FCabData

Note:  This is the default locations for data. If you created different or multiple data locations, you need to copy the the appropriate data directories. If you are using a third-party backup utility, consult the proper software provider or qualified IT professional to learn how to restore items from its backups. Generally, backup services back up designated folders. You can copy the data folders from those backups and then restore them to the new computer or server.

Additional information and items to back up

To back up system settings, open FileCabinet CS and choose File > Backup. From the field near the upper-left corner, select System Settings, select all items except Data Locations, and copy the backup files to the new computer or server. On the new server, choose File > Restore and select System Settings from the field near the upper-left corner of the dialog. If you prefer to manually copy the files for the most common settings to the new computer or server, click here for details.

  • To create document folders during the data restore process, mark the Automatically create document folders checkbox.
  • To save your stamp library, copy the X:\WinCSI\FcabSys\annotlib.dat file to the new location.
  • To save your custom document names list, copy the X:\WinCSI\FcabData\$sysdata\docnames.cc$ file to the new location.
  • To save your family lists, copy the X:\WinCSI\FcabData\$sysdata\families.cc$ file to the new location.

If you use the SQL database format for FileCabinet CS, we strongly recommend that you choose File > Backup, and select Database to make a SQL backup. FileCabinet CS uses more than one SQL database to manage information in each location, so you should use the backup utility in FileCabinet CS to ensure that you back up all of your data.  See, Moving SQL data locations to a new server for more information.

Note: Archived data is not included in drawer backups. For more information see, Moving archives to a new location.

The application files are installed in X:\WinCSI\Financial Analysis CS, but the data is installed to a SQL server. The SQL instance may or may not run from the same location as the application files.

When installing to a new computer or server, back up the data from within the original installation of Financial Analysis CS by choosing File > Backup, and then transfer the backup file to the new computer or server. Then, install Financial Analysis CS on the new computer or server. Finally, open Financial Analysis CS on the new computer or server and restore the data by choosing File > Restore and navigating to the backup file. If you don’t know how to make backups of SQL databases, consult with a qualified SQL technician.

Default data location

X:\WinCSI\DeprData

Note:  This is the default locations for data. If you created different or multiple data locations, you need to copy the the appropriate data directories. If you are using a third-party backup utility, consult the proper software provider or qualified IT professional to learn how to restore items from its backups. Generally, backup services back up designated folders. You can copy the data folders from those backups and then restore them to the new computer or server.

Additional information and items to back up

Fixed Assets CS stores custom reports within its data folder. You need to either back up the custom reports in the original installation and then restore them into the new installation or copy the following files to the new computer or server:

  • X:\WinCSI\DeprData\$SYSDATA\DLAYOUT.dat
  • X:\WinCSI\DeprData\$SYSDATA\DPRNOPTS.dat

Fixed Assets CS stores custom methods within its data folder. You need to either back up the custom methods in the original installation and restore them into the new installation or copy the following file to the new computer or server:

  • X:\\DeprData\$METHOD\DSYSMTD.dat

Related topics

Default data location

X:\WinCSI\UTPData

Note:  This is the default locations for data. If you created different or multiple data locations, you need to copy the the appropriate data directories. If you are using a third-party backup utility, consult the proper software provider or qualified IT professional to learn how to restore items from its backups. Generally, backup services back up designated folders. You can copy the data folders from those backups and then restore them to the new computer or server.

Additional information and items to back up

For Planner CS, the easiest way to move data from one location to another is to copy and paste the contents of the X:\WinCSI\UTPData folder.

Related topics

When you install ToolBox CS to a new computer or server, first back up the data from within ToolBox CS in the original installation and copy the backup file to the new computer or server. Then, install ToolBox CS on the new computer or server. Finally, open ToolBox CS on the new computer or server, choose File > Restore, and browse to the backup file.

Note: When you restore the file, ToolBox CS will replace any documents that are in the existing database.

Related topics

Default data locations

  • X:\WinCSI\UTYYdata, where YY represents the tax year
  • X:\WinCSI\DeprData

Notes:

  • Because UltraTax CS is designed to look for prior-year installations of UltraTax CS, you should install your firm’s oldest version of UltraTax CS on the computer or server first. For example, if your firm is licensed for UltraTax CS 2012, 2013, and 2014, you should install UltraTax CS 2012 first, followed by 2013, and then finally 2014.
  • These are the default locations for data. If you created different or multiple data locations, you need to copy the the appropriate data directories. If you are using a third-party backup utility, consult the proper software provider or qualified IT professional to learn how to restore items from its backups. Generally, backup services back up designated folders. You can copy the data folders from those backups and then restore them to the new computer or server.

Additional information and items to back up

  • If your firm files returns electronically and uses only one electronic filing identification number (EFIN), open the original installation and write down your EFIN, which appears in the All returns will file using EFIN field. The location of this field varies by version.
    • UltraTax version 13.1.0 and newer: Choose Setup > Office Configuration and click the E-Filing tab.
    • UltraTax version 12.x.x and older: Choose Setup > System Configuration and click the Electronic Filing tab.

    In the new installation, navigate to the appropriate location (as specified above) and set up your EFIN.

  • Choose Setup > System Configuration > Firm tab and write down your firm's EIN and phone number. When you install the application to the new computer or server, choose Setup > System Configuration > Firm tab and enter the EIN and phone number.
  • If you will use a different set of data locations on your new server, we recommend that you do not back up data locations when you back up system settings. (To back up system settings, choose File > Backup, select System Settings from the field near the upper-left corner of the dialog, and leave Data Locations in the left pane.)
  • If your firm is licensed for per-return pricing (PRP) for some products and your firm also files returns electronically, you may need to copy the files that hold this information. The files are in the X:\UTYYData\$Sysdata folder, where X is the drive letter where your data is stored; the files are named ELFSTAT.DAT and PRPLST.DAT.
  • To restore the ELF status for your clients, you will want to rebuild the ELF status in UltraTax CS > Help > Repair > Rebuild ELF Status when all other users are out of the application. 
  • All e-files pending transmission should be sent prior to migrating UltraTax. Per Publications 1345 and 4163, EROs must ensure that stockpiling of returns does not occur. After migrating the program, recreate the needed e-files that could not be transmitted previously.

Related topics

Related topic

Library of systems content for CS Professional Suite applications

System Requirements for Using CS Professional Suite Solutions

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