How to Complete the CCH Axcess Contact Conversion

Summary

This article walks through completing the CCH Axcess contact conversion for your Aiwyn integration. You will be working directly with CCH to run the utility. 

There are three SQL queries to run and three Excel templates to populate. Once all three are ready, you will upload them to a secure CCH portal and CCH will execute the conversion on their end.

You should only use this contact conversion process for a subset of clients/contacts that were added to your system as part of an acquisition. 

You should only use this contact conversion process if you have already completed your original contact conversion during Aiwyn Payments Implementation.

What This Conversion Does

The conversion utility makes two changes in CCH Axcess:

• Assigns the Aiwyn inbound contact to all in-scope clients.
• Updates billing email checkboxes so that invoices route to Aiwyn, which then delivers them to the intended recipients, and statements continue going directly to the same client contacts.

The process runs in two phases:

Before You Start

Make sure the following are in place before running any of the queries. If anything on this list is not done yet, reach out to your Aiwyn Support before proceeding.

• The Aiwyn inbound contact has been created in CCH Axcess. This has been provided to you during implementation.
• The correct Aiwyn inbound email address (FIRM@inbound.aiwyn.ai) is entered on that contact record.
• The Aiwyn inbound contact has been assigned to at least one client in CCH Axcess.
• A CCH Axcess account with full administrative rights is available for CCH staff to execute the utility.
• You have access to the CCH DAU (Direct Access Utility) or an equivalent tool to run SQL queries against your CCH database.
• Your firm has decided which clients are in scope for this conversion.
  • For example, all active clients, a specific office, or a client status filter.
  • Only clients with at least one real Contact (intended to receive invoice emails) should be converted. 
  • Clients with no contact should not have the Aiwyn Inbound Email added through this conversion process.

What You Will Need

Attached to this article are all of the queries and file templates needed for this process outlined below.

Step-by-Step Instructions

Step 1: Customize the SQL Scripts

Before running any of the queries, replace three placeholders that appear in each script. These tell the query where to find your data and which clients to include.

Before pasting any query results into an Excel template, format the Client ID columns as Text, not General or Number. Client ID fields can contain non-numeric characters like 123456.001. Formatting them as numbers will strip or corrupt those values.

Step 2: Run Query 1 and Populate Template 1

Query 1 assigns the Aiwyn inbound contact to all of your in-scope clients. The query automatically groups clients into batches of up to 1,500 — this is built into the query and does not require any action on your end.

1. Open Contact_Conversion_Query_Template1.sql and replace all three placeholders (Step 1).
2. Run the query in the CCH DAU and export the results.
3. Open T1_Client_Contact_Import_blank.xlsx. Format the ClientIDAssignments column as Text before pasting anything.
4. Paste the exported results into the Data sheet, starting at row 2. Leave the header row exactly as it is.

5. Save the file.

    

Step 3: Run Query 2 and Populate Template 2

Query 2 handles the contact-level billing email update. For each eligible client it generates two types of rows:

• The Aiwyn inbound contact: Set to receive invoices, not statements.
• Each existing client contact in the billing section: Set to receive statements, not invoices.

Only clients where at least one contact already has a billing checkbox checked will appear in the results. Clients where all contacts have both invoice and statement flags unchecked are intentionally skipped and will not be changed.

1. Open Contact_Conversion_Query_Template2.sql and replace all three placeholders.
2. Run the query. Depending on the size of your client list, the result set may be large. This is expected.
3. Export the results.
4. Open T2_Client_Practice_Email_Invoices_blank.xlsx. Format the Client ID columns as Text.
5. Paste the results into Sheet1, starting at row 2.

6. Save the file.

    

Step 4: Run Query 3 and Populate Template 3

Query 3 targets client-level billing email records stored on the client itself rather than on a contact. These records are updated to receive statements only, since invoices will now flow through the Aiwyn inbound contact.

The same rule applies as Template 2: records where both the invoice and statement flags are currently unchecked are skipped. Only records with at least one active flag are included.

1. Open Contact_Conversion_Query_Template3.sql and replace all three placeholders.
2. Run the query and export the results.
3. Open T3_Client_Practice_Email_Invoices_Client_Template_blank.xlsx. Format the Client ID column as Text.
4. Paste the results into Sheet1, starting at row 2.

5. Save the file.

    

Step 5: Review Before Submitting

Once CCH runs the utility, the changes are applied immediately. Take a few minutes to confirm the following before submitting:

• All three templates are populated and saved.
• Client ID columns are formatted as Text in all three files.
• Template 1: ClientIDAssignments values are double-quoted, for example "123456","654321".
• Template 2: Each client has an Aiwyn row (Invoice=TRUE) and at least one existing contact row (Statement=TRUE).
• Template 3: All Receive Invoice values are FALSE and all Receive Statement values are TRUE.

Save a copy of all three completed templates before uploading. This gives you a record of the data as it was before the conversion ran.

Step 6: Submit Your Files to CCH

Upload all three completed Excel templates to the CCH secure file portal. CCH will take it from there.

• Submission portal: https://cchpns.thruinc.net/
• Email subject line: [Your Firm Name] Aiwyn Integration Templates
• Files to upload:
  • T1_Client_Contact_Import_blank.xlsx
  • T2_Client_Practice_Email_Invoices_blank.xlsx
  • T3_Client_Practice_Email_Invoices_Client_Template_blank.xlsx

During and After the Conversion

During the conversion window: Try to avoid making client or contact changes in CCH Axcess while the utility is running. Invoices can be created during this window, but do not post or send any until you have confirmed the conversion is complete.

After the conversion: Review a sample of converted clients and a sample of clients that were skipped. Confirm the billing checkboxes match what you expect based on the overview document.

New clients going forward: Clients added after the conversion will need to be set up manually in CCH Axcess or included in a future utility run. The conversion only applies to clients in scope at the time of submission.

Questions or Something Not Looking Right?

Reach out to Aiwyn Support before submitting files to CCH. A few common things to double-check first:

• All three SQL placeholders have been replaced in every script.
• Client ID columns are formatted as Text in Excel.
• The Aiwyn inbound contact exists in CCH Axcess with the correct email address.