Contacts

Accounts Production can pick up Contact information in the accounts to list beneficiaries, bankers etc. Accounts Production gets most of its Contact information from Central.

• In Central various Associations can be defined on the Associations tab. The relationships are defined as "has beneficiary of", "has director of" etc. 
• In Accounts Production formulae are used to return details of relationships, e.g. #be1 returns details for the first beneficiary.

An option, Maintenance > Accounts  > Relationship Address Mapping, maps the formulae used in AP to the underlying Central relationships, e.g. it maps #be to "has beneficiary of".

Warning: Do not change the Relationships defined in Relationship Address Mapping. There is no reason to change them and they affect every Trust Accounts and Accounts Production client.

Notes

• Unlike VAP, AP allows any relationship listed in Relationship Address Mapping to be used on an accounts page, although there are special rules for using Other Advisors and Delegated Managers. See Other Advisors and Delegated Managers below.
• A client in Central has an Associated tab where relationships are defined. A client with Accounts Production also has an Officers tab where some (but not all)  relationships are defined.
• For a trust, beneficiaries, settlors and trustees should be set up on the Officers screen within AP. The Officers screen allows extra fields to be added to a Contact, such as a Name Override and whether they are signatories to the accounts. Other officers should be set up on the Associated tab.
• The Officers screen within AP and the Associated tab in Central are synchronised. If a relationship is added in the Officers screen then it is added to the Associated tab when the Officers screen is closed. If a relationship is added in the Associated tab, it does not appear in the accounts until a user has been into the Officers screen. 

Contact Field Codes

When contacts are converted from VAP, VAP Personnel are converted to Contacts with a Contact Type of Other Person, while Addresses are converted with a Contact Type of Other Organisation. This affects the fields a user sees on editing the Contact. For Other Person there are fields such as Title, First Name, Middle Name, Last Name and Suffix. For Other Organisation there are fields for Pre Name and Main.

Field codes are used in AP formulae to specify which details are required for a contact:

• =AP("#st1,#51 #52") shows the first and last name for the settlor. #st1 is the first settlor, #51 is the field code for the First Name and #52 is the Last Name. 
• =AP("#au1,#2") shows the name of the accountant. #au1 is the first (and probably only) accountant. #2 gives the Pre Name and Main name as a single field.

The field codes used to pick up fields from Contacts are as follows:

Notes

• In VAP, #1 gave the First Name and #2 gave the Last Name. In AP #1 gives nothing and #2 gives a composite field being First Name Last Name. So new fields #51 and #52 have been added so that the user can select the First Name or the Last Name individually.
• There is currently no field for Title.
• In VAP, we usually use #1 #2 for Personnel and just #2 for Addresses. As #1 no longer does anything, the conversion automatically converts fields “#1 #2” to “#51 #52”, but leaves #2 for Addresses. This explains why the formulae given as examples above for different relationships sometimes use #2 and sometimes use #51 #52.
• In VAP, most Personnel were either listed on the Names tab or not listed. In AP, you can also specify a Start and End date for each Contact on the Officers screen. Commands such as #st and #be in AP only list settlors and beneficiaries if they have not retired or died. Even if they retired or died after the year end, they are excluded. Because of this, some users prefer to use the DirRange command.
• Unlike VAP, you have no control over the date format of date fields. So you cannot write =AP("#be1,#51 #52 #13'd mmmm yyyy'") to format the date of birth.