Contacts
CCH Trust Accounts Formatter can pick up Contact information in the accounts to list beneficiaries, bankers etc. 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 the CCH Trust Accounts Formatter 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 CCH Trust Accounts Formatter 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
- Any relationship listed in Relationship Address Mapping can 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 within the CCH Trust Accounts Formatter 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 CCH Trust Accounts Formatter. 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 CCH Trust Accounts Formatter and the Associated tab in CCH 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
Contacts with a Contact Type of Other Person have fields such as Title, First Name, Middle Name, Last Name and Suffix. For addresses with a Contact Type of Other Organisation there are fields for Pre Name and Main.
Field codes are used in CCH Account Production 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:
|
Code |
Other Person |
Other Organisation |
|
#2 |
First Name, Last Name |
Pre Name, Main |
|
#3 |
Address Line 1 |
Address Line 1 |
|
#4 |
Town |
Town |
|
#5 |
County |
County |
|
#6 |
Country |
Country |
|
#7 |
Postcode |
Postcode |
|
#8 |
Mobile |
Mobile |
|
#9 |
Telephone |
Telephone |
|
#10 |
Fax |
Fax |
|
#12 |
Sex |
N/A |
|
#13 |
Date of Birth |
N/A |
|
#14 |
Date of Death |
N/A |
|
#15 |
Address Line 2 |
Address Line 2 |
|
#16 |
Address Line 3 |
Address Line 3 |
|
#17 |
|
|
|
#20 |
Suffix |
N/A |
|
#51 |
First Name |
Pre Name |
|
#52 |
Last Name |
Main |
Notes
- #2 gives a composite field being First Name Last Name and 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.
- A Start and End date for each Contact on the Officers screen can be specified. 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.
- 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.
Other Advisors and Delegated Managers
Other Advisors can be entered using the association "Has Other Advisor of". The advisor's name can be entered on the accounts with a formula such as =AP("#oa1,#2")
It is often useful to state the role of the Other Advisor, e.g. broker. Each Other Advisor Contact might have a different role. To add a role, you must add a new Extra Field to contacts called OATitle as follows.
- In File > Maintenance > User Defined > Extra Fields create a new field called OATitle. Set the field's columns as follows:
Name = OATitle
Category/Field = Field
Group = None
Is Mandatory = No
Data Type = Text
Allow Multiple = No
Also, under Applies to, tick the Contact box.
- Edit the Other Advisor Contact and set its OATitle field to the desired role, e.g. broker.
- In the accounts, the OATitle field is automatically given code 24. It can be picked up with a formula such as =AP("#oa1,#24")
This approach also works for Delegated Managers in Charity accounts. In this case the field name must be DMTitle.