Accessing Accounts Production from Central

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Accounts Production Tab

Accounts Production is usually accessed from the Accounts Formatting in Trust Accounts. However it is also possible to access Accounts Production directly from Central. If a client is opened in Central it will be seen to have tabs for each application in use, e.g. Tax Returns for Personal Tax, Document Centre for Document Management and so on. It also has an Accounts Production tab. If the client has already been accessed from Trust Accounts it will have an Accounting Period as shown below.

The user can access the Accounts Production Home screen by double-clicking the Accounting Period. If Trust Accounts is not running, the user receives the message “This accounting period is updated from Trust Accounts. Please start Trust Accounts and try again.” Normally the user would then start Trust Accounts and click OK. (It is not necessary to go into the relevant Trust Accounts client.)
It is also possible to press OK without starting Trust Accounts. This allows the user into the Accounting Period, but there are limitations:

The trial balance may not contain the latest figures from Trust Accounts.
The investment schedule will be empty as it is unable to retrieve the data from Trust Accounts.

Associated Tab

Accessing a client from Central is the only way to see the Associated tab. The Personnel and Addresses associated with a client on the Names tab in VAP’s Statutory Database are converted to Contacts in Central with a relationship shown on the Associated tab.

Trust Relationships

For a trust client, the relationship types are converted as follows:

Type in VAP	Relationship in Central	Example Formula
Settlor	Has settlor of	=AP("#st1,#51 #52") Where #st1 is the first settlor, #51 is the first name and #52 is the last name.
Accountants	Has auditor of	=AP("#au1,#2") Where #2 gives the Pre Name and Main name
Trustees	Has trustee of	=AP("#te1,#51 #52")
Beneficiaries	Has beneficiary of	=AP("#be1,#51 #52")
Solicitor	Has solicitor of	=AP("#so1,#2")
Banker	Has bank/(bs) of (accts prod)	=AP("#bk1,#2")
Investment Advisors	Has investment advisor of	=AP("#ia1,#2")
Other Advisors	Has other advisor of	Currently not supported

Notes:

CCH Accounts Production allows any relationship listed in Maintenance > Accounts > Relationship Address Mapping to be used on an accounts page.
Beneficiaries, settlors and trustees should be set up on the Officers screen. If they are set up on the Associated tab, they do not appear in the accounts until a user has been into the Officers screen. So they might as well be set up on the Officers screen in the first place.
Although beneficiaries, settlors and trustees are set up on the Officers screen, other officers need to be set up on the Associated tab.

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.

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.

The 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	Email	Email
#20	Suffix	N/A
#51	First Name	Pre Name
#52	Last Name	Main

Notes:

In VAP, #1 gave the First Name and #2 gave the Last Name. In CCH Accounts Production #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.