CCH Company Secretarial Administration Guide Service Pack 2

Transcription

1 le CCH Company Secretarial Administration Guide Service Pack 2

2 Legal Notice Disclaimer Wolters Kluwer (UK) Limited has made every effort to ensure the accuracy and completeness of these Release Notes. However, Wolters Kluwer (UK) Limited, its staff and agents will not be liable for any errors or omissions and use of the software is subject to the customer s licence with Wolters Kluwer (UK) Limited. These Release Notes should not be relied upon as a detailed specification of the system or the software. Wolters Kluwer (UK) Limited may make changes to these Release Notes from time to time. Copyright These Release Notes may not be copied, altered, edited, disposed of or distributed without the prior consent of Wolters Kluwer (UK) Limited. The content is confidential. Unless indicated otherwise all elements of this software product are owned by Wolters Kluwer (UK) Ltd Wolters Kluwer (UK) Limited Trademark Rights Microsoft, Windows, Windows NT, Windows for Workgroups, Windows 98, 2000, XP, MS- DOS, Windows Vista, Windows 7, Windows 8, Windows 10, Windows Server, Microsoft SQL Server, and Microsoft Office, are either registered trademarks or trademarks of Microsoft Corporation. Novell and NetWare are trademarks of Novell Inc. Citrix MetaFrame is a registered trademark or trademarks of Citrix Systems, Inc. All rights reserved. All other trademarks are the property of their respective owners. Wolters Kluwer (UK) Limited 145 London Road, Kingston Upon Thames, Surrey KT2 6SR CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE II

3 Contents Overview 1 1. Configuration 2 Installing the CCH Company Secretarial service. 2 Configuring CCH Company Secretarial 3 CCH Company Secretarial Home Page Controls 7 2. Appendix A 11 III CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

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5 Overview The integration between CCH Company Secretarial and CCH Central has been developed in two stages. The first stage of integration allowed CCH Company Secretarial to be accessed from within CCH Central, allowing direct access to company formations and providing a Home Page Control that surfaced the filing deadline alerts Central Release extends the level of integration to cover the synchronisation of client data between the two systems. This ensures that your core client data used by both solutions are always up to date. This allows the following scenarios: Administrative use of the system CCH Central has access to a new maintenance screen which will allow a user to add details to enable the sync between the two systems CCH Central has a Home Page control to view the Service Status CCH Central has new screen to capture conflicts of data requiring resolution and use of the Central Merge facility. A new extra field has been added within CCH Central which has the ability to set a specific flag to a company or a person that requires to be sync d with CCH Company Secretarial Day to day usage A user working within CCH Company Secretarial will add Companies or people or make changes to information that are common within both systems, such as an address - the changes will be replicated in CCH Central A user working within CCH Central will add Companies or people or make changes to information that are common within both systems, such as an address the changes will be replicated within CCH Company Secretarial 1 CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

6 1. Configuration Installing the CCH Company Secretarial service. To get started you will need a CCH Company Secretarial licence and will then need to run the CSI to install the new CCH Company Secretarial service. Note: - You will receive a warning on Company Secretarial Sync during the database upgrade if you have not installed the CCH Company Secretarial service at the server. As shown in the screen shot below. The service can be found by navigating to Start >Services>CCH Company Secretarial CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE 2

7 Configuring CCH Company Secretarial Before configuring the system, CCH recommend that the data within CCH Central and CCH Company Secretarial is reviewed to ensure the data is as clean as possible. Please be aware once the two systems have been linked together, CCH Company Secretarial will perform an initial push of Companies and people into CCH Central. See Appendix A for further details about how CCH Central deals with the data within the first push. The synchronisation of CCH Company Secretarial client and contacts database within Central, can be configured to reflect the way that your practice operates. This is done by selecting to synchronise data one way or both ways. Important If you select the option to sync from Company Secretarial only and the five optional fields listed below within Company Secretarial are not populated, this will result in any current data within the five fields being deleted from Central. 1. Telephone number 2. Fax number 3. Mobile number 4. address 5. Date of birth You should therefore review your data in Company Secretarial before selecting this way of operating to ensure that all relevant fields remain populated. 1. Navigate to Maintenance >Company Secretarial > Settings 2. Start by checking the box Disable Polling This will stop any updates from happening. Once you have completed the configuration and decided how you want the information to flow through, you can switch it on again 3. Add your Company Secretarial Login Details 3 CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

8 CCH Company Secretarial is configurable to allow practices to choose how they wish the system to work. Disable Polling Stops any updates running between the two systems *Sync from Company Secretarial Only Only data changes made in CCH Company Secretarial are pushed and updated into CCH Central. ANY data changes made in CCH Central will not flow through to CCH Company Secretarial. *Important Please be aware if this option is enabled any data that is not populated in CCH Company Secretarial such as telephone numbers, fax numbers, mobile numbers, addresses and date of birth will result in any current data within those fields in CCH Central being deleted. Sync from Central only Only data changes made within CCH Central to Companies and directors *who have the extra field Sync to Cosec set are pushed and updated into CCH Company Secretarial. ANY data changes made in CCH Company Secretarial will not flow through to CCH Central. Auto Update from Company Secretarial This option automatically adds the Sync to Cosec extra field for ANY Company and its associations that are pushed in to CCH Company Secretarial. If you decide you want synchronisation to go both ways, this is an efficient way on ensuring all the Companies, Directors and Company Secretaries that are imported into CCH Central this way are captured in future updates Polling Interval This allows you to choose how often you wish the system to update. CCH advises, start with this set at around 10 minutes then adjust it based on your preferences CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE 4

9 * It is important to be aware of the additional rules surrounding which data is synchronised. For CCH Central data to push into CCH Company Secretarial you MUST have the extra field Sync to Cosec set. If you create a new company in CCH Central that has not started its life in CCH Company Secretarial or you did not have the auto update switched on, you will need to set the Sync to Cosec extra field to yes manually. Important Please be aware any test/dummy companies or data that exists in Central will be sync d to CCH Company Secretarial. To stop this happening - manually change the extra field Sync to Cosec to No. 4. Once you have decided how the system will suit your business needs best, check the relevant boxes. Draft Contact Authorisation When new Companies or contacts are pushed into CCH Central, they are pushed in to CCH Central as draft contacts and require authorisation. Due to the nature of the system, normal draft authorisation by an employee is not possible. Instead, there is a button within the maintenance screen that needs to be clicked called Authorise Logged Employee. This will allow the user to authorise the draft contacts and allow them to be converted to clients or contacts. Address Configuration The addresses pushed from and to CCH Company Secretarial are identified by the flags allocated by a practice in CCH Central >Maintenance > Address/Phone > Address Type Companies - The system defaults to the Registered Office Address Flag. This MUST be set to one of the address description types for the system to synchronise data. 5 CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

10 You would expect to see the company address displayed in the Address tab NOT the Main tab in CCH Central People - The system will use the Primary Type Address Flag as the identifier as to which address it will push and pull the contact address You will see this address for Directors and Company Secretaries appearing in the Main tab within CCH Central If you do not set the Registered Office flag to an address description, data will not synchronise between the two systems and you will see a red error light in the new CCH Company Secretarial Home Page Control (see below) 5. Once all of the above settings are complete you can Uncheck Disable Polling. Note: VALIDATION ON CHANGE OF LINKED RECORDS Where an address record in CCH Central has been linked to multiple clients or contacts and this is changed as a result of the address of one of those records being changed in CCH Company Secretarial, the change is correctly seen on all linked clients and contacts, however no warning is provided about this consequence. CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE 6

11 We have therefore decided to add a delinking option which is now the default. The new configuration key CoSecDelinkedAddresses. The default is set to 1 which will only update the one recorded in CCH Central using that address and not all client s and contacts linked to that address. If you DO want all client s and contacts linking to the address to be updated then you will need to change the key value within File>Maintenance>User Defined>Configuration to 0. CCH Company Secretarial Home Page Controls There are two new Homepage controls for CCH Company Secretarial. Company Secretarial Service Draft Contacts Company Secretarial Service The Company Secretarial Service Homepage Control allows you to see the service status of your new system with a quick glance. This will tell you If the Service is running If the Company Secretarial connection is working If the Central connection is working correctly Has the Registered Office Address been configured correctly When the last update ran and when the next one is due Example: Service Running Example: Service Stopped and Registered Office Address not flagged 7 CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

12 In addition to the service status information, the Homepage Control also provides a useful history grid which allows you to identify any data which has not sync d correctly If a synchronisation has not pushed through correctly, the relevant line in the history trail will show as red. By double clicking on the line, a pop up box will appear with details of the Companies or Directors/Secretaries and the reasons why they did not sync. CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE 8

13 The user should then navigate to that error record and correct the error to allow the data to then synchronise through and update the relevant system Draft Contacts When new companies, directors or company secretaries are created in CCH Company Secretarial and pushed to CCH Central, the system will check to see if there is an exact matching record in CCH Central. If there is, the system will automatically match the two records together. If there is not, the system will show the draft contacts within the CCH Company Secretarial Draft Contact screen. This will allow you to view draft contacts, click through and authorise draft contacts and also merge draft contacts with clients present within CCH Central if required. Draft contacts received from CCH Company Secretarial can be grouped together for ease of processing. The draft contact screen has a column next to the contact name and each draft contact will show either. A green tick No other similar names detected within the CCH Central database A yellow triangle - Similar contacts within CCH Central have been detected 9 CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

14 If there is a green tick, subject to your business processes, you can click through to this draft contact and perform the normal on-boarding procedures to convert them to a contact or a client. If there is a yellow triangle, you can click on the triangle and a box will appear with a list of possible matches for that draft contact found within CCH Central. Decide which, if any are the same and check the relevant box. Click Merge. Draft contacts received from CCH Company Secretarial can be grouped together for ease of processing. CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE 10

15 2. Appendix A What to expect on first Synchronisation When you configure the CCH Company Secretarial system for the first time, all Companies, Directors and Company Secretaries within CCH Company Secretarial will be pushed into CCH Central. For exact matches, the system will link them together behind the scenes and the link will be seamless. For similar matches or records where there is no match in CCH Central, the records will show in the Draft Contact HomePage control and you should deal with them as instructed in the HomePage Controls chapter. The first synchronisation will take longer than a normal Synchronisation due to the number of records that will be pushed in one go. Once the first synchronisation is complete and you have merged or created any records that require action, updates will occur as per the configuration settings you have chosen. A further configuration option There may be practices who decide they want to push the contact address that resides within CCH Company Secretarial to the Main Primary Address within CCH Central. The following screenshots identify which Address fields from CCH Company Secretarial would be pushed to the Primary Address in CCH Central. 11 CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE

16 If a business chooses this option they must be aware that all companies that reside in CCH Company Secretarial and have an address within the contact address area will find this will populate the primary address in CCH Central when an update to the record occurs. There is a configuration key available to utilise this option. Please contact CCH Support in order to obtain the key. CCH COMPANY SECTRETARIAL INTEGRATION WITH CCH CENTRAL ADMINISTRATION USER GUIDE 12

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