The Concept of "Person"
In previous versions of the software, details of members, directors and secretaries were held separately in each company. The latest version now has a new Person database where a person's particulars are stored centrally. The advantage of this are:
| • | If you if you amend a person record, the details will automatically be reflected in all members, directors and secretaries records for that person. |
| • | It is easy to create a new member, director or secretary based on an existing person record. |
| • | You can file forms 288 in respect of all changes to a person across multiple companies in one go. |
As part of the conversion process from previous versions to version 9, all members, directors and secretaries data will be analysed and "Person" records automatically created.
| • | Can now "drill down" from a person to their underlying Memberships, Directorships and Secretaryships. |
Merging Two Persons
Background
If you find that you have two or more PERSON records that actually relate to the same person, in order for the system to operate properly it is important that you MERGE the records into one.
How were duplicate records created?
When the automatic data conversion process takes place when you upgrade to version 9 of the software, Person records are automatically created for all Director, Secretary and Member details.
In some cases, whilst the names of Persons created are the same, some information such as address or date of birth are different and therefore multiple records are created for what may well be the same person.
Duplicates may also have been created manually by mistake or automatically when importing a company. In all cases you must therefore manually MERGE the multiple records into one.
Indication of possible duplicate person records
|
As an indication of possible duplicate records, the list of Persons shows an exclamation mark next to all entries which have identical or similar details. |
Ignore selected person's "duplicate" status, and exclude them from being automatically marked as duplicated in the future
|
If an entry marked as a possible duplicate is not actually a duplicate, you can highlight it and click on "Exclude from Duplicate Checking" - the entry will then show an exclamation mark with a blue cross. |
.
Prevent selected person from being automatically marked as duplicated in the future
|
You can also prevent an entry from being marked as a duplicate in the future - highlight it and click on "Exclude from Duplicate Checking" - the entry will then be displayed with a blue cross.
|
Merging records
To MERGE Person entries, first highlight the entry to MERGE and then click on "Merge selected person with another". Then select the person to KEEP. The two entries will be merged and all cross relationships automatically resolved.
If you have more than two entries to merge, then they must be merged two at a time.