description Concept Trustee is a global solution facilitating integral management of entities such as trusts, foundations, holdings, offshore and onshore companies. Its many options make it possible to modulate the product according to your needs and those related to the various managed entities (jurisdiction, activity, etc). This solution complies with new anti-bleaching regulations (AML or similar legislation). The software consists of the following modules: Data base (management of entities) Document generator module Deadline management Manual or automatic invoicing module for expenses, outlays, time-sheets, etc. Time-sheet Financial accounting Securities accounting or portfolio management Mandate and COMPLIANCE management Banking Interface

The solution CONCEPT Trustee has been purchased until now by more than 80 customers and is installed in ten countries. It is currently available in French and English.

CONCEPT Trustee is a tremendous rationalisation tool , essential to any company that wishes to improve its productivity, the quality of its services and its control of the risks, while conforming to all legal requirements about compliance.

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MANDATES – COMPLIANCE

This solution allows the user to manage customer files by taking account of the main recommendations and regulations relating to money laundering (LML or similar legislation).

This program can be integrated with the other modules of CONCEPT Trustee and especially with the management of entities, the portfolio management, security accounting and financial accounting.

This module consists of three parts:

• Management of the information relating to the contracts of mandate including complete data history.
  
• Configuration of the module to define the procedures of work, decisions related to internal organization.
  
• Management of the control and compliance functions

Information relating to mandate contracts

A data base allows the user to keep all the information relating to the mandates including :

• History of the relationship and of the significant events of the relationship with the customer
  
• Economic background of the customer.
  
• Management of documentation and of tasks to be performed or carried out
  
• Field of activities of the customer
  
• Management of individuals (true beneficiary, co-contracting party, principals, representatives, intermediaries, etc.) and of the connections with entities (foundation, trust company, etc).
  
• Management of individuals indirectly related to the mandate (introducer).
  
• Submission of the mandate to the LML

A complete and unmodifiable history of this information is safeguarded.

Procedures of work and decisions

It is possible to configure the program according to the internal procedures and organization of your company:

• Procedures and criteria for acceptance of mandates.
  
• Circulation of information, in particular of internal messages.
  
• Automatic procedure for sending messages or warnings when anomalies are detected by the system.
  
• Configuration of actions to be carried out by the system during automatic procedures (For example: the detection by the system of an unusual amount or of a politician can lead to the automatic suspension of the mandate, the sending of a message to the compliance officer and/or to persons designated for this purpose, etc).
  
• Management of the documents essential to the preliminary acceptance of the mandate and to its later management. Management of preliminary tasks to be carried out when accepting the mandate and later during its execution. Hierarchical management of the status of the mandate (active, suspended, terminated).
  
• Management of possible decisions according to the status of a mandate.
  
• Hierarchical management of the decision makers according to the status of the mandate.

Control and compliance functions

In this part, it is possible to define parameters and control procedures:

• Criteria, periodicity and procedures of revaluation of the mandate
  
• Limits of amount or volume for detection of unusual operations.
  
• Detection of unusual transactions or groups of such transactions.
  
• Procedure to check the absence of essential or compulsory documents (copy of passport, letters of reference, certificate of residence, etc)
  
• Assessment/determination of the risk either as weighted average risk or as absolute risk. These figures are determined by taking account of all the following elements:
  
  • risks related to all countries involved in the mandate
  • risks related to individuals involved directly in the mandate
  • risks related to the presence of male of female politicians
  • risks related to the entities related to the mandate etc.
    
• The system includes centralized management of individuals.This file includes much specific information concerning the identity, contacts, residence, nationality and risks, as well as a management of scanned documents (passport copies, signatures, references, etc).

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MANAGEMENT OF THE ENTITIES

This module of CONCEPT Trustee consists of 5 parts :

• A database containing the history of all the entities
• A front office including document management and automatic updating of the data base
• A task management linked to a deadline management
• An internal electronic mail system
• A set of programs ensuring optimum security and managing the level of confidentiality of the data.

Data base

The database makes it possible to manage, query and retain all inTraining related to the entities.

The rubric and files of this database are suited to the various types of entities (trusts, companies, foundations, etc.)

The inTraining managed in this module includes in particular the management of:

• Corporate documents and related shares.
• Powers of Attorney, bank accounts and signatories to those accounts.
• Deposits and safes.
• Accounting aspects, documents and imperatives related to accounting.
• Assets and insurance contracts etc.

In addition,

• For companies,
  
  • The management of inTraining concerning the various forms of capital (authorized,
    issued, paid) including the management of share certificates, subscribers, shareholders
    and nominees.
    
  • The management of directors, of the true beneficial owners etc.
    
• For trusts:
  
  • Management of settlors, trustees, beneficiaries and excluded beneficiaries.
    
  • Management of clauses etc

The above examples are not exhaustive.

The complete inTraining is kept in a history file.

The system includes a centralised and detailed management of individuals that is accessible from the data base of the entities.

The system also contains specific inTraining relating to identity, contacts, residency, nationalities and risk level, as well as a management of scanned documents such as copies of passports, signatures, references, etc.

A list generator allows users to define customised reports based on inTraining contained in the database.

Front Office Management of ordinary operations

The purpose of the front office is to gather in one module most of the ordinary everyday operations done whilst managing entities.

Front office aims to rationalise office work, avoiding redundancy in the database as well in the work of the users.
For example, users usually have to create or modify a document by word processing, to update the data base manually, to modify diaries, to introduce a deadline and to send the document by post, fax or mail.

In CONCEPT Trustee on the other hand only one operation is needed. The system generates the document automatically, sends it by mail, updates the data base and modifies the task management and the deadline management.

Therefore, this program allows the users to:

• Define and configure easily the everyday tasks (create an entity, make a change in the board of directors, etc.).
  
• Create and link documents to these tasks (internal forms, letters, scanned official documents).
  
• Define by jurisdiction and type of entity the parameters of execution of a task.
  
  • For example:
    • Documents to be generated.
    • Conditions for updating the task and deadline management
    • Conditions for sending messages etc.
  
• Manage by jurisdiction and type of entity the parameters which will guide the user in his work and allow automatic updating of the deadline management.
  
• Define check-lists of documents to be established or requested and of tasks to be performed according to jurisdiction and type of entity. An automatic follow-up of the user and of the deadline management is carried out by the system for each entity.

Task management – Deadline management

This module allows the user to manage specific or recurring tasks as well as deadlines to which they may be linked.

The first part is related to task management.

This module is integrated into the whole solution and is mainly updated by the application
program. Many automatic links exist. These include:

• Accounting due dates
• Expiry dates of legal documents
• Expiry date of mandates
• Appointments and visits to customers
• Management of general meetings and of boards of directors
• Expiry date of powers of attorney in issue.

The user can also define his own specific or recurring tasks. For each task he may mention
subordinates, projected duration of work (planning), date of recall etc.

The second part is a powerful reporting tool.

It makes it possible to consult tasks and related deadlines according to many criteria:

• by users, groups or for any user, with protection of access
• by entities, mandates and/or deadlines
• by using specific time intervals (day, week, fortnight, month, quarter, half-year or year)
• by using customized time intervals etc.

Internal electronic mail

This module comes in the form of a standard electronic mail tool exclusively accessible to CONCEPT Trustee users.

The many specific functionalities include:

• Linking messages to mandates (compliance), entities and individuals
• Requiring message reply deadlines with creation of inTraining in the task management of the sender and of the recipient(s).
• The management of warnings for users receiving messages, especially those, which are urgent (compliance)
• Electronic signatures when issuing or reading messages.
• Archiving messages, especially those from the compliance module etc

Security

CONCEPT Trustee was developed in order to offer to our customers optimal data protection.

The following functions are therefore available:

• All the rights can be defined by users and/or user groups, with hierarchical reference.
• Protection of access safeguarded by module and program.
• Possibility of specifying rights of the type: read, write, modify, and create.
• Protection of access to the entities.
• Protection of access to some of the functions of the program.
• Possibility of specifying actions protected by password.
• Possibility of protecting access to any page of the entities by password.
• Possibility of managing confidential identities of specific individuals.
• Integrated audit track etc

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(CUSTOMER) CARD INDEX

This module enables entry and management of data relating to prospective clients make use of this for marketing inTraining or follow-up purposes. It consists of:

• Name, addresses, contact details.
• Centres of interest
• Tasks to be performed
• History of the relationship
• Mailing inTraining etc.

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Invoicing / Debtors + Creditors management / Outlay re-invoicing

Invoicing / Debtor

These efficient modules of the solution CONCEPT Trustee make it possible to cope with the various methods of invoicing met when managing companies/trusts and are aimed at rationalisation and automation of this activity as well as providing an effective follow-up of the accounts.

They make it possible to manage the whole of invoicing (overhead charges and time sheets) manually or automatically.The principal functionalities of these modules are :

• Multi-currency:
  • The invoices can be issued in various currencies.
    
• Multi-company:
  • The product can be used to issue invoices of various companies. Thus, it is possible to invoice from only one office activities generated in several countries as well as activities of customers having a commercial activity.
    
• Multi-profit-centre:
  • This functionality makes possible to charge invoicing through differents profit-centres.
    
• Integrated management of the VAT or similar taxes.
  
• Management of the Euro and IN currencies (for future members of the Euro basket).
  
• Possibility of invoicing manually or automatically expenses and services of any kind
  
• Mirror charging:
  • Furthermore, this program makes it possible to forward entries generated by invoicing through a profit-centre to the invoiced companies, allowing an automatic recording in their respective accounts.
    
• Integration into the Time sheet facilitating automatic or specific invoicing of elements coming from this module.
  
• Integration with the module Creditors/Outlay reinvoicing Management of part-payment and credit notes.

Prices and fixed rates for services can be determined generally, but can also take into consideration various specifications by currency, jurisdiction, type of entity, profit-centre, customer, group of customers, frequency and periodicity, etc.

The base for invoicing can also be defined in a fixed or variable way (for example, according to assets and loans. A function allows at any time the valuation of the total assets held by a customer or an entity.

 

Creditors management / Outlay re-invoicing

The management of outlays guarantees reliable re-invoicing, thereby avoiding significant loss of earnings.In order to solve this problem, CONCEPT Trustee includes a specific module, related to the invoicing and creditors programs, for collecting invoices received from correspondents.The main functionalities of this program are:

• Multi-currency management of outlays including re-invoicing in a different currency.
  
• Management of outlay invoices to be divided among several entities.
  
• Management of outlays which cannot be re-invoiced (to take account of this cost in calculating profitability by entity/customer).
  
• Module integrated in particular into invoicing, debtor account keeping and financial accounting.
  
• Manual or automatic re-invoicing of outlays
  
• Management of the payment of outstanding creditors’ invoices after collecting the invoices sent to the customers.

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Financial Accounting

Due to its flexibility, this solution allows parameterizing of account charts and is suited to keep the accounts of any type of entity, whatever their jurisdiction or legal form.

This program enables you to keep your own accounts as well as accounts of entities managed on behalf of customers.

It consists of a basic module and various options such as :

• Multi-company
• Multi-currency
• Multi-layout
• Current account
• Interest calculation
• Budget
• Consolidation
• Contract management
• Data export

CONCEPT FINANCE / BASIC MODULE

• Table of result:
  • Free layout of the results: The user can structure his according to his wishes, with his own totals, sub-totals, comparisons, ratios, etc
    
• Chart of accounts:
  • Multinational, not tied to any legislation, neither with regard to the account structure nor to the chart of accounts or to the layout of the results
    
• Accounts:
  • Length and structure of the accounts entirely configurable, company by company. An account may comprise from four to 15 alphanumerics and may be subdivided into two or three subsidiary accounts
    Example : 1000.USD.01
    
  • Possibility of naming accounts in two languages
    
• Management of entries :
  • Simple or multiple entries with an unlimited number of transactions on the debit as well on the credit side
    
  • Automatic reminder of standard namings
    
  • Automatic cancelling of simple or multiple entries
    
  • Possibility of lettering.
    
• Budget:
  • Periodical budget which can be captured on the level of each account or of the results table
    
• Queries:
  • Many types of queries e.g. by posting date/value date/voucher or entry’s number/letter/accounts, etc.
    
• Printing :
  • Printing available in many different forms (ledger, balance, etc.) according to various criteria.
    
• VAT:
  • Calculation of the VAT or similar taxes and automatic charging on the accounts "VAT due" or "preliminary tax". while making entries.
    
  • Management according to the system of agreed or received benefits.
    
• Drawing up results (balance sheet, P&L account):
  • Calculation of the balance sheet according to entry date or value date.
    
  • Multi-period, possibility of printing and of recalculating results retroactively.
    
• Closing/Clearing:
  • Closing and emptying entries with fully automatic forward carrying

MULTI-COMPANY

• Unlimited number of companies.
• Possibility of creating a new company by copying source data of an existing company (Chart of accounts, table of results, currencies, etc.)

MULTI-CURRENCY

• Free choice of the basic currency.
  
• Method of accounting according to two processes:
  • double currency accounts
• foreign currency holdings
  
• Possibility of keeping indefinitely previous exchange rates
  
• Data capture of simple and multiple entries with trasactions in several currencies.
  
• Automatic calculation of the results of exchange
  
• Possibility of calculating and breaking down the results of exchange by currency or by account.
  
• Automatic charging of revaluation entries
  
• Display at any time of the currency holdings and of the results of exchange not yet
  placed in the account
  
• Possibility of updating rates of exchange
  
• Cross rates calculation

MULTI-LAYOUT

• The program enables simultaneous publishing of the results according to the legislations of several different jurisdictions and/or in many languages.
  
• Possibility of showing the results in various currencies.

CURRENT ACCOUNTS

• Integration of accounts of books kept for third parties by grouping in centralisation accounts
  
• Publishing the balances of third parties

INTEREST CALCULATION

• Automatic calculation of the interests according to nine different methods.
  
• Possibility of readjustment in the event of modification of rates relating to a period which has already been ended
  
• Determination of interest rates per account or currency.

BUDGET

• Capture of the budget in a summary table.
• Annual or periodical budget
• Result trend
• etc.

CONSOLIDATION

• Possibility of consolidating companies having different basic currencies.
• etc.

CONTRACT MANAGEMENT

• Possibility of determining the result of a contract with budgetary back query and
  comparison (useful in particular for trading companies).

DATA AND EXPORT

• Possibility of exporting data (results, entries, statement of accounts) to a
  spreadsheet (Excel TM, etc).

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Time Sheet

This module allows the user to manage all inTraining related to the time-sheet as well as the various stages of validation and invoicing. Many statistics are available, including productivity analysis.

The program was designed to facilitate capture in particular by making it possible to define recursive tasks and to duplicate data.

The main functionalities of this module are:

• Free choice of the units of time (hour, minute, 6 minutes, day, etc).
  
• Ability to set a specific tariff per each unit of time or task.
  
• Single determination of tariffs with the ability to manage exceptions by employee, department, profit centre, task, customer or a combination of any of these parameters
  
• Setting up tariffs in many currencies in the case of several profit centres.
  
• Capture and online updating of all files.
  
• Management of outlays related to the time sheet.
  
• Several possible naming for the same capture (for internal use, for the customer, the
  invoicing, etc).
  
• Management of fixed prices, budgets and variations
  
• Possibility of connecting Time sheet to telephone exchanges to collect inTraining
  concerning calls (customer, duration, outlays , etc).
  
• Provide various lists and statistics.
  
• Integrated list generator allowing the user to easily specify new queries.
  
• Integration with monthly or automatic invoicing (debtor invoicing).
  

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Securities accounting

Securities accounting is a module complementary to financial accounting. It enables the user to:

• Link one or more security portfolios to specific accounts.
  
• Keep inventory of the positions by depositary location.
  
• Calculate for each one of the positions the cost price at purchase as well as in the currency in which the security has been issued as in the basic bookkeeping currency.
  
• Bring out automatically at the time of each transaction the result (gain or loss of the transaction and the exchange balance).
  
• Generate and record automatically entries in the financial accounting.
  
• Estimate periodically portfolios and display results which have not yet been realised, with the option of entry into the accounts etc

This module enables you to make estimates in different currencies as well as to carry out various analysis.

Some other options which can be added, are:

• Management of fiduciary placement and loans
• Management of FOREX (Spot, Forward, Swap).
• Management of coupons and dividends.