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Overview
Orphan records are database entries left without a parent association, typically due to errors or inconsistencies during data handling processes.
These records occur when importing data from third-party sources, where relational links are broken or not properly established. For instance, in a relational database, if a record refers to a parent entry that no longer exists or was not imported correctly, it becomes an orphan.
Navigation
To map a Entity Orphan record in AdviserLogic, go to Tools > Administrative Tools > Data Import - Map Orphan Record > Map Orphan Record - Entity.
💡Tip
You must have access to Administrative Tools to use the Map Orphan Record feature.
The landing screen will show a list of Unmapped Entity files, with additional mapping and managing options. These options allow you to remap discarded records, or export data into an Excel Report.
Selecting the tickbox next to Show Discarded will allow you to view Discarded records in the same list.
📌Note
The list will show the existing unmapped Entities as a default.
Unmapped Entity Records
To map individual Orphan Entity records, select the quick map clock icon from the second column on the line item to be mapped.
Select the Entity Type from the drop-down. Search for the client the orphan Entity belongs to by typing their name or ADLID in the client field and selecting the client from the populated list.
There are 4 Entity Types to map to.
| Maps the Entity as a New SMSF to the Client Record |
| Maps the Entity as a New Company to the client Record |
| Maps the Entity as a New Trust to the client Record |
| Merges the information into an Existing Company in the client's Record |
| Merges the information into an Existing Trust in the client's Record |
Clicking the Clock Icon at the right end of the pop-up will map the Entity to the allocated client.
Editing an Orphan Entity File
Occasionally, the file is orphaned due to incorrect or incomplete data, and you will want to edit the file before mapping.
To do this select the column of the line item you wish to edit and either enter the value or select it from the options provided.
Editable Fields
| Follow the mapping Instructions |
| Manually Type the Corrected Entity name |
| Manually Type the Entities TFN |
| Manually Type the Entities TFN |
| Manually Type the Entities ACN |
| Manually Type notes that will show in the Entities File note section |
Non-EditableFields
| Shows the record status in the orphan records section - Unmapped or Discarded |
| Selecting this option shows a list of orphan records related to Investments and Liabilities that relate to this Client's Record |
| References when the file was imported |
| Shows the third party the data derived from |
📌Note
Company and Trust fields that aren't editable in the Orphan Screen can be edited in the Fact Find - Personal > Entities section, and SMSF, can be edited in Fact Find - Financial > Superannuation .
More Details
Discard
To Discard an Orphan Entity record select the tick box from the first selection column for each line item, and then Discard from the top right of the window.
A confirmation notification will show, select Yes to continue discarding the file or Cancel to return to the Unmapped screen.
The file will be moved to the Discarded section, to view discarded records select the Show Discarded tick box at the top of the screen.
Export Unmapped
Selecting Export will export an Excel file of the existing Unmapped Orphan Entity records.
Discarded Records
The Discarded section houses previously discarded Orphan Entity records. These can be viewed by selecting the Show Discarded Tickbox at the top of the window. Discarded files will have Discarded as the Status.
Discarded Records can be mapped like unmapped records by following the mapping instructions.
Export Discarded
Selecting the Show Discarded option and then Export will export an Excel file of the Unmapped and Discarded Orphan Entity records. To see the Discarded records, please sort the Status on the Excel report.
ADLID Client Search
When mapping a client account, make a note of the client's ADLID to ensure you have the correct client. This can be found on the client's Fact Find - Internal > Account Codes section.
You can also find the client's ADLID by going to the Client Search and entering the client's name, searching and finding the ADLID in the results.
This ensures that you have the correct client when mapping the client orphan, as this mapping cannot be undone.
Delete Incorrectly Mapped Entity
It is not possible to reverse incorrect mapping of an Entity. If you have incorrectly created a client you will need to delete the entity via Fact Find.