BGL and Practice Manager Integration Series

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Overview


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Contact integration is now available between: 

  • Simple Fund 360 and CAS 360;
  • For Practice Manager users, Simple Fund 360, CAS 360 and your Practice Manager Platform.

All Simple Fund 360 and CAS 360 subscribers have the ability to set up an integration between the contact databases using the BGL Integrations Database. Upon integration, all contacts listed in CAS 360 and Simple Fund 360 are then imported into the BGL integrations database. A matching algorithm is run upon initial integration locating all matches and syncing the contacts together.

 

From the combining of Simple Fund 360 and CAS 360 Contact databases, an additional Practice Manager Platform can be integrated with the BGL Integrations database. 

 

How does this integration work?

BGL has developed a two-way integration that synchronises all contacts in CAS 360 and/or Simple Fund 360. When a change is made to a contact, these details are updated for both products. 

All supported Contacts that are in Simple Fund 360 that does not exist in CAS 360 will be added as Contacts (and vice versa). 

 

An update to a client's details in Simple Fund 360/Practice Manager Platform will automatically produce the required ASIC forms in CAS 360 where required! Changes to names and addresses will allow you to lodge prepared documents at the click of a button, even at the multi-company level.  

Prerequisities


Before activating your integration, it's best to take the time to ensure you have attended to all the prerequisites.

One of the main areas which need to be reviewed are your Simple Fund 360 & CAS360 contacts databases and it's best to do these separately. If there are differences between the contacts in Simple Fund 360 and CAS 360, this may result in duplicates

 

To assist you with this process, we have created you a checklist (see attached) to go through some key areas.

Click here for the Integration Checklist.

 

 

Supported Contacts (SF360)


Note: Clients will only be integrated between Simple Fund 360 into CAS 360 if they have an address input. 

The following Simple Fund 360 contact types are supported and will be synchronised with CAS 360 and an external Practice Manager Platform.

SF 360 Contact Type
Explanation
Individual

This Simple Fund 360 Contact type will match with the CAS360 Individual type.

Company This Simple Fund 360 Contact type will match with the CAS360 Company type.

 

 

Supported Contact (CAS 360)



Note: Clients will only be integrated between Simple Fund 360 into CAS 360 if they have an address input. 

The following CAS360 contact types are supported and will be synchronised with Simple Fund 360 and an external Practice Manager Platform.

CAS 360 Contact Type Explanation
Individual

This CAS 360 Contact type will match with the Simple Fund 360 Individual type.

Company This CAS 360 Contact type will match with the Simple Fund 360 Company type.
Other Entity - Trust This CAS 360 Contact type will match with the Simple Fund 360 Company type.
Other Entity - Self Managed Superannuation Fund This CAS 360 Contact type will match with the Simple Fund 360 Company type.
Director This CAS 360 Contact type will match with the Simple Fund 360 Individual type.
Trustee This CAS 360 Contact type will match with the Simple Fund 360 Individual type.
Secretary This CAS 360 Contact type will match with the Simple Fund 360 Individual type.

 

 

Setup Integration


1.  Click Here to login to the BGL Practice Management Integration page.

 

 

2. Select Settings for CAS 360.

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3. Enable Contacts by switching the toggle to Yes and selecting Save.

 

The CAS 360 icon will now be flagged as Active

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4. Select Settings for Simple Fund 360.

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5. Enable Contacts by switching the toggle to Yes and selecting Save.

The Simple Fund 360 icon will now be flagged as Active

 

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Integration Sync Process


Once the initial integration is complete, the BGL integrations database will go through the contact sync process.

Using a matching algorithm, the sync process will locate all matches and sync the contacts together. If there are any discrepancies with the matching algorithm, these will be flag as duplicates to be resolved. 

 

Duplicate Resolution 

Duplicate contacts will be listed during the integration allowing you to resolve them on screen. Select Click here to proceed with the review.

 

Contacts will need to be reviewed and the correct contact can be selected using the Keep this option. Select Confirm to keep the correct record and consolidate the incorrect record.

 

Once all duplicates are resolved, the integration will be finalised.

 

 

Beyond the initial integration, when any changes are made to the contacts or clients in each database:

Product

Change

Result

CAS 360

Update a Contact's details

These changes will be updated for both platforms. Where address and name changes occur for a client, CAS 360 will prepare the required ASIC forms.

Simple Fund 360

Update a Contact's details

These changes will be updated in both platforms. Where address and name changes occur for a client, CAS 360 will prepare the required ASIC forms.

 

How do I know that a change has been made automatically?

Simple Fund 360 and CAS 360 will present you with any changes made via the Notifications function.

Ongoing Sync


Once the initial data sync has completed, the databases have been connected. Any changes made to contacts are instantly synchronised for both CAS 360 and Simple Fund 360.

 

When are Notifications presented to the user?

Changes made in CAS 360 and Simple Fund 360 to client data other than name information will flow through and automatically update the data. No notification will be shown. 

 

If a change is made to a contact's name, the user will be notified through the Simple Fund 360/CAS 360 Notifications icon. 

If a change is made to a contact's address, the user will be notified through the CAS 360 Notifications icon only. 

 
ACN changes will also receive a notification for Corporate Trust contact types. 
 

FAQ's


 

1. Which platform should I integrate first?


BGL suggests pulling the data into CAS360 from XPM first - These will default as the database contacts.

 

2. I don’t have permission to access Apps and start integration process.


  • Under Settings, select User Roles.
  • This will take you to the Firm Setting screen, please change the Application drop-down to Access 360.
  • From here, please then ensure that the Apps and Integrations toggle is switched on.

 

3. Do I need to complete the duplicate resolution immediately?


Yes. The integration sync will only begin once you have resolved all potential duplicates flagged by the system. The longer you leave the duplicates to sit as pending review, the more likely you are to have duplicate records import into either platform.

 

3. During the duplicate process, if I choose one record to keep – What happens to the other record?


The record you did not choose to keep will merge with the record you chose to keep. For example, if the record you keep is missing the email address and the record you chose not to keep has an email address, the email will display in the record you chose to keep.

 

4. Are changes synced instantly?


  • Changes in CAS360: Instantly.
  • Changes in SF360: Instantly.
  • Changes in XPM: Every 3 hours.

 

5. Director or Company Change - Will CAS360 prepare the required ASIC forms?


Not initially. When you are completing the duplicate resolution process, the system will not generate the relevant forms to lodge with ASIC – You will need to note down relevant changes during this process and manually generate the forms later.

After the duplicate resolution has been completed, CAS360 will alert you to relevant changes and allow you to prepare forms for lodgement.

 

6. How do I know that a change has been made?


Simple Fund 360 and CAS 360 will present you with any changes made via the Notifications function.

 

7. Can the integration be reversed?


No, but it can be switched off at any time. For further information, please contact BGL Support on 1300 654 401.

 

8. Which fields integrate?


Fields that integrate are: 

  • First Name
  • Surname
  • Address
  • Date of Birth
  • Phone
  • Email 
  • TFN

 

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