Xero Practice Manager

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Overview


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Contact integration is now available between: 

  • Simple Fund 360 and Xero Practice Manager;
  • CAS 360 and Xero Practice Manager;
  • Simple Fund 360, CAS 360 and Xero Practice Manager.

Xero Practice Manager users have the ability to integrate all clients with Simple Fund 360, CAS 360 or both. 

Simple Fund 360 and CAS 360 subscribers have the ability to set up an integration between the contact database using the BGL Integration Database. Upon integration, all contacts listed in CAS 360 and Simple Fund 360 are then imported into the BGL integration 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 database, Xero Practice Manager can be integrated with the BGL Integration database to combine all three!

 

How does this integration work?

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

All supported Contacts that are in Simple Fund 360 but not in CAS 360 will be added as Contacts (and vice versa). This also applies to Xero Practice Manager.

An update to a client's details in Simple Fund 360 and Xero Practice Manager will automatically trigger the required ASIC forms to produce 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 a multi-company level.  

Note: Before setting up the integration, it is advised to contact your account manager or BGL support on 1300 654 401.

Prerequisites


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 is your Simple Fund 360 & CAS 360 contact database and it is 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

 

For Xero Practice Manager, all clients will be synced with all contacts in Simple Fund 360 and/or CAS 360. We advise you to complete the following in Xero Practice Manager:

Contacts Report

  1. In Xero Practice Manager,  in the top toolbar under Reports, select Report Builder. 



  2. Under Report Builder, select the Report Type as Client & Contact and click on Create.

  3. Select the fields shown below and click on Save.


  4. Once your report has been saved, Preview the report, which will then allow you to Export it to CSV


 

This report can now be used to identify the following issues you may have in Xero Practice Manager which might affect the integration process:

  • Business Structures supported (see Business Structures Supported tab) & clients all have a Business Structure selected.
  • Special Characters within names
  • Town/City fields are completed
  • Country field to be completed and supported.

Supported Business Structures (XPM)


Custom business structures will not be synced


To integrate Xero Practice Manager with Simple Fund 360 and/or CAS 360, please ensure you are using the supported business structures listed below. This is based on the business structure name.

 

Business Structures
Company
Partnership
Individual
Self Managed Superannuation Fund
Trust

 

Supported Contacts (SF 360 & CAS 360)


The following Client types from Xero Practice Manager are supported and synchronised with Simple Fund 360 upon integration.

Xero Client Type
Explanation
Individual

This Business Structure will match with the Simple Fund 360 Person Contact type.

Note: The Business Structure must have a First Name, Last Name, Date of Birth, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

Company 

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

Note: The Business Structure must have an ACN, Name, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

 

The following Client types from Xero Practice Manager are supported and synchronised with CAS 360 upon integration.

Xero Client Type
Explanation
Individual

This Business Structure will match with the CAS 360 Individual Contact type.

Note: The Business Structure must have a First Name, Last Name, Date of Birth, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

Partnership

This Business Structure will match with the CAS 360 Partnership Contact type.

Note: The Business Structure must have Names, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

Company

This Business Structure will match with the CAS 360 Company Contact type.

Note: The Business Structure must have an ACN, Name, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

Self Managed Superannuation Fund

This Business Structure will match with the CAS 360 Other Entity - Self Managed Superannuation Fund type.

Note: The Business Structure must have an ABN, Name, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

 

Trust

This Business Structure will match with the CAS 360 Other Entity - Trust type.

Note: The Business Structure must have a Name, Address, City and Postcode recorded in Xero Practice Manager or it will not be imported.

 

Setup Integration


The initial integration is created by obtaining your Xero Practice Manager Account Keys.

How do I obtain these details?

The initial integration is created via the obtaining of your Xero Practice Manager API and Account Keys. These are then input into Access 360. This step is required only once; upon completion, the integration will be automatic.

 

To create the integration with Simple Fund 360 and Xero Practice Manager, complete the following steps for your firm:

1. In Xero Practice Manager,  in the top toolbar under Business, select Settings. 


2. Under Connections, select Add-ons.


3. Select Generate Key for your unique account key to be created.


 

4. Hover over the app switcher icon and select BGL API:

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You may be prompted to log in. If so, enter your Simple Fund 360 log in details.

After logging in to BGL API, select Integrations.

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5.  Select Settings for Xero Practice Manager.

 

6. Enter your Account Key for Simple Fund 360 and/or CAS 360 and select Connect to XERO

 

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7. Enable Contacts by switching the toggle to Yes and selecting Save in Xero Practice Manager.

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The Xero Practice Manager icon will now be flagged as Active

 

 8. Repeat Step 7 for Simple Fund 360 and/or CAS 360 to enable Contacts

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Integration Sync Process


Once the initial integration is complete, the BGL integration 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 flagged as duplicates to be resolved. 

Duplicate Resolution 

Duplicates may appear within CAS 360/Simple Fund 360 itself. When that happens, the system will prompt below.

 

Ignore The syncing process will continue
Review The syncing process will stop and a report will be downloaded for users to review duplicate contacts

 

Note:  It is suggested to select Review and clear all the duplicates before proceeding. Otherwise, the duplicated contacts may flow to the other software. In order to clear the duplicated contacts, please make changes in the Contact screen from the software as changes made in the downloaded spreadsheet will Not be reflected in the software database.

 

Duplicate contacts between CAS 360 and Simple Fund 360 will also 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 Keep this option. Select Confirm to keep the correct record and consolidate the incorrect one. Select Keep Both if users want to retain both two contacts.

 

 

For more information regarding Simple Fund and CAS 360 Contact integration, please also check 

https://bglcorp.zendesk.com/knowledge/articles/360017537772/en-au?brand_id=360001305771

 

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

Upon the initial integration, changes made to contacts will be updated in the database among these software as detailed below:

Product

Change

Result

CAS 360

Update a Contact's details

Contact changes made to individuals and companies will be updated among all three, namely CAS 360, SF 360 and XPM, while changes made to Partnerships, Trusts and SMSFs will be reflected in CAS 360 and XPM only. 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

Contact changes made to individuals and companies will be updated among all three, namely CAS 360, SF 360 and XPM. Where address and name changes occur for a client, CAS 360 will prepare the required ASIC forms.

Xero Practice Manager

Update a Client's details

Client changes made to individuals and companies will be updated among all three, namely CAS 360, SF 360 and XPM, while changes made to Partnerships, Trusts and SMSFs will be reflected in CAS 360 and XPM only. 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 Notification function.

 

  

Ongoing Sync


Once the initial data sync is run, the database will be connected.

  • Changes made in SF 360 & CAS 360 will immediately be reflected in XPM
  • Changes made in XPM will appear in SF 360 & CAS 360 in 2 hours

When are Notifications presented to the user?

Changes made in CAS 360/Simple Fund 360/XPM 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 Notification 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 prompt notification for Company contact types. 

 

FAQs 

1. I don’t have permission to access Apps and start the 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

2. How long does the XPM key last before it expires?


 Users need to ensure that they apply the key from XPM to the API within 24 hours of activating the Key in XPM. If you allow more than 24 hours to lapse, you will need to disable the Key in XPM and re-enable. 

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 imported into either platform.

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


 The record you choose not to keep will NOT be saved. For example, if the record you keep is missing an email address and the record you choose not to keep has an email address, then the email will NOT be merged into the record you choose to keep. 

Note: New features to allow missing data to merge are work in process.

5. 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. 

6. Director or Company Change - Will CAS 360 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. 

7. Which fields integrate?


Fields that integrate are: 

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

8.  How to make sure supported business structures from XPM integrate with BGL product?


Access the Business Structure page from XPM, select Business > Settings > Client Setting.

When filling in the New Business Structure, make sure the Name* is the same as the Business Type* from the drop-down list and leave No space before or after the Name (space may impact the integration).

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