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;
  • CAS360 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, CAS360 or both. 

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 intothe the BGL integrations database. A matching algorithmis ran upon initial integration locating all matches and syncing the contacts together.

 

From the combining of Simple Fund 360 and CAS 360 Contact databases, Xero Practice Manager can be integrated with the BGL Integrations database to combine all three!

 

How does this integration work?

BGL has developed a two-way integration that synchronises the 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 that do not exist in CAS 360 will be added as Contacts (and vice versa). This also applied to Xero Practice Manager.

 

An update to a client's details in Simple Fund 360 and Xero Practice Manager 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.  

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 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.

 

For Xero Practice Manager, all clients will be synced with all contacts in Simple Fund 360 and/or CAS360.

 

In relation to Xero Practice Manager, we advise you to complete the following:

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 select Create.

  3. Select the fields shown below and select 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 can 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 integration Xero Practice Manager with Simple Fund 360 and/or CAS360, please ensure you are using the supported business structures listed below.

This is based on the business structure name.

 

Business Structures
Company
Individual
Partnership
Self Managed Superannuation Fund
Sole Trader
Trust

 


 

 

 

Supported Contacts (SF360 & CAS360)


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

Xero Contact Type
Explanation
Individual This Business Structure will match with the Simple Fund 360 Person Contact type.
Company (Corporate Trustee)

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

Note: The Business Structure must have an ACN 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 Contact Type
Explanation
Individual This Business Structure will match with the CAS 360 Individual Contact type.
Company

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

Note: The Business Structure must have an ACN 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 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.

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 completed only once; upon completion the integration is 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 Manage for Xero Practice Manager.

 

6. Enter your Account Key for both Simple Fund 360 and/or CAS 360 and select Update.

 

 

The Authentication icon will now be flagged as Active

 

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

The Xero Practice Manager icon will now be flagged as Active

 

 

 

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. Select Keep Both to retain the two contacts.

 

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.

Xero Practice Manager

Update a Client's details

These changes will be updated in all three 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 been run, the databases have been connected. Any changes made to contacts are instantly synchronised for both CAS 360 and Simple Fund 360.

Changes will appear in XPM 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 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 integration 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. 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.

 

4. 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.

 

5. 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.

 

 

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