Overview
BGL has developed a two-way integration that synchronises your clients/contacts which you manage in BGL with all clients in Xero Practice Manager (XPM). When a change is made, these details will be updated for all products.
This means that a name or address update to a company, shareholder, or director will automatically trigger a notification in CAS360, and forms can be prepared with the click of a button.
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Synchronised
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|---|---|
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CAS 360 |
Clients: Companies & Trusts Contacts: Directors, Joint Members, Shareholders, Unitholders and Beneficiaries |
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Simple Fund 360 |
Clients: SMSFs Contacts: Members, Trustees, Directors |
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Simple Invest 360 |
Clients: Companies, Trusts and Individuals Contacts: Trustees, Directors, Shareholders, Unitholders and Beneficiaries |
| Companies, SMSFs and Trusts | Type, Name, Physical Address, Postal Address, Business Number, Company Number, Email, Phone, Mobile |
| Individuals and all contacts | Type, Title, Name, Gender, Physical Address, Postal Address, Date of Birth, Director ID, Email, Phone, Mobile. |
How does this integration work?
- Your firm will need to complete all pre-requisites.
- Your firm will need to authenticate BGL to access XPM.
- All contacts and clients are downloaded from the selected products.
- BGL will attempt to match together clients/contacts from different systems using matching fields. e.g same ACN.
- Where there is a discrepancy in the data or duplicate records you will need to select a course of action to correct.
- No new clients/contacts will be added to a product without your approval.
- Once the initial synchronisation has been completed, any change made to the client/contact will be updated for all products or be flagged for review.
Prerequisites
Before activating your integration, please complete all of the prerequisites.
1. In Xero Practice Manager, in the top toolbar under Reports, select Report Builder.
2. Under Report Builder, create a new report and select the Report Type as Client & Contact and Report Layout as Table. Click on Create.
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:
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Duplicate Clients
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Supported Business Structures
Duplicate Clients
Address any duplicate clients directly in Xero Practice Manager, prior to activating the synchronisation.
Supported Business Structures (XPM)
Clients with custom business structures (or no structure) 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.
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XPM
Business Structures
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CAS 360
Entities
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Simple Fund 360
Entities
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Simple Invest
360 Entities
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|---|---|---|---|
| Individual | Individual | ||
| Partnership | |||
| Company | Company | Company | |
| Self Managed Superannuation Fund | SMSF | ||
| Trust | Trust | Trust |
To ensure all the contact data are free of duplicate records. Please refer to the following individual product approach to achieve it:
| CAS 360 | Simple Fund/Invest 360 | External Platforms |
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Review the Contact Type “other entity” to ensure they are updated to the sub-type entity that you wish to Please use Find Matches Screen to check the following:
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Navigate to Settings > Contacts and click Fix Duplicates
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Refer to the help article specific to the platform you are integrating with
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If there are differences between the contacts in Simple Fund 360 and CAS 360, this may result in duplicates. To ensure that you minimise the risk of duplicates, it is best that there are no differences between the applications. Please ensure your firm has taken the necessary steps to ensure consistency between the contact lists in Simple Fund/Invest 360 and CAS 360.
Authenticate BGL to Access XPM
To create the integration between BGL and Xero Practice Manager, please complete the following steps for your firm:
| Navigate to the App Switcher and select Integrations. | |
| Select Practice Management Settings from the top toolbar. |
Users can synchronise clients (entities) and contacts between different products in any given variation. For example, users can choose to synchronise clients and contacts between BGL Products without syncing clients from Xero Practice Manager.
3. Click on the Connect to Xero Practice Manager to give BGL access to Xero Practice Manager API. You will be prompted to log into Xero if you are not already.
Select Allow access.
4. Add the email addresses you want to receive notifications. You can edit this list at any time.
Any changes made to clients/contacts whilst the Initial Synchronisation takes place will be processed once the synchronisation has been completed.
6. Once the Initial Synchronisation has been completed, you will receive an email.
Client List and Details
From the upper menu, select Clients.
After the Initial Synchronisation has taken place you will be able to view a list of all of your clients/contacts from all products. The list is sorted by the date last modified.
Easily find a client/contact by using the search bar. Only the Name is searchable.
You can use the filters to narrow and customise your Client List to find exactly what you want. For example, you can find clients/contacts updated within the last 7 days or Companies which are not linked and not in CAS 360. The filters can be used in conjunction with the Search.
For each client/contact, the Name, Type (Business Structure), Date Last Updated, Status and Product will be displayed. Click on the client/contact's name to view all details or to review data.
Each client/contact will have a status to let you know if the client/contact is integrated or has an issue. This will be one of the following:
| Status | Description |
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Linked |
The client/contact is linked between 2 or more products (e.g CAS 360 and XPM) and all data matches. |
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Not Linked |
The client/contact is not linked to another product. |
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Review - Data |
The client/contact is linked between 2 or more products however not all data matches. Click on the client/contact's name to review. For more information on how to address un-matched data, see How do I review the Initial Synchronisation? | Review Un-Matched Data below. |
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Review - Duplicate |
A client/contact exists more than once in a product. For more information on how to address duplicate data, see How do I review the Initial Synchronisation? | Review Duplicate Data below. |
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Suggested Match |
The client/contact is not linked to another product. BGL does not have enough data however, some fields match. e.g same client name. For more information on how to address a suggested match, see How do I review the Initial Synchronisation? | Suggested Match below. |
A list of the products the client/contact is stored in will be displayed. You can click on the product logo to go directly to the client/contact in that product in a new browser tab.
Upon selecting a client/contact, the Client Details will display all data stored in each product. There will be a different view for individuals and non-individuals.
Each client/contact will have a status to let you know if the client/contact is integrated or has an issue. This will be one of the following:
| Status | Description |
|
Linked |
The client/contact is linked between 2 or more products (e.g CAS 360 and XPM) and all data matches. |
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Not Linked |
The client/contact is not linked to another product. |
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Review - Data |
The client/contact is linked between 2 or more products however not all data matches. Click on the client/contact's name to review. For more information on how to address un-matched data, see How do I review the Initial Synchronisation? | Review Un-Matched Data below. |
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Review - Duplicate |
A client/contact exists more than once in a product. For more information on how to address duplicate data, see How do I review the Initial Synchronisation? | Review Duplicate Data below. |
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Suggested Match |
The client/contact is not linked to another product. BGL does not have enough data however, some fields match. e.g same client name. For more information on how to address a suggested match, see How do I review the Initial Synchronisation? | Suggested Match below. |
At the top of the column is an action button.
- Go To: will open the client/contact in a different application within a new browser tab.
- Refresh: will request the latest data for the client/contact.
- Unlink: can be used to remove the link between products.
- Add Client: Add the Entity to a different application (E.g. SMSF in Simple Fund 360.
- Add Contact: Add the Contact to a different application. (E.g. Contact in Simple Fund 360).
View the relationships of contact that is attached across different BGL Products. Whether as a shareholder of a company and/or member of a fund.
Select Load History to view a history of all changes made to a client/contact since it was linked together.
How do I review the Initial Synchronisation?
Start by clicking on the Review - Data filter. This will display clients /contacts who have been linked together but have data that doesn't match. e.g. different address or missing ABN.
1. Click on the Client/Contact's Name.
2. The Client Details page will open. You can do one of the following options:
a) Select all data from one product to move to the other.
b) Select Individual rows to move across from one product to another.
3. Click Save. This sends the changes instantly.
4. Use the navigation buttons to move between clients/contacts.
Click on the Review - Duplicate filter. This will display clients/contacts who have duplicates within one product. These can be corrected by removing/archiving the duplicate in the product.
1. Click on the Client/Contact's Name.
2. The Client Details page will open. You can do one of the following options:
a) Make Primary and Sync
If you have duplicates in the same product that you wish to keep, there is the option to sync these.
For example, the same individual might be duplicated in CAS 360 due to having a different place of birth registered with ASIC for different companies they are attached to.
This option will keep the duplicate records in the product but will link them and allow them to sync with other products, such as XPM.
i. Review the duplicates, by selecting the right arrow beside a product.
ii. If there are any minor differences between the duplicate records (e.g. one has an email and another does not) then ensure you select the record you wish to keep before clicking 'Make Primary and Sync'
It will then update all duplicate records with the primary record and if a record in CAS 360 is updated, it will also prepare all of the relevant forms.
b) Unlink any of the duplicate records
This will keep duplicate records in the product but will not sync details.
Select the action icon and then click unlink.
c) Go into the product and fix the duplication
The duplicates can be addressed by selecting the action button, and navigating directly to the client/contact in the product.
Start by clicking on the Suggested Match filter. This will display clients/contacts who have been linked but not enough data to provide a 100% match.
1. Click on the client/contact Name
2. The Client Details page will open. If the clients/contacts are the same then you can do one of the following options:
a) Select all data from one product to move to the other.
b) Select Individual rows to move across from one product to another.
3. Click Save. This sends the changes instantly.
4. Use the navigation buttons to move between clients/contacts.
If the clients/contacts have been matched together incorrectly then click on the action icon then unlink.
Add a client/contact to a product
On the Client List screen, select the clients/contacts you would like to add to another product.
Select the button for the product you would like to add to.
In the dropdown, choose whether to add as a Client or as a Contact. E.g. Adding a company as part of your subscription in CAS 360 is a client, vs. adding a company contact to your CAS 360 Global Contact Database.
Manually match clients/contacts together
On the Client List screen search for and select the clients you would like to match together. This is only available for Suggested Matches.
Select Match Clients.
Manually unlinked clients/contacts
If you no longer want clients or contacts to be linked, you can manually unlink them. Once unlinked, they will no longer sync.
To unlink, select the clients/contacts you wish to remove. On the detail page, click the action button in the top right corner and choose “Unlink.”
General Information
Addresses
Addresses are matched on the following basis:
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XPM
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CAS 360
Companies
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CAS 360
Trusts
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Simple Fund 360 and Simple Invest 360
All Entities
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|---|---|---|---|
| Physical Address | Business Address | Meeting Address | Physical Address |
| Postal Address | Postal Address | N/A | Postal Address |
New Clients/Contacts
- Any new client/contact you add to XPM, CAS 360, Simple Fund 360 or Simple Invest 360 will be inserted into the Client List for that product.
- New clients/contacts added to CAS 360, Simple Fund 360 and Simple Invest 360 will be received in real-time.
- New clients are received from XPM every 2 hours.
Updates to Clients
- Changes to existing clients/contacts from CAS 360, Simple Fund 360 and Simple Invest 360 will be received in real-time.
- Changes to existing clients are pulled from XPM every 2 hours. If the data is needed immediately then you can click refresh under the action button (see above - under the Client Details tab).
- Any changes you make on the BGL Integrations page e.g using the “Select data from” button will be sent to all products immediately.
- Changes sent to CAS 360 will be displayed as a notification. Click on the Prepare Forms button which will also allow you to apply the change to other companies which have the same address.