Overview
BGL has developed a two-way integration that synchronises your clients which you manage in BGL with all clients in APS Practice Management (APS). It will provide your firms with the following benefits:
- When a change is made to a client, these details will be updated for all products
- Insert a Client into another product to avoid duplicate data entry
- An update to a Company's Address in APS (or Simple Fund 360) will automatically trigger the required ASIC forms to be produced in CAS 360!
- Ensure client details are correct by identifying missing or incorrect data between your products and duplicate Clients.
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Synchronised
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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 APS.
- 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
Activated APS Cloud Services and Contacts +
Your firm needs to have activated APS Cloud Services and Contact+. If you have any questions, reach out and let the APS Team know they can help to get started on the journey.
Export Clients CSV and Review Clients
In APS Contact+, on the top right-hand corner. Click “Export clients as CSV
This report can now be used to identify the following issues you may have in APS Practice Management that might affect the integration process:
- Duplicate Clients
- Clients with no Business Structure
- Clients with a custom Business Structure
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 |
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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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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.
Supported Business Structures
To integrate APS Practice Management with BGL, please ensure you are using the supported business structures listed below. This is based on the business structure name.
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APS
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 / Trustee Company | Company | Company | |
| Superannuation Fund | SMSF | ||
| Trust | Trust | Trust |
Custom business structures will not be synced
Connect your applications and start the synchronisation
To create the integration between BGL and APS Practice Management please complete the following steps for your firm:
Your firm can have any of the following options:
- CAS 360 (Companies and Trusts) and APS (All Clients);
- CAS 360 (Companies and Trusts), Simple Fund 360 (SMSFs), Simple Invest 360 (All Entities) and APS (All Clients);
- CAS 360 (Companies and Trusts), Simple Fund 360 (SMSFs) and APS (All Clients);
- Simple Fund 360 (SMSFs), Simple Invest 360 (All Entities) and APS (All Clients);
- CAS 360 (Companies and Trusts), and Simple Fund 360 (SMSFs)
- CAS 360 (Companies and Trusts), Simple Fund 360 (SMSFs), and Simple Invest 360 (All Entities)
3. Users will be prompted to enter login details for APS Practice Management.
4. Add the email addresses you want to receive notifications. You can edit this list at any time.
Any changes made to clients 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
After the Initial Synchronisation has taken place you will be able to view a list of all of your clients from all products. The list is sorted by the date last modified.
Search
Easily find a client 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 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, the Name, Type (Business Structure), Date Last Updated, Status and Product will be displayed. Click on the client's name to view all details or to review data.
Status
Each client will have a status to let you know if the Client is integrated or has an issue. This will be one of the following:
| Status | Description |
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Linked |
The client is linked between 2 or more products (e.g CAS 360 and APS) and all data matches. |
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Not Linked |
The client is not linked to another product. |
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Review - Data |
The client is linked between 2 or more products however not all data matches. Click on the client’s name to review. |
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Review - Duplicate |
A client exists more than once in a product. |
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Suggested Match |
The client is not linked to another product. BGL does not have enough data however, some fields match. e.g same client name |
A list of the products the client exists in will be displayed. You can click on the product logo to go directly to the client in that product in a new browser tab.
The client details will display all data stored in each product. There will be different views for individuals and non-individuals.
Where data does not match between products it will be flagged using the status
You can select which product is correct, and all other products will then be updated.
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Go to - will open the client in a different application within a new browser tab
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Refresh - will request the latest data for the Client
- Add To - Client will be added to the product displayed
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Unlink - can be used to remove the link between products
A history of all changes made to a Client since it was linked together will be displayed at the bottom of the Client Details Page.
How do I review the Initial Synchronisation?
Review - Data
Start by clicking on the Review - Data filter. This will display Clients who have been linked together but have data that doesn't match. E.g. different address or missing ABN.
1. Click on the first Client Name
2. The client details page will open. You can do one of the following options:
- Select all data from one product to move to the other
- Select Individual rows to move across from one product to another
- Ignore Differences - This will change the status of the client to Linked and not change any data
3. Click Save. This sends the changes instantly.
4. Use the navigation buttons to move between clients.
Review - Data
Click on the Review - Duplicate filter. This will display Clients who have duplicates within one product. These can be corrected by removing/archiving the duplicate in the product.
Suggested Match
Start by clicking on the Suggested Match filter. This will display Clients who have been linked but not enough data to provide a 100% match.
1. Click on the first Client Name
2. The client details page will open. If the Clients are the same then you can do one of the following options:
- Select all data from one product to move to the other
- Select Individual rows to move across from one product to another
- Ignore Differences - This will change the status of the client to Linked and not change any data
3. Click Save. This sends the changes instantly.
4. Use the navigation buttons to move between clients.
If the clients have been matched together incorrectly then click on the action icon then Unlink.
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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APS
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CAS 360
Companies
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CAS 360
Trusts
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Simple Fund 360 and SimpleInvest 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
- Any new client you add to APS, CAS 360, Simple Fund 360 or Simple Invest 360 will be inserted into the Client List for that product.
- New Clients added to CAS 360, Simple Fund 360 and Simple Invest 360 will be received in real-time.
Updates to Clients
- Changes to existing Clients from CAS 360, Simple Fund 360 and Simple Invest 360 will be received in real-time.
- 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 CAS360 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.