Important
The new integration between BGL and Xero Practice Manager is in Beta. Please contact Integrations@bglcorp.com.au for further details.
Overview
BGL has developed a two-way integration that synchronises your clients which you manage in BGL with all clients in Xero Practice Manager (XPM). When a change is made to a client, these details will be updated for all products.
An update to a Company's Address in XPM (or Simple Fund 360) for a Company will automatically trigger the required ASIC forms to be produced in CAS 360!
|
Synchronised
|
Not Synchronised
(will be added at a later stage)
|
|---|---|
| Companies and Trusts in CAS 360 | Directors, Shareholders, Unitholders and Beneficiaries in CAS 360 |
| SMSFs in Simple Fund 360 | Members, Trustees, Directors in Simple Fund 360 |
| Companies, Trusts and Individuals in Simple Invest 360 | Trustees, Directors, Shareholders, Unitholders and Beneficiaries in Simple Invest 360 |
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 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 will be added to a product without your approval.
- Once the initial synchronisation has been completed, any change made to the client 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:
-
Duplicate Clients
-
Business Structures supported
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.
|
XPM
Business Structures
|
CAS 360
Entities
|
Simple Fund 360
Entities
|
Simple Invest
360 Entities
|
|---|---|---|---|
| Individual | Individual | ||
| Partnership | |||
| Company | Company | Company | |
| Self Managed Superannuation Fund | SMSF | ||
| Trust | Trust | Trust |
Connect your applications and start the synchronisation
To create the integration between BGL and Xero Practice Manager, please complete the following steps for your firm:
1. Click on the URL provided by the BGL Team
Your firm can have any of the following options:
- CAS 360 (Companies and Trusts), and Xero Practice Manager (All Clients)
- CAS 360 (Companies and Trusts), Simple Fund 360 (SMSFs), Simple Invest 360 (All Entities) and Xero Practice Manager (All Clients)
- CAS 360 (Companies and Trusts), Simple Fund 360 (SMSFs) and Xero Practice Manager (All Clients)
- Simple Fund 360 (SMSFs), Simple Invest 360 (All Entities) and Xero Practice Manager (All Clients)
- CAS 360 (Companies and Trusts) and Simple Fund 360 (SMSFs)
3. Click on the Connect to Xero button 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 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.
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.
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 |
|
Linked |
The client is linked between 2 or more products (e.g CAS 360 and XPM) and all data matches. |
|
Not Linked |
The client is not linked to another product. |
|
Review - Data |
The client is linked between 2 or more products however not all data matches. Click on the client’s name to review. |
|
Review - Duplicate |
A client exists more than once in a product. |
|
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 a different view 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.
-
Go to - will open the client in a different application within a new browser tab
-
Refresh - will request the latest data for the Client
-
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?
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:
a) Select all data from one product to move to the other 
b) Select Individual rows to move across from one product to another
c) 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.
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.
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:
a) Select all data from one product to move to the other
b) Select Individual rows to move across from one product to another
c) 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.
Add a client to a product
On the Client List screen, select the clients you would like to add to another product.
Select the button for the product you would like to add the Client(s) to.
Note: Currently relationships and contacts will not be added.
Manually match clients together
On the Client List screen search for and select the clients you would like to match together.
Select the match button.
General Information
Addresses
Addresses are matched on the following basis:
|
XPM
|
CAS 360
Companies
|
CAS 360
Trusts
|
Simple Fund 360 and Simple Invest 360
All Entities
|
|---|---|---|---|
| Physical Address | Business Address | Meeting Address | Physical Address |
| Postal Address | Postal Address | N/A | Postal Address |
New Clients
- Any new client 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 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 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 use the refresh 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 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.
COMING SOON
- Push changes made to a Trust into CAS 360
-
You can search for and select Clients to link together.
-
CAS 360 Contacts (Directors, Shareholders, Unitholders and Beneficiaries) are not included in the Sync. This will be added at a later stage.
-
Simple Fund 360 and Simple Invest 360 Contacts (Members, Trustees, Directors, Shareholders, Unitholders and Beneficiaries) are not included in the Sync. This will be added at a later stage.
- Create Jobs in XPM