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.

Synchronised

CAS 360

Clients: Companies & Trusts

Contacts: Directors, Joint Members, Shareholders, Unitholders and Beneficiaries

Simple Fund 360

Clients: SMSFs

Contacts: Members, Trustees, Directors

Simple Invest 360

Clients: Companies, Trusts and Individuals

Contacts: Trustees, Directors, Shareholders, Unitholders and Beneficiaries

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. Generate a Clients List Report from Xero Practice Manager

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.

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.

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2. Review Report

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
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.

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

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.

2. To begin, select the BGL Products you would like to integrate.

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.

5. Click the button [Start Initial Synchronisation]. This will commence the Initial Synchronisation of data. Depending on how many clients/contacts you have this may take anywhere from 5 mins to a couple of hours.

Whilst this takes place you will see the following message on screen “Initial Synchronisation is in progress. Settings cannot be modified until this is complete.”

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.

Search

Easily find a client/contact by using the search bar. Only the Name is searchable.

Filters

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.

Clients/Contacts

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.

Clicking on the client/contact's name will allow you to view the Client’s Details (Next tab).

Status

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.
Not Linked	The client/contact is not linked to another product.
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.
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.
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.

Products

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.

Status

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.
Not Linked	The client/contact is not linked to another product.
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.
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.
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.

Action Button

At the top of the column is an action button.

This will allow you to do the following:

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).

Relationships

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.

Load History

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?

Review Un-Matched Data

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.

Review Duplicate Data

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.

Suggested Match

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.

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/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.