Sage Accountant Cloud Integration

Important

To switch on this integration your first step will be to email the BGL Integrations Team ([e-mail]). BGL will guide you through the prerequisites and help get your firm ready before switching on this integration.

Overview

Contact integration is now available between: 

• Simple Fund 360 and Sage Accountant Cloud;
• CAS 360 and Sage Accountant Cloud;
• Simple Fund 360, CAS 360 and Sage Accountant Cloud.

Sage Accountant Cloud users have the ability to integrate all clients with Simple Fund 360, CAS 360 or both. 

Simple Fund 360 and CAS 360 subscribers have the ability to set up an integration between the contact database using the BGL Integration Database. Upon integration, all contacts listed in CAS 360 and Simple Fund 360 are then imported into the BGL Integration Database. The system runs a matching algorithm upon initial integration locating all matches and syncing the contacts together.

From the combining of Simple Fund 360 and CAS 360 Contact database, Sage Accountant Cloud can be integrated with the BGL Integration Database to combine all three!

Please note: Companies managed in CAS360 (Company Selection Screen) are not included in the Integration.

How does this integration work?

BGL has developed a two-way integration that synchronises all contacts in CAS 360 and/or Simple Fund 360 with all clients in Sage Accountant Cloud. When a change is made to a contact, these details will be updated for all products.

All supported Contacts that are in Simple Fund 360 but not in CAS 360 will be added as Contacts (and vice versa). This also applies to Sage Accountant Cloud.

An update to a client's details in Simple Fund 360 and Sage Accountant Cloud will automatically trigger the required ASIC forms to be produced 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 a multi-company level.

Note: Before setting up the integration, it is advised to contact your account manager or BGL support on 1300 654 401.

Prerequisites

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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 to be reviewed is your Simple Fund 360 & CAS 360 contact database and it is best to do these separately. Differences between the contacts in Simple Fund 360 and CAS 360 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 Sage Accountant Cloud, all clients will be synced with all contacts in Simple Fund 360 and/or CAS 360. We advise you to complete the following in Sage Accountant Cloud:

Please contact Sage Accountant Cloud consultant to set-up the Sage IS portal before you can turn on the integration between Sage Accountant Cloud and BGL.

Please email: [e-mail]

Generate a Client Report

1. In Sage Account Cloud under Reports select New Report

2. Select Clients as the report type and click Continue

3. Under the report columns, add the following fields:

4. Under Filters, select All clients and All Time

5. Click Save & Run

6. An All client report will be displayed

You can either click on the Account Name > Sort Ascending to group similar names together

7. To export to an excel report, click Edit and select

This report can now be used to identify the following issues you may have in Sage Accountant Cloud which might 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.

Inactive and archived clients

Please note that even though inactive and archived clients appear in the exported report, these will not be imported into CAS360.

Supported Business Structures

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To integrate Sage Accountant Cloud 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.

 

Business Structures

Business Structures/Entity Type

Individual

Partnership

Company

Self Managed Superannuation Fund

Trust

Supported Contacts (SF 360 & CAS 360)

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The following Client types from Sage Accountant Cloud are supported and synchronised with Simple Fund 360 upon integration.

Client Type	Explanation
Individual	This Business Structure will match with the Simple Fund 360 Individual Contact type. Note: An individual must have a First name, Last name, Date of birth, Address, City and Postcode recorded in Sage Accountant Cloud or it will not be imported.
Company	This Business Structure will match with the Simple Fund 360 Company Contact type. Note: A company must have an ACN, Name, Address, City and Postcode recorded in Sage Accountant Cloud or it will not be imported.

The following Client types from Sage Accountant Cloud are supported and synchronised with CAS 360 upon integration.

Client Type	Explanation
Individual	This Business Structure will match with the CAS 360 Individual Contact type. Note: An individual must have a First Name, Last Name, Date of Birth, Address, City and Postcode recorded in Sage Accountant Cloud or it will not be imported.
Partnership	This Business Structure will match with the CAS 360 Partnership Contact type. Note: A partnership must have a Name, Address, City and Postcode recorded in Sage Accountant Cloud or it will not be imported.
Company	This Business Structure will match with the CAS 360 Company Contact type. Note: A company must have an ACN, Name, Address, City and Postcode recorded in Sage Accountant Cloud or it will not be imported.
Self Managed Superannuation Fund (SMSF)	This Business Structure will match with the CAS 360 Other Entity - Self Managed Superannuation Fund type. Note: An SMSF must have an ABN, Name, Address, City and Postcode or it will not be imported.
Trust	This Business Structure will match with the CAS 360 Other Entity - Trust type. Note: A Trust must have a Name, Address, City and Postcode or it will not be imported.

Setup Integration

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Please be aware that you will need to contact a Sage Integration consultant to have this integration configured correctly before you are able to turn on the integration. 

If you have not yet done so, please contact a Sage consultant: [e-mail] for assistance.

1. Log into your Sage IS account. 

If you see the icon is red for Sage Accountant Cloud, please contact a Sage Consultant: [e-mail] for assistance to link your practice for you before you can turn on the integration.

2. Once step 1 turns green. For BGL Corporate Solution Pty Ltd, toggle on the Disabled button to enable the integration with BGL Corporate Solution Pty Ltd.

3. Once you enable BGL Corporate Solution Pty Ltd, please click Authorise.

4. Once successful, the toggle will change to Enabled and Sage Account Cloud icon link will turn Green. 

If you see that the icon is red, please contact a Sage Consultant: [e-mail] for assistance to link the practice for you before you can turn on the integration.

If you know which practice to link, click on the red link icon to select the correct Data Mapping for the products for Sage Account Cloud and BGL Corporate Solutions Pty Ltd.

If you are still unsure, please contact a Sage Consultant ([e-mail]) to assist you further.

Once you see a green link button from the Sage IS portal, then you can continue to start the BGL contact integration. 

5. From within CAS 360, hover your cursor over the BGL App Switcher, located at the top right-hand corner of the screen. Select Integrations

You may be prompted to log in. If so, enter your CAS 360 log in details.

After logging in to BGL API, select Practice apps, then select Practice Management.

 

6. Select Settings for Sage Accountant Cloud.

7. Click Connect to Sage Accountant Cloud

8. Enter your Sage Integration Portal login and click Continue

If you don’t have login details, please contact a Sage consultant: [e-mail] for assistance.

9. Click Allow to continue.

10. Once completed, the BGL Authentication will be flagged as Active.

11. Go to the BGL integration page, and toggle on the “Contacts”.

Once completed, Sage Accountant Cloud icon will be flagged as Active.

12. Return to the BGL Apps screen. Select CAS 360 Settings, enable Contacts by switching the toggle to YES and selecting 

 

Integration Sync Process

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Users will be alerted if there are duplicates within BGL applications. For below example, there are 8 duplicates contacts in CAS 360.

 

Review	This option will stop the syncing process. A report will be downloaded, which contains a list of duplicate contacts within the software.
Ignore	The syncing process will continue

Note:  It is suggested to select Review and clear all the duplicates before proceeding. Otherwise, the duplicated contacts may flow to the other software. In order to clear the duplicated contacts, please make changes in the Contact screen from the software as changes made in the downloaded spreadsheet will Not be reflected in the software database. 

Duplicate Resolution 

Once the initial integration is complete, the BGL integration 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 flagged as duplicates to be resolved. 

Duplicate contacts between CAS 360 and Simple Fund 360 also 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 Keep this option. Select Confirm to keep the correct record and consolidate the incorrect one. Select Keep Both if users want to retain both two contacts.

Once all duplicates are resolved, the integration will be finalised.

Upon the initial integration, changes made to the contacts or clients will be reflected in the database of other software as detailed below:

Product	Change	Result
CAS 360	Update Contact details	Changes made to Individuals and Companies will be updated among all three platforms, while changes made to Partnerships, SMSFs and Trusts will be reflected in CAS 360 and SAC only. Where address and name changes occur for a client, CAS 360 will prepare the required ASIC forms.
Simple Fund 360	Update Contact details	Changes made to Individuals and companies will be updated among all three platforms. Where address and name changes occur for a client, CAS 360 will prepare the required ASIC forms.
Sage Accountant Cloud	Update Client details	Changes made to Individuals and Companies will be updated among all three platforms, while changes made to Partnerships, SMSFs and Trusts will be reflected in CAS 360 and SAC only. 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 Notification function.

Ongoing Sync

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Once the initial data sync has been run, the database will be connected. Any changes made to contacts are synchronised among other software.

• A contact change made in SF 360 & CAS 360 will be immediately reflected in SAC

When are Notification presented to the user?

Changes made in CAS 360/Simple Fund 360/SAC to client data other than name information will flow through and the data will be automatically updated. 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 Notification icon.

If a change is made to a contact's address, the user will be notified through the CAS 360 Notification icon only.

ACN changes will also prompt notification for Company contact types.

 

Deleting Contacts

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If a contact is deleted in Simple Fund 360, it will still remain in CAS 360 (and vice versa), though Sage Accountant Cloud contact will be Inactive when a contact is deleted from either Simple Fund 360 or CAS 360. 

FAQS

1. I don’t have permission to access Apps and start the integration process.

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• 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. 

 2. Do I need to complete the duplicate resolution immediately?

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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 imported into either platform. 

3. During the duplicate process, if I choose one record to keep – What happens to the other record?

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The record you choose not to keep will NOT merge with the record you choose to keep. For example, if the record you keep is missing the email address and the record you choose not to keep has an email address, the email will NOT be saved in the record you choose to keep.

4. Which fields integrate?

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The following are the fields that are integrated between BGL applications, Simple Fund 360, CAS 360, with Sage Accountant Cloud clients list.

• First Name
• Last Name
• Name
• Address 
• Title (If applicable for the contact type)
• Phone (If applicable)
• Mobile (If applicable)
• Email (If applicable)
• ABN (If applicable)
• ACN (If applicable)