APS Practice Management

APS Contact Integration Beta

The new integration between BGL and APS Contact+ will be entering Beta phase soon.
Please email [e-mail] if you are interested in being part of the Beta phase.

Overview

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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. 

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?

1. 1. Your firm will need to complete all pre-requisites.
   2. Your firm will need to authenticate BGL to access APS.
   3. All contacts and clients are downloaded from the selected Products.
   4. BGL will attempt to match together Clients from different systems using matching fields. e.g same ACN.
   5. Where there is a discrepancy in the data or duplicate records you will need to select a course of action to correct it. 
   6. No New Clients will be added to a product without your approval.
   7. 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

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Prerequisites - APS Practice Management

1. 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.

2. 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

Inactive and archived clients

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

Supported Business Structures

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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.

APS Business Structures	CAS 360 Entities	Simple Fund 360 Entities	Simple Invest 360 Entities
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

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To create the integration between BGL and APS Practice Management please complete the following steps for your firm:

1. Click on the URL provided by the BGL Team 

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

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

 

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)

4. Click on the Connect to APS button to give BGL access to APS's Contact+.

4. Users will be prompted to enter login details for APS Practice Management.

5. 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 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 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

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Client List Client 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.

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 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

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.

Clicking on the Client’s Name will allow you to view the Client’s details (Next tab).

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
Linked	The client is linked between 2 or more products (e.g CAS 360 and APS) 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

Products

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.

At the top of the column is an action button.

This will allow you to do the following:

• Go to - will open the client in a different application within a new browser tab

• Refresh - will request the latest data for the Client

• Add To - Client will be added to the product displayed

• 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. 

General Information 

Addresses

Addresses are matched on the following basis:

APS	CAS 360 Companies	CAS 360 Trusts	Simple Fund 360 and SimpleInvest 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 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.  

COMING SOON

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1. Insert a new client into a Product.

2. Push changes made to a Trust into CAS 360

3. You can search for and select Clients to link together.

4. Support for custom business structures

5. CAS 360 Contacts (Directors, Shareholders, Unitholders and Beneficiaries) are not included in the Sync. This will be added at a later stage.

6. 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.