BGL and Xero Practice Manager (XPM) Integration

Important

Contact BGL Integrations Team Integrations@bglcorp.com.au before activating.

Overview

Contact integration is now available between:

CAS 360 and Xero Practice Manager;

Xero Practice Manager users have the ability to integrate all clients with CAS 360.

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 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.

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 with all clients in Xero Practice Manager. When a change is made to a contact, these details will be updated for all products.

All supported Contacts that are in Xero Practice Manager but not in CAS 360 will be added as Contacts (and vice versa).

An update to a client's details in Xero Practice Manager will automatically trigger the required Companies Office 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

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 CAS 360 contact database.

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 Xero Practice Manager, all clients will be synced with all contacts in CAS 360. We advise you to complete the following in Xero Practice Manager:

Contacts Report

In Xero Practice Manager, in the top toolbar under Reports, select Report Builder.
Under Report Builder, select the Report Type as Client & Contact and click on Create.
Select the fields shown below and click on Save.
Once your report has been saved, Preview the report, which will then allow you to Export 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:

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 (XPM)

Custom business structures will not be synced

To integrate Xero Practice Manager with CAS 360, please ensure you are using the supported business structures listed below. This is based on the business structure name.

Business Structures
Individual
Partnership
Company
Self Managed Superannuation Fund
Trust

Supported Contacts

The following Client types from Xero Practice Manager are supported and synchronised with CAS 360 upon integration.

Xero 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 Xero Practice Manager 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 Xero Practice Manager 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 Xero Practice Manager 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

The initial integration is created by obtaining your Xero Practice Manager Account Keys.

How do I obtain these details?

The initial integration is created via giving BGL access to Xero Practice Manager API. This step is required only once; upon completion, the integration will be automatic.

To create the integration with CAS 360 and Xero Practice Manager, complete the following steps for your firm:

1. Hover over the App switcher icon and select BGL API:

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

2. After logging in to BGL API, select Integrations.

3. Under the Practice Management tab, select Settings beside Xero Practice Manager.

4. Select Connect to Xero.

5. Users will be prompted to enter login details for Xero.

6. On the page prompted, select Allow access

7. Once the Authentication turns active, toggle on the Contacts to YES and select Save.

8. Under the BGL Apps tab, select Settings beside CAS 360. Enable Contacts by switching the toggle to YES and select Save.

Integration Sync Process

Users will be alerted if there are duplicates within any software:

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.

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 XPM. Where address and name changes occur for a client, CAS 360 will prepare the required Companies Office forms.
Xero Practice Manager	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 XPM. Where address and name changes occur for a client, CAS 360 will prepare the required Companies Office forms.

How do I know that a change has been made automatically?

CAS 360 will present you with any changes made via the Notification function.

Ongoing Sync

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 CAS 360 will be immediately reflected in XPM
A contact change made in XPM will appear in CAS 360 in 2 hours

When are Notification presented to the user?

Changes made in CAS 360/XPM 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 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

If a contact is deleted in CAS 360, In Xero Practice Manager the contact will be archived.

FAQS

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

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. How long does the XPM key last before it expires?

Users need to ensure that they apply the key from XPM to the API within 24 hours of activating the Key in XPM. If you allow more than 24 hours to lapse, you will need to disable the Key in XPM and re-enable.

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

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.

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

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.

Note: New features to allow missing data to merge are work in process.

5. Which fields integrate?

Fields that integrate are:

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)

6. How to make sure supported business structures from XPM integrate with BGL product?

Access the Business Structure page from XPM, select Business > Settings > Client Setting.

When filling in the New Business Structure, make sure the Name* is the same as the Business Type* from the drop-down list and leave No space before or after the Name (space may impact the integration).