COMING SOON - This integration is expected to be available during September 2021

Please contact BGL Integrations Team Integrations@bglcorp.com.au before activating.

Overview

BGL and APS have developed a two-way integration that synchronises all contacts in CAS 360 with all clients in APS Practice Management. When a change is made to contact, these details will be updated for all products.

An update to a client's details in APS Practice Management for a Company Officer or Shareholder will automatically trigger the required forms to be produced in CAS 360! Changes to names and addresses will allow you to lodge prepared documents at the click of a button, even at a multi-company level.

Please note:

Companies managed in CAS360 (Company Selection Screen) are not included in the Integration
Trusts managed in CAS360 (Trust Selection Screen) are not included in the Integration

How does this integration work?

Your firm will need to complete all pre-requisites
You firm will need to authenticate BGL to access APS and vice-versa
All contacts and clients are downloaded from the selected Products
BGL will attempt to link together Clients and Contacts from different systems using matching fields.
Where there is a discrepancy in the data or duplicate records you will need to select a course of action to correct.
All supported Contacts that are in CAS 360 will be added as Clients in APS Practice Management.
Once the initial synchronisation has been completed any change is made to contact/client these details will be updated for all products.

Prerequisites

Before activating your integration, it's best to take the time to ensure you have attended to all the prerequisites.

Prerequisites - CAS 360

Review the Contact Type “other entity” to ensure they are updated to the sub-type entity that you wish to integrate with.
Please use Find Matches Screen to check the following:
- Review contacts with the same name and address
- Review contacts with the same name

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:

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 may display in the exported report, these will not be imported into CAS360.

Supported Business Structures

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.

Business Structures
Company
Individual
Partnership
Superannuation Fund
Trust
Trustee Company

Custom business structures will not be synced

Supported Contacts

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

APS 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 APS Practice Management 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 APS Practice Management or it will not be imported.
Company	This Business Structure will match with the CAS 360 Company Contact type. Note: A company must have a Company Number, Name, Address, City and Postcode recorded in APS Practice Management or it will not be imported.
Supeannuation Fund	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 the Integration

The initial integration is created giving BGL access to APS Practice Management AP and vice versa. Within CAS 360, hover over the App switcher icon and select Integrations to go to the Settings page.

Authorize BGL to access APS

1. After logging in to BGL API, select Practice Apps.

2. Under the Practice Management tab, select Settings beside APS Practice Management.

3. Select Connect to APS.

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

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

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

Authorize APS to access BGL

1. Click on Connect APS with BGL

2. If required enter your APS Login details

3. Click "Enable"

4. Where you have access to multiple BGL firms, ensure the firm name is correct and then click Authorise.

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 and Clients together. If there are any discrepancies with the matching algorithm, these will be flagged as duplicates to be resolved.

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 APS only. Where address and name changes occur for a client, CAS 360 will prepare the required forms.
APS Practice Management	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 APS only. Where address and name changes occur for a client, CAS 360 will prepare the required 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 change to contact made in AS 360 will take 5 minutes reflected in APS Contact+
A change to a Client made in APS Contact+ will take 5 minutes reflected in CAS 360

When are Notification presented to the user?

Changes made in CAS 360/APS 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.

Company Number changes will also prompt notification for Company contact types.

Deleting Contacts

Through APS Practice Management a client will be archived when a contact is deleted from CAS 360.

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. 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.

3. 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.

4. Which fields are integrated?

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)
Company Number (If applicable)