You can integrate FYI with market leading providers BGL to automatically import the information from this third-party provider for your clients. Information is imported from BGL CAS 360 overnight and automatically filed against the relevant client as a document in FYI.
The ASIC annual statements display in the Client Corporate Affairs tab. This provides a summary of the ASIC annual statements which also shows the status of the statements (for example, if the annual review fee has been paid). A copy of the document is filed in FYI and each holds a link to open the ASIC annual statement directly from BGL. Refer to Client Corporate Affairs.
Any other documents imported from BGL are filed against the client and can be viewed in the Client - Documents tab.
Notes on the Import from BGL
- BGL documents are synced to FYI every day at 4 am.
If a document was received in BGL today, you will see it in FYI tomorrow as the automation pulls documents from BGL to FYI overnight. You can see the date and time of the Last Sync with BGL from the BGL app in Automation - Apps. Refer to Connecting your BGL account to FYI.
- The FYI automation matches on ACN and will only import documents where the ACN in BGL matches the ACN in your practice management software. For practices integrated with Xero Practice Manager, the automation will only trigger documents to be imported if the client record in Xero Practice Manager contains the ACN, and the ACN is a direct match to what is held in BGL.
- For practices integrated with Xero Practice Manager, in order to retrieve documents from BGL, FYI searches for a match on the BGL company number against either:
the Xero Practice Manager Company Number
the Xero Practice Manager Business Number
- BGL gives you the ability to create companies, but you will only see documents if you have added the client to your ASIC agent number via Form 362. Once the client has been added to your ASIC agent number, the FYI automation will then check BGL for the incorporation documents and add a link to the client in FYI if it matches the ACN.
- Once a form has been prepared it cannot be modified. If a user re-prepares the form, a new ID is generated and the new version of the form will be imported into FYI. To avoid this from occurring, you can enable the option "Package Only" to import documents only once signed.
FYI imports the following signed documents:
- Form 484
- Company Annual Statement
Note: When connecting your BGL in FYI, you can set the option Package Only to import only signed documents. The signed documents are imported as a package. Refer to Connecting your BGL account to FYI.
To Import from BGL
- First, link your BGL account to FYI. Refer to Connecting your BGL account to FYI.
- Set up the Automation Process to run the import.
Set up the Automation Process to Import
- In FYI, click the Automation menu option.
- Go to the Processes tab.
- In Corporate Documents & ASIC Statements - Import & AutoFile, click the cog icon to edit this process.
The Corporate Documents & ASIC Statements - Import & AutoFile process displays.
The Trigger is "New Document".
The Filter for this process is "Document Source is BGL Document".
To make this process active, change the Status to "Active".
The Owner is set by default as the user who made the process active and this can be changed if required. If the process fails, an email will be sent to this user as a notification. You can set this as "Me" to set yourself as the owner.
The Start From field allows you to enter the date from which you want to start retrieving the documents. If you enter a date in the past, this will import any historical documents from that date if they have not already been imported.
Note: If you need to reset the process, for example, if the step was deleted, click Reset. This will restore the process to the default configurations.
The steps import from BGL with the Action set to Import BGL Statement.
The following shows the default settings.
The Name of the document is set to the Original File Name of the document imported.
AutoFile is disabled so the document will be filed using the settings in this process step.
The Cabinet is set to "Corporate Affairs" by default but can be changed to any cabinet relevant to your practice. Documents will be included in the Client - Corporate Affairs tab, regardless of the selected Cabinet.
The Year is set by the Year Merge Field to file the document in the correct Year.
In the Workflow section, the Owner is set as the client's Manager. This will send the document to the client's Manager's In Tray.
Set the Filing option to be "Filed".
You can change any options for Filing, Workflow, or creating a Task, and enable Comments as required (refer to Automation Notifications). You can add steps if required (refer to Automation Process Steps).
Note: The options available in the Workflow Status drop-down will depend on the Approval Level assigned to the user in their User Profile. For example, a User with an Approval Level of None will not be able to view or select "Pending Client Signature". Refer to Workflow Basics and Managing Users.
Once the connection has been made with FYI, and the process has been set up and set to Active, any new documents or changes in status to a document in BGL, are automatically imported into FYI.
If you have made changes to the steps, and wish to reset them back to the Best Practice settings, you can click the Reset button.
Note: If the "Corporate Affairs" cabinet has been deleted, the Cabinet will be set to "Don't Update". Edit the Filing settings to select a new Cabinet.