Once you have connected APS through the integrations area, you are free to import the client's details.
Client details that can be imported are : Name, title, email, phone number, date of birth, address, gender and any associated relationships.
Triggering an import of this data reduces double handling and increases accuracy.
NOTE: Before importing a clients details to the portal, be sure that you have added the client via the APS integration.
To import a client's details from APS:
- Locate the Client in the Client list.
Click the 'More actions' (3 dots)>Integration actions>Xero Practice Manager>Import items from Xero Practice Manager.
A slide-out window will appear.
This shows that group member (relationships) and entity information is able to be imported. Click 'Continue'.
IMPORTANT: If group member and entity information already exist in the portal, proceeding with an import will replace this information
- Once the import has been triggered, a confirmation window will appear to let you know the Import is in progress.
Click the 'Review Integration progress' link
- This will take you to the Integration Progress screen. A list of all integration actions from the past 72 hours can be seen.
Locate the client import/export required and click the 'Review new items' link
NOTE: You can access the Integration Progress screen at any time via Configure>Integrations>Integration Progress.
- Team members (relationships) that have come through in the import are displayed if any.
You have 3 options as to what you would like to do with the team member:
IMPORTANT : If your client has previously recorded data in their portal, it is important to use the 'Link to existing' option for each item being imported. This allows you to check for data of the same and create a link between both, to avoid duplication.
a) Import- Add this team member to your client's portal.
Upon selecting 'Import' a slide out window appears for you to confirm or amend the details brought through from APS. You can change the team member's name and relationship, as well record an email address for the team member if needed.
If you want to make this person a co-owner of the account, select the 'Import as account co-owner' checkbox and provide a unique email address for the person.
When done, click 'Save and Import'
NOTE: When recording a person's email address or adding them as a co-owner, this does not trigger an invitation email to the individual but only saves their email address within their contact details. When ready, simply send the client and invitation to their portal
b) Ignore- Ignore the team member so they are not imported into the client's portal.
By selecting 'Ignore', the team member is removed from the Import list, but will appear the next time you import data from APS.
You have the option to bulk ignore team members/relationships by using the checkbox next to each person's name and clicking 'Ignore selected items'.
c) Link to existing- Create a link between the two systems if the client exists in both.
This option should be used where the client has previously recorded the team member in their portal and you want to link the team member coming from APS to avoid duplication.
Upon selecting 'Link to existing', a slide out window appears and you can select the team member to link to from the dropdown list
IMPORTANT: By proceeding with this action, the selected team member to link to will be replaced with the item from APS. Once the links are established between the team members from APS and the portal, they will not re-appear upon subsequent imports.
- Once you have actioned all of the imported team members, the list will be cleared and a message is displayed to let you know that all people have been dealt with.
All team members can be viewed within the client's portal.