SMSF Funds

Sync Robot

For all funds:
(1) Every night after weekday working hours, Sync Robot provides a complete sync of all CRM fields and a data report. To avoid possible database lock issues, please do not leave screens logged in with CRM data on their screens. 

(2)
Every hour during working hours, Sync Robot performs a sync to cater for new funds entered that morning. Therefore the CRM should contain the Class data for new funds created within the previous hour and there is no need to wait for the nightly sync. The hourly sync does not update fields in existing files to avoid database lock issues issues with users being logged in to that data on their screens.    

New funds

With a new fund:

(1) If there is no existing Account or Members in the CRM, then just set it up in Class. A newly set up fund will usually require action prior to be issued with a TFN, so set it up in Class with what you do know. Sync Robot will then do the rest. Folders can be automatically created using the templates in the Drive file "Mail Robot Creates Folders and Permissions".

(2) When the fund and / or its members and trustees are issued with a TFN then this should be promptly entered in to the system. For any existing Account, Trustee and Member in the CRM, first go to the CRM and insert their TFN. This will prevent duplicates as Sync Robot updates based on the TFN. Then complete the details in Class. Sync Robot will then do the rest.

ELS file formats

(1) The system works by you requesting an ELS report and then storing it in the "ATO Lodgement Reports" folder in Google Drive using the naming conventions provided in the file by the ATO. Sync Robot will then automatically upload the data in to the CRM, ready for your reports. 

(2) If you want your ELS registration number to be replaced by your name then please provide us with the numbers and names to substitute.


Accounts and Contacts

The CRM works with Accounts and Contacts. When the CRM integrates with another application that merges these two, we use the rule that only Contacts have a pulse, and no Accounts have a pulse. So individuals will be found in Contacts, while Companies, Trusts, Partnerships and SMSF funds will all be found in Accounts.

As we are dealing with multiple sources of data, incomplete records create duplicates and cause confusion. The CRM aims to report the customer portfolio with integrity, and partition off records that need completion. Any records synchronised from an accounting application (Class Super, ELS, Xero, Handisoft etc.) that are missing both TFN and ABN will be automatically marked as suspended during synchronisaton. In most cases this is because they are legacy but sometimes due to awaiting a TFN issue. They can be sorted out when you get around to data cleansing and possibly reallocated back to Active if they are active. 

Direct CRM entries may remain Active even where they are missing both the TFN and ABN data. This enables non customer records as such as financial advisers to be easily included in the CRM.