FDS and Renewal Notices Overview

How do I merge FDSs and Renewal Notices?

1. Merge your clients’ FDSs and Renewal Notices individually or in bulk.
   
2. Review each client’s FDS and Renewal Notice, and update as required.
   
3. Update each client’s FOFA Data.
   
4. Record delivery of the FDS and Renewal Notice to the client via a Note (when merged for an individual client).
   
   

Step 1: Merge your clients’ FDSs and Renewal Notices

1. For an individual client via the FOFA Document Generator Wizard
   
2. For groups of clients in bulk using an Advanced Search 
   

Option 1: Merge an FDS and Renewal Notice for an individual client

1. Locate the master client’s (or entity’s) record in your XPLAN CRM.
   
2. Go to FOFA (FDS & Opt-in) > FOFA Document Generator.
   
3. In the Reports to be generated section, select the letters required:
   
1. FDS only
   
2. Renewal Notice and FDS
   
4. In the General report options section, select the required options:
   
1. Scope of the report entities: This client only or All linked entities.
   
1. If the This client only option is selected, the client’s partner will be included
   
2. If the All linked entities option is selected, only entities paying FDS fees will be included (based on the CommPay data linked to the entity’s record)
   
2. Report output method: E-Mail or Letter.
   
1. If the E-Mail option is selected, the client’s address will not be displayed in the letter
   
3. Adviser instructions text: Yes or No.
   
1. Select No to hide (or exclude) the adviser notes in the merged letter(s).
   
5. In the FDS report options section, select or tick the required options:
   
1. Fees to be displayed: Ongoing advice fees only (default), Ongoing fees and trail commission, All fees.
   
2. Reactive Services: Tick service component(s) that have been delivered during the service arrangement period, as required.
   
1. The list of service components displayed includes core and non-core services.
   
2. This enables you to record the delivery of service components that may not have service tracking rules (e.g. client enquiries, Centrelink assistance)
   
3. This also enables you to record the delivery of service components with service tracking rules, but the delivery of the service completed hasn’t been recorded in XPLAN, or has been recorded incorrectly, i.e. an incorrect Note or Review type and sub-type was selected.
   
6. Click Next. The letter(s) selected in the previous page (or screen) will be displayed.
   
7. Click Next (or click Previous to review and update the options selected).
   
8. Click Merge FDS now and Merge Renewal Notice Letter, as required.
   
9. The client’s letter(s) will be merged in the background. Click Ok.
   
10. When the client’s letter(s) has been merged, click the  icon to display the new system message.
    
11. Click Download Report to download the merged letter(s).
    
12. Review the client’s letter(s) and update if required.
    
13. Save the letter(s) to your network.
    
1. This will enable you to attach the client’s FDS and Renewal Notice (as applicable) to a file note to record delivery 

Option 2: Merge an FDS and Renewal Notice for groups of clients in bulk

1. Click Advanced in the search area of the Title Bar (at the top right-hand corner of the screen):
   
2. Select the required Advanced Search or create a new Advanced Search to generate the list of clients.
   
3. A list of clients that meet the Advanced Search criteria will be displayed in the Search Result section.
   
4. Select the clients to be included the FDS Bulk Merge, if required.
   
1. If no clients are selected (ticked), FDSs will be merged for all clients
   
2. If some clients are selected, FDSs will only be merged for those selected
   
5. From the menu on the left-hand side, go to Merge Wizard > FDS Bulk Wizard.
   
6. Enter a unique and meaningful Scenario Name (e.g. March 2017 FDS) and click Create Scenario.
   
7. In the FDS report options section, select the FDS fee categories to be displayed: Ongoing advice fees only (default), Ongoing fees and trail commission, All fees.
   
8. In the Entities to be included in the report section, select the Entities to be reported: All linked entities (default), This client only.
   
1. If the This client only option is selected, the client’s partner will be included
   
2. If the All linked entities option is selected, only entities paying FDS fees will be included (based on the CommPay data linked to the entity’s record)
   
9. In the Service Benchmarks section, select if you’d like to include service benchmark activities in the client’s merged FDS (Yes/No).
   
1. This option is not applicable to (and therefore not displayed for) Practices that transitioned to XPLAN after November 2015
   
10. Click Next.
    
11. Click Merge FDS now or Merge Renewal Notice, as required.
    
12. Confirm your options for the selected document to be merged:
    
1. Select the Target clients.
   
1. All Listed Clients will merge an FDS and record a file note for all clients in the Search Results
   
2. Only Selected Clients will merge an FDS and record a file note for the clients selected in the Search Results
   
2. In the Subject field enter a short summary or description for the file note.
   
3. Select the required Note Type (e.g. FOFA) and Note Sub-type (e.g. FDS, Renewal Notice) from the dropdown lists.
   
13. Click Execute.
    
14. The clients’ letters will be merged in the background. Click Ok.
    
1. Each letter will also be saved to the appropriate client as a file note
   
15. When the letters have been merged, click the  icon to display the new system message.
    
16. Click Download Report to download the zip file containing the merged letters
    
17. Review each client’s letter and update if required.
    
1. For instructions on how to print FDSs (and other documents) merged in bulk, go to XPLAN > Document Library > BTFG – Training Tools > Tutorials and User Guides > User Guide: Printing Word and PDF documents in bulk.

Step 2: Review the merged letters

1. Insert the dates relating to the client’s current ongoing advice service arrangement that you are seeking to renew. You will need to insert these dates and change the text to black.
   
2. Review the standard wording relating to the services that they will lose if they deliberately opt-out or fail to renew their ongoing advice service arrangement. Some of the wording may not be relevant to the client’s situation and will need to be reviewed and updated accordingly.
   
3. Remove the adviser notes in red text with yellow highlighting (as required).
   
4. Update the client’s details in the signature area of the Your acknowledgement section. 

Step 3: Update each client’s FOFA Data

1. For FDSs, set the client’s FDS due date for the next service arrangement period, and clear any manual service tracking for the previous period (if required).
   
2. For Renewal Notices, record the date that the Renewal Notice was delivered and update their Opt-in Status.
   

1. Locate the master client’s (or entity’s) record in your XPLAN CRM.
   
2. In the Client Menu, go to FOFA (FDS & Opt-in) > FOFA Data.
   
3. Click Edit.
   
4. In the FOFA Details section, select the Disclosure Statement tab.
   
5. Ensure Yes is selected for Disclosure Statement Required.
   
1. This field should not be left blank to ensure that the client will be disclosed correctly on your Licensee’s FOFA reporting
   
6. Update the Next Disclosure Statement Date (FDS due date).
   
1. This date should be one (1) year from the previous FDS due date. For example, if their previous FDS due date was 1 June 2016, the Next Disclosure Statement Date should be 1 June 2017.
   
2. Clicking the Set Next Disclosure Statement Date button will automatically set the Next Disclosure Statement Date to one (1) year from today’s date. This date can be manually edited if required.
   
7. If you have used manual service tracking for the previous service arrangement period, in the Package Summary section, ensure all of the service components are unticked in the Reactive Services area.
   
8. Click Save.

1. Locate the master client’s (or entity’s) record in your XPLAN CRM.
   
2. In the Client Menu, go to FOFA (FDS & Opt-in) > FOFA Data.
   
3. Click Edit.
   
4. In the Details tab of the FOFA Details section, change the Opt-in Status to Pending Client Decision.
   
5. Select the Renewal tab.
   
6. Update the Renewal Notice Sent Date.
   
7. Click Save.

Step 4: Record delivery to the client

1. Locate the master client’s (or entity’s) record in your XPLAN CRM.
   
1. Alternatively, if you are recording the delivery of an FDS and Renewal Notice merged for a related entity, locate the related entity’s record
   
2. Go to Administration > Notes.
   
3. In the Document List section, click Add.
   
4. Select the required Type (FOFA) and Sub-type (FDS, Renewal Notice) from the dropdown lists.
   
5. Change the Date if required.
   
6. In the Subject field enter a short summary or description for the file note.
   
7. If required, enter detailed information in the text box.
   
1. This information can be formatted as required
   
8. To store the FDS and Renewal Notice delivered as an attachment with the Note:
   
1. Click on the Attachment tab.
   
2. Click Upload File.
   
3. Browse for and select the document to be uploaded, and click Open.
   
9. Click Save and Close.