Introduction

Overview

Each practice deals with leads, referrals and potential clients differently. However, most practices have a system regarding the way client information is recorded and relationships with clients are managed.

In this section, we will learn how a new client is created in XPLAN.

 Instructions: Creating a new client

1. On the Title bar, click on the Add button and from the dropdown and select Add Client.
   
   
   
   

2. The New Client page is displayed:
   
   
   
   

3. Select the client type and click .

4. In the Basic Information screen, enter the prospect’s details.
   
   
   
   

   If the client has a partner, their details can be entered by ticking

5. Once the details have been filled in, click 

6. Enter the client's contact details and click  again;

7. The new clients will have been added in XPLAN. Click on the  button to view the details you have entered.

 Hints & Tips

• To navigate between pages, use the  and  buttons. Changes are saved automatically.

• In the default Add Client wizard, the required details for a new client are:

  • Surname

  • First Name

  • Gender.

    
    While the required fields can be changed when creating a custom Add Client wizard, it is recommended that the minimum requirements to create a client are the client’s first name, surname and gender.

Entering Client Information in Client Focus

In this section, you will learn how to enter a client’s personal information into Client Focus.

  Instruction: Searching for a client

1. Find your client by searching in the Quick Search box.

   Note: You don’t have to type the whole name into the search box. For example, if you were to type ‘Dyl’ you would be given a list of clients that contain ‘Mani’.
   
   
   
   

2. Select your client. This redirects you to the client's profile. You are now in the Client Focus component of XPLAN.

 Hints & Tips - Searching Clients

• Clicking on List will give you a list of all your clients (grouped)

• Recent is a list of your recently accessed clients.

• Advanced allows you to nominate a criteria to search your database (e.g. by age)

Navigating Client Focus

• Navigating Client Focus is simple. All screens in this component can be accessed directly through the menu bar on the left.
  
  
  
  

• To edit details in the screen displayed, click on the  button located at the top right corner of the screen.

 Instructions: Editing a client's personal details

To edit the client’s personal details:

1. In the navigation menu located to the left, select Key Details > Key Details.

2. Click on the  button located at the top right corner of the Key Details screen.

3. Enter the remaining personal details that were not entered when setting up the client’s accounts. These may include:

   • Date of Birth

   • Marital Status

   • Nationality

   • Tax Resident Status

   • Salutation and Address Title

4. Click Save.

 Instructions: Editing a client's contact details

To modify a client’s contact details:

1. While accessing a client, on the navigation menu select Key Details > Contact Details.

2. The following actions are available: Add, Edit  or Delete 

 Instructions: Editing a client's employment details

1. On the navigation menu select Key Details > Employment Details
   
   
   
   

2. Click the Edit button located on the top right hand side of the Employment page to enter in the client’s education and current employment details.

3. Click Save once completed.

4. If information regarding previous employment was provided, scroll down the page and add the details to the Employment History panel by selecting Add.

5. Enter the details and click Save.

 Instructions: Uploading a Client's Identification Information

1. Move to the Key Details > Identity Check screen in the navigation menu.

2. Select the  icon next to the document that you wish to upload.

3. Enter in the relevant details such as the name, date of birth and expiry date. To attach the relevant client ID, click Browse and select the document on your desktop.

4. Click .

5. A pre coded IFSA Identification Form can then be downloaded using the  button.

  Activity: Adding client's objectives

1. To enter the client’s objectives, select the Objectives > Goals option in the left navigation menu bar.
   
   
   
   

2. Click .

3. Fill in the details of the objective including its Timeframe, Description, Target Amount and Priority. The objective may be Lifestyle or Financial in terms of its Type. Below the Owner subheading, is the Add More checkbox. Ticking this box will allow you to create another objective for the client.
   
   
   
   

Note: Goals specific to Income Requirements or Anticipated Expenses can be entered via Objectives > Income / Expense 

 Instructions: Adding a client's assets and liabilities

To enter the client’s assets and liabilities:

1. On the navigation menu select Financial Information > Assets & Liabilities.
   
   
   
   

2. Click the  button located under Assets and Liabilties.

3. Fill in as much as information as you can across the tabs, and select Add More to create more Asset/ Liability accounts.

4. Once the details have been entered, select Save.

5. The client’s Net Position can be viewed via Financial Information > Balance Sheet in the navigation menu. (Make sure the Type checkboxes are ticked in accordance to the items you want to view)

 Instructions: Adding/editing a client's superannuation details

To enter the current superannuation holdings for the clients:

1. On the navigation menu select Financial Information > Superannuation Details.

2. Click the Edit button located in the top right corner of the screen to edit the client’s basic superannuation details. The following screen displays:
   
   
   
   

   Specify the Phase (Accumulation or Pension), the Retirement Date, and Contributions details. Click Save.

3. Scroll down the page and click Add under the relevant panels based on information provided by the client. Adding an Existing Fund involves the addition of the client’s existing super fund. Include the fund name, value and other details to the account.

4. Click Save.

5. Click  at the top right corner of the page to add in the partner’s superannuation details. Repeat the process for the client.

 Instructions: Adding a Clients Trust to XPLAN

In Xplan, a client may have a Trust, SMSF or Company included in the database. For convenience Xplan has the functionality to group these entities to the main client.

1. Click the Add button in the Title Bar and select Add Client.
   
   
   
   

2. Select Trust as the Client Type.

3. Click . The Basic Information screen displays.

4. Enter the Trust’s details.

5. In the Category list, scroll down and select Prospective.

6. Click . The Contact Details screen displays.

7. For the Trust’s contact details we will use the client’s contact details and link later. Click 

   The Trust has been created as a separate entity to the clients in XPLAN.

8. Click  to display the Trust’s details.

  Instructions: Linking the Trust to the clients

Entities that have their own XPLAN files, such as Children, Trusts, SMSF’s, or Companies can be grouped with a client. Grouped entities are displayed together in areas such as IPS, to allow for quick access between each entities’ portfolio.

To link the Trust to the client’s file you need to be within the main entity's account details.

1. While accessing the client (Dylan), select Administration > Groups >Related Clients in the navigation menu.

   Client Groups management displays.

   
   
   
   

2. Click on . Now click on the  icon next to the client’s name to add relationships.

   A pop-up box will appear to select the relationship – select Trust
   
   

   
   

3. Now click on the                             dropdown box to search for your trust. Type in the name you want to search and hit the Enter button.

4. Select the searched entity and click on 
   
   
   
   

5. The client group will now show. Tick the box next to the Trust. Then click on Save. This gives you control over group membership.