SmartLink for Albridge Web Services

Transcription

1 SmartLink fr Albridge Web Services

2 Cpyright 2008, E-Z Data, Inc. All Rights Reserved. N part f this dcumentatin may be cpied, reprduced r translated in any frm withut the prir written cnsent f E-Z Data, Inc. All prduct names are trademarks f their respective manufacturers r rganizatins. 918 E. Green Street Pasadena, CA Web: Telephne: (626) Fax: (626) U.S. tll-free fax: (800) SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Revised:

3 Table f Cntents Intrductin... 1 Requirements... 1 Registering fr SmartLink fr Albridge Web Services... 1 Setting up SmartOffice... 2 Dwnlading Data frm Albridge Web Services... 3 Using the Albridge Web Services Integratin... 3 Dwnlad Infrmatin frm Albridge Web Services... 3 Data Dwnladed frm Albridge Web Services... 5 Cntacts... 5 Investment Accunts and Psitins... 7 Investment Securities... 9 Frequently Asked Questins Appendix Linking an Advisr Recrd t the Advisr s User Accunt Verifying Clients Cntact Recrds SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide

4 SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide

5 Intrductin This guide utlines the use f SmartLink fr Albridge Web Services fr SmartOffice versin and later. This integratin invlves being able t retrieve a client s prtfli r an advisr s bk f business. Fr infrmatin n purchasing SmartLink fr Albridge Web Services, please cntact E-Z Data s Sales Department at (800) Fr mre infrmatin, visit Fr mre infrmatin n the Albridge applicatin, visit Requirements Wealth Management and Albridge Web Services frm Albridge Partner User ID prvided by the user s Hme Office representative t Albridge SmartOffice v5.1.3 r higher SmartLink fr Albridge Web Services registratin SmartInvestments mdule Adbe Reader (fr reviewing PDF reprts) Apprpriate URL added t Internet Explrer s trusted sites, as fllws: 1. Select Internet Optins frm the expanded Tls menu. 2. Click the Security tab and then select the Trusted Sites ptin frm the Web Cntent Zne sectin. 3. Click the Sites buttn. 4. Cpy and paste (r type) the fllwing URL t the Add this Web site t the zne field. *.ez-data.cm 5. Click the OK buttn t clse the Trusted Sites dialg bx. 6. Click the OK buttn t clse the Internet Optins dialg bx. Pp-up blckers disabled. Registering fr SmartLink fr Albridge Web Services Call E-Z Data custmer service t register fr SmartLink fr Albridge Web Services. This is necessary befre the feature can be accessed. The ability t access this feature is prvided n a per user basis within an ffice. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 1

6 Setting up SmartOffice In rder fr Albridge Web Services t dwnlad data t SmartOffice, certain verificatins are perfrmed t ensure that the client infrmatin is prperly matched. Befre yu begin, verify the fllwing: The advisr s SmartOffice user accunt recrd is linked t the advisr s SmartOffice recrd. (The user accunt must be linked t an advisr recrd, nt a cntact recrd; the tw behave differently.) The advisr s user accunt has access t the SmartInvestments mdule. The advisr s crrect Scial Security Number is entered in the SS # field. Client cntact recrds have the crrect Scial Security Number. The SS # in SmartOffice must match the ne in Albridge Web Services. Althugh SmartLink fr Albridge Web services can use ther criteria t attempt t match cntacts (see page 5 fr details), entering an SS # fr each cntact is recmmended fr the mst accurate results. Business clients have the crrect Tax ID. The Tax ID in SmartOffice must match the ne in Albridge Web Services. Investment securities have the crrect CUSIP and Symbl values. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 2

7 Dwnlading Data frm Albridge Web Services This sectin describes the steps fr dwnlading data and prvides detailed infrmatin abut the types f data dwnladed. When using SmartLink fr Albridge Web Services, dwnlad data frequently daily, if pssible, r as ften as data is available. Dwnlading frequently raises alerts t pssible crprate actins and changes in CUSIP, accunt number and file frmats that can affect the accuracy f data in SmartOffice. Using the Albridge Web Services Integratin SmartLink fr Albridge Web Services can be used t: Retrieve a single cntact s r business investment prtfli. Retrieve multiple cntacts r businesses investment prtflis. Retrieve an advisr s entire bk f business. The fllwing steps apply t all f these tasks. Dwnlad Infrmatin frm Albridge Web Services 1. Frm the Quick Add/Search sectin, select ne f the fllwing frm the drp-dwn list: Individual Cntact: T dwnlad infrmatin fr ne r mre cntacts. Business Cntact: T dwnlad infrmatin fr ne r mre business cntacts. Advisr: T dwnlad infrmatin fr an advisr s entire bk f business. 2. Type the first few letters f the cntact/advisr s last name (r the business name) in the search field and then click the G buttn. The apprpriate business, cntact r advisr displays. Nte: If mre than ne search result is fund, a summary page displays. Tag the apprpriate cntact(s), business(es) r advisr frm the list. 3. Click the DXO buttn frm the tlbar. Nte: If the DXO dialg bx des nt pen, Internet Explrer s pp-up blcker may be preventing it frm pening. T bypass the pp-up blcker, hld the CTRL key while clicking the DXO buttn. 4. Frm the Services list, select Albridge Web Services - SmartLink t be prmpted t enter yur Albridge Partner User ID and Advisr SS #. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 3

8 Nte: If the Lgin Page des nt display, hld dwn the CTRL key while selecting Albridge Web Services - SmartLink. 5. Enter the apprpriate Albridge Partner User ID and Advisr SS # infrmatin. Albridge Partner User ID: This is the ID prvided by the user s Hme Office representative t Albridge Advisr SS #: Enter the number withut any dashes (e.g., ). Tip: Select the Remember Me ptin t have the Albridge Partner User ID and Advisr SS # filled in autmatically fr all future dwnlads. 6. Click the OK buttn. 7. When the dwnlad is cmplete, the Albridge Synchrnizatin - Status dialg bx pens. 8. T display the cntact s Scial Security Number and accunt number in a PDF reprt, select the Unmask the scial security and accunt number ptin and then click the Shw Reprt buttn t view the reprt. Nte: The Scial Security Number and accunt number are required t reslve any errrs. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 4

9 Data Dwnladed frm Albridge Web Services The fllwing data is dwnladed frm Albridge Web Services: Cntacts Accunts Psitins (including psitin histry) Securities (including price histry) Imprtant: Albridge Web Services des nt dwnlad any transactinal data. The fllwing sectins describe in detail the data dwnladed fr each recrd. Cntacts SmartLink fr Albridge Web Services matches cntacts and businesses using the fllwing infrmatin: Cntacts: Scial Security Number. If there is n matching SS #, SmartLink fr Albridge Web Services tries t match cntacts based n First Name, Last Name and Birth Date, matched exactly t what is in Albridge (and nly when an advisr s entire bk f business is dwnladed). Businesses: Tax ID If n matching cntact r business is fund in SmartOffice, a new cntact is created (businesses are created as cntacts and need t be cnverted t businesses in SmartOffice). Fr this reasn, incrrect r missing cntact infrmatin in SmartOffice can result in duplicate cntacts being created. Nte: Cntacts are created nly when an advisr s entire bk f business is dwnladed. The fllwing table lists the infrmatin that is autmatically entered fr newly created cntacts based n infrmatin frm Albridge Web Services. This infrmatin is nt updated fr existing cntacts. Albridge Field First Name Middle Initial Last Name SmartOffice Field First Name Middle Last Name SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 5

10 Albridge Field Suffix Prefix Date f Birth Advisr Selected in SmartOffice SmartOffice Field Suffix Title Birth Date Primary Advisr Nte: When selecting the advisr t begin dwnlading the advisr s bk f business, the advisr is linked t the cntact as the primary advisr. User Assignment Nte: The selected advisr is autmatically assigned t the cntact. Scial Security Number Scial Security # Evening Phne Fax Day Phne Residence Phne Number Business Fax Number Business Phne Number Business Phne Extensin N/A The address is created using the fllwing infrmatin. The address type defaults t Nne. Address 1 Address SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 6

11 Albridge Field SmartOffice Field Address 2 Address 2 Address 3 Address 3 City State ZIP City State ZIP Cde Investment Accunts and Psitins Accunts and psitins (including psitin histries) are created and/r updated when a specific client s prtfli r an advisr s entire bk f business is retrieved. SmartLink fr Albridge Web Services matches accunts based n accunt number. If a match is fund, certain accunt infrmatin is updated (as nted in the cntact table in the previus sectin), and psitin and psitin histry infrmatin is inserted/updated. If n match is fund, a new accunt is created in SmartOffice, alng with the respective psitins and histries. The fllwing investment infrmatin is created r updated fr each cntact. Accunts Albridge Field SmartOffice Field Field Updated? Acct N Accunt # Yes (Leading Zers) Acct Name Accunt Name N Acct Type [If Acct Name is blank] Accunt Name N Acct N [If Acct Type is blank] Accunt Name N Accunt Type Type N SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 7

12 Albridge Field SmartOffice Field Field Updated? Accunt Title Registratin Yes Tax Status Qualified Accunt Yes Investr s SSN Tax ID Yes Data Prvider Yes Set t Albridge Surce f Data Type Yes Set t Dwnladed- Mdifiable Rll Up Optins Yes Set t Rll Up Current Value Psitin Albridge Field Asset Name Asset Type Quantity Quantity Date Value Price Price Date SmartOffice Field Prduct Name Sectr Shares Share Date Current Value Price Price Date SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 8

13 Psitin Histry Albridge Field Date Quantity SmartOffice Field Date Shares Investment Securities Investment securities and their assciated price histries are inserted/updated when a specific client s prtfli is dwnladed r when an advisr s entire bk f business is retrieved. SmartLink fr Albridge Web Services matches securities based n Office ID, CUSIP and Symbl. If a match is fund, the security itself is nt updated; hwever, the price histry is created r updated accrdingly. If n match is fund, SmartLink fr Albridge Web Services tries t match securities based n Office ID and CUSIP. If a match is fund, the respective symbl is updated, and the price histry is created r updated accrdingly. If n match is fund, SmartLink fr Albridge Web Services tries t match securities based n Office ID and Symbl. If a match is fund, the CUSIP is updated, and the price histry is created r updated accrdingly. If nne f these methds prduces a match, a new security is created alng with the assciated price histry. Fr this reasn, incrrect CUSIP infrmatin can result in duplicate investment securities being created in SmartOffice. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 9

14 The fllwing tables describe the fields that are matched when securities are created r updated. Security Master Albridge Fields Security Name Security Type Ticker CUSIP Management Name Investment Objective Asset Type SmartOffice Fields Name Security Type Symbl CUSIP Fund Family Fund Objective Sectr Price Histry Albridge Fields Price Price Date SmartOffice Fields Share Price Date SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 10

15 Frequently Asked Questins 1. An errr ccurs while attempting t lg in t Albridge. Questin: I tried lgging in with my Albridge Partner User ID and Advisr SS #, but I get the fllwing errr: AUTHORIZATION_ERROR 4: Invalid Partner User ID. Please cntact Sftware Manufacturer Prduct Supprt. Answer: The Albridge Partner User ID yu are using is actually the ne yu received when yu signed up fr Web Services thrugh the Hme Office. This Partner ID is the user name t use when lgging int Albridge Web Services in SmartOffice. The Advisr SS # is yur Scial Security Number. 2. Accunts and psitins are nt created fr the cntact. Questin: I tried retrieving my client s prtfli and the reprt stated that 0 accunts and psitins were created, which I knw t be incrrect because my client des have accunts. Answer: This is because the accunt already exists within SmartOffice but is linked t the wrng cntact recrd. This can ccur when a cntact recrd is incrrectly assciated with smene else s Scial Security Number. As a result, when the recrds are being prcessed, the accunts are upladed t the incrrect cntact recrd. Like Scial Security Numbers, accunt recrds are unique, s nce an accunt is created with that accunt number, the system des nt allw anther accunt with the same accunt number. This is why the reprt displays 0 accunts and 0 psitins. Actin: T reslve this issue: a. Select the Unmask the scial security and accunt number ptin t display the accunt number within the reprt. b. Click the Shw Reprt buttn. c. Scrll dwn t the sectin titled The fllwing Accunt Numbers were nt prcessed because a duplicate Accunt# was fund. d. Cpy the first accunt number frm the Accunt # clumn. This infrmatin will be used t search fr the existing accunt in SmartOffice. e. Open SmartOffice and cnduct a Quick Search t find the duplicate accunt. 1. Select Accunt Master frm the drp-dwn list. 2. Paste the Accunt # in the Enter Accunt # text field. 3. Click the G buttn. f. The Accunt Master Summary displays the accunt infrmatin related t that accunt number. g. Select the accunt and then click the Delete buttn. This deletes the accunt frm the system and enables the crrect cntact within SmartOffice t be upladed the next time the Albridge integratin is run. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 11

16 3. A cntact is nt prcessed. Questin: Why des the reprt nte that a cntact was nt prcessed? Answer: This usually ccurs because the Scial Security Number f the cntact in SmartOffice des nt match the ne in Albridge Web Services. Actin: Cnfirm that the Scial Security Number fr that cntact recrd in SmartOffice is crrect. 4. An errr message displays when trying t lg in. Questin: After lgging in, I received the fllwing errr message: The advisr is nt linked t any user. Answer: This is because yur user accunt is nt tied t yur advisr recrd. Actin: T reslve this issue: a. G t User Setup > User Preferences. b. Ensure that the crrect name is entered in the Linked Cntact field, by fllwing the steps in the Appendix (see page 15). 5. The Ttal Value is nt filled in. Questin: Once I retrieve my client s prtfli, the Ttal Value is nt filled in. Answer: The Ttal Value is a calculatin that is filled in nce the Validatin buttn is clicked. This buttn calculates all f the accunt values and fills in the ttal accunt value accrdingly. Click this buttn every time the client s prtfli is updated. 6. Duplicate Scial Security Numbers are fund. Questin: What happens when there is a duplicate Scial Security Number fund in SmartOffice? Answer: The accunts and their psitins are created, but the accunts are cnsidered rphaned (i.e., nt assciated with a cntact recrd). This is because SmartLink fr Albridge Web Services culd nt link it t a unique cntact recrd. It is very imprtant t crrect the duplicate cntact issue. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 12

17 There is a separate sectin in the reprt nting the errr. In this example, three different cntact recrds have identical Scial Security Numbers: Gerge Petersn, Jseph Ackerman and Alicia Andersn. As a result, SmartLink fr Albridge Web Services created the rphaned accunts. Actin: T reslve the duplicate SS # issue: a. Frm the Albridge Synchrnizatin dialg bx, select the Unmask the scial security and accunt number ptin. b. Click the Shw Reprt buttn t pen the reprt in PDF frmat. c. Scrll dwn t the sectin titled The fllwing accunts were prcessed but nt linked t any cntacts. d. Cpy the Scial Security Number and return t SmartOffice. e. Frm the side menu, select Cntact > Cntact Search. f. Frm the Cntact Search dialg bx, select the Individual ptin t display additinal fields, including the SS # field. g. Paste the Scial Security Number int the SS # field. h. Click the Search buttn. i. Make the necessary crrectins t ensure that each cntact recrd includes a crrect and unique Scial Security Number. j. Once cmplete, assciate the accunts with the apprpriate cntact recrd. Actin: T assciate an rphaned accunt with a cntact: a. Frm the side menu, select Investment > Link Accunt t Cntact t pen the Search Unassigned Accunt Masters dialg bx b. Click the Search buttn. c. Tag the accunt t be assciated with a cntact recrd. d. Click the Assign Cntact t Accunt buttn. e. Enter the cntact s name (last, first) r enter the name f the filter t find the cntact recrd. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 13

18 f. Click the Search buttn. g. Select the apprpriate cntact frm the Cntact List. The accunt will be linked t the selected cntact. h. If the cntact is nt fund r des nt exist, click the Add buttn lcated n the Cntact List tlbar t create a new cntact recrd. i. Create a cntact recrd. Make sure t include the First Name, Last Name and Scial Security Number. j. Once the cntact recrd is saved, the accunt is linked t the cntact. 7. An errr message displays when trying t lg in. Questin: After lgging in, I received the fllwing errr message: N advisr fund. Answer: This ccurs when the advisr s Tax ID is nt set up crrectly in Albridge Web Services. Please check with the back ffice t make sure the advisr s Tax ID is crrect. 8. An accunt was nt fund. Issue: In the Albridge PDF Reprt, there is an errr nting that the Accunt was nt fund. Reslutin: This errr ccurs when the accunt is clsed fr a cntact and is n lnger available frm Albridge Web Services. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 14

19 Appendix Linking an Advisr Recrd t the Advisr s User Accunt 1. Frm the side menu, click Advisr/Agency > Advisr/Agency Search > Search. The Advisr Summary is displayed. 2. If the advisr has n existing recrd in the system, click the Add buttn t add an advisr recrd. If the advisr has an existing recrd in the system, select the advisr and then click the Persnal tab. 3. Ensure that the fllwing infrmatin is entered fr the advisr recrd (if this is an existing advisr recrd, click the Switch t Edit Mde buttn first): Last Name First Name Scial Security Number 4. Click User Setup > User Management > Search t display the list f users in the system that yu have rights t access. 5. Select the advisr s user name and then click the Detail tab. 6. Click the Switch t Edit Mde buttn t access edit mde. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 15

20 7. Click the Cntact Recrd fr this User hyperlink t pen the Search Individual Cntacts dialg bx. Nte: If a name already exists in this field, delete it befre clicking the Cntact Recrd fr this User hyperlink. 8. In the Last Name, First Name field, type the advisr s last name, then the first name, separated by a cmma. 9. Clear the Cntact ptin and then select the Advisr ptin. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 16

21 10. Click the Search buttn. 11. Once the apprpriate advisr recrd is selected, click the Save buttn. Verifying Clients Cntact Recrds Fllw these steps t ensure that all cntacts and businesses have the crrect Scial Security Number/Tax ID infrmatin. 1. Click Cntact > Cntact Search t pen the Cntact Search Optins dialg bx. 2. In the Enter Name field, type the last name and then first name f the cntact, separated by a cmma. If searching fr a business, enter the business name. 3. Click the Search buttn t display the details f the cntact r business. If the Individual/Business Cntact Summary displays, select the apprpriate cntact r business and then click the Detail tab. 4. Ensure that the crrect Scial Security Number (in the SS # field fr a cntact) r Tax ID (in the Tax ID field fr a business) is entered. Click the Switch t Edit Mde buttn t make any changes. It is nt necessary t enter any hyphens while entering these numbers; SmartOffice autmatically enters them. SmartOffice v5.1.3 SmartLink fr Albridge Web Services User Guide Page 17