Financial Planning with XPLAN Delegate Workbook

Valuation Services and Portfolio Accounts

Version 1

Name...........................................................................................

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TABLE OF CONTENTS

VALUATION SERVICES AND PORTFOLIO ACCOUNTS ............................................................................................................... 3

HAROLD’S PORTFOLIO ACCOUNT - CASE STUDY ...................................................................................................................... 7

BULK DOWNLOAD .............................................................................................................................................................................. 16

Setting up adviser Mapping ........................................................................................................................................................................................................................... 16 INTRINISC ADVISERS ONLY ............................................................................................................................................................................................................................. 16 Mapping the Portfolio account to the client .................................................................................................................................................................................................. 16 Step One – Mapping Information to the correct client. ................................................................................................................................................................................. 17 Step Two – Linking Information to the correct policy. ................................................................................................................................................................................... 17

CONTRACT ENQUIRY ........................................................................................................................................................................ 18

DATA REFRESH PROCESS – by CLIENT ............................................................................................................................................................................................................ 19 DATA REFRESH PROCESS – by PROVIDER ....................................................................................................................................................................................................... 19

XPLAN VALUATION PROVIDERS .................................................................................................................................................... 20

VALUATIONS AND PORTFOLIOS .................................................................................................................................................... 22

REPORTING ........................................................................................................................................................................................... 25

PORTFOLIO REPORTS. .................................................................................................................................................................................................................................... 25 VALUATION REPORTS. .................................................................................................................................................................................................................................... 27

CUSTOMISATION OF XPLAN ........................................................................................................................................................... 28

Emails ............................................................................................................................................................................................................................................................. 28 Setting you own Email details in XPLAN ......................................................................................................................................................................................................... 29 Email Signature .............................................................................................................................................................................................................................................. 29 Emailing Individual Clients from XPLAN ......................................................................................................................................................................................................... 30 Emailing a Searched group on XPLAN ............................................................................................................................................................................................................ 30

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Valuation Services and Portfolio Accounts

There are different types of Valuation Services - Bulk Download, Contract Enquiry and Manual updates

Think of these in terms of ‘Pushing and Pulling’:

Bulk Downloads - Data is automatically pushed into XPLAN from providers who send down a client specific Portfolio Accounts, which, when

linked to the relevant client’s asset/plan, will value accordingly from that day forward. (Note when you first run Bulk downloads it might take a

while to download all the valuations please be patient).

Contract Enquiries – here the XPLAN user requests fund values from a provider which are then pulled into a user generated Portfolio

Account within XPLAN which is kept up to date by “refreshing”. Refreshing can be done per client or provider.

Manual Updates – XPLAN pulls fund prices from Morningstar (Using Fund name or ISIN, SEDOL or MEX codes) into a user generated Portfolio

account. (WARNING this method does not update number of Units on the fund only the fund price. The number of units will have

to be manually adjusted). Fund prices are updated automatically every day.

This guide looks at portfolio accounts (creating them where required, inputting plan information and linking them both together to provide a client

Valuation Service). Although this was covered briefly in the first round of training, it is crucial to understanding how this valuation service works.

Bulk Downloading - Push

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Contract Enquiry – Pull (needs refreshing)

Manual Update - Pull

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Valuing Assets – an Overview

TWO sections of XPLAN are involved in valuing assets:

One is ‘Portfolios’; and the other is

Client Details>Existing Arrangements.

Both of these headings are within the Client Menu menu down the left hand side of the screen.

Portfolio Accounts

A Portfolio Account is a container that holds the fund information which can then be linked to a client’s asset or plan in order to obtain up to date values.

This link can be manually unlinked/re-linked to other plans/assets if required.

Portfolio Accounts allow for investment holdings to be separated and categorised. Imagine a client has an NISA, two OEICS and two Personal Pensions and

each asset has five funds within it. That’s 25 funds in total! Trying to link the asset to the right funds from a list of 25 could be difficult.

However, if all those funds were held within their own portfolio account then there’d only be five appropriately named portfolio accounts to link to the five

plans.

A Bulk downloaded portfolio already comes named by the Provider, a Contract Enquiry portfolio account can be renamed to suit – i.e. Mr Smith’s AVIVA

ISA, Mr Smith’s Old Mutual OEIC etc. It’s much easier to link a Portfolio Account to a Plan (asset) than try to link a Plan to a number of individual funds.

The example below demonstrates how to add shares/funds manually – remember you would only add shares/funds if the product

provider was not available on either bulk download or contract enquiry.

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Harold’s Portfolio Account - Case Study

Harold is single and has invested into an NISA and also has some shares with M&S, BP and Tesco’s. You are collating this information and this exercise will

guide you through the process for MANUALLY setting up Portfolio Accounts for both the NISA and his Shares.

CLICK ADD – ADD CLIENT WIZARD – ADD PRIVATE CLIENT

DO NOT TICK “CLIENT HAS A PARTNER”

CLICK “NEXT”

PERSONAL DETAILS – ENTER PERSONAL DETAILS

Title Mr

Forename Harold

Surname Your Surname plus 3 random letters

Gender Male

Date of Birth 18/01/1969

Marital Status Single

COMMUNICATION PREFERENCES

Email Communication Yes

Mail Communication Yes

Phone Communication No

SMS Communication No

ADDRESS – CLICK “ADD”

Type Residential

Status Owner Occupied

House Name/No. 2

Postcode EC4V 4GG

Street Name Lambeth Hill

Town London

Country United Kingdom

Preferred Yes

Address more than 3 years Yes

CLICK SAVE

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CONTACT DETAILS – CLICK “ADD”

Type Home Email

Detail me@email.com

Preferred Yes

Marketing preference Opt In

CLICK SAVE

EMPLOYMENT

Status Employed

Occupation Accountant

Job Title Corporate Accountant

Type Full-time

Main Occupation Yes

CLIENT NOTES

Client Notes NONE

CLICK SAVE & EXIT– THIS WILL TAKE YOU TO THE CLIENT MENU

This completes adding this client into XPLAN.

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To add a Portfolio Account for this client, go to PORTFOLIOS/Portfolios/Position in the left hand client menu.

SELECT “PORTFOLIO” FROM LEFT HAND MENU

SELECT “PORTFOLIO”

SELECT “POSITION”

From within

Portfolios>Portfolio>Position

Click Add:

Click on Account from the options in Add.

An Edit Account Details window now opens; we only need to concern ourselves with the box Account Details box that is labelled

‘Account:’

Account: The default wording inside is ‘New Account’

Rename the account to “Harold’s Hargreaves Lansdown NISA Portfolio”

NOTE: When linking this portfolio account to the Plan (asset) the user will be presented with a list of available portfolio accounts

to select from which will be difficult unless renamed appropriately as part of the process.

Click OK

This will save the Portfolio Account.

The screen will return to

Portfolios>Portfolio>Position

In the Filter Option for Holdings Overview area, click on the drop-down labelled ‘Portfolio Account:’ (may show a default

statement of ‘View All’) to see that there will be a new portfolio account listed (Harold’s Hargreaves Lansdown NISA

Portfolio).

Click on “Harold’s Hargreaves

Lansdown NISA Portfolio” to

select

Harold’s Hargreaves Lansdown NISA Portfolio is now shown in the Portfolio Account drop-down window. There will be no fund

data within the portfolio account. (It is important that you select the right portfolio account to update)

Holding Overview Section Once fund data has been added it will appear in this area.

Click Add This time select Quick Entry from the drop down box

In the box that opens…… Hold your mouse over the magnifying glass you will see the word ‘Search’ appear.

Click the magnifying glass

A ‘Multiple Security Selection’ box opens and the cursor will be flashing in the search area (you will see the words Search by code or

description in greyed out writing in the background). To the left of this search box is a drop down arrow.

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Click the drop down arrow

and choose SEDOL code.

Consider the options and choose SEDOL. The greyed out words now say “search by SEDOL”

Type the SEDOL code into the

box

BSBNDY8 – then hit search to the right of the screen to bring up the HL Multi Manager UK Growth fund which should appear

in the Search Results area.

Put a tick in the check box by

clicking in it

The fund appears in the Selected Securities area below – NB it may be minimised so be prepared to expand the section by clicking

on the box which is to the right hand side of the screen where it says Selected Securities.

Leaving the Multiple Security

Selection open, click on the

small ‘x’ in the search area to

remove the SEDOL just typed

in

Type the next SEDOL of BSD99K2 and click search. HL Multi-Manager European fund will appear in the Search Results area.

Put a tick in the checkbox by

clicking it

The fund will appear in the Selected Securities area below. There will now be two funds listed. Expand the Selected Securities

section by clicking on the box to the right hand side of the screen where it says Selected Securities.

Click OK to finish This returns to the initial screen prior to searching for the funds but note that the fund data has pulled through

Complete the Units or Market

Value

Whichever one is entered, the other will pre-populate. Note that the Product Name heading can be read fully if you hold your

mouse over the name of the fund.

For the UK Growth Fund add in the units box 1464 units

For the European fund add in the units box 3539 units

This will then display the current values for the two funds.

Click ‘Save’ to Returns the screen to the Holdings Overview section

Go to Portfolio Account Select the correct portfolio account to see the two funds now held within it (If it is not already selected).

The values will update daily in line with the change in the price of the units.

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NOTE: unless valuation services are adopted, then any changes in the number of units held (i.e. units deducted to pay for

charges/units added following an income distribution) will not be taken in to account. By adopting valuation services then there is no

need to update funds manually.

Navigate to Existing

Arrangements

Go to the Client Menu, then to the Client Details and then select Existing Arrangements

In Existing Arrangements click

Savings & Investments to open.

This opens up the screen where plans (assets) are held. As none have been added for Harold’s NISA one will need to be added.

Click “Add” Complete the details of the Investment as:

Type: Investments

Platform: No

Provider: Hargreaves Lansdown

Sub Type: Stocks & Shares NISA

Status; Existing

Nickname (description): Harold’s HL NISA

Link the Plan (asset) to the Portfolio Account

Click on the FUNDS tab This is found at the bottom of the Investment plan added. It is the SECOND tab along the bottom

Look for the LINK icon on

the first small box.

Hover the mouse over the box – it will say “Link Portfolio Account”

Click on the link icon A Select Account box opens containing a list of all the portfolio accounts which can be linked to the Plan (asset). Tick the box next

to Harold’s Hargreaves Lansdown NISA

Click OK Note that the current value box now contains the value of the two funds.

A pink bar has appeared which is basically the portfolio account we created earlier - if you hover your mouse over any of the four

icons within this pink bar a short description will appear which is self-explanatory.

NOTE The portfolio account linked was created in a different area of the system and then linked to the Plan.

The portfolio account could have been created and linked at the same time from within the Funds tab by clicking on the small plus

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button (which when hovered over states “Add & Link Portfolio Account”).

Click save To save the link between the Asset and Portfolio Account.

The screen will return to the

Savings & Investment area

Under the “Action” heading point out the new link icon that wasn’t there before.

This informs the user that this asset is linked to a portfolio account.

Clicking on the link icon takes the user to the portfolio account that we created in Portfolio>Position.

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It is possible to add the Asset first followed by the Portfolio – in reality it is likely that XPLAN users will add detail this way when adding

existing investments.

Adding a Plan(asset) and

building and linking a Portfolio

Account

The following demonstrates adding an asset and then building and linking a portfolio account to it.

On the left hand side menu

click on Client

Details>Existing

Arrangements>Savings &

Investments.

This opens the Savings and Investments Screen

Click Add Complete details of the investment as:

o Type : Investments

o Platform : No

o Provider : Other

o Provider Name: Harold’s Shares

o Sub type: Direct Investment (e.g. Shares/Structured Products)

o Status : Existing

o Nickname : Harold’s Shares

Click on the Funds tab (towards the foot of the page)

Click on the + sign (to add a portfolio)

Click on the client’s name (this allows you to correctly allocate ownership of assets when dealing with joint clients)

Edit Account Details screen On the Edit Account Details screen click on Account and change the name to Harold’s Share Portfolio and click OK

Click on the + sign that is

within the pink bar

(if you hover over it, it will say ‘Quick Entry’)

Click on the magnifying glass

towards the top left corner of

the screen.

A ‘Multiple Security Selection’ box opens and the cursor will be flashing in the search area (you will see the words Search by code or

description in greyed out writing in the background).

To the left of this search box is a drop down arrow. Click this and choose SEDOL code. The greyed out words now say ‘Search by

SEDOL’

Enter Type 3127489 (as the SEDOL number) into the box

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Press Search to the right of

the screen.

Marks & Spencer shares should appear in the Search Results area.

Put a tick in the checkbox by clicking it and the fund will appear in the Selected Securities area below – NB it may be minimised so expand

the section by clicking on the box to the right hand side of the screen where it says Selected Securities.

Leaving the Multiple Security Selection open, click on the small x in the search area to remove the SEDOL number just typed in

Enter Type the next SEDOL number of 0798059

Click search BP shares will appear in the Search Results area. Put a tick in the checkbox by clicking it and the fund will appear in the Selected Securities

area below.

There will now be two shares listed in Selected Securities.

Enter Repeat the process for a third share (Tesco, SEDOL 0884709)

Click Search Tesco shares will be listed in the search area.

Put a tick in the checkbox by clicking it and the fund will appear in the Selected Securities area below.

There will now be three shares listed in Selected Securities

Click OK To finish as the three shares make up the client portfolio. This returns to the screen to where the shares data has now pulled through.

Add in data Add either the number of Shares (Units) or Market Value (GBP) - whichever one chosen will pre-populate the other.

The Product Name heading can be read fully by holding the mouse over the name of the fund.

For the M&S shares add in the units box 1500 units

For the BP shares 2000 units

For the Tesco shares 5000 units

Note

This will then display the current values for the three shares.

NB You will need to tab away from the unit entry field in order for the value to update.

Click ‘Save’ This returns to the Holdings Overview section.

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Click Save again This returns to the Savings and Investments screen

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Bulk Download

Bulk download whilst updating both number of units and values will need to be set up. The following instruction will take you through that process:

Setting up

adviser

Mapping

Click on Intrinsic logo to return to main dashboard

Select Menu

Select Data Feed Functions then System Data feeds

Select Mappings then Advisers

Select Provider (from the drop down list) for whom mapping is to be created then click Add Mapping

Add the relevant user name etc. and then hit Save. NOTE – the actual log in requirements will vary from provider to provider and this will be

reflected by the different fields available depending on the provider selected.

INTRINISC

ADVISERS

ONLY

Mapping the

Portfolio account to

the client

Bulk Mapping is where a provider will send a file into XPLAN containing the policy information for all clients for that provider. There is then a two-step

process to getting the values pulling through on the policy on the client account.

Step One is mapping that information to the correct client in the system.

Step Two is to link that information to the relevant policy within the client account

Before mapping policies to the client, make sure that the client is on Xplan and that there is a policy present to link the funds to.

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Step One –

Mapping

Information

to the correct

client.

Select Menu > Datafeed Functions > System Datafeeds

Then select Mappings > IPS External Contracts

Search by the name or policy number. Select the provider from the dropdown menu and select the listing option (Unmapped, Mapped or All). If you don’t

select a listing option, no list will be returned. Also, don’t select an adviser unless you are only searching for policies that have already been mapped as

many unmapped policies will not be linked to an adviser on this screen.

This will then list the policy information received from the provider. Next, you tick the box next to the policy you want to map.

Then, click on the downward arrow next to the tick box and select MAP.

This will then take you through to the Remap An IPS External Account ID screen. This allows you to select the client to map the policy too.

Clicking on the magnifying glass will allow you to search for the appropriate client. In the search box type the clients name, starting with the surname, then

press enter.

DO NOT tick the new client button as this will send the policy to the wrong place.

After Selecting the client, click Ok and then click Save in the top right hand corner. This will take you back to the unmapped policies list.

Step Two – Linking

Information

to the correct

policy.

At this time, we have mapped the policy information to the client, but the value hasn’t been linked to the appropriate policy/asset in the system as yet.

To do this, you will need to go to the client profile and select Client Details > Existing Arrangements

Click on the ‘pencil’ next to the policy.

Scroll Down and click on the Funds tab. Then click on the ‘Chain’ to link Account/Funds to the policy.

This will then bring a list of policies we have mapped, initially, to the client. Select the correct account and click OK. You will now be able to see the funds

and their values under the funds tab.

Scroll to the top of the screen and click Save.

The ‘Chain’ next to the provider name indicates that the account has been linked to the policy. This will update the Current Value on the right.

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Contract Enquiry

As with many aspects of XPLAN, there are a number of ways to set up the Contract Enquiry link. The following instructions take you through just one of

those methods:

CLICK “INTRINSIC LOGO” to return to Global Dashboard

SELECT the relevant client to go to Client Menu

Select “PORTFOLIOS”

Select ADMIN from the list

SELECT “EXTERNAL CONTRACTS”

Right Hand of Screen Select “Add External Account”

‘Add External Account’

window

Find name of provider from the drop down list

e.g. Old Mutual Wealth Platform was SIS

Vendor Client ID Enter the Clients Plan Number

Map to Unmapped Portfolio

Account

Select the Portfolio Account for the client created earlier

e.g. Hargreaves Lansdown NISA

Click OK The Plan number has now been added to the Portfolio Account

Navigate to PORTFOLIO>

Portfolio>Position

Select the Portfolio Account from the drop down in the filters section

Click on Pencil Observe the extra row called “External Account” which contains the plan number to which the Portfolio is now linked.

Click on External Contract tab Here are the vendor and plan number details previous typed in

Click OK This closes the window and returns to the Position screen

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DATA REFRESH PROCESS – by CLIENT

This process sends a request to the provider asking for a fund breakdown and the number of units in each fund. If any funds have been entered

manually this WILL overwrite and replace them.

Go to Client Name Find the small down arrow next to the client’s name

Click on the Down Arrow Hover over EXTERNAL ACCOUNTS

Select Refresh Specific Accounts for client

Box opens The box shows all the portfolio Accounts (for the client) where a Vendor’s ID has been entered

Tick Put a tick in the box for the Portfolio to be refreshed.

Click on OK

Click OK After a relatively short time – look for a notification in the ENVELOPE in the top menu within the XPLAN screen. This will be a message

from the provider advising you of the request.

Refresh XPLAN Press F5 or simply change screen to refresh XPLAN – this will then update the fund information for this portfolio.

DATA REFRESH PROCESS – by PROVIDER This process sends a request to the provider asking for a fund breakdown and the number of units in each fund. If any funds have been entered

manually this WILL overwrite and replace them.

Go to Menu>Datafeed

Functions>System

Datafeeds.

If you wish to refresh data at provider level you will need to navigate back to where you first set up the mapping between XPLAN and the

provider. This is where all the providers with whom you’ve created a connection live.

Select Mappings>Advisers. Under Action for the relevant provider click the arrowhead and select Refresh Data. Click OK.

This concludes the data refresh process for a contract enquiry.

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XPLAN Valuation Providers

BULK DOWNLOADS

7IM

Aegon Retirement Choices

Alliance Trust Savings

Ascentric

Aviva Wrap

Cofunds

Fidelity

Invested W&I

Novia

Transact

CONTRACT ENQUIRY (UNIPASS)

Aegon

Aviva

Legal & General

Prudential

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Scottish Widows (CM)

Scottish Widows (SW)

Standard Life

Standard Life Wrap

Zurich

Royal London

CONTRACT ENQUIRY (USERNAME & PASSWORD)

AJ Bell (SIPP Centre)

AXA Elevate

AXA Wealth

Sanlam Investments

Old Mutual Life (Skandia Life)

Old Mutual Wealth (Skandia SIS)

Zurich Intermediary Platform

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Valuations and Portfolios

VALUATIONS AND PORTFOLIOS

SELECT A CLIENT

SELECT “Portfolios> Portfolios>Position” from the Client Menu

Portfolio Position

Filters There are a number of filters to choose to change which holdings are displayed.

Date Click to select an 'as at' valuation date for the holdings overview, instead of the default current date.

Useful when an Investment’s history has built up within XPLAN.

Grouping Grouping menu allows you to select how the data will be grouped in the Holdings Overview panel.

The default is ‘Flat data’. It is probably easier to show ‘Portfolio, Account’ - this separates the holdings accordingly.

Holdings can also be grouped differently if required, e.g. under ‘Exchange, Portfolio, Account’. This separates funds from shares

A further option may be ‘Asset class, Portfolio, Account’ – this groups the holdings under asset class. Normally used in conjunction with

Aggregation (the next option) – as by keeping the Aggregation option as ‘No Aggregate’ the holdings are shown under the client’s asset type (i.e. Pension Fund, Direct Shares, ISA etc.).

Aggregation The Aggregation menu allows selection to Aggregate accounts, or No aggregate.

Aggregate accounts is where if there is the SAME fund in a number of different accounts, i.e. Client has Fidelity Special Situations in an ISA,

OEIC and SIPP then it groups them all into one to give a total valuation of Fidelity Special Situations.

No aggregate breaks the data down into the various Accounts or Wrappers.

Aggregate accounts can be shown between Husband and Wife, i.e. as above although it will include Fidelity Special Situations for Mr and for Mrs

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e.g.

Go to Name below the red bar

Click the Black Down Arrow

Select View All from the drop down menu Select Aggregate Accounts (this shows the individual ownership of holdings)

Selecting Aggregate Entities – will combine Mr and Mrs holdings (i.e. XPLAN does not show the client’s names in the holdings overview). Selecting ‘Portfolio, Account’ in the Grouping options to list any portfolio accounts created within the current portfolio.

Selecting Individual

Portfolio Accounts Selecting an individual portfolio account will display only holdings for that portfolio account.

Clicking the pencil icon next to a portfolio account will open the Edit Account Details dialog box for that portfolio account (can

choose to edit from the ‘Client Details’ element of XPLAN). Security Security allows for the display of either current securities or shows all securities. This will include those that have been sold

Exchange Exchange allows for securities to be filtered by exchange.

Holdings overview On the right of the black bar headed Holdings Overview

The black arrow allows a download the file into a CSV file which can then be opened in Excel.

The Cog when clicked on opens the following selections.

Temp Table Config – Click on this to allows editing of the headings for the Holdings Overview table

Edit Table Config - click on this allows to set up specific templates – just click the + sign to add one (although it is more likely a reduction is

needed in the options).

The black dash maximises/ minimises that box.

The headings across the table are pivotal some you can re-order the accounts in different ways, e.g. clicking on the total cost tab and it will put

the values in lowest or highest order first.

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Click the black dropdown arrow next to the holding; from here you can:

Remove the holding – deletes the holding

View transactions – view transactions on the holding

Add a purchase – Add a purchase

Add a Sale – Adds a sale

Analysis table This refers back to XPLAN’s common use globally as a dealing system and is not used by Intrinsic.

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Reporting

PORTFOLIO REPORTS.

Portfolio reports are only being created within the Portfolios section of system and will only report on those assets that have portfolio accounts.

These reports are more detailed than a general valuation report in the information they provide about a client’s portfolio accounts.

FROM A CLIENT’S MENU GO TO PORTFOLIOS

CLICK ON REPORTS

CLICK ON REPORTS FROM THE SUB MENU

Filter Options

Category Category - allows the reduction in the list of reports in different ways – such as Favourites (see later under ‘Report List’) The choice drives

the options in the Report List.

Account Exclusions Account Exclusions: this allows the turning on or off of exclusions that may have created in the Filters’ option, under Reports e.g. this

allows a report to be created that specifically focuses on just one account for a client.

Format Format: A report can be created in PDF format, HTML for emails, and CSV file so the data goes into an excel spreadsheet.

Language Language: The language the report is written in – only choice in English.

Tick Boxes Tick boxes: you can then decide who you want the report for; client, partner or joint.

REPORT LIST

THREE BOXES NEXT TO EACH REPORT

BOX 1 Selects which report should be included for producing

BOX 2 (F) Identifies which reports are you favourites so they can be easily selected via the Category filter

BOX 3 (O) This enables a selection of options on the timeframe for the report, sorting into accounts or total and groups. The results of which are

shown in the summary column of the Report List Table.

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Other Headings Report Name: - Self-explanatory

Category: – Type of report, Valuation, Assets Class etc.

Summary of Options: - Options selected in box 3

PRODUCING A PORTFOLIO REPORT

CLICK BOX 1 TO SELECT THE REPORT OR REPORTS REQUIRED

CLICK “GENERATE” top right to create the reports selected

Report Generated XPLAN indicates when a report has been created

Click on the report This opens up the Report(s). More than one report will be amalgamated together.

Click SAVE Save the report into a client folder on the lap top.

N.B these reports do not automatically save to the stored client documents section within XPLAN. To do this you need to

upload them from your desktop/laptop manually.

Saving Portfolio Reports into a

client record in XPLAN

Click on ‘documents’ In the left-hand client menu

click on ‘client’s stored

documents’

In the left hand client menu

click ‘add’ A new screen appears ‘add document note’

In the summary tab select ‘document’ and in the next box select ‘other’

In the subject box type in the name of the report being added into the document store (It does NOT show a subject heading in the Document List)

Click on the ‘attachment’

tab

Click ‘upload file’ Select the file to be uploaded and click ‘open’. This will automatically attach the document to the attachment tab.

Click on the ‘Related tab’

‘tick’ the box ‘client access’ This will show this document in the client view and links the Report to the Client Portal.

Click ‘save and close’ The Portfolio report created is now saved into the client record.

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VALUATION REPORTS.

A General Valuation report is available in the XPLAN. The following instructions will guide you through how to generate this report

FROM A CLIENT’S MENU GO TO “DOCUMENTS”

THEN CLICK ON “CREATE CLIENT DOCUMENTS”

Report Category In the Report Category drop down box select “Valuation Reports”

Select the Report you require You will then be presented with a list of report on a Client, Partner or Joint basis.

These reports are then available either as a Draft (Report produces as a Microsoft Word document) or alternatively as a read only PDF

document.

Select the report you require by clicking on the arrow button in the “Action” column.

Select Template Files Some templates will have different variations types that you can then select. The valuation report does not have an variation so the report

template is already ticked.

Client Note (adding the

Valuation report to a case file

automatically – Optional)

You can choose to add the valuation report to a Case file automatically when it is generated (for audit or convenience purposes).

To do this in the client note section ensure that “Attachment – Add merge result as document note” is ticked (Usually is by default)

Then in the Case drop down box select the case that you wish to attach the valuation report to.

(Please note the case file will have needed to be created first)

This functionality is optional. The default system setting is for the valuation report to be produced and NOT added to the case file

automatically.

Click on “Execute” This will generate your valuation report

Information Box An information box will appear informing you that the report is generating

Click OK

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The number next to the Envelope symbol at the top of the page will change (increase by 1) when the valuation report is ready

Click on the Envelope symbol

when your report is ready

This will open another box which will have the option to “Download Report”

Click on the Download Report button

Depending on your internet browser the valuation report will then be available to you.

Leaving the Template file area To leave the template file area click on the button marked “Back”

Valuation report records Regardless of if the valuation report has been automatically saved to the Case file (Remember this is optional).

A copy of any produced client valuation reports will sit in the “Stored clients document” area of XPLAN.

To access this from the client menu go to

Documents > Stored Client Documents

You will then see the valuation report in the Document list with a Type of Document and a Sub type of Valuation report

Customisation of XPLAN

Emails You can email from XPLAN individually and bulk – you can personalise your emails by adding signatures and images

Not only can you email individually clients but also groups of particular clients a copy of the email will be kept in the clients

stored documents section for audit purposes.

However, before you generate an email you need to put your own email address into the system.

The following outlines how you do this – please follow me and add in your preferred email address

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Setting you own Email

details in XPLAN

Click Preferences at the top of the screen, second from the right

Click My Details down the left hand menu

Scroll to Telephone/Email and click Add

Select the email Type from drop down menu, i.e. Work Email

Enter in the email address in the box below

And confirm this is the Preferred email address

Click Save

This now saves your email address in the system.

Email Signature You can add a signature to your email address, to do this:

Click email down the left hand menu

Click Signature Options

Untick Use System Default Signature

Tick Personal Signature

Add a Couple of returns – this allows room for text to be added to the email before the signature

Type your signature or copy and paste logos etc., or you can Browse for your logo

Click Save

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Emailing Individual

Clients from XPLAN

You can email your clients directly from XPLAN, bearing in mind that earlier in the session we input your email address and signature.

Click on the Intrinsic logo

Go to the downward arrow next to your client’s name and click on it

Go to email

Select Send to Client (if this is greyed out then there is no email address for that client – however you can go into client

details/contacts and add the email address.

Template – select Private

Subject – enter the email subject

Press – new page button to the right of SOURCE if the cursor does not appear on the message entry sheet.

Type in email message and click Send

The final email will be automatically stored in the Client Stored Documents (click to view)

So we know how to send an email to an individual and create an email address for you as an adviser.

Emailing a Searched

group on XPLAN

In Part 1 of the course we showed how to search for a group of clients. It is possible to email this entire group with an email to

aid education/marketing of the customer base. This can be done as follows:

Click Advanced underneath the Search box

Select and run a search (if the delegates have not created any searches on their own version of XPLAN then get them to use one

of the pre-set searches for illustration purposes)

Tick the box next to Name – this selects all the clients

Click Email in the 3rd column

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Click Email all

Select Private

Enter Subject

Type email and include attachment as appropriate

Send

This will send the email to all the selected clients and also save in their documents.