Maxim Private Clients - Processes Manual 2018

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Procedures Manual

Maxim Private Clients

Date 18/07/2018 Licensed by Futuro Financial Services Pty Ltd FL No. 238478
Suite 3, Level 3, 200 Creek Street, Brisbane QLD 4000
Ph: (07) 30180400

May 2018

Contents

Summary of New Client Process .................................................................................................................... 3
MPC Introduction Letter & One Page Fact Find ............................................................................................. 4
Making an appointment in Outlook.................................................................................................................. 5
Client Engagement Terms Letter .................................................................................................................... 6
Generate an Invoice ........................................................................................................................................ 8
Completing the Fact Find Wizard in XPLAN ................................................................................................. 10
Mapping a Data Feed in XPLAN ................................................................................................................... 11
MPC Welcome Letter .................................................................................................................................... 12
Fee Disclosure Statement Process............................................................................................................... 15
Opt-In Process .............................................................................................................................................. 17
Generate a Review Document ...................................................................................................................... 18
Implementation Procedure ............................................................................................................................ 19
Compliance Checklist.................................................................................................................................... 21
Adding a Document Template to XPLAN...................................................................................................... 23
Generating a Record of Advice (RoA) – for investment switches/rebalancing ............................................. 24
Filing documents in XPLAN file notes ........................................................................................................... 26

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Summary of New Client Process

1. Before appointment with Adviser, the following needs to be sent out:
• MPC Introduction Letter
• One Page Fact Find

2. Initial meeting with the adviser scheduled:
• Full Fact Find should be partially completed with the details we have been provided.
Additional information should be collected by the adviser in this meeting and signed off on
in this meeting

3. After initial meeting with the adviser, send out the following:
• Client Engagement Terms Letter
• Financial Services Guide
• Privacy Policy
• Adviser Profile

4. Statement of Advice completed
5. Paperwork prepared
6. Presentation meeting scheduled
7. Paperwork and supporting documents signed
8. Implement recommendations

• See implementation checklist if you need help
9. Once implementation is finalised:

• Email out the Platform Welcome Letter
• XPLAN updated in relevant sections including FDS, Opt In & Review dates
• Compliance checklist completed

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MPC Introduction Letter & One Page Fact Find

The Maxim Private Clients Introduction Letter is to be sent out to new referrals prior to their first meeting
with the advisor.
Links on where to find these templates are below:
Maxim Private Clients Introduction Letter
https://maximaccounting.sharepoint.com/AppPages/documents.aspx#/folder/Shared%20Documents1/Maxi
m%20Private%20Clients/Administration%20%20MPC%20Process/TEMPLATES%20(Xplan%20%20Gener
al)/New%20Templates%20July%202018
One Page Fact Find
https://maximaccounting.sharepoint.com/AppPages/documents.aspx#/folder/Shared%20Documents1/Maxi
m%20Private%20Clients/Administration%20%20MPC%20Process/TEMPLATES%20(Xplan%20%20Gener
al)/New%20Templates%20July%202018
Email wording:

dfghjghjgsdfsdGood Morning/Afternoon XXXX,

Confirming your meeting with Matt/Alex to be held on Wednesday the 18th at 10:30am.
Attached for your information is a letter introducing Maxim Private Clients and how we can help you. I
have also attached a short fact find to be completed and returned prior to your meeting. This will give
us an insight into your current financial position and we can better prepare for our meeting with you.
If you have any queries, prior to your meeting, please don’t hesitate to contact the office on 02 4925
1000.
Kind Regards,
XXXX

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Making an appointment in Outlook

1. Check the advisors calendar for available meeting times
2. Check the ‘boardroom’ calendar to make sure there is a meeting room available
3. Make a ‘new appointment’ in the advisor’s calendar for the day and time discussed with the client

and follow the below steps:

• Invite the boardroom and the client manager who looks after the client (if they are a Maxim
Accounting Client)

• If you have a room preference, note this down in the location

i. Watt Room or King Room

• Put the clients best contact in the email so the appointment can be confirmed by reception
the day before

• Put in how many people will be attending which will help with meeting room allocations if
there are multiple books for the same time slot

Example below:

Client Engagement Terms Letter

The Client Engagement Terms letter should be sent to the client within 24 hours of the advisor
meeting with the client.
XPLAN

1. Check file note/email from advisor to see what they want to charge for the following fees:
• Statement of Advice Invoice Cost
• Implementation Fee (flat dollar fee)
• Ongoing Adviser Service Fee (generally percentage based)

2. Find the client in XPLAN
3. Click ‘Merge Report’ on the left-hand side menu
4. Click ‘Maxim private Clients Templates’ in the report category section
5. Click the arrow next to the ‘Client Engagement Terms Template’
6. Select ‘Execute’ and wait for the document to generate before clicking the XPLAN envelope

Suite files
Engagement Terms letter
https://maximaccounting.sharepoint.com/AppPages/documents.aspx#/folder/Shared%20Documents1/Maxi
m%20Private%20Clients/Administration%20%20MPC%20Process/TEMPLATES%20(Xplan%20%20Gener
al)/New%20Templates%20July%202018
FSG, Privacy Policy & Adviser Profiles
https://maximaccounting.sharepoint.com/apppages/documents.aspx#/folder/Shared%20Documents1/Maxi
m%20Private%20Clients/Administration%20%20MPC%20Process/TEMPLATES%20(Xplan%20%20Gener
al)/New%20Templates%20July%202018

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Email Wording:

dfghjghjgsdfsdGood Morning/Afternoon XXXX,

Thank you for meeting with Matt/Alex yesterday. As discussed, please see attached Engagement
Terms Letter to be signed and returned if you would like to engage our services. This letter sets how
we can help you and the costs associated with our advice.
Also for your information, I have attached a copy of the following:

- Financial Services Guide
- Privacy Policy
- Adviser Profile
If you have any queries at all, please don’t hesitate to speak with Matt/Alex or myself in the office on
02 4925 1000.
Kind Regards,
XXXX

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Generate an Invoice

1. Log into Xero
2. On the home page, click ‘New sales invoice’

3. Fill in the details as per below:
• To – Type in client’s name (if client is not yet a contact, you can add them at this stage)
• Date – input the present date
• Due Date – 7 days after the invoice date
• Invoice No. – automatically generated, no need to edit
• Reference – put ‘MPC’ in front of the invoice no.
• Item – in the dropdown list, select SoA: Statement of Advice
• Description – edit the description with ‘Development of SoA and strategy
recommendations preparation’
• Unit Price – the amounts are shown exclusive of tax so put in the amount less 10% GST
(e.g. for invoice amounting $3,300, put in 3,000 units)

4. Click Approve
5. Where we have a client’s postal address, add this after you have approved the invoice by clicking

‘add address’ in this screen

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6. Click Print PDF, a dialogue box will ask if you would like to mark the invoice sent, click ‘Leave as-is’
7. A PDF copy of the invoice will be generated. Save a copy of the invoice under the client’s file notes

in XPLAN.
8. To make amendments click ‘Invoice Options’ then ‘Edit’. Once done with the changes click

‘Update’, repeat the process from Step 6. to void the invoice, simply click ‘Void’.
9.

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Completing the Fact Find Wizard in XPLAN

The full fact find is completed by the adviser and client at the clients initial meeting. It allows the adviser to
get an understanding of the client’s goals & objectives and current financial position.
Once the fact find is completed, the information needs to be entered into XPLAN so the details are ready to
go for the preparation of the Statement of Advice.
To complete the Fact Find Wizard in XPLAN, follow the steps below:

1. Click into the client in XPLAN
2. In the client page, on the left side Client Menu, click ‘Model Office Wizards’ – ‘Fact Find’

3. Fill in the details as per the Fact Find Questionnaire from the client
4. Upon completion, click ‘Save & Exit’

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Mapping a Data Feed in XPLAN

Data feeds are a feed that flow from our external product providers into XPLAN. The information that flows
through should be correct and is updated every 24 hours.

1. Click the XPLAN button and select Data feed Functions > System Data feeds
2. In the left-hand side select ‘Mappings’

a. If your mapping a portfolio account, select ‘IPS External Accounts’
b. If your mapping an insurance account, select ‘Client Focus Accounts’
3. In the search filter go to ‘Listing Option’ dropdown list and select ‘List Unmapped’. You’ll be able to
see all the accounts that need mapping. Alternatively, you can view the mapped clients by
selecting ‘List Mapped’

4. To map a data feed to a client in XPLAN, click the inverted triangle before the client’s name and
select ‘Map’

5. It will load to a different page. Under the ‘Select appropriate client’ click the magnifying glass icon
and type the clients name int eh search bar. Press enter to load results.

6. Double click the name of the client to select. Once selected click ‘Save and Exit’ in the upper right
hand of the page.

7. To double check the accounts mapped under a client’s name, search the client in XPLAN, click
Administration > Account mappings

NOTE: To map an adviser to a platform, check the product providers instructions on how to add a data feed
in the help menu (insights community) – System Data feed Addendum

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MPC Welcome Letter

Our MPC Welcome Letter gets sent out to clients once their new platform is set up and funds have been
received.

Follow the steps to generate a Welcome Letter in XPLAN:

1. Go into the client in XPLAN
2. Click ‘Merge Report’ on the left-hand menu
3. Click ‘Maxim Private Clients Templates’ in the report category
4. Click on the arrow next to ‘Platform Welcome Letter’
5. Click ‘Execute’
6. Edit the letter accordingly

Below shows what is to be included when sending out a welcome letter to a client:

Investment Account

- Portfolio Valuation

Superannuation Account

- Portfolio Valuation
- Super Choice Fund Nomination Form (for clients in HUB platform)
- Super Member Choice Form (for clients in Netwealth platform)

Pension Account

- Portfolio Valuation
- Centrelink Schedule

HUB24:

To generate the Portfolio Valuation:
1. In the client in HUB, Click the ‘Account Menu’ button
2. Click ‘Account Reports’
3. Change the Date Range to ‘From Inception’
4. On the left-hand side menu click the arrow before Review Reports and tick the box before
‘Portfolio Snapshot’ then click the magnifying glass to preview the report
5. Find the arrow on the upper right hand of the report to Download the file

To generate the Super Choice Fund Nomination Form:
1. In the client in HUB, Click the ‘Account Menu’ button
2. Click ‘BPAY/EFT Contribution Details’
3. Click ‘Super Choice Fund Nomination Form’

To generate the Centrelink Schedule:
1. In the client in HUB, Click the ‘Account Menu’ button
2. Click ‘Pension Details’

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3. Click ‘Download Schedule’
Netwealth:
To generate the Portfolio Valuation:

1. In the client in Netwealth, go to Client Details on the left-hand menu click ‘Reports & Statements’
2. Click ‘Portfolio Valuation’
3. Make sure to choose report format to ‘PDF’ and date range to ‘Since Inception’
4. Click ‘Submit’
To generate the Super Member Choice Form:
1. In the client in Netwealth, you will automatically be routed to ‘Portfolio’
2. Scroll down to find ‘How to deposit into your Netwealth account’
3. Click ‘Export to PDF’
To generate the Centrelink Schedule:
1. In the client in Netwealth, go to Client Details on the left-hand menu click ‘Reports & Statements’
2. Click ‘Centrelink details’
3. Make sure to choose report format to ‘PDF’ and date range to ‘Since Inception’
4. Click ‘Submit’
Suite files
https://maximaccounting.sharepoint.com/AppPages/documents.aspx#/folder/Shared%20Documents1/Maxi
m%20Private%20Clients/Administration%20%20MPC%20Process/TEMPLATES%20(Xplan%20%20Gener
al)/New%20Templates%20July%202018

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Email Wording Example (For a new super account in HUB24):

dfghjghjgsdfsdGood Morning/Afternoon XXXX,

We are pleased to advise that the implementation of your recommendations has finalised. Please
see attached letter and portfolio valuation detailing your new superannuation account details with
HUB24.

I have also included a super choice nomination form to be provided to your employer which will
provide them with all the details they require to start paying your superannuation guarantee you’re
your new account.
If you have any queries, please don’t hesitate to contact on 02 4925 1000.

Kind Regards,

XXXX

Fee Disclosure Statement Process

We generate a Fee Disclosure Statement list every 28th of the month.

To generate and FDS list, follow the steps below:

1. Go into the client list in XPLAN by clicking the magnifying icon next to the search bar
2. On the Search Filter area, click the dropdown box in the ‘Category’ that you want to run a report

(e.g. user group – Matt Haggarty; Category – Maxim Private Clients)

3. Click ‘Reports’ on the left-hand menu
4. Click ‘Management Report’
5. Choose ‘Next Disclosure Date’ in the Select Report category
6. Change the Date Range to ‘Next Disclosure Statement Date within next 30 days’
7. Click ‘Run’

Our MPC Fee Disclosure Statement gets sent out to clients every year depending on the date of their
signed ATP.

The FDS template is saved in XPLAN. To generate one for an existing client, follow the below steps:

1. Go into the client in XPLAN
2. Click ‘Merge Report’ on the left-hand menu
3. Click ‘Maxim Private Clients Templates’ in the report category
4. Click on the arrow next to ‘FDS Template’
5. Choose which advisor the client is under
6. Click ‘Execute’
7. Edit the letter accordingly

You will also be needing to generate a Revex Report to get the fees for the FDS. To generate a Revex
Report, follow the steps below:

1. Go to https://futuro.revex.com.au/
2. Click ‘Reporting’ on the left-hand menu
3. Click ‘Management Reports’ on the left-hand menu
4. Click the box beside ‘Revenue Summary (Includes Ongoing Fees and Client Grouping)’
5. Set the ‘Start’ and ‘End’ dates as per the FDS dates
6. You may choose ‘Products’ or ‘Clients’ in the Group Report by category
7. On the ‘Selected Entities Included in Report’ part below, go to ‘Clients’
8. Click on ‘Task’ on the right side
9. Click ‘Add Item’
10. Type in the name of the client and click on ‘Search’
11. A list of client names will appear, just choose the right client names on the menu by clicking on the

small box on the left side
12. Upon choosing, click ‘Accept’

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13. Click ‘Preview Report’
14. A pop-up will appear showing the report we generated, choose ‘PDF’ in the Select Format menu
15. Click ‘Export’
*We normally send the Revex Reports together with the FDS to the advisors as fees reference.
*We will also be applying the processes to Mark Charlton’s clients for Ark Wealth Management.

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Opt-In Process

We generate an Opt-In list every 28th of the month.
To generate an Opt-In list, follow the steps below:

1. Go into the client list in XPLAN by clicking the magnifying icon next to the search bar
2. On the Search Filter area, click the dropdown box in the ‘Category’ that you want to run a report

(e.g. user group – Matt Haggarty; Category – Maxim Private Clients)
3. Click ‘Reports’ on the left-hand menu
4. Click ‘Management Report’
5. Choose ‘Opt-in status Tracking’ in the Select Report category
6. Change the From and To dates. Usually we set the dates from the start of the month up to the end

of the next month.
7. Click ‘Run’
The Opt-In template is saved in XPLAN. To generate one for an existing client, follow the below steps:
1. Go into the client in XPLAN
2. Click ‘Merge Report’ on the left-hand menu
3. Click ‘Maxim Private Clients Templates’ in the report category
4. Click on the arrow next to ‘Opt-In Template’
5. Click ‘Execute’
6. Edit the letter accordingly

*We will also be applying the processes to Mark Charlton’s clients for Ark Wealth Management.

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Generate a Review Document

We generate an Incomplete and/or Overdue Review list every 28th of the month.
To generate and Incomplete and/or Overdue Review list, follow the steps below:

1. Go into the client list in XPLAN by clicking the magnifying icon next to the search bar
2. On the Search Filter area, click the dropdown box in the ‘Category’ that you want to run a report

(e.g. user group – Matt Haggarty; Category – Maxim Private Clients)
3. Click ‘Reports’ on the left-hand menu
4. Click ‘Management Report’
5. Choose ‘Client Review List’ in the Select Report category
6. Choose ‘All’ in the By Review Type in the Parameters
7. Change the By Status in the Parameters to generate an ‘Incomplete/Overdue Review’
8. Click ‘Run’
The MPC review document is generated for 12 monthly reviews where we will be wanting to do a recap of
the clients’ financial position etc.
To generate a Review Report, follow the steps below:
1. Make sure the data feeds have been mapped to the client and all relevant sections of XPLAN are

up to date as the data pulls through from what is entered into XPLAN
2. Go into the client in XPLAN
3. Click ‘Merge Report’ on the left-hand menu
4. Click ‘Maxim Private Clients Templates’ in the report category
5. Click the arrow next to ‘New Review Template’
6. Click ‘Execute’
7. Amend the document as required

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Implementation Procedure

1. Review the SoA implementation checklist (at the back of the SoA)
2. Prepare the applications as per the recommendations in the advice document

When there are Self-Managed Superannuation Fund (SMSF) recommendations:

Where we have recommended setting up a SMSF or changing investments within the SMSF, you will need
to check on the following details:

- Does the recommended SMSF Investment platform accept rollover cheques?
- Does the recommended SMSF Investment platform allow for third party

payments/withdrawals?

Platform Accepts SMSF Allows SMSF Cash
Rollover Payment to Account
Cheques Third Parties Required

Netwealth YES YES NO

HUB24 NO NO YES

As shown in the table above, if we are recommending our clients rollover their existing retail
superannuation balances into a Netwealth investment account in the SMSF name, no SMSF cash account
is required to be set up. However, if we are recommending rolling over into HUB24 investment account, we
will need to establish a cash account as part of implementation as HUB do not accept rollover cheques and
do not allow for third party payments.

- For identification and application purposes you will need to certain details about the SMSF to
complete the applications correctly. If this is a referral from Maxim Accounting, all these details
will be on XPM (green xero/practice manager). If you need further clarification, ask the client
manager for additional details. The following needs to be ready to complete the applications:
o Who are the members of the SMSF?
o Does the SMSF have a corporate trustee?
o Who are the directors of the corporate trustee?

NOTE: When preparing applications for a Self-Managed Superannuation fund through a platform
(i.e. Netwealth & HUB24) you will do an ‘investment’ account application in the name of the SMSF
NOT a superannuation application.

3. Check the applications have been signed where required and relevant ID forms have been
completed

4. Check that the fees have been taken correctly.
a. Have the clients been invoiced and paid for the SoA fee
b. Has the implementation fee been taken upon the funds hitting the new account

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i. Where we have nominated in HUB24 to process the initial deposit as the adviser –
you will need to select that the initial fee be taken at time of processing the initial
deposit. If this hasn’t been done, don’t stress! HUB24 will go back to the signed
application and process as per sign off if you request.

ii. Netwealth will process the implementation fee as per what is signed off on the
form.

5. Once everything is set up and in place, complete the welcome letter to go out to the client.
6. The compliance checklist is to be completed once everything is finalised and the welcome letter

has gone out to the client.

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Compliance Checklist

Once the implementation stage is completed for all new clients and the welcome letter has been sent out,
we complete a Compliance Checklist. This is a final run through of the client file to ensure we have
everything signed and have provided all relevant documents to the client.

NOTE: Anything missing from a client file needs to be followed up on either directly with the client or with
the adviser.

The Compliance Checklist template is saved in Suite Files under Compliance.

Client Name: Partner Name:

Entities: Date of Initial Interview:

New Client Existing Client

Requirements Completed Document Signature Electronic
Date or Paper?
Engagement Letter Signed & in XPLAN & on file Date
FSG & Privacy Issued and explained
Version: ____________
Effective Date: ___________
Fully completed FF signed by Client
Objectives: ____________
Scoped vs. Comprehensive: ____________
If Scoped – additional Advice Form signed?
Risk Profile Completed: ______________
All sections completed? _____________
File notes: ___________
Client ID obtained

Written SoA issued to Client
Replacement of Product comparison completed (in SoA)

Completed Switching Financial Products Checklist

Product Research Provided to the client

PDS provided to the client:
Version: ______________
Issue Date: ____________
Risk Classification Sheet completed

ATP signed by the client

FDS & Opt In dates entered into XPLAN

TFN removed or Authority to Retain received

Application Forms completed

Fee for Service received from Client
SoA Fee (must be taken proportionally if from

platform)
Implementation Fee:
On-going Fee :
Business Lodged (Applications)

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Business completed – all roll overs received and applied
Business completed

risk accepted
risk rejected
Welcome Letter w/ policy/platform details &
next review date
Review Date entered into XPLAN
XPLAN database updated
Email address added in mail chimp mailing list
Commission or Fee paid & Statement checked

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Adding a Document Template to XPLAN

Follow the steps below to Add a Template in XPLAN:
1. You can add a template by simply going to ‘XPLAN’ drop down box near the logo
2. Click on ‘Administration Functions’ in the drop down
3. Click on ‘Templates’
4. In the ‘Merge Template’ on the left-hand menu, choose ‘Manage’
5. Click on the arrows before ‘Maxim Private Clients Templates’ in the Manage Office Template
6. Click ‘Add Template’
7. Fill out the ‘Template Name’ and ‘Description’ of the document you will add
8. Click ‘Create’
9. On the upper right-hand side click ‘List’ go back to step 5 and click on the name of the new
template you added
10. Click on the ‘Choose File’ button then hit ‘Upload’ to add your file

To Delete a Template, follow the steps below:
1. Follow steps 1-5 of the ‘Add a Template in Xplan’ procedure
2. This time, click on the name of the template you need to delete
3. On the upper left-hand side, click the arrow pointing down after the name of the template
4. Click ‘Delete’ then click ‘Yes’
5. A pop-up box will appear to ensure that you are deleting the template, just hit ‘OK’

To edit an existing Template, follow the steps below:
6. Follow steps 1-5 of the ‘Add a Template in Xplan’ procedure
7. This time, click on the name of the template you need to edit
8. Click on the file in the ‘Templates Files’ section and choose to Download ‘Microsoft Office
Format’
9. Amend the document as required
10. Click on the ‘Choose File’ button to add the edited file then hit ‘Upload’
11. Click the ‘X’ box before the name of the file you wish to remove on the template folder

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Generating a Record of Advice (RoA) – for investment switches/rebalancing

We generate a record of advice via the Xplan Model Office Wizard

1. Search the client in Xplan.
2. On the client’s menu, select Model Office Wizard (located in the lower left-hand side)
3. Select RoA

*If you’re generating a Record of Advice for a SMSF/Trust, you will still need to go to the client’s menu (e.g.
for JOD Superannuation, you will still need to complete the wizard under John O’Donnell’s client menu, in
the RoA wizard, you’ll be asked to ‘include multiple entities into RoA’, select yes)

4. Complete the wizard accordingly but leave out the investment recommendations as we manually
input the switches.
5. Click ‘Next’ then ‘Merge RoA’

6. Download the report output in the envelope at the top of the screen.

7. Amend the file as needed. In the recommended strategies section, please use below table format in
reflecting the trades (buy and sell).

8. Remove the asset allocation section and amend the Disclosure section accordingly
9. Types of fees you will need to consider when completing a RoA with buys and sells recommended:

Type of fee Description

Brokerage Fee (Upfront) Brokerage fees are charged by all platforms for the cost of buying
and/or selling direct equities through the platform. This is a one
Switch/Transaction Fee
(Upfront) of fee and may be charged on either a buy or a sell of shares.
Check with the relevant platform what the cost is as this differs.

Some platforms we use charge a flat dollar ‘switching’ fee to buy or
sell a managed fund. This is similar to a brokerage fee as

mentioned above however is charged on the purchase/sale of
managed funds. This fee is not to be with a buy/sell differential cost

as explained below.

Buy/Sell Differential Cost Buy/Sell differential costs are the cost of buying and selling
(Upfront) managed funds. Please note that this is NOT charged by the

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platform provider, it is charged by the actual fund manager. This
information is available on the research reports for the investments

Investment Cost (Ongoing) Investment costs are charged by the investment fund manager on
managed funds to hold the investment. This information is available

on the research reports for the investments

10. Save the file with the following name format
date – document type – client’s name (e.g. 31122018 Record of Advice_Client Name)

11. Send the document to Janine for checking. Save the final copy of the RoA in Xplan together with
the research reports

Email Wording:

dfghjghjgsdfsdGood Morning/Afternoon XXXX,

Please see attached Record of Advice & research reports detailing recent transactions in your
investment/superannuation/pension Account.

Please sign and return the Authority to Proceed at the back of the document at your earliest
convenience to confirm the transactions. Alternatively, you can respond to this email with
confirmation.

If you have any queries, please don’t hesitate to speak with myself or Matt/Alex in the office on 02
4925 1000.

Kind Regards,
XXXX

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Filing documents in XPLAN file notes

Follow the steps below to file a document in XPLAN File Note:

1. Search the client in Xplan.
2. On the Client Menu in the left-hand side, select File Note
3. In the Document List, change the View drop down box if the document to save is for the Client

/Partner /Both /All Related (Client=Client1, Partner=Client2, Both=Client1&2, All
Related=Client1&2&Entities)
4. On the right-side click ‘ADD’
5. On the Summary page, Choose the Type of the document you will be saving in the dropdown box
(i.e. Client ID for valid IDs, Fee Disclosure Statement for FDSs etc.)
6. Change the ‘Date’ (usually we put the document date here)
7. Fill out the ‘Subject’ with this format ‘date – document type’ (i.e.23072018 - 2017 FDS)
8. If necessary or further description of the files being saved, you may type it down on the space
below
9. On the Attachment page, click ‘Upload File’ and choose the file to be saved
10. Lastly, click ‘Save and Close’

Category in XPLAN Type of document
Applications Platform application forms
Signed Statement of Advice authority to proceed,
Authority to Proceed signed Record of Advice authority to proceed
Centrelink Centrelink Schedules, Statements etc
Old files saved in suite files, any client documents
Client Folder Files
Client ID that aren’t important
Certified or Valid ID’s
Client Questionnaires
Correspondence Fact Find
Email Statement of accounts, insurance statement, annual
Insurance
Meeting tax reports, letters from platform providers
Newsletter Email correspondence with clients
Insurance updates to providers
Adviser meeting notes

MPC newsletters that go out via mailchimp

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Record of Advice Record of Advice documents with research reports
for any changes to a client’s investments
Statement of Advice
Statement of Advice and supporting documents to
Review complete SoA
Risk Profile
Phone Call Review documents, research reports for review,
Working Papers portfolio snapshot provided at review etc

Fee Disclosure Statement Risk Profile Questionnaire

Phone call to/from client documenting discussion

Anything required to prepare recommendations,
SoA preparation

Completed Fee Disclosure Statement with file note
from Adviser around discussions regarding fees

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www.maximadvisors.com.au
Suite 101, Level 1, Watt St Commercial, 45 Watt Street, Newcastle, NSW, 2300

T: 02 4925 1000 | F: 02 4925 1010

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