Portfolio Online Adviser user manual November 009 Issued by IOOF Investment Management Limited ABN 006 69 0, AFS Licence No. 0
Contents / Where do I start? Logging in / Finding a client or employer The client/member search screen / Client and account details The client result screen / Looking at your client s account summary 6 The account summary screen 6 6 / Reporting 8 The account reporting screen 8 7 / Portfolio reporting for multiple accounts 9 The portfolio reporting screen 9 8 / Adviser reporting 0 The adviser reporting screen 0 If you are experiencing any difficulties with Portfolio Online, contact Adviser Services on 800 69 6 or your Business Development Manager. Portfolio Online is a tool to help you manage yours and your client s business. Through Portfolio Online (POL), you can: Note: monitor the progress of applications, changes, contributions and withdrawals; view and print copies of statements and confirmation letters your clients have received; download and print reports for client reviews; report on FUM, active clients and asset classes; and access Product Disclosure Statements (PDS), forms, fund profiles, unit prices and performance data. If you want to download a PDS or a form, there is no need to log onto POL. Just go straight to the documents and forms option contained in the IOOF web site and select the product you wish to view. If you are after a unit price or performance table for an investment option, you can click on the performance and prices option on the IOOF web site. All of this information is available to the public, so you can direct your clients to the IOOF web site www.ioof.com.au if they want to check unit prices or access the latest updates. For specific information relating to your client s and your business, you need to log into POL.
/ Where do I start? Logging in From the IOOF web site www.ioof.com.au, select the Portfolio Online log in button. This will open the POL login screen. To login, enter your username and password. Both the username and password are case-sensitive. Note: If you enter an incorrect password three times, you will not be able to login until your password is reset. It is a good idea to save the login page to your favourites (located in the menu bar of your web browser) so you can easily select it in the future.
/ Finding a client or employer The client/member search screen The toolbar gives you options related to your business as an adviser and is not specific to a particular client. Note: options will change depending on which screen you are viewing at the time. You can access details of your client by searching for the client number, account number or surname. Alternatively, select list all clients to view a complete list of all your clients. Note: If you want to view clients whose accounts have closed, uncheck the list active clients only box. Employer search works on the same principle. In this case, the client number refers to the employer s plan number and not the number of an individual member. Note: Some employer and corporate plan members have requested that their details be withheld. You can view only the name and account numbers for these clients. The view your recent workflow items option will take you to a list of requests that have been submitted in relation to your clients accounts. These buttons will take you to areas of special interests and to other brands administered by IOOF that you are licensed to service. Note: If the client has transferred to another adviser you will not be able to view their records, including those from when the client was with you.
/ Client and account details The client search result screen Once you have located the client you wish to view, you will be presented with the client search result screen. From here, you can access different information about the client and their account(s). 6 6 The client s name will take you to a portfolio summary. This lists their account types, account numbers and balance. It also shows their address, phone number and date of birth. The account number will take you to the account summary screen, which will show you a breakdown of investment options, details of investment instructions and other account features such as direct debit requests, insurance and beneficiaries (where applicable). See page 6 for more information. This will take you back to the client/employer search screen to start a new search and/or find a different client. You can access adviser reports by clicking on your name here. These are not specific to the client you are viewing and will be looked at in more detail on page 0. Search options will allow you to search within the results returned. If you want to start a new search unrelated to the last one, use the Click here for a New Search option (). These icons allow you to: print the information; export to PDF; or download to Microsoft Excel (if you want to use the data in spreadsheet format).
/ Looking at your client s account summary The account summary screen You can view a range of account reports for your client. If the client has multiple accounts, you can view all the details at once. This screen is the same as what your client sees when he/she logs in with their own Portfolio Online username and password. From the account summary screen you can go to: portfolio reporting - a list of reports which provide a consolidated view of all the client s accounts (see page 9); investment options - a list of all investment options relevant to the account type - the link is the same as the research other funds option described on page 7; documents and forms - displays the current range of PDSs and forms relevant to the account - you can print them off or download them for use as email attachments; statements and letters - download, view and print back-copies of the client s statements, withdrawal, switch and deposit confirmations, and welcome letters; tools and resources - provides a range of online calculators and client education resources; and client details - a report with the client s name, address, email and phone number information. Note: The options available in the toolbar will always be specific to the type of account you are viewing. 6
/ Looking at your client s account summary The account summary screen (cont.) Here, your client can review their account preferences and provide advice on how to update these preferences: manage account preferences - access forms to change investment instructions; switch investments - models changes to a portfolio, including investment instructions, and (where you have been authorised to do so), submit this switch instruction directly to IOOF from POL; account reporting - see page 8; statements and letters - download, view and print back-copies of the client s statements, withdrawal, switch and deposit confirmations, and welcome letters; get financial advice - takes the client to your contact details; and switch wizard - simulates a switch and models before and after asset allocations. These links provide your client with your contact details. The need to contact us? and online feedback form enable your client to contact IOOF with queries or concerns. Your account summary Account preferences shows shows investment options, money going into and out of including units, most recent the account, including: unit price, dollar value and direct debits; percentage total, in order of regular savings plans; dollar value. regular withdrawal plans; pension payments; Click on the name of any investment and investment option for a redemption instructions; summary of the fund details. instructions for investment Research other funds takes of distributions (where you to a list of all investment applicable); and options relevant to the fee aggregation. account type. You can also see if your client has nominated a beneficiary. 7
/ Reporting The account reporting screen The account reporting option contains a list of all the reports than can be generated for the account you are viewing, including: detailed account summary; transactions; account history and account balance history; detailed and summary asset allocations; product types; work in progress; fund performance; and Centrelink schedule. Click on run report for the option you want. Note: Some of these reports are only available for specific types of accounts. 8
6 / Portfolio reporting for multiple accounts The portfolio reporting screen Some of your clients will have more than one account. You can view the details of the client s accounts within the same report by selecting the portfolio reporting option from the toolbar (see page 6). The list of reports you can create at portfolio-level will be smaller than at account-level. The portfolio-level reports will include reports detailing balances, assets, earnings and fund movements. It will not include reports that are only valid for single accounts, including Centrelink schedules or work in progress. All values reported are for the combined values of the client s accounts. Creating reports using the portfolio reporting option combines the balances of the client s accounts so you can report on all of their investments with IOOF. Pictured is a sample of a portfolio-level report. It combines the details of the client s two open accounts in the one report. Many of the features shown in this report will be the same on other portfolio-level reports. You can change the date of the report and select the accounts you want to combine for this report. All of the client s IOOF accounts will be displayed here, including closed accounts. To change the combination of accounts or the date of the report, simply select the options you want and click run report. Account details are listed individually here. You can click on any of the fund names for more details on that fund. To return to an account summary (page 6), just click on the account number you want. 9
7 / Adviser resources The adviser reporting screen Reporting on your practice POL allows you to create reports to help you manage your practice. You can access these reports from the adviser reporting option: account valuation; clients by asset status; client list; corporate/employer member exits; corporate/employer new members; funds under administration/management (FUA/FUM); work in progress; insurance lapse warning; insurance lapsed; and expiring binding nominations. 0
Notes
IOOF ADVISER SERVICES GPO Box 6 Melbourne VIC 00 Phone 800 69 6 Fax 800 8 9 Email adviserservices@ioof.com.au WEB SITE www.ioof.com.au This guide has been prepared by IOOF Investment Management Limited, ABN 006 69 0. Trustee of the IOOF Portfolio Service Superannuation Fund, ABN 70 8 69 88. Trustee of LifeTrack Superannuation Fund, ABN 9 76 898. All sample reports contained in this guide are for illustration purposes only. 0