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PensionPro 2.0 - Integrating ftwilliam.com Software with PensionPro

The partnership between PensionPro and ftwilliam.com provides users the ability to link certain information between the applications. This article walks users through creating a new Client, Plan, and 5500 Signers on ftwilliam.com using the PensionPro user interface. It also walks users through the process of linking current Clients, Plans, and 5500 Signers so information such as 5500 filing dates and compliance testing results can be updated in PensionPro when completed on ftwilliam.com.

 

Tier Availability: Team, Core, Essential, Premium, Business
Security Rights Required: Maintenance

 

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Setup

To link information between PensionPro and ftwilliam.com, users must obtain API Sign-In Credentials from ftwilliam.com containing an API Key and SSO Source Reference. Only request the SSO Source Reference if you are a PlanSponsorLink user, and you intend to direct 5500 Signers to PlanSponsorLink to file their Form 5500.

To obtain this information, email ftwilliam.com by clicking here to open a pre-formatted email to request an API Key and an SSO Source Reference if applicable.

Entering the FTW API Key in PensionPro

  1. Upon receipt of API credentials from ftwilliam.com, go into PensionPro and from the Navigation Panel, click Maintenance > Preferences > Integrations > ftwilliam.com.
    • The user is directed to the General menu for the ftwilliam.com Settings.
  2. To the right of the grid, click the Edit icon and a pop-up menu will appear.
  3. Enter the ftwilliam.com API Key and the SSO Source Reference code, if applicable in their respective fields.
  4. Click Save.

In addition to the information provided by ftwilliam.com the following options appear on the General menu:

PSL SSO Enabled: Stands for PlanSponsorLink Single Sign-On Enabled. Click on the checkbox if Clients will be directed to PlanSponsorLink to sign their Form 5500. Enabling this feature will link the ftwilliam.com 5500 Portal to PlanSponsorLink, which allows the Form 5500 signer to log in directly to ftwilliam.com from PlanSponsorLink to sign their Form 5500.

Government Forms Enabled: Click on the checkbox to allow the integration and linking of information between PensionPro and ftwilliam.com’s Form 5500 software. Once enabled, the following fields from the Plan’s Plan Cycle > Filings tab will update hourly in PensionPro after completion on ftwilliam.com.

  • 5500 Invited Date
  • Sponsor Signed Date
  • Admin Signed Date
  • DFE Signed Date
  • 5500 Filed Date
  • 5500 Accepted Date
  • Sign Status
  • Acceptance Status
  • 5558 Filed Date (must be part of a 5558 batch on ftwilliam.com marked as "Completed")

Once enabled, PensionPro will also back-fill the above Form 5500 information for any Plan that has a Plan Cycle in PensionPro with filing information on ftwilliam.com prior to the integration.  This information is generally populated within 72 hours of linking Client and Plan information between the applications. An Employer Data record and Plan Cycle record both must have the same Period Start Date as the 5500 that was filed for the Plan in order for the fields to sync on the corresponding Plan Cycle record.

Compliance Enabled: Click on the checkbox to allow the integration and linking of information between PensionPro and ftwilliam.com’s compliance software. Only click on the checkbox if you are a ftwilliam.com compliance software user. Once enabled, the following fields from the Plan’s Plan Cycle > Test Results tab will update hourly in PensionPro after completion on ftwilliam.com.

  • ADP
  • ACP
  • 401(a)(4) General Nondiscrimination
  • Top Heavy
  • 415 Limit
  • 404 Deduction Limit
  • 410(b) Coverage – 401(k)
  • 410(b) Coverage – ER Match
  • 410(b) Coverage – ER PS

An Employer Data record and Plan Cycle record both must have the same Period Start Date as the 5500 that was filed for the Plan in order for the fields to sync on the corresponding Plan Cycle record.

Create Records in ftwilliam.com: Click on the checkbox to allow Client, Plan, and Contact information to be created in ftwilliam.com via the PensionPro user interface. Information that can be created in ftwilliam.com through PensionPro is as follows:

  • Client Fields
    • Company Name
    • Client Address (Address must be set to Primary in PensionPro)
    • Client ID
    • Phone Number (Phone Number must be set to Primary in PensionPro)
    • Entity Type (Currently defaults to “other” on ftwilliam.com)
    • EIN
    • Fiscal Year-End
  • Plan Fields
    • Plan Name
    • Plan Type (Currently defaults to “WL”)
    • Checklist (Currently defaults to “Misc”)
    • IRS Plan Number
    • Plan Year-End
    • Trust EIN

Update Records in ftwilliam.com: Clicking the checkbox will allow certain information that is updated in PensionPro to be updated in ftwilliam.com. Company Name, Client ID, Plan Name, and TPA Plan ID are synced fields that will update on ftwilliam.com if changed in PensionPro.

When you click save the Verified field will indicate Yes if a correct API Key has been entered. If an incorrect API Key is entered on the pop-up and the user selects the Save button, a message will display: “Settings cannot be verified. API Key might be wrong.” The Verified field must be set to 'Yes' for the integration to function properly.

Enable the Import Specifications Button on Plan Document: Click the checkbox to allow the integration and linking of information between PensionPro and ftwilliam.com’s Plan Document software. Enabling this feature allows users to import a Plan’s Document Specifications from ftwilliam.com to PensionPro.

Creating New Client, Plan, and 5500 Signers

Add a New Client

To create a Client record in ftwilliam.com, first complete the above Setup steps. Once that is completed, create a new Client in PensionPro using the standard Client creation process. To find steps on creating a new Client record, please review Adding a Client, Plan, or Contact.

  1. After the Client has been created. click the More menu > FTWilliam Integration > Create New button located in the upper right corner of the Client > General menu.
  2. Clicking the Create New button will immediately create a new Company record on ftwilliam.com.
  3. The information that will be created on ftwilliam.com is Company Name, Client ID, Address (primary address only), Phone Number (primary Phone Number only), Entity Type, EIN, and Fiscal Year-End.

The system will scan the current database for duplicate Client ID’s before creating a new Client record. If a duplicate is found the user will receive a notification, “A Client with the ID [ClientID] already on file for this company. Try using the linking tool to link this Client.”

 

Add a New Plan

To create a Plan in ftwilliam.com using PensionPro, a Client must first be created in PensionPro and ftwilliam.com. Create a new Plan in PensionPro using the standard Plan creation process. To find steps on creating a new Plan record, please review Adding a Client, Plan, or Contact.

  1. After the Plan has been created click the More menu > FTWilliam Integration > Create New button located in the upper right corner of the Plan > General menu.
  2. Clicking the Create New button will immediately create a new Plan on ftwilliam.com. Information that will be created on ftwilliam.com is Plan Name, Plan Type, TPA Plan ID, IRS Plan#, Plan Year-End, and Trust EIN.

The system will scan the current database for duplicate TPA Plan IDs before creating a new Plan record. If a duplicate is found the user will receive a notification, “A Plan with the ID [TPAPlanID] already on file for this company. Try using the linking tool to link this Plan”

 

Linking Current Clients, Plans, and 5500 Signers Between PensionPro and ftwilliam.com

Users can link existing Clients and Plans using the ftwilliam.com Plan Linking Power Tools. From the Navigation Panel, choose Power Tools > ftwilliam.com.

To link current Client, Plan, or Contacts between ftwilliam.com and PensionPro, the ftwilliam.com Settings > General menu information must be completed. The API Key must be entered. The Verified field, Government Forms Enabled field, Create Records in ftwilliam.com field, and Update Records in ftwilliam.com field must be Yes.

 

Linking Plans

  1. To link Plans, access the ftwilliam.com Power Tool. This will open the linking tool, and default to the Options menu. From the I want to dropdown, select Link Plans.
  2. Select a status from the Plan Status dropdown and click Next.
  3. On the Linking step, the grid will populate with unlinked plans, and contains information on the Plan Name, IRS Plan Number, EIN and a message informing the user if a plan name and IRS plan number has been found and is available for linking in ftwilliam.com.
  4. Mark the checkbox to the left of the Plan Name to select plans to link and click Link Selected Records.
    • Plans that cannot be found in FTWilliam will have a greyed out checkbox. Ensure that the plan is in FTWilliam, and has an EIN and IRS plan number attached to it.
  5. A message will appear that says, "[Number] Plan(s) have been linked to ftwilliam.com." Click close to end the process.

Plans can also be linked from PensionPro to ftwilliam.com from the Plan > General menu.

  1. From the Plan > General > More menu, select FTWilliam Integration > Link to Existing or Create New.
    • Only choose 'Create New' if the Plan does not yet exist in ftwilliam.com.
    • If selecting 'Link to Existing' the Client record must already be linked to ftwilliam.com. A Link ftwilliam.com Plan pop-up will appear. Type in the Plan Name in the Plan to Link field and select the appropriate Plan name that appears. Click Save.
    • If Selecting 'Create New', the Plan will be created in ftwilliam.com.

 

Linking Clients

Linking a Plan using the Plan Linking tool will also link the Client to ftwilliam.com. No steps are required by the user to link the Client.

Clients can also be linked from PensionPro to ftwilliam.com from the Client > General menu.

  1. From the Client > General > More menu > FTWilliam Integration, select Link to Existing or Create New. Only choose 'Create New' if the Client does not yet exist in ftwilliam.com.
    • If selecting 'Link to Existing' a Link ftwilliam.com Company pop-up menu will appear. Type in the Client Name in the Company to Link field and select the appropriate Client name that appears. Click Save.
    • If Selecting 'Create New' the Client will be created in ftwilliam.com.

Unlinked Plans

A report titled Plans Missing Integration Link is available in the Navigation Panel under Reports > Plans. This report will provide a listing of any Plans that are not linked between PensionPro and ftwilliam.com.

 

Linking a 5500 Signer already on ftwilliam.com

At the beginning of each year, users will need to link any portal users that have not been linked before using the ftwilliam.com Power Tool found in the Navigation Panel under Power Tools > ftwilliam.com. When users link them using the tool, those Contacts will be set up in PensionPro as a 5500 Signer until they are unlinked. If Contacts have different email addresses, usernames, or are set up more than once in ftwilliam.com, they will not be linked correctly.

Linking a Contact and Portal User between PensionPro and ftwilliam.com is only necessary if the Client uses PlanSponsorLink.com and the TPA wants to direct their Clients to PSL to file the Form 5500.

A Contact only needs to be linked once and they will always have the Sign My 5500 button on PlanSponsorLink until they are unlinked.

 

Link a Portal User

To link a Portal User, the Contact must be created in ftwilliam.com, linked to the correct Plans, for the year the user is trying to link, with the correct rights and signing role.

 

In PensionPro, the Contact must be Active and have an email address. They must also be set up in a Contact Role on the correct Plans. If they have already been linked in a prior year, they will not show up in the linking tool.

 

The Plan(s) must be Active and have a Plan Cycle for the year that the user is trying to link. The Client and Plan must also be linked to ftwilliam.com.

 

To link Portal Users, the user should do the following:

  1. From the Navigation Panel, click Power Tools > ftwilliam.com. This will open the linking tool, and default to the Options step. From the I want to dropdown, select Link Portal Users.
  2. Select the Plan Year.
  3. Select a Plan Contact Role and click Next.
    • Users can choose All to bring back a list of all unlinked Portal Users.
    • The Linking tab will be populated with active unlinked Contacts that are in Plan Contact Roles on Plans that have a Plan Cycle created for the particular year being linked.
    • Contacts can be filtered on the Contact Name and Email in the grid.
    • The Form 5500 does not need to be locked on ftwilliam.com.
    • Results may be limited if Portal Users have not been rolled forward from the prior year’s Form 5500 on ftwilliam.com.
  4. Mark the checkboxes to the left of the Contact Name
    1. Portal Users who have not been set up on ftwilliam.com, will have a note in the Messages column that says, "Cannot locate a matching contact in ftwilliam.com."
  5. Click Link Selected Records to execute the linking.
  6. Users can tell if a Contact is linked by navigating to the Contact > General menu and at the bottom of the General Information screen there will be an ftwilliam.com Login Name field that will display the Login Name if the Contact is linked. If the field is not displayed, then the Contact is not linked.

Once a Contact has been linked, they should see the Sign My 5500 button in the upper right corner of the My Active Tasks screen of PlanSponsorLink. Once they click on this, they will be taken to ftwilliam.com site to sign. Any 5500s they are supposed to sign will show up on that page. The linking tool does not control this. The button will appear every time the Contact logs into PlanSponsorLink moving forward, regardless of plan year unless the Contact is unlinked.

 

Unlinking Clients, Plans, and 5500 Signers Between PensionPro and ftwilliam.com

Unlinking an individual Plan with ftwilliam.com is done through the Plan’s Home tab.

  1. On the Plan > General menu, the Integration field will be filled with 'Yes' if the Plan is linked to ftwilliam.com.
  2. Click the More menu > FTWilliam Integration > Unlink to unlink the Plan in PensionPro to ftwilliam.com, which will stop the flow of all Plan information between the applications.

To unlink a Client, all associated Plans must first be unlinked.

  1. On the Client > General menu, the Integration field will be filled with 'Yes' if the Client is linked to ftwilliam.com.
  2. Click the More menu > FTWilliam Integration > Unlink to unlink the Client, which will stop the flow of all Client information between the systems.

To unlink a Portal User

  1. Search for the Contact in PensionPro.
  2. Click on the Contact’s name under the Contact dropdown in the Search results.
  3. On the General menu, click the More menu > ftwilliam.com Linking > Unlink Contact.

Sign My 5500 Button Checklist

In order for the Sign My 5500 to button appear on PlanSponsorLink, the following conditions must be met:

  • Navigate to Maintenance > Preferences > Integrations > ftwilliam.com and confirm the PSL SSO Enabled value shows as Yes (in order for the plan sponsor to see the Sign My 5500 button on the portal).
  • Confirm the Contact is not set up multiple times in ftwilliam.com.
  • Confirm that the Contact is set up as a signer in ftwilliam.com and their email address in ftwilliam.com matches their email address in PensionPro.
  • Confirm the Client is linked by navigating to the General tab of the Client.
    • If linked, the value listed for ftwilliam.com integration will be Yes.
  • Confirm the Plan is linked by navigating to the General tab of the Plan.
    • If linked, the value listed for ftwilliam.com integration will be Yes.
  • Confirm the Contact is linked by navigating to the General tab of the Contact.
    • If linked, users will see a value listed for ftwilliam.com Portal Username.
    • Confirm that is the correct FTW Portal Username for that signer.

 

Frequently Asked Questions

  • Is there a way to view Plans that are unlinked with ftwilliam.com? Yes, users can view the Plans Missing Integration Link report. This report will provide a listing of any Plans that are not linked between PensionPro and ftwilliam.com. Users can find information on navigating to that report and what is displayed within this report in Navigating PensionPro Reports.
  • A number of the ftwilliam.com linked fields are not populating on Plan Cycles for a few Plans. How can I make sure these are linked correctly? Users should first confirm the ftwilliam.com Settings Information is entered on the General menu of Maintenance > Preferences > Integrations > ftwilliam.com. The API key must be entered and verified. Government Forms Enabled and Compliance must be enabled. Secondly, the user can manually unlink the Plan and Client on the Plan Details and Client Details tabs (If the Client is linked to multiple Plans, all Plans must be unlinked prior to unlinking the Client record). Once the Plan and Client are unlinked, relink the Client from the Integration field at the bottom of the Client > General menu by clicking the More menu > FTWilliam.com Integration > Link. Users can then relink the Plan by accessing the Plan > General menu and clicking the More menu > FTWilliam.com Integration > Link. Once the Client and Plan are relinked to FTWilliam, click the More menu > Refresh Plan Cycle Data on the Plan Cycle > General menu for this Plan.
  • My API Key was verified in the General ftwilliam.com Settings Information preferences, but I do not see the Integration field on Client Details or Plan Details. What am I missing? Create Records in ftwilliam.com must be set to 'Yes' on the General ftwilliam.com Settings Information.
  • Where has the Refresh from ftwilliam.com button gone? This button's function has been rolled into the More menu > Refresh Plan Cycle Data button found on the Plan Cycle General tab for a Plan. This button refreshes with any available data from ftwilliam.com and the Department of Labor.
  • One of my Contacts is not appearing as an unlinked Contact in the Portal User Linking tool. How can I troubleshoot this?
    1. Users should first confirm the General ftwilliam.com Settings Information is entered on the General menu of Maintenance > Preferences > Integrations > ftwilliam.com. The API key must be entered and verified. Government Forms Enabled and Compliance must be enabled.
    2. Secondly, the user should confirm the Contact is not set up multiple times in ftwilliam.com.
    3. Users should also confirm that the Contact is set up as a signer on ftwilliam.com.
    4. Next, the user should verify that the Contact is not already linked by scrolling to the bottom of the Contact > General Information screen for the Contact. If there is a field called ftwilliam.com Login Name then the user is linked and may need to be unlinked if they are linked incorrectly.
    5. Next, the user can manually unlink the Plan and Client on the Plan Details and Client Details tabs (If the Client is linked to multiple Plans, all Plans must be unlinked prior to unlinking the Client record).
    6. Once the Plan and Client are unlinked, relink the Client by clicking the More menu > FTWilliam.com Integration > Link on the Client > General menu.
    7. Users can then relink the Plan by clicking the More menu > FTWilliam.com Integration > Link on the Plan Details > General.
    8. Users can then relink the Contact as a 5500 signer using the ftwilliam.com Power Tool.
  • How do you Unlink and Link Plan and Clients?
    1. Unlink the Plan:
      On the Plan > General screen, scroll to the bottom. The Integration field will be filled with 'Yes' if the Plan is linked to ftwilliam.com.
      2. Clicking the More menu > FTWilliam.com Integration > Unlink will unlink the Plan in PensionPro to ftwilliam.com.
      3. Click the Client Name to the left of the Plan Name to move to the Client Details screen.
    2. Unlink the Client:
      On the Client > General menu, the Integration field will be filled with 'Yes' if the Client is linked to ftwilliam.com.
      2. Clicking the More menu > FTWilliam.com Integration > Unlink will unlink PensionPro to ftwilliam.com.
    3. Link the Client:
      1. On the Client > General menu, the Integration field will be filled with “Client not linked, use the More menu for linking options." Click the More menu > FTWilliam.com Integration > Link to Existing.
      2. A Link ftwilliam.com Company pop-up will appear. Begin typing the Company’s name in the text box and select the appropriate Company when it appears.
      3. Click Save.
      4. Click the Plans menu and double-click on the Plan you want to re-link.
    4. Link the Plan:
      1. On the Plan > General menu, scroll to the bottom. The Integration field will be filled with “Plan not linked, use the More menu for linking options.” Click the More menu > FTWilliam.com Integration > Link to Existing.
      2. A Link ftwilliam.com Plan pop-up will appear. Begin typing the Plan’s name in the text box and select the appropriate Plan when it appears.
      3. Click Save.
  • If I update the Company Name in PensionPro, will it also be update in FTW? Yes, updating the Company Name in the PensionPro application will also update the Company Name on in ftwilliam.com. 
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