This chapter is intended for plan administrators and those responsible for maintaining plans and accounts. It provides guidance on how to effectively manage, update, and organize all plan information to ensure accuracy and efficiency in your workflow.
Plans
TPA Plans houses all of your plan and account information within Stax.ai. It is the central knowledge base that Stax.ai bots use to determine who belongs to each statement and where to save it.
Keeping your TPA Plans up to date is essential for maintaining a smooth workflow. As your team expands and adds new brokerage plans, please add them to Stax.ai to keep us up to date.
We know you may not have the investment account numbers right away. This is something we at Stax.ai can add to TPA Plans for you if the plan is already set up. If your team does not want us to make any edits or changes in TPA Plans, please make sure your client success specialist is aware.
How to add a new plan
Click on +
2. Enter Plan information into blank spaces
3. Click Create
How to delete a plan
Click the delete button
Select OK on the popup
How to edit a plan
Click inside any field that needs to be changed
Edit the field
Click Save
Accounts
The account numbers are one of the most vital pieces of data that Stax.ai needs in order to successfully sort, process, and file your brokerage statements.
Each account number in TPA Plans is referenced whenever a new document is uploaded. The bots search for any matches to the account numbers listed in our system; as soon as a match is found, the plan information is attached to the statement and it is moved along.
If the account numbers change or are masked, the system may not be able to find an exact match. We highly encourage all account numbers be unmasked and only contain the static account number.
Example: Morgan Stanley and UBS account numbers have suffixes that change occasionally. Every time the -123 or -ZZ changes, Stax.ai will struggle to identify the account and link it properly for trust accounting. For this reason, we'd suggest keeping them formatted as the following:
Morgan Stanley: 123-456789
UBS: AB 12345
Similarly, for Vanguard accounts, it is recommended to keep the fund prefix off of the account numbers in TPA Plans.
Vanguard: XXXXXXX890 or 1234567890
How to add an account
Click + next to investment accounts
Choose the provider from the drop down list or type it in. You can also create a new provider if yours is not listed
Add the full account number
Add the payee or account name (if applicable)
Click save
How to delete an account
Click delete next to the account number you want to delete
Click OK on the popup
How to edit an account
Click on the Edit button
Change whatever field you need to
Click save
Run Trust Accounting
What is this button?
The “Run TA” button will run the trust accounting script on the currently selected plan.
How does it work?
When you click the “Run TA” button in the Plan Editor, it will look for statements waiting in the Trust Accounting stack for the selected plan. After finding these statements, it will then generate the excel sheet and save it to your client directory.
This button also allows you to re-run trust accounting for all documents in the plan, not just the ones waiting in the Trust Accounting stack, or, you can choose to run your trust accounting or all plans in the Plan Editor, not just the selected one.
When choosing to run for all plans, this will clear the statements out of the Trust Accounting folder and move them to Filed Statements. If no statement for a particular plan is present in the Trust Accounting stack, a new sheet will not be generated.
How to use the “Run TA” button
Steps to run trust accounting from the TPA Plan Editor
Select the plan you’d like to run trust accounting for
Click Run TA at the top right of the TPA Plans screen
Choose the plan year you’d like trust accounting ran for
If you want to run trust accounting for the currently selected plan…
Choose if you would like to re-run trust accounting for all documents by selecting the “Re-run trust accounting for all documents (even previously processed documents) check-box
Click “Submit"
If you want to run trust accounting for all plans…
Select the “Run trust accounting for all plans and not just the selected plan” check-box
Click “Submit”
Import Plans and Accounts from Excel Sheet
Download our import template here
What is this button?
While we typically handle a bulk import of plans and accounts during onboarding, you may occasionally need to update or add them yourself. This can be helpful when assigning team members to plans, updating directories, or adding newly acquired plans.
How does it work?
When using our import template, Stax.ai reads each cell under a column header to update your plans and accounts. If a cell is blank and not a required field, Stax.ai will skip it and keep the existing data. However, if anything is entered - even a space - Stax.ai will interpret it as new information.
You can organize your spreadsheet in the way that works best for you. Plans and Accounts can be listed on separate sheets or combined into one. Just ensure that Accounts indicate which Plans they belong to and that column headers are clearly labeled so Stax.ai can map the information accurately.
Required Fields
Plans: Either “Plan Name” or “Plan ID” must be included. If both are missing, Stax.ai cannot create or update the Plan.
Accounts: Both “Account Number” and “Provider” are required. Additionally, the required Plan fields must be on the same row so Accounts can be correctly linked to their respective Plans.
During the import, Stax.ai will only update Plans using data from the Plan sheet. Information on the Account sheet will not be used to update Plans, even if Plan details are listed there.
If any issues arise during the import process, Stax.ai will provide details in the “Import Program Comments” column of your sheet. Cells will be highlighted as follows:
Red: Missing or invalid data.
Yellow: Successfully updated data.
Stax.ai compares the spreadsheet data with what’s already in the system. If differences are found, it updates only the changed fields. Rows with no changes are skipped to ensure efficiency.
How to import your plans and accounts
Steps to import plans/accounts from an excel sheet
Click “Import”
Select your file
Submit
Wait
Export Plans and Account to Excel Sheet
What is this button?
The Export plans button exports all plan information present in the TPA Plan Editor into an excel sheet.
How does it work?
Sometimes it’s easier to see a full list of your plan information in a spreadsheet.
Stax.ai will export all of your plan information into an excel sheet underneath the following column headers:
Internal Plan Id | Plan Name | Plan Type | Local Director | Is Terminated? | Plan Year End | Plan Assignees |
You are able to make any edits/changed to this excel sheet as needed, and re-upload this using the “import plans” button to automatically update your plan information.