You can create new Excel spreadsheets directly from within FYI. Simply accept or select filing information for the document, then click Create to open Microsoft Excel and use all the features of Office to work on your document.
You can also select from a library of templates maintained for your practice. This allows you to create spreadsheets with consistent content and layout. The template can use merge fields to populate the document with content from Xero Practice Manager. Refer to Creating Documents from Templates and Stationery.
For a video walkthrough that includes this feature, refer to Creating Office Documents From Within FYI (3 min).
This article contains the following sections:
Creating an Excel Spreadsheet with the + Button
- From FYI, click the + button in the menu bar.
- Select Spreadsheet from the list of document types.
Or, from the workspace, simply press the shortcut key S for a new spreadsheet.
The Create Spreadsheet drawer displays on the right-hand side.
The fields that initially display depend on whether or not you have Filing Defaults set with a Cabinet and Category selected in your settings, or if these are set as Practice Filing Defaults. When you select the Client these may change to the Filing Defaults set for the Client. If a template is selected, the Cabinet and Categories may change depending on whether Filing Defaults have been set up for the template. Refer to Setting Defaults and Filing Defaults for your own Login - My Settings, Setting Filing Defaults for a Client, Email AutoFile Settings Exclusions and Practice Filing Defaults and Creating Templates for Word, Spreadsheet or Presentation.
- Select the Client and Cabinet.
Client - Type at least three characters of the client name to display all clients containing those characters. Then click to select the required client.
Cabinet - If the selected Client has a default Cabinet, or you have a default for your own settings or for the practice, this is displayed. This can be changed if required.
When the Client and Cabinet have been selected, defaults and options display as relevant for what you have selected, for example, Categories, Jobs, Tags and Keywords are all set to display as relevant depending on the Cabinet selected.
- In the drawer, select or enter the filing fields, or change the defaults that are given:
Change Addressee - if the document is being sent to a different addressee other than the client that it is being filed under, click the Change Addressee link and select the required addressee.
Template - if required, select a template. If relevant for the selected template, default values for one or more Categories are offered providing a Cabinet is selected that uses the relevant Category/Categories. You can change the value for the Categories if required.
Categories - select the filing Category/Categories for the document, such as Year and Work Type. The Category options that are available may be filtered according to the Cabinet selected.
Job - If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to the section Jobs and Setting Up Jobs in FYI).
Tags and Keywords - If the selected Cabinet has been enabled for Tags and/or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document. Refer to Tags and Keywords.
Name - to identify the document internally, the name displays in the lists in FYI.
If a default name is provided, for example from the selected template, you can change this.
Opening Method after Creating - This option is only included if Co-edit is enabled for your practice. Refer to Overview - Co-editing with your Team.
- Select Edit if you want the document to be locked so you are the only person who can edit it, up until you indicate you have finished editing.
- Select Co-edit if you want the document to be available for more than one user to work on at the same time.
- Select Do not open to create the spreadsheet without opening it. This is useful, for example, when creating a spreadsheet with a template or if you want to return to it later to make changes.
Microsoft Excel is launched.
This will either open via your browser or on your desktop, depending on what you have chosen as the way you want to open Office (Online or Desktop). You can set the default for how you want to open documents in your profile. Refer to Setting Defaults and Filing Defaults for your Own Login - My Settings.
If a template has been selected, macros can be run and merge fields can be used to automatically bring information from Xero Practice Manager into the document.
Work on your document.
Close the document using any of the Excel functions.
For Excel Online, close the browser tab. For Excel Desktop, click the X in the top right-hand corner, press Ctrl+F4, or select File - Close.
The document will be automatically saved and checked into FYI.
- Once Excel is closed, you need to let FYI know you have finished editing the document and save any changes to FYI. In FYI in the drawer, click the I am finished editing button.
FYI will sync with Office and the message “Syncing with FYI” message shows for up to 30 seconds until your changes have been saved in FYI. This removes the lock on the document and removes the document from your Home - My Edits. Refer also to Finish Editing in Opening, Editing and Finish Editing Documents.
To Change the Delivery Status
As Excel spreadsheets are generally not used for correspondence, the Delivery Status is initially left blank.
You can mark the document as "Sent" (using the Send or Delivery - Mark Sent function), this changes the status to "Sent". Refer to Mail Register - Updating the Document Delivery Status as Sent or Received.