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.
- From FYI, click + New
Select Spreadsheet from the list of document types.
Or, from the workspace, simply press the shortcut key S for a new spreadsheet. The Drawer will display on the right-hand side.
- Client - Type at least three characters of the client name to display all clients containing those characters. Then click to select the required client.
- 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.
Cabinet – select a filing Cabinet for the document, such as Correspondence. If Jobs are enabled for the selected Cabinet, you can also select a Xero Practice Manager Job for the client (refer to Jobs).
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.
Categories – select a filing Category for the document, such as Work Type and Year.
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.
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 AutoFile Defaults for your Own Login.
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.
- To close the document, simply save and close using any of the Excel functions (for example, File - Save and Close or the top right cross). The document will be automatically saved and checked into FYI.
As Excel spreadsheets are generally not used for correspondence, the Delivery Status is initially left blank.
When you mark the document as "Sent" (using the Send or Delivery - Mark Sent function), this changes the status to "Sent".