The Client Ledger Reports AutoFile is run for a specific client, as and when required. It automatically generates the reports from Xero Ledger, brings them into FYI and automatically files them. It can be run for any of your clients in FYI where you have been granted access to their Xero Ledger.
Reports that can be automated include:
- Profit and Loss
- Balance Sheet
- Bank Summary
- Trial Balance
If the amounts in the ledger change, simply re-run the batch to create a new version of the reports in FYI.
The Client Ledger Reports AutoFile automation will have been configured for your practice. Refer to Client Ledger Reports AutoFile.
Connecting an FYI Client to a Xero Ledger
To produce a batch of reports using the Client Ledger Reports AutoFile automation, the FYI client must first have been connected, within FYI, to their Xero ledger.
The client must first have been connected by an FYI administrator from Automation - Apps. Refer to Client Ledger Reports AutoFile.
The organisation for the client is then selected from the Client - Apps tab.
Note: This is a one-off step and can be done by any user, not only an FYI administrator. This can only be completed if you have already been granted access to the client's Xero Ledger.
To link the client:
- In FYI, go to Clients and select the relevant client
- Go to the Apps tab.
- On Xero, click the cog icon to display the Xero Settings.
The Xero Settings displays.
- Select the Organisation as relevant for the client from the drop-down list to connect your client.
Running the Client Ledger Reports AutoFile
To run the reports:
- In FYI, go to Clients and select the relevant client.
- Go to the Processes tab.
Note: If the Client Ledger Reports Autofile displays "Please connect client to Xero", this indicates that you have not yet connected the client to their Xero Ledger, within FYI. Refer above to Connecting an FYI Client to a Xero Ledger.
- For the process Client Ledger Reports AutoFile, click Run.
- Select the Date Range - You are given the option to select the date to run the reports for.
"Run as Defined" will use the Date Range that has been set up in the process, but any of the other options for the Date Range can be selected as required.
Each of the reports in the process are imported from Xero Practice Manager and automatically filed in FYI according to the settings in the process.
Displaying the Reports
The reports that have been produced are accessed from the Client - Documents tab.
Re-Running the Automation
If the figures are updated in the Ledger, the automation can be re-run. By re-running the automation, a new version of the reports will be created. The reports will only be updated if you choose to run the process again.
To re-run the automation, select the client in the Client workspace, go to the Processes tab and click Run.
Losing access to the Client's Xero Ledger
If you lose access to a client's Xero Ledger, you will no longer be able to run the automation for that client. You need to link the client again. Refer to Connecting Xero Ledger for each Client in Automation - Apps and Connecting the FYI Client to a Xero Ledger in Client - Apps in Client Ledger Reports AutoFile.