Client Ledger Reports AutoFile

The Client Ledger Reports AutoFile process runs a batch import of client Xero Ledger reports and automatically files them in FYI. This process is specific to a client. It is set with the Trigger set as "Manual" so will only be run when a user requests to run it.

Reports that can be automated include:

• Profit and Loss
• Balance Sheet
• Bank Summary
• Trial Balance 

All reports are automatically named and filed in FYI according to practice preference. If the amounts in the ledger change, simply re-run the batch to create a new version of the reports in FYI.

There are the following steps to using this automation. See below for details:

• Checking the Configuration of the Client Ledger Report Automation 
• (done by an FYI administrator or a user in a User Group with Administer Automations enabled)
• Connecting Xero Ledger for each Client in Automation - Apps (done by an FYI administrator or a user in a User Group with Administer Automations enabled)
• Connecting the FYI Client to a Xero Ledger in Client - Apps
• Running the Client Ledger reports

Checking the Configuration of the Client Ledger Report Automation

The configuration of the Client Ledger Report automation needs to be checked to confirm the following and make any changes if required.

• The reports to be included in the batch
• The naming convention for each report 
• Filing information such as Cabinet, Category and Year 

Note: This is a one-off step that is done by an FYI Administrator or a user in a User Group with Administer Automations set to "On".

1. From FYI, click the Automation menu option.
2. Go to the Processes tab.
3. In Client Ledger Reports AutoFile, click the cog icon to edit this process.
   
   

The Client Ledger Reports AutoFile process opens.

The following is an example of the Action for the steps.

The Date Range is the default date for the reports which will set the Date Range as "This Month", "Last Financial Year". Users can change this if required when running the process or leave this as "Run as Defined" (see below).

The settings for Filing, Workflow and Task can all be set up in the same way as other processes. For example in the Filing, the names of the files that are produced can include Merge Fields (such as the Report Period) and the category for Year can be set using a Merge Field for the Report Year.

Connecting Xero Ledger for each Client in Automation - Apps

1. From FYI when logged in as an FYI adminsitrator (or a user in a User Group with Administer Automation enabled), click the Automation menu option.
2. Go to the Apps tab.
3. For Xero Ledger, click the cog icon to edit it.
   
   
   
   
4. In the Xero Ledger app, click Connect.
   
   
5. Authenticate using your Xero credentials and select the client ledger.
   
   
6. Click Connect another organisation and connect each of the relevant clients.
   
   

Connecting the FYI Client to a Xero Ledger in Client - Apps

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 above to Connecting Xero Ledger for each Client in Automation - Apps.

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:

1. In FYI, go to Clients and select the relevant client
2. Go to the Apps tab.
3. On Xero, click the cog icon to display the Xero Settings.
   
   
   The Xero Settings displays.
   If this displays the message "We could not load your Xero Ledger tenants. Please check the  Xero Ledger App is configured within FYI." this indicates that your Xero Ledger has not yet been set up by an FYI administrator in Automation - Apps (see above).
   
   
4. Select the Organisation as relevant for the client from the drop-down list to connect your client.
   
   

Running the Client Ledger reports

When the Trigger in the Client Ledger Reports AutoFile process is set as "Manual", the process in included in the Clients workspace on the Processes tab.

Note: This can be done by any user, not only an FYI administrator.

To run the process:

1. In FYI, go to Clients and select the relevant client
2. Go to the Processes tab.

From the Client - Processes tab for the relevant client, on the Client Ledger Reports Autofile process click Run.

For full details, refer to Running the Client Ledger Reports AutoFile.

The reports that are produced, are accessed from the Clients - Documents tab in your Client Workspace.