From the moment you sign up to FYI, your Clients, Jobs, Tax Returns and Team are instantly imported from Xero Practice Manager and continuously synchronised with FYI. Any change in Xero Practice Manager is reflected in FYI.
Additionally, certain changes that are made in FYI will update Xero Practice Manager and these are are synced immediately. For example, when Time entries are entered in FYI, when changes are made to the State, Partner or Manager in Jobs, these are synchronised to Xero Practice Manager.
This ensures that Xero Practice Manager continues to be your single source of truth for client information.
Note: There have been changes to the way Xero Practice Manager does synchronisation.
If you are having problems with the sync, especially with Custom Fields, please contact the FYI Support Team at support@fyidocs.com.
Where possible make changes in FYI, for example, make changes to Job States in FYI.
The Sync occurs in the following ways:
Automatic Sync
The following are automatic syncs:
- A sync from Xero Practice Manager to FYI occurs automatically overnight.
- Changes made in FYI that update Xero Practice Manager are synced to Xero Practice Manger immediately.
Manual Sync
A manual sync from Xero Practice Manager to FYI can also be run, as and when needed.
- An FYI Administrator can run this for Clients, Jobs, Users (Staff) and Tax Returns from the Automation dashboard. Refer below to Running a Manual Sync with XPM.
- All users can run this for Clients and Jobs using the Sync button on the Clients list or Job list. Refer below to Running a Sync from the Clients or Jobs List.
Important Note: With its move to the new oAuth, Xero has introduced restrictions on the synchronisation with FYI. This means that, in certain scenarios, it may take more than 24 hours to sync data from Xero Practice Manager to FYI.
Our engineers are aware of this, and working urgently to develop a better solution.
The following is a summary of when the event and changes in Xero Practice Manager or in FYI are synced.
|
Event |
Automatic Sync |
Manual Sync |
Clients |
Create or Edit |
Overnight |
All users |
Archived Clients |
Archive |
Overnight |
All users |
Client Details |
Create or Edit |
Incremental sync every 15 minutes |
All users |
Client Groups |
Create, Edit or Delete |
Overnight |
All users |
Client Contacts |
Create, Edit or Delete |
Overnight |
All users |
Client Custom Fields |
Create, Edit or Delete |
Overnight |
All users |
Client Custom Fields |
Edit dates (with an Update Client step in an Automation process) |
Immediate |
|
Users |
Create or Edit |
Overnight |
FYI administrators |
Users |
Delete |
Overnight (User is made Inactive in FYI) |
FYI administrators (User is made Inactive in FYI) |
Jobs |
Create or Edit |
Overnight |
All users |
Jobs |
Create (with Create Job step in an Automation process) |
Immediate |
|
Job State |
Edit |
Overnight |
All users |
Job State, Partner or Manager |
Edit (with Bulk Update, or Update Job in an Automation) |
Immediate |
|
Job Category |
Create and apply to an active Job |
Overnight |
All users |
Tasks for Jobs |
Create or Edit |
Overnight |
All users |
Time |
Create or Delete (with Status "Submit") |
Immediate |
|
Tax Returns |
Create (from Xero Tax, Tax Forms) |
Overnight |
FYI administrators |
See also Additional Notes on Syncing below for additional information.
Running a Manual Sync with XPM
A manual sync can be performed by an FYI administrator if a Client, Job, User or Tax Return has been added or changed in Xero Practice Manager and needs to be available in FYI straight away.
- From FYI, click the Automation menu option.
- Go to the Processes tab.
- In Xero Practice Manager, click the cog icon to edit this process.
- Click on the Sync Clients, Sync Staff, Sync Jobs or Sync Tax Returns button to select what data you wish to manually sync from XPM.
Running a Sync from the Clients or Jobs List
There is also a Sync button on the Clients List and the Jobs List which any user can use at any time to manually synchronise only the clients or only the jobs. Refer to Sync in Clients List and Using the Jobs List.
Additional Notes on Syncing
Clients
Every 15 minutes an incremental synchronisation is run and any new and changed client data in Xero Practice Manager is automatically synchronised with FYI. This syncs changes to client details such as name, email address, address, and phone number. These details are displayed in FYI on the Client Summary tab. Client Custom Fields are also synced from Xero Practice Manager and these display in FYI on the Client Details tab.
Additionally, every 24 hours overnight, there is a full automatic synchronisation of clients in Xero Practice Manager with FYI.
Archived Clients
For information on Archived clients and about archiving a client that is part of a Client Group, refer to Archived Clients.
Client Contacts
Clients' Contacts are also synced when the Client sync is run. This syncs the details for the primary contact, including details such as Salulation and Addressee that are commonly used by Merge Fields in templates. The sync also updates the Client's Mobile Number from the Primary Contact details.
Any additional Contacts for the client are also synced from Xero Practice Manager and these display in FYI on the Client Contacts tab.
Client Custom Fields
As well as syncing changes to custom fields from Xero Practice Manager, you can use Update Client in an Automation Custom Process to update any date custom fields in clients in FYI (refer to Update Client in Process Step Details and Examples). Changes are immediately synced to Xero Practice Manager.
Users (Staff)
- When new users in Xero Practice Manager are synced to FYI automatically they are imported as active users in FYI and are assigned to the user group "Standard User". An FYI administrator needs to check the settings of any new users and change any settings as relevant. Refer to Managing Users.
- Changes to the user's name or email address can only be done in Xero Practice Manager and these changes are then synced to FYI.
- Making a user inactive in Xero Practice Manager, will not make the user inactive in FYI.
- Deleting a user in Xero Practice Manager, will make the user Inactive in FYI once it has synced to FYI.
- An FYI administrator can also add a user directly to FYI. This can be used if you have a user such as financial planners that you do not want to add and pay for as users in Xero Practice Manager, but you want them to have access to information in FYI. Refer to Managing Users.
Jobs
At the time of your FYI trial creation, FYI will bring in only your active Xero Practice Manager jobs.
After the initial migration of data, any jobs that are completed/closed in Xero Practice Manager, will be picked up by FYI and marked as closed in FYI.
If the "State Type" of a job is changed in Xero Practice Manager to "On Hold", "Completed" or "Cancelled", the job stops being synced in FYI. If you make any changes in Xero Practice Manager, such as to the Job Name or the due date, and the job is not current in Xero Practice Manager (that is where the "State Type" is not "Standard"), this update will not be changed in FYI. If any such changes are needed to a completed job, change the state in Xero Practice Manager so it is not completed and make the change, sync it to FYI then set it back to completed.
You can use Create Job in an Automation Custom Process to create a Job in FYI and Update Job in an Automation Custom Process to update the Status, Partner or Manager (refer to Update Job in Process Step Details and Examples). You can use Bulk Update to update the Status, Partner or Manager of a Job (refer to Jobs Bulk Update). These changes are immediately synced to Xero Practice Manager.
Job Category
If any changes are made to the options for Job Category in Xero Practice Manager, FYI can only sync with those that have been applied to Jobs in Xero Practice Manager. If a Job Category option has been deleted in Xero Practice Manager, FYI can not determine this.
Jobs States
If the Job State for a Job is changed in FYI, this is synchronised with Xero Practice Manager immediately.
If the Job State is changed for any jobs in Xero Practice Manager, these are synced with FYI overnight, or if Jobs are manually synced.
Tasks for the Jobs
Any XPM Tasks created or changed for jobs in Xero Practice Manager are synchronised as part of the Jobs sync.
Time
When Time entries are entered or bulk created in FYI and set with the Status as "Submit", these are synchronised to Xero Practice Manager and this sync runs immediately. Refer to Adding Time.
Tax Returns
Any tax returns created in Xero Tax will be imported into FYI. The document in FYI includes a link to the return, the return status and notice of assessment. By default, the Xero - Tax Return process is "Off". Refer to Xero Tax Return AutoFile (Australia Only).
Verifying your Initial Integration
To verify your initial integration with Xero Practice Manager, refer to the Practice Set Up Checklist in your Verifying your Synchronisations with Xero Practice Manager for the First Time.
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