As part of migrating historical information, your documents are imported from a folder structure that represents your filing structure. The FYI import function will use folder names to match clients in Xero Practice Manager.
If any Clients in Xero Practice Manager do not match your nominated folder structure for FYI, the clients and documents can then be created as Unmatched Client names in the Refile function and then resolved. Refer to Creating and Resolving Unmatched Clients (Folder Based Systems) in Implementors: Live Import.
Note: When you begin your trial with FYI and your client list is migrated, this does not bring in any of your archived clients. However, when you import your documents (from your historical document store) if there are any archived clients in Xero Practice Manager, these will be imported but will not match to a client in FYI. The FYI import will create these as ‘Unmatched clients' in FYI and the documents are stored under the unmatched client names.
This video will show you how to:
- Identify unmatched clients
- Merge unmatched clients with active clients
- Delete unmatched clients
- Locate unmatched clients, in order to view the documents associated with them
Matching an Unmatched Client
An Unmatched Client can be matched to a Client in Xero Practice Manager using the FYI Resolve Clients function.
- From FYI, go to Clients.
- To include any unmatched clients, click the Archived button to enable this.
The Clients list includes unmatched client which display Unmatched next to the Client Name.
- Click the Resolve Clients button on the right-hand side.
The Merge Clients displays with a list of unmatched clients that were created in FYI.
The Delete Client button only displays for FYI administrators.
Note: This can also be accessed from Settings > Practice Settings > Documents > Import/Export tab.
- Select an Unmatched Client and, on the right-hand side, search for the correct Client in Xero Practice Manager.
6. Click Merge to match it.
When merging an Unmatched Client into an actual client, you do not lose anything already filed to the actual client. The actual client will now contain both sets of documents. All documents will have the client name as the actual client.
Exporting the Unmatched Clients
You can export a list of the names of the Unmatched Clients as a .CSV file which you can open in Excel. This can be useful to compare to your previous system to check which client to match to the Unmatched Client in FYI. From the Actions button, select Export.
Leaving an Unmatched Client as an Archived Client
You can leave the imported client as an Unmatched Client without matching it. The client, and any documents that have been imported for it, will be stored in FYI as an Archived client. Refer to Archived Clients.
The name of the Unmatched Client can be changed if needed in the Client - Summary tab (refer to Client Summary). This is useful if the client name has been imported as a Client Code.
Removing an Unmatched Client that has no Files
You can remove any of the unmatched clients that do not have any files. From the Actions button, select Remove unassigned. This checks any of the clients that are unassigned and removes them from the list of unmatched clients.
Deleting an Unmatched Client
If you are sure you do not need any information relating to the imported Unmatched Client it can be deleted from Merge Clients. This function is only available to FYI administrators. Select the Unmatched Client and click Delete Client.
Before deleting an Unmatched client
- Ensure that it is not needed as an archived client.
- If there are any documents for that client, ensure you have either deleted any that are not required or that you have refiled the documents to a different client.