When you click the Clients menu option, this displays a list of all Clients across the entire practice.
The Clients list is initially set to display "All Clients" which displays all Active clients in alphabetical order.
You can change the view by selecting "My recently used" from the view drop-down. This shows the list sorted by when you last used the client. The number of clients on a page is 25 and this can be expanded to 50 or 100 by selecting the per page option at the bottom of the screen. If required, you can do a further search within the clients that you have most recently used.
Click the down arrow next to the Clients menu option from any list or workspace to select one of the last 10 Client Views you have displayed, or one of the last 5 Clients you have used. From the Quick Access, click a Client View or a Client to display it. Refer to Quick Access to Recently Used Clients and Views.
Expanding the Name Column
You can expand the Name column by clicking the Expand icon in the column heading. This is useful if the Client has a long name, and also when searching to see which of the clients you are looking for in the search results. Click the Expand icon again to return to the usual column width.
If you are saving the view, it can be saved with the Name column expanded by saving the view with Save Advance Search selected. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Displaying Clients for a Specific Partner or Manager
Use the Partner or Manager drop-downs to select a specific partner or manager within your practice and display the clients that person is responsible for. To select more than one Partner or Manager, select each in turn from the drop-down lists.
Displaying Client Groups
You can include the Client Group as a column in the Clients list. Refer to Adding/Removing/Moving Columns in a List.
Displaying Archived Clients
To display the archived clients in the Clients list:
- Click the filter for the Status column.
- You can either filter only on "Archived", or you can include these with the "Active" clients.
The Clients list includes archived clients which display "Archived" in yellow next to the Client Name. Refer to Archived Clients.
Exporting a List
You can Export the information that is currently displayed in the Clients list as a .CSV file (Comma Delimited) which you can then open in Excel. Refer to Exporting Lists.
On the Clients list, the Duplicates button can be used to display clients who have the same email address.
You can use the Duplicates function to display the emails that are shared by more than one Client and to select which Client to nominate to Include in AutoFile. Refer to Nominating the Primary Client to Include in AutoFile and Setting Filing Defaults for a Client.
Every 15 minutes, any changed client data in Xero Practice Manager is automatically synchronised with FYI. Overnight, every 24 hours, there is a full automatic synchronisation of clients in Xero Practice Manager with FYI.
Manual sync can be performed if, for example, a client has been added or changed in Xero Practice Manager and needs to be available in FYI straight away. This can be done by any user from the Clients workspace by clicking the Sync button and will only sync the clients. Refer also to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.
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 are imported under Unmatched Client names that are created in FYI by the import function. Refer to Resolving Unmatched Clients.
You can also use the Status column in the Clients list to filter on "Unmatched" client as well as "Archived" clients.
Displaying the "Source" of the Client
You can include the Source column in the Clients list to display and filter on the source of the client (refer to Adding/Removing/Moving Columns in a List). This Source column shows the following:
- XPM - The client has been created/synced from XPM.
- Practice Sync - The client has been created/synced with the Generic Practice Management Systems (refer to Integration with Generic Practice Management Systems).
- Legacy - The client has been created from the migration process, but was not matched with a client in FYI, The unmatched client was created in FYI in the Refile function and then shows the Source as Legacy. Refer to Creating and Resolving Unmatched Clients in Implementors: Live Import.