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Running a Manual Sync with GreatSoft and Additional Notes on Syncing

Jann DiPaolo
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As well as the automatic sync, a manual sync from GreatSoft to FYI can be run as and when needed.

This article contains the following sections:

FYI Admins - Running a Manual Sync with GreatSoft

The sync from GreatSoft to FYI happens every 15 minutes. If a Client, Job (Task in GreatSoft) or User has been added or changed in GreatSoft and needs to be available in FYI straight away, a manual sync can be performed by an FYI Admin.

  1. From FYI, click the Automation menu option.
  2. Go to the Apps tab.
  3. In GreatSoft, click the cog icon to edit it.
  4. Click Request Sync.

    1556_GreatSoft_Request_Sync.gif

All Users - Running a Sync from the Clients Lists or Jobs Lists

On the Clients lists and the Jobs lists, any user can use the Sync function at any time to manually synchronise only the clients or only the jobs.

  • For Clients, the Sync function is included in the View Tools button at the end of the column headings, on the right-hand side of the list. Refer to Sync in Using the Clients Lists.
  • For Jobs, from the Jobs Lists and Jobs Board you can use the Sync function.
    In the Jobs Lists the Sync function is included in the View Tools button at the end of the column headings, on the right-hand side of the list.
    In the Jobs Board, use the Sync button at the top of the Jobs Board.
    Refer to Sync in Using the Jobs Lists, Using the Jobs Board and Client Jobs.

Additional Notes on Syncing

Clients

Every 15 minutes, any new and changed client data in GreatSoft is automatically synchronised with FYI. This syncs any changes to client details such as name, email address, address, and phone number. These details are displayed in FYI on the Client Summary tab.

If a client is closed in GreatSoft, by entering the Date Closed, the client is automatically archived in FYI.

Client Contacts

Clients' Contacts are also synced when the Client sync is run. These display in FYI on the Client Contacts tab.

Clients' contact information must be added to the "Existing Contacts" section in GreatSoft for it to display in the Clients' Contacts tab in FYI.

Client Custom Fields

Client UDF fields in GreatSoft are synced as Client Custom Fields in FYI. The following UDF fields are synced:

  • Text
  • Hyperlink
  • Date
  • Number (up to 10-digit numbers)
  • List (synced as a single text value into FYI)

Client UDS (User Defined Services) in GreatSoft are synced as Client Custom Fields in FYI and are brought in as Boolean (True or False) Client Custom Fields in FYI.

Users 

  • When new users in GreatSoft are synced to FYI they are imported as active users in FYI and are assigned to the user group "Standard User". An FYI Admin 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 GreatSoft and these changes are then synced to FYI.
  • Deleting or making a user inactive in GreatSoft, will not make the user inactive in FYI.
  • An FYI Admin 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 GreatSoft, but you want them to have access to information in FYI. Refer to Managing Users.

Jobs 

  • Jobs are synced from Tasks in GreatSoft.
  • At the time of your FYI trial creation, FYI will bring in only your active GreatSoft Tasks. They are created as Jobs in FYI. After the initial migration of data, any tasks in GreatSoft that have a closed date will sync in FYI with the Job Status set as "Completed". The closed date in the GreatSoft Task displays as the Due Date in the FYI Job. .
  • If you make any changes in GreatSoft to a Task that is not current in GreatSoft, such as to the Job Name or the due date, this update will not be changed in the Job in FYI. 

Job States

There are no Job States in GreatSoft.

In FYI, Jobs initially come into FYI as "Planned". If a task in GreatSoft has a Closed Date, it will appear in FYI with the Job Status set as "Completed".

Jobs are also allocated a Job State according to the Allow Time/Expense Capture indicator in GreatSoft.

  • If Allow Time/Expense Capture is ticked in GreatSoft and there is no Closed Date, the Job in FYI is set with the Job State as "In Progress".
  • If Allow Time/Expense Capture is unticked in GreatSoft and there is no Closed Date, the Job in FYI is set with the Job State as "Planned".

Job Custom Fields

Job UDF fields in GreatSoft are synced as Job Custom Fields in FYI. GreatSoft allows a UDF to have multiple values. This is not supported in FYI and only the last value will be brought into FYI.

List UDF fields are synced as a single text value into FYI.

Tax Returns

Xero Tax Returns are integrated with FYI. This includes the following:

Refer to Connecting FYI to Xero Tax for GreatSoft Practices.

A manual sync of the Tax Returns can be performed by an FYI Admin if a Tax Return needs to be available in FYI straight away.

  1. From FYI, click the Automation menu option.
  2. Go to the Apps tab.
  3. In Xero Practice Manager, click the cog icon to edit this process.
  4. Click on Sync.
    For GreatSoft practices, this only shows the Sync Tax Returns button.
  5. Click on the Sync Tax Return button to manually sync from Xero Tax.

Tax Returns are created as links to the tax return in the client's Xero Tax and a summary of these displays in the Client - Tax tab. These documents each hold a web link to open the return directly in Xero Tax.

In the Client - Tax, to access the tax return, select the web link in the list and click Open, or hover over the web link and click Open Tax. You are prompted to log in to Xero Tax.

 

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