Practice Sync Integration with APS (Australia and New Zealand)

The FYI Practice Sync app is available to FYI users in Australia and New Zealand, and allows you to connect and manage the synchronisation between FYI and APS. 

For more information on APS, refer to APS Software by The Access Group.

When using this integration, please note:

• Xero Tax cannot be connected when using Practice Sync
• FYI does not integrate with APS Contacts+

Enable the Practice Sync APS Integration

Step 1 - Download the FYI Sync Desktop App

1. In FYI, click the Automation menu option.
   
   
2. Click the Apps tab.
   
3. Locate the Practice Sync APS tab and click the Settings cog icon.
   
4. Click Download Sync App; the file will download and the options will be displayed in the browser.
   
   
5. A message will be displayed to prompt you to select APS as your Practice Management Source Solution. Click the link and continue with Step 2 below.

Step 2 - Select your Preferred Practice Management Sync Source

Once you have prompted the download of the Practice Sync app, you will need to select APS as your preferred Practice Management Sync Source so that FYI can synchronise your data.

1. In FYI, click the Automation menu option.
   
   
2. Click the Apps tab.
   
   
3. Locate the Practice Management Sync app tile and click the Settings cog icon.
   
4. In the Practice Manager drop-down, select APS.
   
   
5. Click Save

Follow the instructions below to install the FYI Sync Desktop App, and return to the Practice Sync APS app to configure the settings. 

Step 3 - Install the FYI Sync Desktop App

The FYI Practice Sync desktop app is installed locally on your server/computer and used to integrate APS with FYI. An FYI Admin account is required as part of this process.

For detailed instructions refer to the article Installing the FYI Practice Sync desktop app. 

Once installed and connected, return to this article to configure the remaining settings for the APS integration.

Configuring the APS Sync Settings

Within FYI you can manage your synchronisation settings for APS to suit your business requirements.

Note: To control whether new users are created in FYI as Active or Inactive by default when synchronised from APS, refer to Managing Practice Settings.

Field Sync Options

The Practice Sync options give you the ability to control which fields are synchronised. 

By default, all options will be toggled off.

To enable the synchronisation of data, click the option to change the toggle to On. To disable an option, click the toggle to switch the option off. Data that was previously synchronised will not be removed.

To synchronise Client Custom Fields, you must first create a matching Custom Field in FYI with the same name and type (the synchronisation is case-sensitive). If there isn't a matching Custom Field, an error will be displayed in Practice Activity. Refer to Managing Custom Fields.

Note: If you choose not to enable "Matters", and instead manage jobs directly in FYI, you will be able to create Job States in FYI. Refer to Adding a New Job State in Managing Job States. Should you later decide to enable "Jobs", you will not be able to create Job States in FYI. The Job State from APS would be applied during the next synchronisation.

Change Synchronisation Frequency

By default, the synchronisation frequency is set to 15 minutes. This can be adjusted by clicking the drop-down and selecting one of the options up to 120 minutes (2 hours). 

Field Mapping

These fields allow practices to customise which address fields are used during the integration:

• Home Address
• Business Address
• Company Number

Each field will default to the option displayed as placeholder text. For example, the Company Number field will default to the ACN/ARBN field in APS. Click the field to enter the name of the field in FYI and click the Tick icon to save the changes, or X to cancel.

To update existing details, click into the field, make the changes then press the Tick icon to save the changes (or X to cancel).

To delete the value entirely, highlight the value, press the Delete button on your keyboard and click the Tick icon to save the changes.

Flush Cache

Click the "Flush Cache" button to ensure the cache is flushed during the next synchronisation. A message will briefly display to confirm your request, and the "Flush Cache" button will be inactive until the cache flush has been completed.

View Synchronisation History

The Practice Sync APS settings in FYI display the date the app was connected and the date of the last synchronisation.

Updates will be added to the Practice Activity log when sync options are toggled on/off, an error is recorded, or when a sync has been completed, e.g. Clients: 34 Synced. Refer to the Practice Activity article for more information.

Click the line in Practice Activity to view detailed information in the drawer.

To receive a notification when there has been an update with a status of "Action Required" or "Failure", FYI offers a Practice Activity Alert custom automation process. Refer to Practice Activity Alert for step-by-step instructions.

Disconnecting the Practice Sync APS Integration

For practices transitioning from Practice Sync to FYI Practice Management solution or who no longer need to be integrated with Practice Sync have the ability to Disconnect the Practice Sync integration.

Once this process is complete, any changes made in your practice management solution will no longer sync to FYI.

1. In FYI, click the Automation menu option.
   
   
2. Click the Apps tab.
   
   
3. Locate the Practice Sync APS tab and click the Settings cog icon.
   
4. Your Practice Sync Settings will display.
   
5. Click the Disconnect button.
   
   Note: Once you proceed, any changes made in your practice management solution will no longer sync to FYI.
6. The Disconnect FYI Sync window displays to confirm you wish to continue with disconnecting your Practice Sync integration. Click Continue to disconnect the Practice Sync integration.
   Or Cancel to return to the App.
   
7.  The Practice Sync disconnected window will display, confirming that the Practice Sync has stopped.
   
8. Clicking on the Practice Management Sync hyperlink opens the Practice Management Sync app to select your preferred Source Practice Management source from the dropdown.