Apply FYI Job Templates to Jobs

Once you have enabled FYI Practice Management, FYI Job Templates will need to be applied to all current jobs, to ensure users can create invoices directly from FYI. 

During the migration, Xero Practice Manager (XPM) Job Templates will be removed from current jobs. The Template field on the Job Summary and in the Jobs View will display with a blank value.

Before commencing this migration task, Job Templates must have been set up in FYI. Refer to Managing Job Templates.

Updating to FYI Job Templates  

Job Templates can be updated individually on a Job, however we recommend completing this in bulk. Practices can use Job Name and/or existing custom fields to segment their jobs to update in bulk. Refer to Jobs Bulk Update.

When updating the Job Template on an existing job, users can simply select a Template. No other details on the job, such as Name, will be updated as part of the process. If these details need to be updated, users will need to enter those at the same time or separately. 

The "Template" column can be filtered to a blank value to assist in identifying jobs that require FYI Job Templates to be applied.

Update Job Automation Steps

Once you have created new Job Templates, you will need to update the "Create a Job" and "Update a Job" steps for all existing Automation processes to select one of the new templates. This will ensure that jobs use the new Template settings and can be invoiced directly from FYI.

Note: Existing automations with a "Create Job" step will fail until the new Template has been selected. 

Refer to Process Step Details - Updating Clients, Creating and Updating Jobs.

Migrating from Standard Jobs

If your practice was using Standard Jobs in FYI prior to migration, the Work In Progress (WIP) from the corresponding job in XPM has synced to the existing standard job in FYI. 

When updating Templates on Standard Jobs, only a Template using the Type “Standard” can be applied to an existing “Standard” job. If the incorrect Template Type is selected, an error will display against the Job Bulk Update Process in Automation - History and Practice Activity. Refer to Jobs Bulk Update.

Once migrated to FYI PM, if you require additional segmentation of Time in FYI, you can apply Time Custom Fields. Refer to Managing Custom Fields.

These custom fields will be displayed for users to select from when completing a Time Entry. The custom fields can be used in Time reports for segmenting time within the job. Refer to Creating Individual Time Entries.

For example, on an Annual Accounts Job, you may want to track the time spent on processing, reviews and finalisation. We would not recommend having these job components as workflow jobs, as custom fields provide an effective solution. 

Converting Standard Jobs to Workflow Jobs

After upgrading to the Elite plan, Standard Jobs can be converted to Workflow Jobs. This process is typically used when needing to bill another entity.

In this situation, we would recommend setting up a new Billing Job, used as the main job for the client. The current Standard Job could then be converted to a Workflow Job, a sub-job linked to the new Billing Job

Jobs can be converted from the Job - Summary tab, by clicking the Edit Job icon. Refer to Job Summary.

Migrating from Workflow Jobs

If your practice was using Workflow Jobs in FYI prior to migration, the WIP from the corresponding XPM Tasks will sync to the existing workflow jobs in FYI. The associated Billing Job will display the sum of all WIP from linked Workflow Jobs in the Job Summary tab.

When updating Templates on Billing Jobs, only a Template using the Type “Billing” can be applied to an existing “Billing” job. For Workflow Jobs, the Template Type "Workflow" must be used. If the incorrect Template Type is selected, an error will display against the Job Bulk Update Process in Automation - History and Practice Activity. Refer to Jobs Bulk Update.

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