Configure the Practice Ledger to select a Migration Date

The Practice Ledger Automation App allows practices to select a Migration Date when migrating invoices from Xero to FYI for Practice Management.

Note: Xero Tracking details are not imported as part of the invoice migration.

Determining the Migration Date

Practice Management Source

The Migration Date that is selected is dependent on the Practice Management Source you are migrating from:

• Xero Practice Manager - For practices migrating from Xero Practice Manager, the Migration Date is the date that data will be synchronised from, and not the date of the transition to FYI. 
   
• MYOB AO/AE - For a practice migrating from Practice Sync such as MYOB, the Migration Date is the date that FYI is set as the Practice Management source. This will ensure that invoices migrated from MYOB to FYI will be prepopulated in the Xero Ledger and that the nightly reconciliation is performed successfully.

Xero Rate Limiting

Xero has a set number of synchronisations available to be performed each day, referred to as the Xero Rate Limit. When synchronising invoices, Xero Rate Limits allow a maximum of 5,000 requests per day. Each invoice requires approximately three requests, equating to a daily sync capacity of around 1,600 invoices.

Practices should consider the average number of invoices they have and plan the migration date accordingly, to ensure that the full 18 months of historical data can be synchronised without exceeding rate limits.

For example, if a practice averages 1,500 invoices per month, they can migrate one month per day (~4,500 requests). The migration date can then be adjusted backward by 1-3 months per day, depending on the invoice volume, until the invoice sync is complete and ensures the daily Xero rate limit is not exceeded.

Invoice and Credit Note Sync

The nominated Migration Date affects which invoices and credit notes are synchronised from Xero Ledger and filed against the client and job in FYI.

• Before the Migration Date - Only invoices and credit notes dated before the Migration Date with the following statuses will be synchronised:
  • Awaiting Payment
  • Awaiting Approval
  • Submitted
     
• On or After the Migration Date - All invoices and credit notes dated on or after the Migration Date will be synchronised, regardless of status.

Configuring the Migration Date

The Practice Ledger settings can be modified by an FYI Admin or a user in a User Group with Permissions enabled for Automations.

1. From FYI, click the Automation menu option.
    
2. Click on the Apps tab.
   
3. For the Practice Ledger app click the cog icon to edit it.
   
4. The name of the organisation selected as the Practice Ledger in the Xero Ledger app will be displayed. Click the Edit button.
   
5. Click the Migration Date field to display a calendar. Use the arrows to scroll through the months, and click on the date to select it. 
   
   The Migration Date can be up to 18 months before the current date.
   
   Note: Ensure you select a date relevant to your legacy Practice Management system. Refer to Determining a Migration Date above.
   
6. The window will be updated to display a message a confirmation message about the selected date, and which invoices will be synchronised. 
   
   Click Finish.
   
7. The initial synchronisation can take up to an hour. Once complete, a Success entry will be added to Practice Activity. Refer to Practice Activity.
   
   Note: The Practice Ledger app will display a reminder that once the migration is completed, invoices will sync automatically overnight.