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.

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. Refer to Synchronising Contacts, Invoices, and Client Ledger Reports with Xero Ledger.

Xero has a set number of synchronisations available to be performed each day, referred to as the Xero Rate Limit. To best prioritise the data that is synchronised to FYI, invoices and credit notes are synchronised in the following order, based on the selected Migration Date:

1. After the Migration Date - "Awaiting Payment" status, followed by PDFs displayed in the Preview in FYI.
2. Before the Migration Date - "Awaiting Payment" status, followed by PDFs displayed in the Preview in FYI.
3. After the Migration Date - remaining invoices and credit notes.
4. Before the Migration Date - remaining invoices and credit notes.
5. Any new unpaid invoices created after the sync began.
6. Update outstanding amounts if payments were made after the sync began.
7. The remaining PDFs that have not yet been synchronised for any invoices and credit notes.

If an invoice or credit note has been created in FYI, but the PDF is not available, it may still be queued to sync from Xero.

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.