Configuring the Practice Ledger App

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

When the Go Live Date is set, FYI will synchronise invoices and credit notes dated within 18 months before that date. Once the Go Live Date is saved, it cannot be moved to an earlier date. After the Go Live Date has passed, it can no longer be edited. 

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

For practices migrating from Practice Sync, such as MYOB, the Go Live date ensures that invoices migrated from MYOB to FYI will be prepopulated in the Xero Ledger and that the nightly reconciliation is performed successfully.

Opening the Practice Ledger App

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

To open the Practice Ledger app:

1. In FYI, click the Automation menu option.
    
2. Click on the Apps tab.
   
3. Navigate to the Practice Ledger app and click the cog icon to edit it.
   
4. The Invoice Sync tab will display. A list of available ledgers will display on the right-hand side.
   Note: If no available ledgers are displayed, the Show enabled toggle will be disabled, and a message will appear to connect a Xero Ledger.
   The following example shows a connected Practice Ledger.
   

Configuring the Invoice Sync

When migrating to FYI as the Practice Management source, there are three steps to configuring the invoice sync:

1. Enable a Practice Ledger to confirm the ledger for the user for invoicing.
2. Select a Go Live Date to confirm when FYI becomes the source for invoices, and determine the date that historical invoices are imported.
3. Import historical invoices to control whether FYI syncs historical invoices and credit notes to the platform.

Step 1 - Enable Practice Ledger/s

The Practice Ledger status must first be enabled to determine that the ledger that will be used for invoicing.

Multi-entity Practices

Important Note: For multi-entity practices, the following must be considered:

• The first Practice Ledger you connect to will be the only Chart of Accounts and Tax Rates imported from Xero and available to use in FYI. 
   
• If migrating to Elite from a Practice Sync source such as MYOB, when you switch to FYI as PM, Invoices synced to FYI will import to the first Practice Ledger you connect.
   
• For practices using Cimplico Sync, ensure that only your satellite ledgers are connected to avoid duplicate invoices syncing to FYI.

1. Open the Practice Ledger App. 
2. From the Invoice Sync tab, select the ledger to enable.
   Important: For practices with multiple ledgers connected, each ledger will display in the list. Before selecting a ledger, review the Multi-Entity Practices note to confirm which ledger should be connected first.
   
3. Click Edit to open the Ledger options window.
    
4. Enable the Practice Ledger status option.
   Note: When Practice Ledger is enabled, the Go-live date field and Import historical invoices setting can be edited. Where no previous Go Live Date has been configured, this will default to today's date.
   
    
5. Move to Step 2 - Select a Go Live Date.

Step 2 - Select a Go Live Date

The Go Live Date is the date that FYI becomes the source for time and billing, and determines the date range when importing historical invoices. All unpaid invoices dated before the Go Live Date will also be synchronised from Xero Ledger.

The Go Live Date can only be set to today's date or a future date. If a Go Live Date has not previously been saved, the field defaults to today’s date when the Practice Ledger option is enabled.

To select a Go Live Date:

1.  From the Ledger options window, click the Go Live Date field. The calendar will display. Use the arrows to scroll through the months, and click on the date to select it. 
   
   Note: The Go Live Date can only be set to today’s date or a future date. It can be changed until midnight in the practice’s time zone on the selected date, unless Import historical invoices has already been enabled and saved. Once this setting is saved, the Go Live Date is locked and cannot be edited.
   
2. A confirmation message will display to explain which invoices and credit notes will be synchronised based on the selected Go Live Date.
    
3. Click Save.
    
4. Move to Step 3 - Import Historical Invoices.

Step 3 - Import Historical Invoices

The Import historical invoices setting controls whether FYI imports invoices and credit notes dated within 18 months before the selected Go Live Date.

This step is not required if the practice does not want to sync historical invoices. All unpaid invoices dated before the Go Live Date are still synchronised, even when this setting is not enabled.

When the setting is enabled and saved, the import begins once the Go Live Date is reached. After the import begins, the Go Live Date cannot be edited. 

Note: Imported invoices will have a Filing Status of Excluded, a Source Migration and no Interim Time entry is created. Refer to Invoice and Credit Note Sync below for details on the synchronisation order process.

To import historical invoices:

1. From the Ledger options window, enable the Import historical invoices option.
   

   Note: The selected Go Live Date should be reviewed before saving. FYI will synchronise invoices and credit notes dated within 18 months before the Go Live Date.
    

2. Click Save. 

The initial synchronisation can take up to an hour. Once historical invoices have been imported successfully:

• A Success entry will be added to Practice Activity.
• The Practice Ledger app displays In Sync against the related ledger.

A Success entry is added to Practice Activity every 24 hours to confirm that the Practice Ledgers are in sync. The Practice Ledger app also displays an In Sync status, along with the date and time of the most recent sync.

Using Practice Ledger

Displaying Practice Ledger Sync Status

Once the Practice Ledger has been configured, the Practice Ledger app can be used to review and manage each connected ledger.

The app displays the following details:

Invoice and Credit Note Sync

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

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 Go Live Date:

1. After the Go Live Date - "Awaiting Payment" status, followed by PDFs displayed in the Preview in FYI.
2. Before the Go Live Date - "Awaiting Payment" status, followed by PDFs displayed in the Preview in FYI.
3. After the Go Live Date - remaining invoices and credit notes.
4. Before the Go Live 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.

Disabling a Practice Ledger

The Practice Ledger should only be disabled:

• If the wrong ledger was connected or,
• The practice ledger is changing, for example, a practice split.

Important Note: Disabling the Practice Ledger does not remove invoices or credit notes that have already synchronised to FYI. At least one Practice Ledger must remain active. 

Before disabling the current Practice Ledger, connect and enable a new ledger.

To disable the Practice Ledger:

1. Open the Practice Ledger App.
2. Select the relevant Ledger on the left-hand side.
3. From the Ledger options window, disable the Practice Ledger option.