Before migrating to FYI as your new Practice Management system, there are two key housekeeping matters that we highly recommend are actioned. It is important that you ensure your WIP and Jobs are reviewed to ensure a seamless transition from systems. Each housekeeping matter below is dependent on your Practice Management Source.
Note: The MYOB migration to FYI Practice Management is currently in Beta. To join the Beta, please contact Support.
WIP Review and Clean Up
It is important to review and clean up the Work in Progress (WIP) balances ready for importing entries into FYI. Investing time at this stage to clean up your WIP will significantly contribute to the speed, efficiency, and accuracy of the migration process.
Refer to your current Practice Management source for details on reviewing your WIP.
Review your WIP and identify any jobs with outstanding balances. This might be unbilled expenses, milestones or deliverables, or there may be incomplete or inaccurate time entries. You will need to determine whether the WIP should be invoiced or written off.
At a minimum, completing the following steps will provide a smoother transition and make it easier to reconcile your data:
- Review all jobs with an outstanding WIP balance
- Determine whether the WIP should be invoiced or written off
- Communicate with your clients regarding the WIP balances if needed.
For practices integrated with Xero Practice Manager, refer to the Xero article Track your work in progress.
It's recommended to implement a regular process moving forward to review outstanding WIP frequently. During the migration to FYI for practice management, you will be prompted to create a Current WIP report in FYI. This report can be used as part of a regular process to reconcile outstanding WIP balances.
Changes made to Time, Disbursements and Invoices will be synced from MYOB AE/AO to FYI every 15 minutes once the options have been enabled in Practice Sync. Refer to Practice Sync Integration with MYOB AE/AO (Australia and New Zealand).
It is important that your practice reviews all WIP and identifies any jobs with outstanding balances, before enabling FYI as PM. All WIP clean up must be performed in MYOB AE/AO, in preparation for changing to FYI as PM. We recommend taking the following actions:
- Review all jobs with an outstanding WIP balance.
- Invoice or write off any outstanding WIP
- Receipt or write off any bad debtors
To assist in verifying the WIP balances, FYI will generate a nightly reconciliation between MYOB and FYI. Refer to Practice Activity. This can be reconciled by comparing it with a WIP Client Summary report produced in MYOB.
Note: Any carried forward WIP balances will be split into separate time entries in FYI. If WIP is not reconciled in MYOB, duplicate time entries may be present in FYI. Once FYI is enabled as your PM source, unbilled Time and Disbursements will have their source updated to FYI. At this point, it may be difficult to then reconcile in FYI.
Job Review
We also recommend that practices review their active Jobs before migrating to FYI as your Practice Management system after completing the WIP clean-up.
If a job no longer has WIP, it's a good idea to complete this job.
If your practice is currently using Standard Jobs in FYI, the WIP from the corresponding job in XPM will sync to the existing standard job in FYI.
Notes:
- WIP for each XPM Task attached to the Job will be rolled up as a single WIP entry on the Job.
- XPM Tasks will not migrate to FYI as they are not required for future time entry.
- A breakdown of WIP for each XPM Task will not be available in FYI. If your practice requires this breakdown, consider enabling Workflow Jobs in FYI before completing the migration to FYI as your Practice Management system. Refer to Enabling and Setting up Workflow Jobs.
If your practice is currently using XPM Workflow Jobs in FYI, the job will be upgraded to an FYI Workflow Job, and the WIP from the corresponding XPM Tasks will be synchronised. The associated Billing Job will display the sum of all WIP from linked Workflow Jobs in the Job Summary tab.
Before migrating to Elite, we recommend that you review your Billing Job entities. Should you need to move these to a different entity, this will need to be done directly in XPM. It is important that the new billing entity selected is associated with the original client group, to ensure that any Workflow Jobs can be updated to associated entities.
Note: During the migration to Elite, the Budget amount on Standard and Billing jobs will display against the "Budget Amount" in FYI. When FYI is selected as the Practice Management source, the Budget field must then be maintained directly in FYI. Any changes made to the Budget field in XPM from this point, will not sync to FYI. Refer to Synchronising with Xero Practice Manager where FYI is enabled as the PM Source.
If you are concerned or have any questions on the WIP migration or your current Job structure in FYI, please contact our Support team.
Upgrading to Workflow Jobs
When upgrading to the FYI Elite plan, after selecting FYI as the Practice Management source, XPM Workflow Jobs will be automatically upgraded to FYI Workflow Jobs. An entry will be added to Practice Activity once all the jobs have been upgraded.
Review the table below for understanding the differences in how Workflow Jobs are used in FYI once you have upgraded.
| Pro - XPM Workflow Jobs | Elite - Workflow Jobs |
|
Workflow Jobs are created as Tasks in Xero Practice Manager, and synchronised to FYI. |
Workflow Jobs are created directly in FYI, and will not be synchronised with Xero Practice Manager. Refer to Create a Job. |
| Recurring jobs in Xero Practice Manager will be synchronised to FYI as a Billing Job, and create Workflow Jobs using XPM Tasks. |
For Recurring jobs, the Billing Job will synchronise to FYI, but Workflow Jobs will need to be manually created. We recommend creating an Automation to streamline this process. Refer to Setting up Custom Processes. |
|
For Practices integrated with Ignition, jobs are created in Xero Practice Manager and synchronised to FYI. |
For practices integrated with Ignition, jobs can be created in FYI using the Zapier integration. Refer to Can I upgrade to the Elite Plan if I'm integrated with Ignition? and Integration with Ignition using Zapier. |
Before enabling FYI as PM, Standard Jobs will sync to FYI in an overnight sync where Jobs have been enabled in the Practice Sync app. Refer to Practice Sync Integration with MYOB AE/AO (Australia and New Zealand). The WIP from corresponding jobs in MYOB will sync to the existing standard job in FYI.
It is important that your practice reviews all outstanding jobs in MYOB and close any jobs or assignments that should not be in an open state to ensure a smooth transition to FYI as PM. All Job clean up must be performed in MYOB AE/AO, in preparation to changing to FYI as PM.
Debtor Review
It is important that your practice reviews all your Debtors and ensures that payments are recorded in MYOB AE/AO and any debts are written off before enabling FYI as PM. All Debtor reviews must be performed in MYOB AE/AO. We recommend taking the following actions:
- Write off Bad Debts, ensuring only valid balances remain outstanding
- Record all payments including partial payments
Outstanding balances will be imported into your Xero Ledger at a later step in the migration to FYI as PM.
To assist in verifying the Debtor balances, FYI will generate a nightly reconciliation between MYOB and FYI. Refer to Practice Activity. This can be reconciled by comparing it with a Debtor Client Summary report produced in MYOB.