Import Unbilled WIP Report

As part of the migration to FYI for Practice Management, practices can import Unbilled WIP to FYI. Non-billable WIP or Time and Disbursement Entries will not be imported during migration.

When importing the Unbilled WIP, the import is not case-sensitive for the Ledger Type, Client Name, User name, Job Name, Billable, Billable Value, or Time Notes. For example, if there is a space before the Client Name, extra spaces in the fields will be removed.

For practices migrating from Xero Practice Manager or No Practice Management Solution, unbilled WIP entries will be matched to existing (active and inactive) users in FYI. If no matching user can be found, a new user will be created, referred to as a WIP Imported Inactive User.

Please note the following regarding the Unbilled WIP import process, depending on your migrating practice management solution:

Xero Practice Manager

For practices migrating from Xero Practice Manager to FYI for Practice Management, you will need to export the Unbilled WIP Report from XPM and import the file into FYI. This will update the balances of your unbilled WIP in FYI. 

• For practices that previously had XPM Workflow Jobs enabled before switching to FYI as PM, when the WIP Import is processed, time entries will be created against the corresponding Workflow Jobs in FYI.
• Billable time that previously synchronised with FYI but has since been written off in XPM will display in FYI as "Submitted" without a Billable Rate or Amount. In XPM, these entries will show an Invoice Number "WIP Cleared", and will not be included in the WIP Import file.
• Custom field information, including division or tracking details, do not migrate to FYI. Practices can use the Update Time automation step to retrospectively apply custom field information, allowing them to report on these fields in FYI going forward.

No Practice Management Solution

For practices that are not integrated with a practice management solution, you will need to create an Unbilled WIP report that matches the required fields of the XPM report and import the file into FYI.

Practice Sync (MYOB AE/AO)

For practices migrating from Practice Sync Integration such as MYOB AE/AO, time will be migrated when the Time and Discursements option is enabled in the Practice Sync app. No additional action is required in this article.

The Import WIP Process

There are two steps involved when running the WIP Import for the first time:

• Step 1 - Creating the Unbilled WIP Report
• Step 2 - Review the Unbilled WIP Report
• Step 3 - Import Report into FYI

Note: If you are rerunning the WIP Import process, ensure that the initial import process has been completed. Once completed, rerun the process and begin with Step 2 - Review the Unbilled WIP Report.

Step 1 - Creating the Unbilled WIP Report

The steps involved in creating the Unbilled WIP Report differ depending on your practice management solution. Click the heading below relevant to your practice.

Step 2 - Review the Unbilled WIP Report

Before importing the Unbilled WIP Report into FYI, you should review the file to ensure there is no missing data. Otherwise, you will be required to delete all imported entries from FYI, correct the data, and re-import the report.

During the import, FYI uses the Quantity and Billable Rate columns to calculate the Billable Amount. If one of these values is blank or set to 0, the Billable Amount will be calculated at 0, and will not match the value in FYI.

In the example below:

• Row 2 has a Billable Rate set to "0" for a time entry.
• Row 3 is missing a Quantity for a disbursement entry.
• Row 5 is missing a Billable Rate for an interim entry.

Use the Microsoft Excel Filters function to filter each column to locate entries to be updated. In the example below, the [Ledger] Billable Rate column has been filtered by "0" and blanks.

Update the Quantity and Billable Rate as required to ensure they can be calculated to match the Billable Amount. 

Once the updates have been made for all entries, ensure you save the file in a .CSV file format, ready to import into FYI.

Step 3 - Import Report into FYI

You can now import the Unbilled WIP report into FYI. 

Ensure that any symbols, for example $ or %, are removed from any number columns in the CSV before importing the report.

Note: If your practice has a large amount of data in FYI, for example, a large number of jobs, you may be prompted to contact the FYI Support team for assistance with importing WIP.

1. In FYI, navigate to Settings - Practice Settings - Time & Invoices. 
   
   
2. Click the Setup tab.
   The following is an example of the Setup tab if you are importing Unbilled WIP for the first time. 
   
3. Click Import.
   
4. Click and drag the file onto the window, or click the icon to select the report downloaded to your computer.
   
   
5. Click Import.

WIP Import requests will be queued immediately, and begin processing within 15 minutes. A notification will be added to Practice Activity to confirm when it has been processed. 

To confirm the historical WIP has been imported correctly, compare the value displayed in Practice Activity with Xero Practice Manager (available in XPM by navigating to Business - Work In Progress).

When viewing a Time List, the Source Path column will display the original data when the Time was imported was completed. This will be retained even if the time entries are moved to a different job, or the rate changes.

The format in the Source Column will consist of data from the following imported fields, each one separated by a comma:

• [Ledger] Description, [Job] Job Summary, [Ledger] Ledger Type, [Ledger] Ledger Date, [Ledger] Staff, [Ledger] Time, [Ledger] Billable Amount

For example: Annual Financial Statements & Tax Return, J000009 - Annual Billing Job, time, 15/08/2024, Liz Hurst, 3.00, 300

Supported Date Formats

When importing the WIP report, the following date formats are supported.

When uploading the WIP Import file, if there are rows using an unsupported format, the import will skip those rows and a Failure event will be added to Practice Activity.

Errors Importing WIP and Issue Report CSV

If errors are detected when importing WIP, for example, the job could not be found, a Failure event will be displayed in Practice Activity with the message "Issues encountered while importing WIP". Click the event to display the Activity drawer and download the Issue Report CSV.

This file will include all entries that were not imported, along with the reason for the error. 

When importing WIP, if the practice is identified to have large amounts of information in FYI, the file may not be imported and a warning may be displayed to contact the FYI Support team for assistance importing the file.

This will only impact practices with more than:

• 100,000 Rates
• 200,000 Jobs
• 100,000 Users
• 100,000 Clients

Sample Template