Import Xero Practice Manager Unbilled WIP Report

As part of the migration 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.

The Report Format in Xero Practice Manager can be set to either Hour Minute or Decimal. FYI will convert the data during import.

WIP Imports are only performed overnight between 6 pm - 6 am (depending on your location). Any processes that are still running at 6 am will be completed; all other requests will be delayed until 6 pm. 

Note: Non-billable WIP or Time and Disbursement Entries will not be imported during migration.

Export the Report from Xero Practice Manager

1. In FYI, navigate to Settings - Practice Settings - Time & Invoices. 
   
   
2. Click the Setup tab.
   
   
3. Click the link text displayed in blue to open Xero Practice Manager.
   
   
4. In the WIP Ledger section click on the report WIP - Unbilled WIP (Detailed).
   Note: You can also access this report directly from within Xero Practice Manager by navigating to Reports - Report Builder - Samples.
   
   
5. In Step 2. Fields confirm the following columns have been selected:
   
   • [Job] Job Summary
   • [Ledger] Ledger Type
   • [Client] Client
   • [Ledger] Description
   • [Ledger] Date
   • [Ledger] Staff
   • [Ledger] Billable
   • [Ledger] Time
   • [Ledger] Quantity
   • [Ledger] Billable Rate
   • [Ledger] Billable Amount
   • [Ledger] Note
     
     
6. All other fields can remain as default.
   
   
7. For larger data sets, apply any other additional filters if required.
   
   
8. To view the report immediately, click the arrow next to save and click Save and Preview, otherwise click Save to return to the report at a later date.
   
   
9. On the preview screen, hover over the arrow on the Export button and click CSV.
   
   
10. The file will be downloaded to your computer.

Import Report into FYI

You can now import the Unbilled WIP report into FYI. 

1. In FYI, navigate to Settings - Practice Settings - Time & Invoices. 
   
   
2. Click the Setup tab.
   
   
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.

FYI will now queue the import request. WIP Imports are only performed overnight between 6 pm - 6 am (depending on your location). Any processes that are still running at 6 am will be completed; all other requests will be delayed until 6 pm. 

A notification will be added to Practice Activity to confirm when it has been processed. 

To confirm the historical WIP has been imported correctly, in Xero Practice Manager navigate to Business - Work In Progress. The total WIP will be displayed, which can be compared to Practice Activity in FYI.

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 "Errors 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. 

Refer to Practice Activity.