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.

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

Export the Report from Xero Practice Manager

The WIP - Unbilled WIP (Detailed) report can be exported from Practice Management. Alternatively, a sample can be downloaded from the Sample Template section below, and populated manually. 

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

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. 

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.
   
   
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).

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. 

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