If you are an FYI Admin, or a user in a User Group that has Permissions enabled for Edit Clients (refer to Managing User Groups) you can create a Client in FYI. Once created, these details will display in the Summary tab in the Client workspace.
After upgrading to the Elite plan and selecting FYI as the Practice Management solution, FYI will be automatically enabled as the Primary Source for Client Data. This means that FYI becomes the point of truth for the client details, and will adjust the synchronisation frequency with Xero Practice Manager. Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data
Create a Client
- From FYI, click the + button.
Select Client from the list.
Or
From any workspace, simply press the shortcut key A for a new client. The Drawer will display on the right-hand side. - In the Drawer, select or enter the details of the client:
Groups - Type at least three characters of the Group name to display all groups containing those characters. Then click to select the required group.
If a group has not been set up at this point, type the full name of the group and select "Create" in the drop-down. Refer to Displaying Information for Client Groups
Structure -Select the applicable Structure for the client. If a structure is not selected, this field will be left blank.
If practices have enabled FYI as the Primary Source for Client Data, Business Structures in Xero Practice Manager will be synchronised with FYI after they have been assigned to a client. Refer to Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data
Name - Enter the Name of the Client. This is typically the client's legal name as registered with your governing tax organisation, and used as the client name displayed in FYI. If you have selected "Individual" as the structure, in addition to the Name field, the First Name, Last Name, and Other Name fields will be available.
Salutation - The preferred name of the client. This is available as a Merge Field when creating documents. If the Practice Settings are not enabled for FYI as Primary for Client Mobile and Salutation, this field will not be displayed, and will be synchronised from Xero Practice Manager. Refer to Managing Practice Settings.
Email - Enter the primary contact email address.
Phone number - Enter the primary contact phone number.
Mobile Number - The Mobile Number for a Client. If the Practice Settings are not enabled for FYI as Primary for Client Mobile and Salutation, this field will not be displayed, and will be synchronised from Xero Practice Manager. Refer to Managing Practice Settings.
Export Code - Enter an export code, if required.
Client Code - Enter a client code, if required.
Manager - Select the Manager assigned to the Client.
Partner - Select the Partner assigned to the Client.
- Click on the Tax & Company heading to display the additional options.
Business Number - Enter the Business Number. Typically, this is the unique number that identifies a business or organisation.
Company Number - Enter the Company Number. For companies incorporated in Australia, this is the ACN.
Tax Number - Enter the Tax File, VAT or IRD number. This data cannot be duplicated.
Balance Month - Select the last month of the client's financial period.
Prepare Activity Statement - Select Yes if you prepare activity statements for the client.
Prepare Tax Form - Select Yes if you prepare tax returns for the client.
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Click on the Physical Address heading to display the additional options.
The Address Search field uses the Google Maps API to automatically search for addresses. Click in the field and begin entering an address, autocomplete results will be displayed underneath and continue to be refined as you type more details. Click an address to automatically populate the address fields below.
To manually enter an address, click in the address text fields and enter the street address including the City, State, Postcode, and Country. - Click on the Postal Address heading to display the additional options.
If the Postal address is the same as the Physical Address, click the Same as Physical Address minus button to change it to a tick. The Postal Address fields will be hidden accordingly.
If the Postal Address is different, do not check the button, and instead repeat the steps for Physical address to search for an address or manually enter each text field.
- In Set Custom Field, select the Custom Field you want to update. The Custom Field will be displayed above. Select or enter a value, or press the X to remove the Custom Field.
Once a Custom Field has been selected, it will be removed from the drop-down list as it is already part of the Step.
Repeat the steps for any additional Custom Fields to be added
- Click Save.
- The client will be created. The Client - Activity tab will display details on the date the client was created, the user, and the initial values entered for the client. Refer to Client Activity.
FYI Client ID
After a client is created in FYI, a system-generated code will be created, called the FYI Client ID. This code is displayed on the Client Summary, and in the URL when viewing the client. The FYI Client ID can be included in the Bulk Export for both AWS and OneDrive. Refer to Bulk Export AWS and Bulk Export OneDrive.
Clients are Synchronised to Xero Practice Manager
For practices integrated with Xero Practice Manager, any new clients created in FYI are synchronised to Xero Practice Manager. Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.
Note: The new client will be marked with a 'Pending Sync' tag while waiting for the updates to be synced with Xero Practice Manager. This tag is located beside the Client Details in the Client Summary. Once the updates have synced to Xero Practice Manager, the tag will be cleared.
Client Contacts
The Client - Contacts tab displays a list of contacts added for the client.
Practices on the Elite plan will be able to create contacts, such as a Bookkeeper or Business Owner. For practices integrated with a practice management solution, for example Xero Practice Manager, the contacts will be synchronised to FYI.
Refer to Client Contacts and Creating and Editing Client Contacts.
Create Relationships
Practices on the Elite plan will be able to create and manage relationships, while practices on the Pro plan will be able to view relationships maintained in Xero Practice Manager and synchronised to FYI.
Click the Client - Relationships tab to view current relationships for the client.
Refer to Client Relationships.
Update Custom Fields & Other Client Workspace Settings
When creating a client in FYI, consider other data and settings that require updating.
- Where applicable, review and update any required Custom Fields on the Client. Refer to Client Custom Fields.
- Consider if Client Security is required and apply accordingly. Refer to Client Security.
Note: only an FYI Admins can configure client security. - Review the Client Settings, if any email or filing defaults are to be applied. Refer to Client Settings.
- If Collaborate is enabled for the practice, review the Sharing Settings for the client. Refer to Client Collaborate.