Editing Client Details

Plan: Not Available: Intermediate Available: Pro or Elite

Users: Not Available: All users Available: FYI Admins or User Group Permissions

Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager

Editing client details directly in FYI makes it simple to keep your client information accurate and up to date across your practice.

This feature requires FYI as Primary for Client Maintenance to be enabled.

For practices where FYI as Primary for Client Maintenance is not enabled, clients must be edited in your integrated practice management solution and will be updated during the next synchronisation.

Editing a Client is only available for FYI Admins, or users in a User Group with the Edit Clients permission enabled.

Note: To update clients in bulk, refer to Clients Bulk Update.

Edit a Client

Navigate to the Client - Summary tab for a client.
Click the Edit Client button at the top of the Client Details section.
Client Details Fields will become available to be edited.
Note: Some fields are system-generated and cannot be edited, while other fields will only be available depending on the client structure.

To clear values from fields, either highlight the value and click delete on your keyboard, or click the X next to the Field.
Click Save at the bottom of the screen to save the changes made to all the fields and to take it out of editing mode. A record of the changes will be displayed in the Client Activity field.

For practices integrated with XPM, clicking Save will trigger the updates to sync to XPM. For more information, refer to Pending Sync tag below.

Client Detail Fields

Some fields are system-generated and cannot be edited, while other fields will only be available depending on the client structure.

When editing client details:

Where a field is unable to be edited in FYI due to a limitation by Xero Practice Manager, a tooltip will be displayed. Refer to Edit in PM below.
You can only enter or select a value according to how the field has been defined, for example, as Text, a Checkbox, select from a Drop-down, Number, etc. The following is an example of entering the value for a Text Custom Field.

General Client Details

Field	Notes
Groups	Update the client Group by typing 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	Update the Structure for the client. Note: Business structures are synchronised from XPM to the Structure field in FYI, once they have been assigned to an active client.
Name	Edit 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. Important Note: 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. Editing an individual's first or last name will not automatically update the 'Name' field. This field must be updated separately, where required.
Salutation	Update the client's preferred name. If a Salutation is not provided, FYI will default to the Primary Contact's Salutation, or remain blank if a Primary Contact has not been selected. The Client - Summary tab will also display an icon to indicate when the Primary Contact details are displayed.
Addressee	Update the Addressee for the client. For example, "The Directors" or "Mr F. Marshall". If an Addressee is not entered, the field will default to the Primary Contact's Addressee, or remain blank. The Client - Summary tab will also display an icon to indicate when the Primary Contact details are displayed. Important note: entering a Addressee on the Client - Summary tab will override the default Primary Contact details.
Email	Update the email address for the client. If an email address is not provided, when the client is created, FYI will default to the Primary Contact's email address, or remain blank if a Primary Contact has not been selected. The Client - Summary tab will also display an icon to indicate when the Primary Contact details are displayed. Note: Email addresses cannot exceed 255 characters.
Phone Number	Update the Phone Number used to contact the client.
Mobile Number	Update the Mobile Number of the Client. If a Mobile Number is not provided, FYI will default to the Primary Contact's Mobile Number, or remain blank if a Primary Contact has not been selected. The Client - Summary tab will also display an icon to indicate when the Primary Contact details are displayed.
Date of Birth	Displayed when you have selected "Individual" as the structure. Edit the date of birth of the client.
Export Code	Update the export code, if required.
Client Code	Update the client code, if required.
Manager	Update the staff member assigned as the Client Manager.
Partner	Update the staff member assigned as the Client Partner.

Assigned Users

The Assigned Users section will display all the "User" Type Custom Fields for the client, referred to as Custom User Roles.

Update the users for each role as required.

Tax & Company

Click on your region to display Tax & Company fields relevant to your practice.

Australia

Field	Notes
Business Number	Update the Business Number. Typically, this is the unique number that identifies a business or organisation.
Company Number	Update the Company Number, known as the ACN.
Tax Number	Update the Tax File Number for the client. Note: The Tax Number will be displayed partially masked when synchronised from XPM, but once edited in FYI will display the full value.
BSB Number	Synchronised from XPM only and cannot be edited in FYI.
Account Number	Synchronised from XPM only and cannot be edited in FYI.
Account Name	Synchronised from XPM only and cannot be edited in FYI.
Financial Institute Name	Synchronised from XPM only and cannot be edited in FYI.
Balance Month	Update the last month of the client's financial period. When used as a Merge Field, this will return the month name, for example 'June'.
Prepare Activity Statement	Update the preferences for preparing the Client's activity statement. Select from Yes or No.
Prepare Tax Form	Update the preferences for preparing the Client's tax return. Select from Yes or No.
Tax Agent	Synchronised from XPM only and cannot be edited in FYI.
Automatically Retrieve from the ATO	Synchronised from XPM only and cannot be edited in FYI.
Active ATO Client	Synchronised from XPM only and cannot be edited in FYI.
Branch/CAC/ICA	Synchronised from XPM only and cannot be edited in FYI.

New Zealand

Field	Notes
NZBN	Update the Business Number. Typically, this is the unique number that identifies a business or organisation.
Company Number	Update the Company Number.
IRD Number	Update the IRD Number for the client. Note: The IRD Number will be displayed partially masked when synchronised from XPM, but once edited in FYI will display the full value.
Balance Month	Update the last month of the client's financial period. When used as a Merge Field, this will return the month name, for example 'June'.
Signed Tax Authority	Update the preferences for approval from the IRD to act as the client's signed tax authority. Select from Yes or No.
Return Type	Synchronised from XPM only and cannot be edited in FYI.
Agency Status	Synchronised from XPM only and cannot be edited in FYI.
Provisional Tax Basis	Synchronised from XPM only and cannot be edited in FYI.
Tax Agent	Synchronised from XPM only and cannot be edited in FYI.
GST Registered	Update the client's GST registration details. Select from Yes or No.
Prepare GST	Update the preferences for preparing the client's GST. Select from Yes or No.
GST Period	Update the the client's GST period.
GST Basis	Update the client's GST Basis. Select the drop-down of Payments, Invoice or Hybrid.

United Kingdom

Field	Notes
Business Number	Update the Business Number. Typically, this is the unique number that identifies a business or organisation.
Company Number	Update the Company Number.
VAT Number	Update the VAT Number for the client. Note: The VAT Number will be displayed partially masked when synchronised from XPM, but once edited in FYI will display the full value.
Balance Month	Update the last month of the client's financial period. When used as a Merge Field, this will return the month name, for example 'June'.
Prepare Tax Return	Update the preferences for preparing the Client's tax return. Select from Yes or No.

Address Details

Physical and Postal address details can be edited directly in FYI.

Physical Address

Click on the Physical Address heading to edit specific address details. To edit the Physical Address:

Click the Address Search field uses the Google Maps API to automatically search for addresses. Start typing and suggestions will appear beneath the field. Choose one to update the physical address instantly, or
To manually enter an address, click in the address text fields and enter the street address including the City, State, Postcode, and Country.

Postal Address

Click on the Postal Address heading to edit specific address details. To edit the Postal Address:

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, or
If the Postal Address is different, do not check the button, and instead repeat the steps for the Physical address to search for an address or manually enter each text field.

Group Members

The Group Members section displays a list of all the clients that are members of the same Client Group as the displayed client.

To edit the Group Members, the Group field will need to be edited on the individual client. Click on a client in the Group Members for quick access to display that client.

Pending Sync tag

For practices integrated with Xero Practice Manager, clicking Save will trigger the updates to sync to XPM. The sync time will depend on the field that has been edited. Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

While the field is waiting to be synchronised, a 'Pending Sync' tag will be displayed beside the Client Details heading on the Client Summary tab. Once the updates have synced to Xero Practice Manager, the tag will be cleared.

Note: When a Client is marked as Pending Sync, custom field changes made in XPM will not be synchronised.

Edit in PM

Where a field is unable to be edited in FYI due to a limitation by Xero Practice Manager, a tooltip will be displayed.

To edit the field, the client will need to be updated in Xero Practice Manager.

When editing the client, the Open in PM button will be replaced with Edit in PM. Click the button to open the client in Xero Practice Manager, where you will be able to update the fields accordingly.