The FYI as Primary for Client Maintenance setting is automatically enabled for practices on the FYI Elite plan, and available as a Beta for practices on the Pro plan. Contact Support to join the Beta.
When FYI as Primary for Client Maintenance is enabled, FYI becomes the source of truth for client details. The synchronisation frequency with Xero Practice Manager will be adjusted to reduce the impact on Xero Practice Manager Rate Limits.
Users will be able to create clients directly in FYI if the user is an FYI Admin or belongs to a User Group with the "Edit Clients" permission.
FYI as Primary Settings
Client Maintenance
After enabling FYI for Client Maintenance:
- This setting cannot be disabled.
- The frequency of client synchronisations with Xero Practice Manager will be reduced.
- Custom Fields values will be synchronised from FYI to Xero Practice Manager, as a one-way synchronisation only.
- When a new client is created in Xero Practice Manager, Client Custom Field values will be synchronised to FYI, as a one-time synchronisation only.
- The Client Manual Sync function is only available for FYI Admins, and users in a User Group with access to Automations.
- Changes made to clients in FYI will not be updated back to the original state in Xero Practice Manager (XPM) if a manual Sync is requested before the change in FYI has been updated to XPM.
- The client Salutation and Mobile fields will become available for editing in FYI. These fields will then be maintained in FYI only, and will not synchronise to Xero Practice Manager. Where data has not been entered in these fields, FYI will default to the Primary Contact details.
- Consider your Xero Practice Manager integrations with other app providers before enabling this option.
Synchronisation Details
Note: Clients that are archived in Xero Practice Manager before your initial connection to FYI will not sync to FYI.
Clients
|
Event |
Automatic Sync |
Clients |
Create or Edit |
Immediate |
Clients |
Create or Edit |
Approx. 15 minutes |
Archived Clients |
Archive |
Immediate |
Archived Clients |
Archive |
Approx. 15 minutes |
Client Details |
Create and Edit |
Immediate |
Client Details |
Create, Edit or Delete |
Approx. 15 minutes |
Client Groups |
Create and Edit |
Immediate |
Client Groups |
Create, Edit or Delete |
Approx. 15 minutes |
Client Contacts |
Create, Edit or Delete |
Immediate |
Client Contacts |
Create, Edit or Delete |
Approx. 15 minutes |
Client Relationships |
Create, Edit or Delete |
Immediate |
Client Relationships |
Create, Edit or Delete |
Approx. 15 minutes |
Custom Fields
Client and Job Custom Fields are synchronised between Xero Practice Manager and FYI, as per the frequencies below.
|
Event |
Automatic Sync |
Custom Field Definitions |
Add, Edit or Delete |
Immediate |
Custom Field Values |
Add, Edit or Delete |
Immediate |
Custom Field Definitions |
Create, Edit or Delete |
Approx. 15 minutes |
Custom Field Values |
Create, Edit or Delete |
Not Synchronised |
Custom Field Values |
Create in XPM |
Approx. 15 minutes |
Note: When a new client is created in Xero Practice Manager, Client Custom Field values will be synchronised from XPM to FYI, as a one-time synchronisation only.
List of Synchronised Fields and Sync Frequency
When FYI has been enabled as the primary source for both Client Maintenance the sync frequency is as per below.
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Groups | Immediate | Approx. 15mins |
Business Structure | Immediate | Approx. 15mins (when assigned to a client) |
First Name | Immediate | Approx. 15mins |
Last Name | Immediate | Approx. 15mins |
Other Name | Immediate | Approx. 15mins |
Name | Immediate | Approx. 15mins |
Contact | Immediate | Approx. 15mins |
Salutation |
N/A | N/A |
Immediate | Approx. 15mins | |
Phone Number | Immediate | Approx. 15mins |
Mobile Number (managed in FYI only) |
N/A | N/A |
Date of Birth | Immediate | Approx. 15mins |
Export Code | Immediate | Approx. 15mins |
Client Code (Not synchronised for NZ clients) |
Immediate |
Approx. 15mins |
Manager | Immediate | Approx. 15mins |
Partner | Immediate | Approx. 15mins |
Different fields are displayed depending on your location.
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Business Number | Immediate | Approx. 15mins |
Company Number | Immediate | Approx. 15mins |
Tax Number (When synchronised from XPM the Tax Number will be displayed partially masked, however the full value can be entered into FYI) |
Immediate | Approx. 15mins Not recommended - will be partially masked in FYI. |
BSB Number | N/A | Approx. 15mins |
Account Number | N/A | Approx. 15mins |
Account Name | N/A | Approx. 15mins |
Financial Institute Name | N/A | Approx. 15mins |
Balance Month | Immediate | Approx. 15mins |
Prepare Activity Statements | Immediate | Approx. 15mins |
Prepare Tax Form | Immediate | Approx. 15mins |
Tax Agent | N/A | Approx. 15mins |
Automatically Retrieve from the ATO | N/A | Approx. 15mins |
Active ATO Client | N/A | Approx. 15mins |
Branch/CAC/ICA | N/A | Approx. 15mins |
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
NZBN | Immediate | Approx. 15mins |
Company Number | Immediate | Approx. 15mins |
IRD Number | Immediate | Approx. 15mins |
Balance Month | Immediate | Approx. 15mins |
Signed Tax Authority | Immediate | Approx. 15mins |
Return Type | N/A | Approx. 15mins |
Provisional Tax Basis | N/A | Approx. 15mins |
Agency Status | N/A | Approx. 15mins |
Tax Agent | N/A | Approx. 15mins |
GST Registered | Immediate | Approx. 15mins |
Prepare GST | Immediate | Approx. 15mins |
GST Period | Immediate | Approx. 15mins |
GST Basis | Immediate | Approx. 15mins |
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Business Number | Immediate | Approx. 15mins |
Company Number | Immediate | Approx. 15mins |
VAT Number | Immediate | Approx. 15mins |
Balance Month | Immediate | Approx. 15mins |
Prepare Tax Return | Immediate | Approx. 15mins |
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Name | Immediate | Approx. 15mins |
Immediate | Approx. 15mins | |
Phone | Immediate | Approx. 15mins |
Mobile | N/A | N/A |
Position | Immediate | Approx. 15mins |
Salutation | N/A | N/A |
Physical Address
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Address | Immediate | Approx. 15mins |
City | Immediate | Approx. 15mins |
State/Region | Immediate | Approx. 15mins |
Postcode | Immediate | Approx. 15mins |
Country | Immediate | Approx. 15mins |
Postal Address
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Address | Immediate | Approx. 15mins |
City | Immediate | Approx. 15mins |
State/Region | Immediate | Approx. 15mins |
Postcode | Immediate | Approx. 15mins |
Country | Immediate | Approx. 15mins |
New relationships are synchronised from FYI immediately to Xero Practice Manager. The corresponding relationship will be created in Xero Practice Manager, and synchronised to FYI within approximately 15 minutes.
For example, if "Frank Marshall" is added as the "Trustee of" a Family Trust, the Family Trust entity will also be updated to create a corresponding relationship to show Frank Marshall as a Trustee.
Individual fields are displayed below, however Client Relationships cannot be edited in FYI. A relationship would need to be deleted, and a new one created.
Field | Sync Frequency from FYI |
Sync Frequency from XPM |
Type | Immediate | Approx. 15mins |
Related Client | Immediate | Approx. 15mins |
Start Date | Immediate | Approx. 15mins |
End Date | Immediate | Approx. 15mins |
Percentage (available if "Partner Of" is selected) | Immediate | Approx. 15mins |
Shares (available if "Shareholder Of" is selected) | Immediate | Approx. 15mins |
Data Not Synchronised
When FYI is enabled for FYI as the Primary Source for Client Maintenance, the following data is not synchronised:
- Client Mobile (the Mobile Number for contacts will be synchronised)
- Client Salutation (the Salutation for contacts will be synchronised)
- Client Code (not available for New Zealand practices)
- Billing Entity
Note: for practices on the FYI Elite plan, an alternative solution is to create Billing and Workflow Jobs in FYI, as Workflow Jobs may be assigned to any client in the group.