Features

Synchronising with Xero Practice Manager where FYI is enabled for Primary Source of Client Data

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Practices can also choose to enable FYI as the primary source for your clients, meaning that FYI becomes the point of truth for client details.

This will also allow practices to create clients directly in FYI if the user is an FYI Admin or belongs to a group with "Edit Clients" permissions toggled on. Refer to Creating Clients in FYI and Managing User Groups.

To reduce the impact on Xero Practice Manager Rate Limits, once FYI has been enabled as the primary source, the synchronisation frequency with Xero Practice Manager will be adjusted accordingly:

Any changes made to clients in FYI will not be updated back to the original state in Xero Practice Manager if a manual Sync is requested before the change in FYI has been updated to XPM.

Refer to Enabling FYI as Primary Source of Client Data.

Important notes:

  • Consider your Xero Practice Manager integrations with other app providers before enabling this setting. Once enabled, not all data will sync back to Xero Practice Manager and may affect your integrations. We recommend contacting your app provider to discuss an integration with our API.

  • We recommend that once this setting is enabled, that you do not disable the setting in the future. This will ensure data integrity, with one source location for your data. For more refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

  • Once enabled, the Sync button will not be available in the Client List Tools menu. A manual client sync can be performed by users with access to the Xero Practice Manager app available in the Automations menu.

Client Synchronisation Details

Note: Clients that are archived in Xero Practice Manager before your initial connection to FYI will not sync to FYI.

 

Event

Automatic Sync

Clients

Create or Edit
in XPM

Overnight

Archived Clients

Archive
in XPM

Overnight

Archived Clients
*if FYI set as Primary Source

Archive
in FYI

Overnight

Client Details

Create, Edit or Delete
in XPM

Incremental sync every 15 minutes

Client Details
*if FYI set as Primary Source

Create and Edit
in FYI

Immediate or Overnight
Refer to Sync Fields

Client Groups

Create, Edit or Delete
in XPM

Overnight

Client Groups
*if FYI set as Primary Source

Create and Edit
in FYI

Overnight

Client Contacts

Create, Edit or Delete
in XPM

Overnight

Client Contacts
*if FYI set as Primary Source

Create, Edit
in FYI

Immediate

Client Relationships

Create, Edit or Delete
in XPM

Incremental sync every 15 minutes

Client Manager or Partner

Edit
in FYI

Immediate

Client Custom Fields

Create, Edit or Delete
in XPM

N/A

Client Custom Fields

Add, Edit or Delete
in FYI

Immediate

List of Synchronised Fields and Sync Frequency

When FYI has been enabled as the primary source for both Client Maintenance and FYI Client Mobile & Salutation, the sync frequency is as per below.

Clients
Field Sync Frequency with FYI as Primary
Groups Immediate
Structure Immediate
First Name Immediate
Last Name Immediate
Other Name Immediate
Name Immediate
Contact Overnight
Salutation N/A - Managed in FYI only
Email Immediate
Phone Number Overnight
Mobile Number N/A - Managed in FYI only
Date of Birth Overnight
Export Code Overnight
Client Code

Overnight
(Not synchronised for NZ clients)

Manager Immediate
Partner Immediate
Custom Fields Immediate from FYI to XPM (one-way synchronisation only)
Tax and Company

Different fields are displayed depending on your location.

Australia

Field Sync Frequency with FYI as Primary
Business Number Immediate
Company Number Immediate
Tax Number
(When synchronised from XPM the Tax Number will be displayed partially masked, however the full value can be entered into FYI)
Immediate
BSB Number Immediate - Edit in XPM
Account Number Immediate - Edit in XPM
Account Name Immediate - Edit in XPM
Financial Institute Name Immediate - Edit in XPM
Balance Month Immediate
Provisional Tax Basis Immediate - Edit in XPM
Prepare Activity Statements Immediate
Prepare Tax Form Immediate
Tax Agent Immediate - Edit in XPM
Automatically Retrieve from the ATO Immediate - Edit in XPM
Active ATO Client Immediate - Edit in XPM
Branch/CAC/ICA Immediate - Edit in XPM

New Zealand

Field Sync Frequency with FYI as Primary
NZBN Immediate
Company Number Immediate
IRD Number Immediate
Balance Month Immediate
Signed Tax Authority Immediate
Return Type Immediate - Edit in XPM
Provisional Tax Basis Immediate - Edit in XPM
Agency Status Immediate - Edit in XPM
Tax Agent Immediate
GST Registered Immediate
Prepare GST Immediate
GST Period Immediate
GST Basis Immediate

United Kingdom

Field Sync Frequency with FYI as Primary
Business Number Immediate
Company Number Immediate
VAT Number Immediate
Balance Month Immediate
Prepare Tax Return Immediate
Client Contacts
Field Sync Frequency with FYI as Primary
Name Immediate
Email Immediate
Phone Immediate
Mobile N/A - Managed in FYI only
Position Immediate
Salutation N/A - Managed in FYI only
Client Addresses

Physical Address

Field Sync Frequency with FYI as Primary
Address Overnight
City Overnight
State/Region Overnight
Postcode Overnight
Country Overnight

Postal Address

Field Sync Frequency with FYI as Primary
Address Overnight
City Overnight
State/Region Overnight
Postcode Overnight
Country Overnight

Data Not Synchronised

When FYI is enabled for FYI as the Primary Source for both Client Maintenance and Client Mobile & Salutation, the following data is not 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.
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