Client Ledger Reports AutoFile (Australia and UK)

The Client Ledger Reports AutoFile process runs a batch import of client Xero Ledger reports and automatically files them in FYI. This process is specific to a client. It is set with the Trigger set as "Manual" so it will only run when a user requests it.

Reports that can be automated include:

  • Balance Sheet
  • Bank Summary
  • Budget Summary
  • Executive Summary (currently in Beta)
  • Profit and Loss
  • Trial Balance 

All reports are automatically named and filed in FYI according to practice preference. If the amounts in the ledger change, simply re-run the batch to create a new version of the reports in FYI.

Note: The reports produced in FYI use a generic layout. If you have customised your reports in Excel to have a different layout, the reports produced in FYI may have a different layout to these.

Steps to Use the Client Ledger Reports AutoFile Automation

There are the following steps to using this automation.

  1. Checking the Configuration of the Client Ledger Report Automation
    This is done by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations. Refer below to Checking the Configuration of the Client Ledger Report Automation.

  2. Connecting Xero Ledger for each Client in Automation - Apps
    This is done from the Automation - Apps tab by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations. Refer to Connecting Xero Ledger for each Client in Automation - Apps.

  3. Connecting the FYI Client to a Xero Ledger in Client - Apps
    This is done from the Client workspace for the specific client in the Client - Apps tab. Refer to Client Apps.

  4. Running the Client Ledger reports
    This is done from the Client workspace for the specific client in the Client - Processes tab. Refer to Running the Client Ledger Reports AutoFile (Australia and UK).

Checking the Configuration of the Client Ledger Report Automation

The configuration of the Client Ledger Report automation needs to be checked to confirm the following and make any changes if required.

  • The reports to be included in the batch
  • The naming convention for each report 
  • Filing information such as Cabinet, Category and Year 

Note: This is a one-off step that is done by an FYI Admin, or a user in a User Group that has Permissions enabled for Automations.

  1. From FYI, click the Automation menu option.
  2. Go to the Processes tab.
  3. In Client Ledger Reports AutoFile, click the cog icon to edit this process.

    826_Edit_Client_Ledger_Process.gif

The Client Ledger Reports AutoFile process opens.


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The following is an example of the Action for the steps.

 042_Automation_Client_Ledger_Reports_Action.gif

The Date Range is the default date for the reports which will set the Date Range as "This Month", "Last Financial Year". Users can change this if required when running the process or leave this as "Run as Defined" (see below).

The settings for Filing, Workflow and Task can all be set up in the same way as other processes. For example in the Filing, the names of the files that are produced can include Merge Fields (such as the Report Period) and the category for Year can be set using a Merge Field for the Report Year.

For details on how to use Merge Fields in the Automation Step, including advanced Merge Fields, refer to Include Merge Fields in Automations.

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Note: If you need to reset the process, for example, if the step was deleted, click Reset. This will restore the process to the default configurations. 

Running the Client Ledger Reports

Before the Client Ledger Reports AutoFile process can run for a client, the FYI client needs to be connected in Automation - Apps and in the Client - Apps. Refer to Connecting Xero Ledger for each Client in Automation - Apps (Australia and UK) and Client Apps.

When the Trigger in the Client Ledger Reports AutoFile process is set as "Manual", the process is included in the ClientsProcesses tab. The process can be run by any user, not only an FYI Admin. Refer to Running the Client Ledger Reports AutoFile (Australia and UK).

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