If you are an FYI Admin, or a user in a User Group that has Permissions enabled for Create Jobs (refer to Managing User Groups) you can add a Job directly from FYI. For practices integrated with Xero Practice Manager, Jobs added in FYI are synchronised to your Xero Practice Manager.
- From FYI, click the + button.
Select Job from the list of document types.
From the workspace, simply press the shortcut key J for a new Job. The Drawer will display on the right-hand side.
- In the Drawer, select or enter the details, or change the defaults that are given:
Client - Type at least three characters of the client name to display all clients containing those characters. Then click to select the required client.
Template - The list of Templates displayed are the Job Templates set up in Xero Practice Manager.
Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager for details on which Template fields are synchronised.
Name - Enter the name of the Job.
State - Each Job holds a State, such as "In Progress", "Planned", "On Hold". As you can add your own customised States for Jobs in Xero Practice Manager, FYI includes a function so that an FYI Admin can map these to how the States display and are used in FYI. Refer to Job States.
Cabinet - If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet to assign to the Job. As well as giving additional information about Jobs, this allows Cabinet Security to be set on any relevant Jobs. Users only have access to those Jobs for the Cabinets to which they have been given access via the User Group they belong to. Refer to Managing Practice Settings for Documents and Managing User Groups. If Job Cabinet Security is not enabled in your Practice Settings, the Cabinet field is not displayed when creating a Job.
Category - If relevant, select a Category. This list displays the Job Categories set up in Xero Practice Manager.
If you select a Template with a Category, the Category from the Template will not be added to the Job that is created. If relevant, you can add the Category directly in the Create Job.
Primary - This allows you to select one lead Job to act as your tracking Job for the client. Refer to Nominating the Primary Job.
Budget - Optionally enter the budget for the Job as a monetary amount in a currency format, for example, 1,200.00 or 200.00.
Note: When Time is added for an XPM Task for the Job (with Time entries in FYI or Xero Practice Manager) both the Estimated and Actual fields display in the time format, for example, 01:30 for 1 hour and 30 minutes or 01:45 for 1 hour and 45 minutes.
Start Date and Due Date - Select the dates.
Assigned User - Select the User assigned to the Job.
Note: Only one user can be assigned to a Job when creating in FYI.
Manager - Select the Manager assigned to the Job.
Partner - Select the Manager assigned to the Job.
Description - Optionally enter a description for the Job.
If you select a Template with a Description, the Description from the Template will not be added to the Job that is created. If relevant, you can add the Description directly in the Create Job.
Set Custom Field - Select the Custom Fields you want to add to the Job, and select the options you want to set for each Custom Field. For example, you can add Custom Fields such as Type of Service or Accountant, and set the options when creating the Job in FYI.
- Click Create.
Jobs are Synchronised to Xero Practice Manager
For practices that are integrated with Xero Practice Manager, any new Jobs created in FYI are synchronised to Xero Practice Manager.
Note: The job 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 Job Name in the Job Summary and prevents updates from being overwritten by a user selecting the Sync from PM button. Once the updates have synced to Xero Practice Manager, the tag will be cleared.
XPM Tasks for the Job
If you want to add any XPM Tasks to the Job, this must be done from Xero Practice Manager.