Create a Job

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. 

When creating a job, the options available depend on your FYI plan and Practice Management solution:

  • Pro plan 3346_Pro_plan_Swish.png 3347_Intermediate_plan_swish.png
    • Standard Jobs - individual jobs created in FYI. When integrated with Xero Practice Manager, Jobs created in FYI will be synchronised to XPM. If Legacy Workflow Jobs has been enabled in FYI, when Tasks are added to the job in Xero Practice Manager, a Workflow Job will be created in FYI.
  • Elite plan using FYI for Practice Management: 3345_Elite_plan_Swish.png
    • Standard Job - ideal for standalone jobs
    • Billing Job - considered the "main" job and contains a series of "sub-jobs", referred to as Workflow Jobs.
    • Workflow Jobs - the "sub-jobs" associated with the main job, referred to as the Billing Job.

This article contains information below on how to create each job. For more information on the different types of jobs, refer to Job Type Overview.

Creating a Job

Click on the headings below to view detailed step-by-step instructions.

Create a Job (Intermediate or Pro plan)

Before creating a job, navigate to the client workspace. This prepopulates the client details when creating the job.

  1. From FYI, click the + button.
    Select Job from the list of document types. 
    Or
    From the workspace, simply press the shortcut key J for a new Job. The Drawer will display on the right-hand side.
    401_Create_Job.gif

  2. 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.
    If you need to create an "internal" job we recommend that you select your practice as the client or create a new client for internal jobs to be assigned to.

    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. 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. Only one user can be assigned to a Job when creating in FYI.

    Manager - Select the Manager assigned to the Job. By default, the Manager for the client will be selected.

    Partner - Select the Partner assigned to the Job. By default, the Partner for the client will be selected.

    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.

    If the Custom Field is a "User" type and applies to both the Client and the Job, the Custom Field will inherit the value selected on the Client - Custom Fields tab.
  1. Click Create.

Jobs are Synchronised to Xero Practice Manager

For practices 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.

Refer also to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager and Running a Manual Sync with Xero Practice Manager and Additional Notes on Syncing.

XPM Tasks for the Job

If you want to add any XPM Tasks to the Job, this must be done from Xero Practice Manager. If Legacy Workflow Jobs has been enabled, XPM Tasks will be synchronised and created as Workflow Jobs in FYI. Refer to Legacy Workflow Jobs.

Create a Standard Job (Elite plan)

Before creating a job, navigate to the client workspace. This prepopulates the client details when creating the job.

  1. From FYI, click the + button and select Job from the list of document types. 
    Tip: From the workspace, simply press the shortcut key J.

  2. The Create Job Drawer will display on the right-hand side.

    401_Create_Job_FYI.gif

  3. In the Drawer, select or enter the job details, or change the defaults that are displayed.

    Client - Type at least three characters of the client name to display all clients containing those characters and select the required client. The client will prepopulate if you create the job from the Clients Workspace.

    Job Type
    - Available for practices on the Elite Plan. The Standard Job Type is the default option. Refer to Elite Job Type Overview.

    Template
    - Job Templates are mandatory, and define the Billing information required for users to create invoices in FYI. The selected Template must be the same type as the job i.e. A Standard Job cannot use a Workflow Job template. When a Template is selected, key fields will be automatically updated e.g. the Job Name. If the field has already been populated prior to selecting a Job Template, it will not be overwritten. Refer to Managing Job Templates.

    Name - the Name will be populated after selecting a Job Template, but can be overwritten. Enter or update the name of the Job if required.

    State - Select the relevant Job State. Each Job holds a State, such as "Planned", "In Progress" or "On Hold". Refer to Job States. If a Default Job State has been defined in the Job Template, the state will be automatically updated when the Template is selected. If creating a Workflow Job and there is no default State specified, the Billing Job State will be used. Refer to Managing Job Templates.

    Cabinet - If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet to assign to the Job (if this setting is not enabled the Cabinet field will be hidden). This also allows Cabinet Security to be set on any relevant Jobs, to restrict the Job to be visible only to users with access to the Cabinet. Refer to Managing Practice Settings and Managing User Groups.

    Job Category - Select a Job Category from the drop-down. Only active Job Categories will be displayed, archived Job Categories are not available to select. Refer to Managing Job Categories

    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 Amount - Enter the budget for the Job as a monetary amount in a currency format, for example, 1,200.00 or 200.00. When Time is added, the Actual Amount is automatically updated on the job.

    Budget Hours - The estimated number of hours required for the Job. When Time is added, the Actual Hours are automatically updated on the job.

    Start Date and Due Date - The Start Date defaults to todays date. Select the commencement and due dates for the job.

    Manager - Select the Manager assigned to the Job. By default, the Manager for the client will be selected.

    Partner - Select the Partner assigned to the Job. By default, the Partner for the client will be selected.

    Description - If you select a Template with a Description, the Description from the Template will prepopulate. Enter or update the description of the Job if required.

    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. If the Custom Fields are set to apply to Time & Disbursements and Invoices, they will inherit down to Time Entries, Disbursements and Invoices upon creation. If the Custom Field is a "User" type and applies to both the Client and the Job, the Custom Field will inherit the value selected on the Client - Custom Fields tab.

  4. Click Create.

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.

Refer to Synchronising with Xero Practice Manager where FYI is enabled as the PM Source.

Create a Billing Job (Elite plan)

Billing Jobs are considered the "main" job and contain a series of "sub-jobs", referred to as Workflow Jobs. Refer to Workflow Jobs.

Before creating a job, navigate to the client workspace. This prepopulates the client details when creating the job.

  1. From FYI, click the + button and select Job from the list of document types. 
    Tip: From the workspace, simply press the shortcut key J.

  2. The Create Job Drawer will display on the right-hand side.

  3. The Job Type field will default to Standard. Click the drop-down and select Billing. The drawer will update to display additional fields relevant to Workflow Jobs.

    3212_Create_Job_FYI_Billing_FYI_PM.gif
  4. In the Drawer, select or enter the job details, or change the defaults that are displayed.

    Client - Type at least three characters of the client name to display all clients containing those characters and select the required client. The client will prepopulate if you create the job from the Clients Workspace.

    Job Type
    - Select from Standard, Billing, or Workflow. Refer to Job Type Overview

    Template
    - Job Templates are mandatory, and define the Billing information required for users to create invoices in FYI. The selected Template must be the same type as the job i.e. A Standard Job cannot use a Workflow Job template. When a Template is selected, key fields will be automatically updated e.g. the Job Name. If the field has already been populated prior to selecting a Job Template, it will not be overwritten. Refer to Managing Job Templates.

    Name - If creating a job from a Job Template, the Name will prepopulate and can be overwritten. Enter or update the name of the Job if required.

    State - Select the relevant Job State. Each Job holds a State, such as "Planned", "In Progress" or "On Hold". Refer to Job States. If a Default Job State has been defined in the Job Template, the state will be automatically updated when the Template is selected. If creating a Workflow Job and there is no default State specified, the Billing Job State will be used. Refer to Managing Job Templates.

    Cabinet - If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet to assign to the Job (if this setting is not enabled the Cabinet field will be hidden). This also allows Cabinet Security to be set on any relevant Jobs, to restrict the Job to be visible only to users with access to the Cabinet. Refer to Managing Practice Settings and Managing User Groups.

    Category - Select a Job Category from the drop-down. Refer to Managing Job Categories. The Category column can be added to the Jobs List to view and filter by active job categories. Archived Job Categories are not available to select from the Job Summary screen.

    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 Amount - Initially displayed as 0, this will display the total of any Workflow Jobs created under the Billing Job.

    Budget Hours - Initially displayed as 0, this will display the total estimate of hours for any Workflow Jobs created under the Billing Job.

    Start Date and Due Date - The Start Date defaults to today's date. Select the commencement and due dates for the job.

    Manager - Select the Manager assigned to the Job. By default, the Manager for the client will be selected.

    Partner - Select the Manager assigned to the Job. By default, the Partner for the client will be selected.

    Description - If you select a Template with a Description, the Description from the Template will prepopulate. Enter or update the description of the Job if required.

    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. If the Custom Fields are set to apply to Time & Disbursements and Invoices, they will inherit down to Time Entries, Disbursements and Invoices upon creation. If the Custom Field is a "User" type and applies to both the Client and the Job, the Custom Field will inherit the value selected on the Client - Custom Fields tab.

  5. Click Create.
Create a Workflow Job (Elite plan)

Workflow Jobs are considered a "sub-job" of a Billing Jobs, the main job for the client. Refer to Workflow Jobs.

The Billing Job should be created  initially before creating the associated Workflow Jobs. 

When creating a job, navigate to the client workspace first. This prepopulates the client details when creating the job.

  1. From FYI, click the + button and select Job from the list of document types. 
    Tip: From the workspace, simply press the shortcut key J.

  2. The Create Job Drawer will display on the right-hand side.

  3. The Job Type field will default to Standard. Click the drop-down and select Workflow. The drawer will update to display additional fields relevant to Workflow Jobs.

    401_Create_Job_FYI_Workflow_FYI_PM.gif

  4. In the Drawer, select or enter the job details, or change the defaults that are displayed.

    Client - Type at least three characters of the client name to display all clients containing those characters and select the required client. The client will prepopulate if you create the job from the Clients Workspace.

    Template
    - Job Templates are mandatory, and define the Billing information required for users to create invoices in FYI. The selected Template must be the same type as the job i.e. A Standard Job cannot use a Workflow Job template. When a Template is selected, key fields will be automatically updated e.g. the Job Name. If the field has already been populated prior to selecting a Job Template, it will not be overwritten. Refer to Managing Job Templates.

    Name - If creating a job from a Job Template, the Name will prepopulate and can be overwritten. Enter or update the name of the Job if required.

    State - Select the relevant Job State. Each Job holds a State, such as "Planned", "In Progress" or "On Hold". Refer to Job States. If a Default Job State has been defined in the Job Template, the state will be automatically updated when the Template is selected. If creating a Workflow Job and there is no default State specified, the Billing Job State will be used. Refer to Managing Job Templates.

    Billing Job - Select from the drop-down the relevant associated Billing Job that the Workflow Job corresponds to.

    Cabinet - If your practice has Job Cabinet Security enabled in your Practice Settings, you can select a Cabinet to assign to the Job (if this setting is not enabled the Cabinet field will be hidden). This also allows Cabinet Security to be set on any relevant Jobs, to restrict the Job to be visible only to users with access to the Cabinet. Refer to Managing Practice Settings and Managing User Groups.

    Job Category - Select a Job Category from the drop-down. Refer to Managing Job Categories. The Category column can be added to the Jobs List to view and filter by active job categories. Archived Job Categories are not available to select from the Job Summary screen.

    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 Amount - Enter the budget for the Job as a monetary amount in a currency format, for example, 1,200.00 or 200.00. The currency symbol is not required. When Time is added, the Actual Amount is automatically updated on the job. The total Budget Amount for all linked Workflow Jobs will be displayed on the Job - Summary tab for the Billing Job.

    Budget Hours - The estimated number of hours required for the Job. When Time is added, the Actual Hours are automatically updated on the job. The total Budget Hours for all linked Workflow Jobs will be displayed on the Job - Summary tab for the Billing Job.

    Start Date and Due Date - The Start Date defaults to today's date. Select the commencement and due dates for the job.

    Manager - Select the Manager assigned to the Job. By default, the Manager for the client will be selected.

    Partner - Select the Manager assigned to the Job. By default, the Partner for the client will be selected.

    Description - If you select a Template with a Description, the Description from the Template will prepopulate. Enter or update the description of the Job if required.

    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. If the Custom Fields are set to apply to Time & Disbursements and Invoices, they will inherit down to Time Entries, Disbursements and Invoices upon creation. If the Custom Field is a "User" type and applies to both the Client and the Job, the Custom Field will inherit the value selected on the Client - Custom Fields tab.

  5. Click Create.
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