Features

Synchronising Clients, Users, Jobs and Tax Returns with GreatSoft

The following is a summary of the differences in the FYI app between an account integrated with GreatSoft and one integrated with Xero Practice Manager. 

Synchronised Data

Sync from FYI

No data is synced from FYI to GreatSoft.

Clients

Clicking the Open in PM icon in the Client - Summary, opens the client in GreatSoft.

Client Groups

A Client in GreatSoft can also be used as a Client Group.

In FYI currently, when filing documents under a Client Group where the Group is also the Client, it is not possible to see the Jobs of that Client FYI only recognises the Clients of the Client Group and there is no crossover where the Client is also a Group and to those Clients.

UDFs

Client and Job UDFs (User Defined Fields) in GreatSoft are synced to FYI as Custom Fields. These can also be used as Merge Fields. Refer to Managing Custom Fields, Including Merge Fields in Email Templates and Signatures and Including Merge Fields in Word Templates and Stationery.

Jobs

  • Jobs are synced from Tasks in GreatSoft.
  • Jobs synced from GreatSoft do not have a Due Date.
  • The Open in PM icon in the Job drawer is not relevant for GreatSoft.
  • Deleted Jobs in GreatSoft are not supported; Jobs will need to be manually marked as Cancelled in FYI

Job States

  • There are no states in the GreatSoft tasks, so no Job States are synced to FYI.
  • Jobs initially come into FYI as "Planned".
  • If a task in GreatSoft has a Closed Date, it will appear in FYI with the Job Status set as "Completed".
  • The Closed Date in the GreatSoft task displays in the Due Date in the FYI Job.
  • Jobs are also allocated a Job State according to the Allow Time/Expense Capture indicator in GreatSoft.
    • If Allow Time/Expense Capture is ticked in GreatSoft and there is no Closed Date, the Job in FYI is set with the Job State as "In Progress".
    • If Allow Time/Expense Capture is unticked in GreatSoft and there is no Closed Date, the Job in FYI is set with the Job State as "Planned".
  • When a Job is "Complete" in GreatSoft it is always set as "Complete" in FYI.

  • When a Job is "Pending" in GreatSoft it is always set as "Pending" in FYI.

  • If a Job is "In Progress" in GreatSoft and "Complete" or "Planned" in FYI then it will be set as "In Progress" in FYI/

  • If a Job is "In Progress" in FYI, and it is not "Complete" or "Planned" in GreatSoft, then the Job State is not changed in FYI.

Time in FYI

As no information is synced from FYI to GreatSoft, Time in FYI is not relevant for an account integrated with GreatSoft.

Synchronising GreatSoft Data with FYI

When FYI is integrated with GreatSoft, your Clients, Jobs (which are synced from GreatSoft Tasks) and Users (synced from GreatSoft Employees) are imported from GreatSoft and continuously synchronised with FYI.

The sync from GreatSoft to FYI happens every 15 minutes. Refer to the table below for what data is synced. No data is synced from FYI to GreatSoft.

The Sync occurs in the following ways:

Automatic Sync

A sync from GreatSoft to FYI occurs automatically every 15 minutes.

Manual Sync

A manual sync from GreatSoft to FYI can also be run, as and when needed.

Summary of Synchronisation

The following is a summary of when the event and changes in GreatSoft are synced.

  Event in GreatSoft
Automatic Sync Manual Sync
Notes
Clients Create or Edit

Every 15 minutes All Users In FYI, clients synced from GreatSoft show the Source as "GreatSoft".
Archived Clients Close Client Every 15 minutes All Users Client is Archived in FYI
Client Groups Create, Edit or Delete

Every 15 minutes All Users  
Client Addresses Create, Edit, Delete Every 15 minutes All Users Only the Postal and Physical Addresses are synced to FYI.
Currently, if these are text boxes in GreatSoft, they are not synced to FYI and this will be corrected in a future release.
Client Contacts   Create, Edit

Every 15 minutes All Users Deleted Client Contacts are not synced.

Client Custom Fields

(Client UDF)

Create, Edit Every 15 minutes  All Users  
Client Custom Field values selected for a Client Add, Edit or Delete Every 15 minutes All users
Sync from PM button in Client - Custom Fields
 
Users Create or Edit Every 15 minutes FYI Admins  
Users    Delete Deleted Users are not synced. No action in FYI
(User needs to be made Inactive in FYI) 
No action in FYI
(User needs to be made Inactive in FYI) 
Jobs Create or Edit Every 15 minutes All Users Synced from GreatSoft Tasks (excluding Deleted)
Job States       N/A - refer to Job States
Jobs Category

      N/A

Jobs Custom Field

(Job UDF)

Create or Edit  Every 15 minutes All Users  
Job Custom Field values selected for a Job Add, Edit or Delete Every 15 minutes All users
Sync from PM button in Job - Custom Fields
 
Tasks for Jobs       Not applicable for GreatSoft 
Tax Returns
Create or Edit in Xero Tax Overnight FYI Admins  

For information on running a Manual Sync and for additional notes on syncing, refer to Running a Manual Sync with GreatSoft and Additional Notes on Syncing.

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