Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users, User Group Permissions Available:FYI Admins
Practice Management Source: Not Available: XPM, FYI, APS, IRIS, CCH, MYOB Practice Management (formerly GreatSoft) Available: MYOB AE & AO
When migrating to FYI from CCH or MYOB AE/AO, invoices will first be synchronised to FYI before being transferred to the Xero Ledger. This allows FYI to perform an accurate reconciliation of invoices and their balances in both Xero Ledger and FYI.
When invoices are synchronised to FYI, they will be matched to a client using the Client ID.
The CCH and MYOB migration to FYI Practice Management is currently in beta and available to practices with a single entity. Learn more about beta registrations.
Before performing these steps, please ensure that:
-
Xero Ledger connection has been established.
- A Chart of Account is set up with the Code 9999. Refer to section "Creating a Chart of Accounts in Xero Ledger (MYOB Practice Sync Only)" of the article Connecting Xero Ledger.
If the Chart of Account is not created before connecting the Practice Ledger, invoices will not sync from FYI to Xero Ledger. An error will occur in Practice Activity, where an FYI Admin or user with Practice Activity permissions can re-run the process.
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FYI has been enabled as the Practice Management Source.
- A Practice Ledger connection has been established.
When these configurations have been set, unpaid invoices synced from either CCH or MYOB to FYI, will begin to sync to the practice Xero Ledger.
Invoices Migrated from FYI to Xero Ledger
All invoices migrated from either CCH or MYOB AE/AO into FYI will sync with the following information:
- Invoice Number.
- Gross Invoice Amount.
- Tax Amounts.
- Invoice Dates including Created, Due and Paid.
- Invoice Status.
If you are a multi-entity practice, the first Practice Ledger you connect will be the Ledger that migrated Invoices will sync to. Refer to Connecting Xero Ledger.
Once a practice Xero Ledger has been connected, invoices with an Awaiting Payment status will be synchronised from FYI, and new invoices will be created in Xero Ledger. The new invoice created in Xero will contain the following information:
- Original Invoice Number.
- Original Invoice Dates including Created, Due and Paid. Where no Due Date is set, the Due Date Rule will be used from the FYI Invoice Settings.
- Type set as GST/Tax/VAT Inclusive.
- Total Gross Amount. Where an invoice has been partially paid in CCH or MYOB, FYI will sync the Gross Amount of the invoice amount to Xero Ledger. Practices will need to manually apply the part payment in Xero.
- Chart of Account will be set as 9999.
Summary of Migrated Invoices from CCH or MYOB AE/AO
The following is a summary of the types of invoices migrated from CCH or MYOB to FYI and to Xero Ledger.
Invoices synchronised to FYI will have a Filing Status Excluded and Source Migration.
Invoices with a negative Gross Amount will synchronise to FYI as a Credit Note.
| Practice Sync Invoice Status | FYI Invoice Status | Displays | Details |
| Draft | Draft | FYI |
Invoices with a status of Draft, where the Posted Date is blank, and the Outstanding Amount is greater than zero, will sync to FYI with a status of Draft. Invoices with a source of Practice Sync and a Status of Draft can be deleted in FYI. |
| Authorised | Draft | FYI | Invoices with a status of Authorised, where the Posted Date is blank and the Outstanding Amount is greater than zero, will sync to FYI with a status of Draft. |
| Submitted | Draft | FYI | Invoices with an original status of Submitted, where the Posted Date is blank, and the Outstanding Amount is greater than zero, will sync to FYI with a status of Draft. |
| Submitted | Submitted | FYI | |
| Approved | Approved | FYI | |
| Posted | Submitted | FYI | |
| Partially Paid | Awaiting Payment | FYI | Invoices with an original status of Partially Paid, where the Posted Date is blank, and the Outstanding Amount is greater than zero, will sync to FYI with a status of Draft. |
| Unpaid | Awaiting Payment | Xero FYI |
For partially paid invoices, FYI will sync the total Gross amount to Xero Ledger. Practices must manually apply the partial payment in Xero. Refer to Reconciling Partially Paid Invoices. |
| Deleted | Deleted | FYI | |
| Invoice is Paid Fully Paid |
Paid | FYI | Invoices that are paid will sync to FYI, based on the Sync Date in Practice Sync App. |
Confirming the Invoice Migration from FYI to Xero Ledger
To confirm the Invoices from FYI to Xero Ledger have been completed successfully:
- Check the count of Invoices in Practice - Invoices.
- Confirm in Practice Activity that the CCH or MYOB Invoices export has finished. An alert will appear displaying the number of Invoices Exported.
If any Invoices have failed to sync, ensure that the Practice - Activity Log has been checked for any 'Action Required' and the error has been resolved. Once resolved, the Re-Run option can be selected in the Activity log to re-run the migration. This should be performed before moving to step 3.
- Check the count of Awaiting Payment Invoices in Xero Blue.
The number of invoices in FYI should match the number of invoices reconciled in both Practice Activity and in Awaiting Payment status in Xero Ledger.
Reconciling Partially Paid Invoices
Where an invoice has been partially paid in CCH or MYOB, FYI will sync the Gross Amount of the invoice amount to Xero Ledger.
For example, where an invoice in CCH or MYOB had a total owing of $1,500, with a balance outstanding of $750. FYI will create an invoice for the Gross Amount of $1,500. A new invoice will be created in Xero with an outstanding amount of $1,500. It is important that a practice manually applies any partial payments against the invoice in Xero Blue to complete the invoice reconciliation.
To manually apply the part payment:
- In CCH or MYOB, run an Aged Debtors Invoices report. Using this report, determine the invoices that were partially paid. Refer to MYOB support article Debtors reporting area.
- In Xero Ledger, record the part payment against the corresponding invoice. Refer to Xero support article Record a payment on a custom invoice.
The payment must be recorded against the Chart of Account: Accounts Receivable Clearing (FYI) - Code 9999. This ensures that Xero Ledger payments are accurate. If the payment is made against the bank account, Xero Ledger Invoices will appear inflated compared to the actual amount.