End of Financial Year Housekeeping

The following are some End of Financial Year tasks that need to be actioned inside FYI to ensure you are ready for your new financial year.

New option for the Year Category

If it has not already been added, you will need to create a new option in the Year category for the upcoming year.

To do this:

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Documents.
3. Go to the Categories tab and a list of Categories displays.
4. Choose Year.
5. Click the Add Option to Category link and enter the new year. If required, move the new year to the top of the list.
6. Click Save.

Refer to Managing Categories

Update Filing Defaults Settings

The Filing Defaults for Clients, Users and Practice Settings need to be updated with the new year. If your practice is not using Filing Defaults across all three of these, you only need to update those in use.

When updating the year for Clients and Users Filing Defaults, consider whether they all use the same Cabinet or if different Cabinets are assigned. If they are different, you will need to add the Cabinet column to the Clients and Users lists and filter or select the Clients and Users by Cabinet before using Bulk Update.

Clients

Using Clients Bulk Update, the year can easily be updated for all clients.

1. If required, first filter the Clients list to display the clients you want to apply the Bulk Update to.
2. Select one or more clients in the Clients list.
3. Click the Bulk Update button in the toolbar. Bulk Update displays in the drawer.
4. Select the relevant Cabinet and then choose the new year under the Year.
   Select any other relevant categories as required.
5. Apply to can be selected as the clients that have been selected in the Client list or as the filtered clients (if no filter has been applied, this will apply to all your clients).
6. Click Run.

Refer to Clients Bulk Update

The Client Filing Defaults can also be updated at an individual client level.

1. Open the Client.
2. Go to the Settings tab.
3. Update the Year category.

Users

Users Filing Defaults can be updated in bulk by an FYI Admin.

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select General.
3. Click the Users tab.
4. Select one or more users in the Users list.
5. Click the Bulk Edit.
6. Select the Cabinet, Year and any other relevant categories.
7. Apply to gives you the option to choose selected users or filtered users currently displayed in the User List.
8. Click Run.

Refer to Managing Users

Alternatively, users can update their Filing Defaults from Settings in the top right-hand corner.

1. From FYI, navigate to Settings - My Settings.
2. Go to the Documents 
3. In the AutoFile Defaults, update the Year.

Refer to Setting Defaults and Filing Defaults for your Own Login - My Settings

User Rates

Time Rates can be updated by an FYI Admin.

1. From FYI, click Settings in the top right-hand corner.

2. Select Practice Settings, and then Time & Invoices.

3. Click the Rates tab. A list of the current Rates will be displayed.

4. Click on a Time or Disbursement Rate in the list to display the Update Rate drawer. The Versions will be displayed at the bottom of the drawer.

5. Click the pencil icon to adjust the rate. The details will be populated into the fields at the top of the drawer.

6. Make the changes as required and click Update.

Practice

FYI Admins, or a user in a User Group that has Permissions enabled for Automations, can update the practice’s Filing Defaults.

This is accessed from Automation - Apps.

1. Click Email AutoFile to edit it.
2. Navigate to the Defaults
3. Update the Year.
4. Click Close.

Refer to Setting Filing Defaults for your Practice

Invoice Settings

Invoice Settings can be updated by an FYI Admin.

1. From FYI, click Settings in the top right-hand corner.
2. Select Practice settings from the drop-down, then select Time & Invoices.
3. Click the Invoices tab.
4. Update the Year.

Refer to Managing Invoices Settings

Templates and Automations

You will need to review email and document templates to check if the new year needs to be updated in the template body and/or AutoFile defaults.

Refer to Creating Templates for Word, Spreadsheet or Presentation and Creating Email Templates and Signatures

Automations should also be reviewed to see if the filing names and filing details need to be updated.

Refer to the articles in the section Process Step Details

Jobs

If you need to complete any Jobs, you can use the Jobs Bulk Update function to change the State. Refer to Jobs Bulk Update.