When FYI is integrated with MYOB AE, your Clients, Contacts, Custom Fields and Employees are imported from MYOB AE and continuously synchronised with FYI. Changes made in MYOB AE are reflected in FYI.
The sync from MYOB AE to FYI happens every 15 minutes, ensuring that MYOB AE continues to be your single source of truth for client information. The sync frequency refers to the time interval between the completion of a full sync process for all data and the start of the next sync. For example, if the last sync was for Contacts, there will be a 15 minute wait before the next full sync starts.
Note: If a client email address field contains multiple addresses, these will be imported as a single value to FYI, making the email field unusable for email selection, AutoFile and Collaborate. Refer to Client Email Address Synchronisation.
Note: The MYOB migration to FYI Practice Management is currently in Beta and available to practices with a single entity in MYOB. To join the Beta, please contact Support.
Summary of Synchronisation
The following is a summary of what data is currently synced from MYOB AE to FYI.
Note: When Practice Sync is connected, up to 18 months of historical data is synchronised from that date.
| Event in MYOB AE |
Notes | |
| Clients | Create or Edit |
All clients, including archived, are synced. If a client email address field contains:
|
| Archived Clients | Close Client | The client is auto-archived in FYI. |
| Client Groups | Create or Edit | |
| Client Addresses | Create or Edit |
Limited to two address lines in FYI. The MYOB Settings will allow configuration to map a Home and Business Address to fields in MYOB. FYI then sets the client address as follows: Postal Address:
Physical Address:
|
| Client Contacts | Create or Edit |
Contacts in MYOB AE's Associated tab and Addresses tab will sync to FYI's Contacts tab. Contacts from the Associated tab with an end date prior to today's date will not sync to FYI. If the end date is in the future, the contact will sync until that date, after which it will be removed from the Contact tab in FYI. |
| Client Contacts | Delete | Deleting a contact from MYOB AE's Associated tab will also delete the contact in FYI. |
| Client Custom Fields | Create or Edit | Details in MYOB AE's Extras tab will sync to FYI's Custom Fields tab. |
| Jobs | Create or Edit |
The Assignment Name can be toggled on to use the Assignment Name as the Job Name. New Job States synchronised from Milestones in MYOB will be configured to have the Hide from Board setting enabled by default. This means for practices using the Jobs Board, any jobs using the new Job States will not be displayed. Once the initial synchronisation has been completed, users should review the Job States list to update the Hide from Board setting as required. |
| Job Milestones | Create or Edit |
When a Job is updated to mark a Milestone as Completed, the Job State in FYI will be updated to match. When multiple Milestones have been completed, it will reflect the Job State for the highest completed Milestone. Once the End Milestone has been completed, any other changes will not be synchronised to FYI. The Job State in FYI created from Milestones will have the "Hide from Board" setting enabled by default. |
| Users | Create or Edit |
All employees with a valid email address recorded in the "Personal" tab and "Main" tab of the employee record, will be synchronised to FYI. By default, they will be set as Inactive. An FYI Admin can update their status in Practice Settings. Note: When editing user details, you need to update the Employee's details on both the "Personal" and "Main" tab (including the U/Name field). After the initial synchronisation, the status of users will not be synchronised. |
| Users | Delete | No action in FYI - Deleted users are not synchronised. The user needs to be made Inactive in FYI. |
| Invoices (Beta) | Create or Edit |
All invoices will sync from the selected Sync Start Date. Outstanding invoices prior to the specified date will sync and be visible in Documents Lists. Note: Invoices will be created as an Invoice document in FYI, and will not be available as a PDF or Word Document. Refer to Searching for Invoices. For practices on the Pro plan, invoices will be available in the Document list only. Refer to Searching for Documents. |
| Time and Disbursements (Beta) | Create or Edit |
All time and disbursement entries will sync from the selected Sync Start Date. Unbilled time entries prior to the specified date will sync, however will not be available until FYI has been selected as your Practice Management source. |
FYI does not currently sync the following:
- Client Security - this will need to be set up in FYI directly.
- Document and Email Templates
- Intranet Documents
- Schedules
- Portal Documents
- Tax Returns
- Contacts - used to record prospects and leads
- Client Relationships
We will continue to work on these areas so they are included in the future.
Additional Notes:
- No data is synced from FYI to MYOB AE including time.
- The Open in PM icon does not open the Client in MYOB AE.
- Any data deleted in MYOB AE will not be reflected in FYI by the synchronisation.
- A Client Custom Field of "Department" is created by the FYI Sync and this Custom Field is populated with the Client's Client Department.
- For practices on the MYOB Migration to FYI Practice Management Beta, Invoices with a Source of Practice Sync and a Status of Draft can be deleted in FYI.
Field Synchronisation
Click on the headings below to view a list of fields synchronised with FYI.
| Field | Notes |
| Client Code | |
| Client Name | |
| Contact Name | |
| Company Name | |
| Company Number | |
| Business Number | |
| Tax Number | |
| Client Group | |
| Client Details | |
| Archived Clients | |
| Title | |
| Physical City | |
|
Physical Address |
|
| Physical Region | |
| Salutation | |
| Postal Address | |
| Postal City | |
| Postal Region | |
| Postal Postcode | |
| Postal Country | |
| Phone | |
| Partner's Email | |
| Client Partner | |
| Other Name | |
| Mobile | |
| Client Manager |
Synchronised with the "Responsibility" tab, in order of the Manager and then Assignment Manager fields. If neither is set, the Client Manager field will be blank. The Assignment Manager selected on an Assignment or Job on the "Assignment" tab in MYOB will not be synchronised. |
| Client Manager Email | |
| First Name | |
| Last Name | |
| Export Code | |
| Email Field | Invalid email addresses such as "No Email Address" will not synchronise to FYI, and the Client Email field will be blank. |
| Custom Field Values | |
| Custom Field Definitions | |
| Client Contacts | |
| Accountant Responsibility |
| Fields | Notes |
| Job Name | The Job Name displayed will depend on whether the option "Use Assignment Name for Job Name" has been enabled. |
| Job ID | |
| Client | |
| Client Group | |
| Custom Fields | |
| State | The State Name displayed will depend on whether the option "Use Milestone Status for Job State" has been enabled. New Job States will have the "Hide from Board" setting enabled by default. |
| Due Date | |
| Start Date | |
| Manager | |
| Partner | |
| Date Modified | |
| Budget Amount | Limited to a maximum of $999,999 |
| Assigned To | Synchronised to "Assigned" in FYI |
A new user will only be created if the email address does not already exist for another user in either the FYI Email or Alias fields.
| Field |
| Name |
| Field | Notes |
| User | |
| Client | |
| Job | |
| Entry Date | |
| Notes | |
| Billable Rate | Maximum of six digits, excluding decimals, e.g. $150.00 is 3 digits. |
| Billable Amount | |
| Invoiced Amount | |
| Status | |
| Name (Disbursement Only) | |
| Quantity (Disbursement Only) |
Note for practices on Pro plan, invoices will only be available in the Documents Lists.
| Field |
| Number |
| Amounts including Gross, Net and Tax |
| Dates including Created, Due and Paid |
| Balance including Paid, Part Paid and Unpaid |
Additional Synchronisation Details
Custom Field Synchronisation
Once a Custom Field has been synchronised from MYOB to FYI, the Custom Field Type will be set in FYI, for example, a Date. The Type determines how the Custom Field is displayed and used within the platform.
If MYOB is updated to use a different type, for example changing from Date to Text, a new Custom Field will be created in FYI. The original Custom Field will remain, and should be deleted by an FYI Admin if not required.
Refer to Managing Custom Fields.
Client Email Address Synchronisation
Where a Client Email address field in MYOB AE contains multiple email addresses for the client, these will be imported as a single value in FYI. This format means the email field is unusable for sending emails, AutoFile, and using the Collaborate feature in FYI.
Practices should update the Client Email address field in MYOB AE to include only one email address for the client. Where any additional email addresses are required for that client, the Contact fields should be used to manage these separately.
Time and Disbursement Synchronisation (Beta)
Plan Availability: Elite Plan
Non-Chargeable Time and Disbursements
Where a client code has been mapped in the Non-Chargeable Client Code setting of the MYOB Practice Sync app, time entries recorded against the Internal Client will synchronise with FYI:
| Non-Chargeable Time Entry in MYOB | Time Status in FYI |
| Submitted or Posted | Submitted |
| Draft | Draft |
All Other Time and Disbursement Entries
When the Time and Disbursement setting in the MYOB Practice Sync app has been enabled, all time entries will sync from the selected Sync Start Date:
| Time Entry in MYOB | Time Status in FYI |
| Time or Disbursement is invoiced | Invoiced |
| Submitted or Posted | Submitted |
| Draft |
Draft |
Note: Any carried forward WIP balances will be split into separate time entries in FYI. If WIP is not reconciled in MYOB, duplicate time entries may be present in FYI. Once FYI is enabled as your PM source, unbilled Time and Disbursements will have their source updated to FYI. At this point, it may be difficult to then reconcile in FYI.