Plan: Available: All plans
Users: Available: All users
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
Practices integrated with Xero Practice Manager can request a manual sync when required, in addition to the regular automatic synchronisations. An entry will be displayed in Practice Activity each time a manual synchronisation is requested.
Requirements for Manual Syncs
User Permissions
The steps required to perform a manual synchronisation will vary depending on the permissions of the user.
An FYI Admin can run a sync from the Xero Practice Manager app in FYI for:
- Clients
- Jobs
- Users (referred to as Staff in XPM)
- Tax Returns
- Custom Field Definitions
Refer below to FYI Admin - Running a Manual Sync with Xero Practice Manager.
All users will be able to run a sync for Clients and Jobs using the Sync function in the following locations:
- Clients Lists
- Client - Custom Fields tab (values only)
- Job - Summary tab (individual job only, including Custom Fields for practices where FYI as Primary for Client Maintenance is not enabled)
Please note that for practices on the Elite plan, or when FYI as Primary for Client Maintenance is enabled, a manual sync cannot be requested from the Client List or Client Custom Fields tab.
Running a Manual Sync
Click on each of the sections below for more details on running a manual sync.
An FYI Admin can perform a manual sync if a Client, Job, User or Tax Return has been added or changed in Xero Practice Manager and needs to be available in FYI straight away.
- From FYI, click the Automation menu option.
- Go to the Apps tab.
- In Xero Practice Manager, click the cog icon.
- Click on Sync to display the XPM Integration window.
- Click on the Sync Clients, Sync Staff, Sync Jobs or Sync Tax Returns buttons to select what data you wish to manually sync from Xero Practice Manager.
The Sync Tax Returns option will only be displayed if the option "Import Tax Assessments" is enabled in the Xero Tax settings. Sync Field Definitions will not be displayed if FYI as Primary for Client Maintenance is enabled. - Once a manual sync has been requested, the button will be disabled until the sync has been completed.
- If the Xero Practice Manager Rate Limits have been reached, the app will display "Sync Paused until", as well as the date and time that the limits will refresh and the Sync will be resumed.
From the Clients List, any user can use the Sync function at any time to manually synchronise clients from Xero Practice Manager. The Sync function is included in the View Tools button at the end of the column headings, on the right-hand side of the list.
Note: This function is not available for practices where FYI as Primary for Client Maintenance is enabled.
If a sync is already in progress, the menu will display Syncing and disable the option to start another sync until the current one has been completed.
To request a sync of the client custom fields, users can click the Sync from PM button at the bottom of the Client - Custom Fields tab.
When a Client is marked as Pending Sync, custom field changes made in XPM will not be synchronised.
Note: For practices where FYI as Primary for Client Maintenance is enabled, the Sync from PM button will not be displayed.
Individual jobs can be synchronised using the Sync Job function on the Job - Summary tab. This will sync both the standard Job Details and the Job Custom Fields.
If a sync has been requested or is already in progress, the job will display Pending Sync, and the Sync Job button will be hidden.
Note: Allow 5-10 minutes for the changes to be synchronised and updated in FYI.
Pending Sync Status
Once a manual sync has been requested, Jobs and Clients will be marked with a 'Pending Sync' tag while waiting for the updates to be synced with Xero Practice Manager. The tag prevents updates from being overwritten by a user selecting the Sync from PM button. For example, client custom field changes made in XPM will not be synchronised.
The Pending Sync tag is located beside the Job Name in the Job Summary, or the Client Name on the Client Summary.
Once the updates have synced to Xero Practice Manager, the tag will be cleared.