When FYI is integrated with APS by The Access Group (formerly Reckon), your Clients, Family Groups, Client Contacts, Attributes, Matters and Users are imported from APS and continuously synchronised with FYI. As changes are made in APS, the information will be updated in FYI during the next synchronisation.
The sync from APS to FYI occurs every 15 minutes and ensures that APS 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, where contacts last synchronised, there will be a 15-minute delay before the next full sync starts.
When using this integration, please note:
-
Xero Tax cannot be connected when using Practice Sync.
- The date format on the machine where the Practice Sync Desktop App is installed is set to a supported format. 'MM/DD/YYY' format is not supported.
- FYI does not integrate with APS Contacts+.
- 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.
- Spaces at the end of the client name will be ignored when synchronising jobs and assigning the client to the job.
Summary of Synchronisation
The following is a summary of the data that is currently synced from APS to FYI.
Note: When Practice Sync is connected, up to 18 months of historical data is synchronised from that date.
| Event in APS | Notes | |
| Clients | Create or Edit |
Entities with a category of client, or missing a category, are synchronised with FYI, including archived clients. Prospects are not synchronised. If a client email address field contains multiple addresses, they will be imported as a single value, making this field unusable in FYI. Refer to Client Email Address Synchronisation. |
| Archived Clients | Terminate Client | The client is auto-archived in FYI. |
| Unarchive a Client | Restore Client | The client will be restored in FYI; documents will need to be restored separately. Refer to Archived Clients. |
| Family Groups | Create or Edit | |
| Client Addresses | Create or Edit | Only two address lines appear in FYI. |
| Client Contacts | Create or Edit | |
| Client Attributes | Create or Edit | Only specific attributes are included, please refer to the Client Attributes section further below. |
| Custom Attributes (referred to as Custom Fields in FYI) |
Create or Edit |
To synchronise Custom Attribute Fields, you must first create a matching Custom Field in FYI with the same Name and Type (the synchronisation is case-sensitive). For a full list of Custom Field Types, refer to the "Custom Attributes Fields" section in Field Synchronisation below. Updates to Custom Fields will not be synchronised for archived clients. |
| Matters | Create or Edit | |
| Users | Create or Edit | All employees with a valid email address will be synchronised to FYI. By default, they will be set as Inactive. An FYI Admin can update their status in Practice Settings. |
Not Synchronised
FYI does not currently sync the following:
- Client Security - it will need to be set up in FYI directly
- Document and Email Templates
- Internal Documents such as Policies and Procedures
- Tax Returns
We will continue to work on these areas to include them in the future.
Additional Notes:
- Any data deleted in APS will not be reflected in FYI by the synchronisation.
- Data will not be synchronised from FYI to APS, including time.
- The Open in PM icon does not open the Client in APS.
Field Synchronisation
Click on the headings below to view a list of fields synchronised with FYI.
If the field is not listed, it will not synchronise with FYI.
| Field | Notes |
| Client Code (APS Client ID) | |
| Client Name |
Individuals: Synchronised from the FirstName, MidName, LastName attribute in APS. Companies: Synchronised from the LastName attribute in APS, where applicable. |
| Contact Name | Synchronised from the SortName in APS. |
| Refer to the next section Client Attributes & Client Email Address Synchronisation section below. | |
| Title | |
| First Name | |
| Last Name | |
| Manager/Client Manager | |
| Manager/Client Manager Email | |
| Director | Will be synchronised where the Partner Name is not populated in APS. |
| Team Leader | Will be synchronised where the Manager Name is not populated in APS. |
| Mobile | |
| Company Name | Will be synchronised with the field specified in the APS Automation App settings in FYI. The ACN/ARBN field is selected by default. |
| Company Number | |
| Business Number | |
| Tax Number | |
| Client Partner | |
| Partner's Email | |
| Phone | |
| Postal Address field | |
| Postal City | |
| Postal Region | |
| Salutation | |
|
Physical Address |
|
| Physical City | |
| Physical Postcode | |
| Physical Region | |
| Client Details | |
| Client Group | |
| Client Custom Definitions and Values |
The integration with APS includes synchronising data from selected Client Attributes. This data will display in the Client - Summary tab in FYI. Fields are checked based on the order specified below, with data from the first matching field used.
Important Note: If the attribute doesn't exist or does not match the attribute in the table below exactly, the value will not sync and will appear blank.
Fields are not case-sensitive.
| FYI Field | APS Field |
| E Mail, Email, Primary Email | |
| AltEmail | Alternate Email, Secondary Email |
| Manager Name |
Will default to "Manager". Where no "Manager" field is populated in APS, the "Team Leader" will be synchronised. |
| Partner Name |
Will default to "Partner" Where no "Partner" field is populated in APS, the "Director" will be synchronised. |
| Date Of Birth | Date of Birth |
| Home Address (Postal Address) |
Will default to "Postal", but can be mapped to another preferred APS field, for example, Home. |
| Business Address (Physical Address) |
Will default to "Business", but can be mapped to another preferred APS field, for example, Registered. |
The integration with APS includes the synchronisation of all contacts from APS. The Primary Contact details will also be displayed in the Client - Summary tab.
| Field | |
| Name | |
| Phone | If there is no phone number for the contact, the Mobile number will be synchronised to the phone field. If both a Phone and Mobile number are available, the Phone and Mobile number fields in FYI will both be updated with each respective value. |
| Mobile | If there is no phone number for the contact, the Mobile number will be synchronised to the phone field. If both a Phone and Mobile number are available, the Phone and Mobile number fields in FYI will both be updated with each respective value. |
| Position | |
| Salutation |
To synchronise Custom Attributes, you must first create a matching Client Custom Field in FYI with the same Name and Type (the synchronisation is case-sensitive). Refer to the APS PM Toolkit to confirm the Type. For information on setting up Custom Fields in FYI, refer to Managing Custom Fields.
The APS Custom Attribute Types are displayed below, with their equivalent Field Type in FYI.
If the Custom Field Type in FYI doesn't match the expected Type below, an error will be displayed in Practice Activity when trying to sync the fields. Refer to Practice Activity.
| APS Field Type | FYI Custom Field Type |
| $ value | Decimal |
| Address | Text |
| Combo | Drop-down |
| Date | Date |
| Discrete list attribute ex SQL | Drop-down |
| Integer or Long Integer | Number |
| Multi-Line Text Attribute | Text |
| Password | Text |
| Percentage | Decimal |
| Single or Double | Number |
| Text Attribute | Text |
| Text String | Text |
| TextLists | Drop-down |
| True/False | Checkbox |
| Year | Number |
| Field |
| Client |
| ID |
| Name |
| Partner |
| Manager |
| Budget (limited to a maximum of $999,999) |
| Due Date |
| Start Date |
| State - The Job State will have the "Hide from Board" setting enabled in FYI by default. |
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.
| Fields |
| Name |
Additional Synchronisation Details
Client Email Address Synchronisation
Where a Client Email address field in APS 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 APS 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. When Contacts is enabled in the Practice Sync Settings, each email is then recorded as individual contacts in FYI, with the Contact name displayed in FYI synchronising from the contact record label of the email in APS.