Synchronising Clients and Users with APS (Australia & New Zealand only)

When FYI is integrated with APS by The Access Group (formerly Reckon), your Clients, Family Groups, Client Contacts, Attributes 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.

When using this integration, please note:

  • Xero Tax cannot be connected when using Practice Sync
  • FYI does not integrate with APS Contacts+

Summary of Synchronisation

The following is a summary of what data is currently synced from APS to FYI.

  Event in APS Notes
Clients Create or Edit All clients, including archived are synced. 
Archived Clients Terminate Client The client is auto-archived in FYI.
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.
Client Custom Fields Create or Edit

To synchronise Client Custom Fields, you must first create a matching Custom Field in FYI with the same name and type (the synchronisation is case-sensitive). If there isn't a matching Custom Field an error will be displayed in Practice Activity. Refer to Managing Custom Fields.

Matters Create or Edit  
Users Create or Edit All active employees must have an email address recorded in APS.

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.
  • No data is synced 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.

Clients
Field
Client Code
Client Name
Contact Name
Email
Title
First Name
Last Name
Manager/Client Manager
Manager/Client Manager Email
Mobile
Company Name
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
Client Attributes

The integration with APS includes synchronising data from selected Client Attributes. Fields are checked based on the order specified below, with data from the first matching field used. 

If the attribute doesn't exist, the value will be blank.

Fields are not case-sensitive.

FYI Field APS Field
Email E Mail, Email, Primary Email
AltEmail Alternate Email, Secondary Email
Manager Name Manager
Partner Name Partner
Date Of Birth Date of Birth
Home Address (Postal Address)

Postal, Billing Address

In a future release, this field can be mapped to another preferred APS field, for example, Home. 

Business Address (Physical Address)

Business, Registered, Registered Address

In a future release, this field can be mapped to another preferred APS field, for example, Registered.

Custom Field Types

To synchronise Client Custom Fields, you must first create a matching 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 Field Types are displayed below, with their equivalent Field Type in FYI. 

APS Field Type FYI Custom Field Type
Text String Text
True/False Yes/No
Combo Text
Date Date
Integer Number
Matters/Jobs
Field
Client
ID
Name
Partner
Manager
Due Date
Start Date
Users

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
Email
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