Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
This example details how to use a Custom Automation Process to import data from a CSV file to create Disbursements in FYI, for example, monthly fees.
This process uses the following:
- The CSV Data Import filter.
- The Create Disbursement Automation Step.
Note: Credit Disbursements (e.g. -5.00 values) are not supported.
Creating the CSV File
The CSV File contains all the data to be imported into FYI for each disbursement. Refer to CSV Columns below for details on the columns that can be added to the file, including mandatory columns.
Note: The Status cannot be imported and must be selected within the Create Disbursement step. This means the same Status will apply to all imported entries, for example, Draft.
The following example shows a CSV file used to create Disbursements in FYI.
CSV Columns
The following columns can be added to the file and imported into FYI. Fields marked as Required are mandatory fields in FYI.
When configuring the Automation Filter in FYI, ensure you select the correct Filter Type.
| Field | Required | Type |
|---|---|---|
| Date |
Required Data in the CSV file must be formatted using dd/mm/yyyy |
Date |
| Client Name | Required | String |
| Job Number |
Required A Job Number must be specified to create the Disbursement for a Job. For Job Numbers that start with a 0, an apostrophe must be added to the field first to ensure the cell is recognised as Text and the leading zero is not removed. |
Job Number |
| Disbursement Name | Required | String |
| Rate |
Required if not using the Standard Rate in the Automation Step. Values should be entered as a whole number only, without a currency symbol. |
Numeric |
| Quantity |
Recommended If a quantity is not provided in the CSV file, the quantity entered in the Automation step will apply to all imported disbursements |
Numeric |
| Notes | Optional | String |
| Custom Fields |
Optional Custom Fields must be active in the FYI platform and applied to Time and Disbursements. |
String, Date, Numeric, or Toggle, depending on the Custom Field |
Using Custom Fields
Each Custom Field must have a separate column in the CSV file, with each row containing the Custom Field option relevant to that disbursement.
Ensure you select the correct Type for each Custom Field in the Automation Process Filter.
When a Custom Field is selected in the Create Disbursement step, the Custom Field is added as another field to the Drawer.
Enter the value for the Custom Field, or click the Merge Field icon to insert data from the CSV Import File.
When selecting the Trigger Data from the Merge Field Editor, only columns with a Process Filter Type relevant to the Custom Field Type will be displayed. Date fields will display columns with a "Date" Process Filter Type, while "Drop-down" Custom Fields will display "String" Process Filter Type columns.
If there are no columns in the CSV Import File with a matching "Type", a warning will be displayed: "No compatible merge fields available for target field".
Creating the Custom Process
Before creating the Custom Process, confirm the following:
- Ensure the CSV file has been saved in CSV UTF-8 format and uploaded into FYI.
- A CSV Document view has been configured, displaying the required CSV file. This view will be selected in the Automation Filter window.
- Confirm that a Job Number has been provided in the CSV file.
- Review your Custom Field columns to confirm they match the fields in FYI.
The following is an example of a Custom Process used to create disbursements. For detailed instructions, refer to Process Filter Details - CSV Data Import and Setting up Custom Processes.
Configure the CSV Import Filter
The following is an example of the CSV Import filter. Refer to CSV Columns above for details on the Type required to be selected for each of the columns from your Import File.
The Match Jobs During Validation option is used to search for an existing job in FYI. If a matching job cannot be found, the data will not be imported, and an Error Report will be generated.
To select the job in the Create Disbursement step, use the Trigger Data field for the Job Number in the CSV.
When updating the Process Filter to select column Types, you can select the Job Number, State, Category, and Template. This will ensure that the column is only displayed for the relevant field.
Add the Create Disbursement Step
When using the Create Disbursement step, fields can be updated in multiple ways:
- Automatically, using Merge Fields to insert the data from the imported CSV file.
- Manually, by selecting from the field options or inserting the data directly.
Using Merge Fields to select Columns
Merge Fields are used to select the CSV column to be used for each field in the Process Step.
Click the Merge Fields icon to display the list of available Merge Fields.
Column headings are displayed in the Trigger Data section of the Merge Fields window. Click the relevant Merge Field and press Save. The Merge Field will be displayed in the Step for the relevant field.
Additional Field Considerations
Configure the following fields as required for the practice.
If the Use Standard Rate field is set to Yes, you will only be able to select from the Rates available in the drop-down box. The selected Rate will then apply to all imported entries.
To use a rate imported from the CSV file, Use Standard Rate must be set to No. This will enable the Merge Field icon, so you can select from the Trigger Data Merge Fields.
The Quantity can be entered directly into the Create Disbursement step, or selected from a Merge Field. If entering a value in the step, the quantity will be applied to all imported entries.
The Status cannot be imported and must be selected within the Create Disbursement step. This means the same Status will apply to all imported entries.
If required, create separate CSV files for Draft and Submitted disbursements.
Previewing and Running the Process
The Custom Process can be run from Automations - Processes by an FYI Admin, or a user in a User Group with permissions enabled for Automations.
Data will only be imported into FYI when the Automation Process is tested (a single entry only) or when the process is run (all CSV files in the selected Document View, up to a total of 10,000 rows).
A preview of the import will be available when testing and running the Automation process. If any of the rows contain invalid data, click the link to download the Error Report. Update the CSV file to correct the data as required before running the import.
Review the Process History
When a Process has been run, you can review the status and check what was processed. The Process can be reviewed by opening the process and clicking the History tab. Refer to Automation History.