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
When using FYI for Practice Management, FYI synchronises client contact details to Xero Ledger so invoice contacts remain aligned between the two systems. Contacts are created or matched in Xero when invoices are synchronised, and subsequent contact updates depend on the Update Contact Details in Xero setting.
The Xero Ledger synchronisation overview explains the automatic and manual synchronisations.
Assigning invoices to Xero contacts
When an invoice syncs to Xero Ledger, FYI assigns it to a specific contact based on:
- If there is a matching FYI Client ID/Xero Contact Code, or
- If there is no matching Contact Code, a matching Contact Name.
The Contact Code in Xero is compared to the FYI Client ID, displayed on the Summary tab in the Client workspace.
Contact names aren’t case-sensitive. If the client name in FYI contains leading or trailing spaces or angle brackets, FYI removes them before synchronisation.
|
Matching Contact Code |
Matching Contact Name |
Matching Contact Status | Result |
| Y | - | Active | Invoices are synchronised, and the active contact is updated with the Name from FYI. |
| Y | - | Archived | The invoice will not be synchronised, and the contact will need to be manually restored in Xero before resubmitting the invoice. |
| Y | Y | Active and/or Archived contacts |
The invoice will not be synchronised. If there are duplicate contacts, for example, one with a matching Client code for an archived contact, and one with a matching Name that is active, the contacts will need to be restored or merged in Xero. Follow the steps for resolving matching contacts to restore or merge the contacts in Xero. |
| N | N | - | The invoice will be synchronised, and a new contact will be created using the Name and FYI Client ID. |
| N | Y | Archived | The invoice will be synchronised, and a new contact will be created using the Name and FYI Client ID. |
| N | Y | Active | The invoice will be synchronised, and the active contact will be updated so the Xero Contact Code matches the FYI Client ID. |
Updates to contact details
Contact details synchronised to Xero
When invoices are approved in FYI, the following client details are updated in the corresponding Xero Ledger contact:
| FYI field | Xero Ledger field |
| Individual or Company Name | Contact Name |
| Email address on the Summary tab of the Client workspace, or the Email Custom Field selected for the Invoice Email Address setting | |
| Postal Address | Billing Address |
| Physical Address | Delivery Address |
When an address in FYI contains multiple lines, each line is synchronised to Xero as a separate address line (up to 4 lines).
FYI only pushes contact changes (email, name, and address) to Xero for clients that already have at least one invoice sent from FYI to the Practice Ledger. If a client has never been invoiced from FYI, FYI doesn't update the contact in Xero.
Once an invoice is synchronised as part of the invoice upload, FYI compares the Xero contact with the FYI client and, if required, updates the email address, name and addresses to match the FYI client.
If a client’s new email address needs to be updated in Xero before an invoice is due, for example, so invoice reminders go to the correct recipient, update the email address directly on the contact in Xero.
Contact detail synchronisation frequency
The frequency of the contact detail synchronisation depends on the Update Contact Details in Xero setting in FYI.
| Update Contact Details in Xero setting | Event in FYI | Result in Xero Ledger |
| Never | First invoice created and approved | Create contact and sync contact details |
| Never | Update client details | No details updated |
| Automatically | First invoice created and approved | Create contact and sync contact details |
| Automatically | Update client details | Update contact details |
| Invoice Upload | First invoice created and approved | Create contact and sync contact details |
| Invoice Upload | Update client details | Update contact details |
| Invoice Upload | Sync Exception | Update contact details |