Xero Ledger invoice and credit note synchronisation

When using FYI for Practice Management, invoices and credit notes synchronise between FYI and Xero Ledger. Approved invoices are processed in batches, while invoices and credit notes created in Xero Ledger can also synchronise to FYI.

For information on automatic and manual synchronisation frequency, refer to Synchronising contacts, invoices, and client ledger reports with Xero Ledger.

Approved invoice batch synchronisation

When an invoice is approved in FYI, it is queued immediately for batch synchronisation to Xero Ledger. These synchronisations are processed every 2 minutes, and may take up to 15 minutes to complete.

While the invoice is queued:

1. A batch is created in FYI and processed in the background. As more invoices are approved, they continue to be added to this batch.
2. The invoice displays the status Approved in FYI.
3. When FYI synchronises the batch to Xero, contacts are created in Xero if required, and the invoice status in FYI updates to Draft in Xero.
4. Invoices updated in Xero since the previous synchronisation are updated in FYI.

For details on how contacts are matched, created, and updated when invoices synchronise, refer to Xero Ledger contact synchronisation.

If more invoices are approved after the batch has been synchronised, a new batch is created. This process repeats as invoices are approved in FYI.

Filing to clients and jobs in FYI

Invoices synchronised from Xero Ledger are created as Interim Invoices in FYI. When invoices and credit notes are created in Xero and synchronised to FYI, each invoice or credit note will be assigned to a client or job based on the following:

Once an invoice from Xero has been approved, only the client and job may be updated. Refer to Opening and Editing Interim Invoices.

Invoice Email Address

When invoices are approved in FYI and synchronised to Xero, the email address on the Summary tab in the Client workspace will be sent to Xero to be used as the invoice email address.

However, if practices wish to use a separate email address for invoices, a Client Custom Field can be used instead. The Custom Field must be configured as follows:

• Applies to must be selected for Client.
• The Type must be set to Email.

Refer to Creating Custom Fields.

Once the Custom Field has been created, it will need to be selected in the Invoice Settings. The separate email address can then be updated for clients from the Custom Fields tab in the Client workspace.

If a Client Custom Field has been selected in the Invoice Settings, but an email address has not been entered into the custom field for the client, the email address on the Summary tab in the Client workspace will be used.

Xero Invoice Period Lock Date

Where invoices are dated before the Period Lock Date in Xero, changes may not be synchronised from FYI. For example, if an invoice is voided in FYI and the invoice date is before Xero's Period Lock Date, an error will occur and the invoice will not be voided in Xero.

An "Action Required" event will be added to Practice Activity to advise users they will need to either change the Period Lock Date in Xero before resubmitting the invoice from FYI, or update the invoice directly in Xero.

Changes to the Invoice in Xero

Where the following changes are made in Xero, the changes will be synchronised back to the PDF invoice in FYI:

• Invoice Amount (the total Invoice Amount will be applied pro rata to all selected WIP entries on the invoice)
• Paid Amount
• Issue Date (changes to this date will update the Invoice Date in FYI)
• Invoice Date
• Due Date
• Invoice Status
• Invoice Number
• Description
• Price
• Quantity
• Tax Rate
• Adding, deleting or reordering lines on the invoice in Xero

The following changes are also reflected in the FYI Invoice list: 

• Invoice Amount
•  Paid Amount
• Invoice Date
• Due Date
• Invoice Status

Go Live Date

When first migrating to the Elite plan, practices are required to nominate a Go Live Date. This date is then used to determine which invoices and credit notes are synchronised from Xero Ledger.

Xero has a set number of synchronisations available to be performed each day, referred to as the Xero Rate Limit. To best prioritise the data that is synchronised to FYI, invoices and credit notes are synchronised in the following order, based on the selected Go Live Date:

1. After the Go Live Date - "Awaiting Payment" status, followed by PDFs displayed in the Preview in FYI.
2. Before the Go Live Date - "Awaiting Payment" status, followed by PDFs displayed in the Preview in FYI.
3. After the Go Live Date - remaining invoices and credit notes.
4. Before the Go Live Date - remaining invoices and credit notes.
5. Any new unpaid invoices created after the sync began.
6. Outstanding amounts where payments were made after the sync began.
7. The remaining PDFs that have not yet been synchronised for any invoices and credit notes.

If an invoice or credit note has been created in FYI, but the PDF is not available, it may still be queued to sync from Xero.