MYOB Accounting Integration

Introduction: Setting up accounting integration with MYOB in ImpexDocs enables seamless data exchange between ImpexDocs and MYOB accounting software. This guide is designed for stakeholders to help you use the MYOB accounting integration. It outlines the necessary steps and requirements for successful integration.

Note: MYOB has many versions. Currently ImpexDocs integrates to MYOB version called Accounting Right. Please contact support@impexdocs.com.au to check if we can integrate to the MYOB version used by your organisation. 

Prerequisites: Before you begin, make sure you have the following:

1. Access to ImpexDocs with valid User ID and Password
2. Access to MYOB
3. Contact ImpexDocs Support at  support@impexdocs.com.au to map ImpexDocs fields to MYOB fields and discuss the various sync scenarios.
4. Master Data Prerequisites:
   1. The CONSIGNEE CODE or BUYER CODE in ImpexDocs whichever is integrated (AKA Customer Code) must match the MYOB's CARD ID.
   2. The PRODUCT CODE in ImpexDocs must match the MYOB's ITEM NUMBER

Note: 

1) Based on configuration, ImpexDocs Shipment Master Details can create a Sales order or an Invoice in MYOB

2) The ImpexDocs details either can create a new Sales Order/Invoice on MYOB side in case it does not exist or can update an existing Sales Order/ Invoice if the same reference already exists on MYOB side. 

3) Currently ImpexDocs Shipment details can map to only one company file of MYOB. Multiple company file mapping is not supported. 

4) Based on configuration, ImpexDocs Shipment Details can be integrated either by Sync Now option or Status option. 

Step-by-Step Process to Generate Invoice / Sales Order in MYOB:

Via SYNC NOW button: 

• Create a Shipment in IMPEXDOCS and add all the relevant information on the required fields to generate a record in the MYOB account.
  
  
  

  Minimum fields In IMPEXDOCS Shipment required to create a genuine record in MYOB

  Buyer Code or Consignee Code

  Currency

  Exchange Rate

  Shipment Number or Exporter Reference or Invoice Number

  Invoice Date or Date of Issue or created date

  Quantity

  Product code

  Unit Price

  Item Value

  Incoterms

  Invoice Due Date

  
  
• Once the Shipment is created and the business is ready to push the record from Impexdocs to MYOB.
  - Just select the check box of MYOB SYNC NOW and save the Shipment to push the file.
  - This will trigger the interface and send the details to MYOB
  - After a while, you can refresh the IMPEXDOCS shipment page else click on the Sync icon to see the Sync Status as "Processed" along with the Date and Time.
  

• The status of the integration can be seen on the Integration tab of the shipment.
  - This tab showcases the log of previously sent records.
  - Click on the "Refresh" button to see the latest update.
  - Click on the "View Error" to see error details in case the integration failed. 

- Now login to your MYOB account and view the record under the relevant section (Sales Order/Invoice)

Bulk shipments (Maximum 10 records) can be triggered to create Invoices/ Sales Order records in MYOB by following the below steps:

1. Go to Shipment Listing --> Select the desired shipments --> Click on the Three dots icon on the right top corner --> Select "Send to Accounting".
   
   
2. You will receive a pop-up message confirming the successful integration, as shown below.
   
3. Consecutively, if you need a bulk update of the Integration Log, then from Shipment Listing click on the "three dots" icon and select "ACCOUNTING LOGS".
   - This will redirect you to a new page where you can track the Integration History for all linked shipments.
   

Via SYNC By Status:

• This method works on the selected shipment chevron pre-advised by the Business which only allows the stakeholders to trigger the interface  only on dedicated statuses. 
  
  EXAMPLE:  "ACCOUNTS INV CREATED" is selected and set up to trigger the record then only on this status the system will show the "Sync Now" check box.
  
  - Create a Shipment in IMPEXDOCS and add all the relevant information in the required fields.
  
  - Once the Shipment is created and the business is ready to push the record from Impexdocs to MYOB.
  
  - Move the status from any of the previous statuses to "ACCOUNTS INV CREATED", and the check box will appear.
  
  - Just select the check box of MYOB SYNC NOW and save the Shipment to push the file. 
  
  - This will trigger the interface and send the details to MYOB 
  
  - After a while, you can refresh the IMPEXDOCS shipment page else click on the Sync icon to see the Sync Status as "Processed" along with the Date and Time.
  
  - Now login to your MYOB account and view the record under the relevant section.
  
  
  
• In a case where the status is REJECTED, click on the INTEGRATION tab within the shipment.
  - This tab showcases the log of previously sent records.
  - Click on the "Refresh" button to see the latest update.
  - To view the Rejection, click on the "View Error" of the latest submission.
  
  
  Bulk shipments (Maximum 10 records) can be triggered to create Invoices/ Sales Order records in MYOB by following the below steps:

           Note: Mass change of Status can be done by --> selecting up to max 10 records --> Clicking on the "three dots" icon on the right top corner --> now click on "Mass change" to change status. 

• Now, Go to Shipment Listing --> Select the shipments only with the STATUS enabled for Integration --> Click on the Three dots icon on the right top corner --> Select "Send to Accounting".
  
  
• You will receive a pop-up message confirming the successful integration, as shown below.
  
• Consecutively, if you need a bulk update of the Integration Log, then from Shipment Listing click on the "three dots" icon and select "ACCOUNTING LOGS".
  - This will redirect you to a new page where you can track the Integration History for all linked shipments.
  

NOTE:

1. If the Rejection error is not clear, kindly connect with support@impexdocs.com.au for further assistance.

2. If the Currency's exchange rate is not mentioned in a shipment then MYOB may pick its own Exchange rates.

FAQs:

1. If the Rejection error states "Customer.Name(ALOK) : not found in MYOB(Customer.Name).", means the Customer code on the Shipment record does not match MYOB's CARD ID.
   
   

   
   

   
   

2. If the Rejection error states "ProductLines.ProductCode(alok) : not found in MYOB(Lines.Item.Number).", means the Product code on the Shipment record does not match MYOB's ITEM NUMBER.
   
   Solution: Fix the code or add the code to match the source of truth and follow the process to trigger the integration again.