MYOB Accountright Integration

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Table of Contents

  1. Overview
  2. Data Flow Diagram
  3. FAQ
  4. Integration Deep Dive

 

1. Overview

M-Power Aspire provides an integration with MYOB. This integration once configured allows Companies, Invoices, Credits and Supplier Bills to be 'exported' from M-Power Aspire to MYOB. The integration also allows checking the value of an M-Power Invoice/Bill in MYOB including any received payments.

 

2. Data Flow Diagram

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3. FAQ

4. Integration Deep Dive

How does M-Power Access/Update MYOB?

M-Power uses the MYOB API to access your MYOB data and Insert/Update/Request information. Each interaction with your MYOB file is performed within the context of your MYOB user account. With this in mind any M-Power users that are required to user MYOB Integration features within M-Power require a valid MYOB account. See the section on connecting your account to MYOB for more details.

 

How do I configure M-Power to use the MYOB Integration?

The initial integration is configured by M-Power Support for your M-Power Instance. Please contact us at support@mpowersoftware.zendesk.com and the integration will be provisioned for you.

 

How do I configure my M-Power user account to use the MYOB Integration?

Before beginning, check that your company has had the M-Power MYOB Integration configured. You can then connect you M-Power Account to MYOB using the process below:

From the Tools menu [Directly to the right of the Export Button] select MYOB Tools

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Then in the dialog Click Check Authentication and if you account has not been configured, select the 'Click here to Authenticate with MYOB and allow access' link.

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This will redirect you to the MYOB authentication portal where you can allow access for M-Power using your MYOB account. Upon successful authentication you will be return to M-Power.

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If for any reason your authentication token expires (if you did not use the integration for more than a month), you will be automatically prompted to go through this process again to re-authenticate.

 

What actions are supported in the M-Power Xero Integration?

The M-Power Xero Integration supports the following actions:

 

M-Power Company to MYOB Contact Mapping

Before you can export an Invoice, Credit or Bill to MYOB you need to map the M-Power Company to the corresponding Contact in MYOB. If the company does not yet exist, you can export the M-Power company and it will be created in MYOB and linked to the M-Power company.  If the company exists in MYOB but is not visible in the M-Power MYOB Company list then you can 'Sync the Cache' to refresh M-Powers copy of the company list from MYOB, see this section for more information.

You can tell if an M-Power Company is mapped to a MYOB Contact in any Invoice, Credit or Bill be looking for the 'MYOB Company' field in the Details section. If it has the text 'Not Selected' then it is not mapped.

To map an existing company, click on the Not Selected text and select the Contact from the drop-down list. This is a once only process for each M-Power company. From then on it will be linked and pre-selected.

 

How do I Export a Customer/Supplier to MYOB?

From the Tools menu at the top of any Invoice, Credit or Bill select the Export Company to MYOB option.

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How do I Export an Invoice to MYOB?

First, ensure that the 'MYOB Company' field is filled, if it has the text 'Not Selected' see this section on how to select or export a company to MYOB.

Also, check that each of the Invoice Lines has both a MYOB Item and Tax Code selected and optionally a Job if you are using them.

Finally, click the Export Invoice button to export the invoice:

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How do I Export a Credit to MYOB?

First, ensure that the 'MYOB Company' field is filled, if it has the text 'Not Selected' see this section on how to select or export a company to MYOB.

Also, check that each of the Credit Lines has both a MYOB Item and Tax Code selected and optionally a Tracking Category if you are using them.

Finally, click the Export Invoice button to export the invoice:

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How do I Export a Supplier Bill to MYOB?

First, ensure that the 'MYOB Company' field is filled, if it has the text 'Not Selected' see this section on how to select or export a company to MYOB.

Also, check that each of the BillLines has both a MYOB Item and Tax Code selected and optionally a Tracking Category if you are using them.

Finally, click the Export Invoice button to export the invoice:

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How do I Check the Total of an Invoice, Credit or Bill in MYOB?

You can tell that an Invoice or Bill has been exported by looking that the 'Export' button. Once exported this button changes to display the Export Date in place of the 'Export Invoice/Bill' text. Clicking on this button will trigger M-Power Aspire to request the current Total from MYOB.

From any Invoice, Credit or Bill you can use the 'Exported Button' to check the total.

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You can also check the invoice total in MYOB for the corresponding Invoice Number even if it was not exported from M-Power. In this case, click the Tools button and select Check MYOB Total for this Invoice.

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Can I re-send an Invoice/Bill to MYOB?

MYOB will only allow an invoice or bill to be exported once. If you want to change the data in MYOBfor an Invoice or Bill you can either do this manually or delete the Invoice/Bill from MYOB and re-export it from M-Power.

In the event that delete an invoice from MYOB, M-Power will still show the Exported Date etc. so you will need to use the Clear Exported Status menu option to reset the status for the Invoice, Credit or Bill.

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What Data is Exported to MYOB for a Customer/Supplier?

When you export a Company from M-Power to MYOB the following fields are transferred:

  • Company Name
  • Contact First Name and Last Name
  • ABN

If and Accounts Address is selected, the following Address fields are also exported:

  • Address Lines 1 & 2
  • Suburb
  • State
  • Postcode

 

Configuring MYOB Items for M-Power

To create Items within MYOB that can be linked in M-Power Aspire first log into your MYOB account.

  1. Create a new Item
  2. For Invoices select 'I Sell this Item'
  3. For Bill select 'I Buy this Item'
  4. Click Save
  5. Refresh the M-Power Cache to pick up the new item for selection

 

How are M-Power Invoice/Bill Lines mapped to MYOB Accounts?

M-Power Aspire uses MYOB Items as the link between and Invoice/Bill Line and MYOB Account. On each invoice/bill line a MYOB Item must be selected. This is then included when the Invoice or Bill is 'exported' to MYOB. See Configuring MYOB Items for M-Power for more information.

Manually selecting MYOB Items for each line can be tedious, the invoice lines can be automatically mapped in two ways:

1. M-Power Item <-> MYOB Item

Using this scenario you can map M-Power Items to their corresponding MYOB Items. Once this mapping is in place, whenever a mapped M-Power Item is included in an invoice it will be automatically matched to its MYOB Item and the MYOB Item selected in that line in the invoice grid.

This method is best suited for when each invoice requires multiple lines each using different MYOB Items.

1. Click the Tools Button

2. Select Link Items to MYOB Items

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1. Search for the M-Power Item if necessary

2. M-Power Item

3. Select the corresponding MYOB Item

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2. M-Power Product <-> MYOB Item

Using this scenario you can map M-Power Products to MYOB Items. Once this mapping is in place all lines on the invoice will be automatically linked to the MYOB Item mapped to the M-Power Product assigned to the source Job.

This method is the most streamlined but requires that all lines on the invoice use the same MYOB Item.

1. Click the Tolls Button

2. Select Link Products to MYOB Items

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1. Search for the M-Power Product if required

2. M-Power Product

3. Select the corresponding MYOB Item

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Can I use MYOB Jobs?

Yes, as part of the Cache process a copy of your Jobs is maintained. Each line within an invoice can have a Job selected and this is included when the invoice is 'exported' to MYOB.

 

M-Power - MYOB Variance Report

The variance reports (for supplier bills and customer invoices/credits) provide a means to verify that information has been 'sent' to MYOB and it matches. They are the software component of the recommended business process checkpoints to ensure that nothing is missed in the process of invoicing or purchasing.

Clicking this menu item opens a Variance Dialog allowing the user to set data parameters and run the variance report. Once complete the dialog will display the items and their status as matching, or not.

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The user can click on the Invoice or Bill number to view this in more detail in a new tab and if necessary export the Invoice or Bill.

This report is designed to highlight two main conditions:

1. Where an invoice/credit/bill has been created but not exported to MYOB

2. Where an invoice/credit/bill is changed after exporting to MYOB

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What is the Cache?

M-Power Aspire keeps a copy of the Contacts, Items, Tax Codes, and Tracking Categories locally (Cache) so that it can display them in forms, etc. without requesting the information from MYOB every time. This dramatically improves performance but requires that this information is Re-Synced when any of these elements are changed within MYOB itself. 

 

Refresh the MYOB Cache

Clicking this menu item will show the Cache Menu. Here the user can select if specific elements should be Re-Cached or everything. If you have large Contact lists in MYOB the Full Cache can take a few minutes to complete.

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