MYOB Integration

Documentation HomeDownload as PDFSee also: Workbench Setup Guide, Job Costing, Stock Management 

This module looks at MYOB Integration to Workbench.

OVERVIEW

The export of Workbench transactions to MYOB is a two step procedure.

  1. Workbench exports a TXT file to a designated directory. (Even though it calls it a TXT file it is actually comma delimeted)
  2. MYOB then imports this file.

The file is Comma delimited and always has a Header row.

The imports cover:

  • Account Receivable
  • Accounts Payable
  • General Ledger Journals. This covers time, plant, disbursements, dockets and Job Adjustments

AP and AR integration is by MYOB CARD ID and the equivalent Account Code in Workbench. These must be unique.

The transaction date on the transaction in the export file is the driver for the integration period within MYOB. In Workbench the Batch Period drives the aging of the transaction. This means that in a Workbench May batch you can have a June transaction and it will appear in the May period throughout Workbench. When imported into MYOB it will allocate this transaction into June.
The Workbench export runs a check on this when the batch is exported. If the transaction date falls outside the specific dates for the period the export is aborted and an error displayed. You will have to go into the batch and change the transaction date.

The AR & AP MYOB import is always through the 'Service' import screen.

All other imports are through the Transaction Journals

Versions

  • MYOB Premier and Premier Enterprise utilise the same scripts.
  • The New Zealand and Australian AR & AP exports are slightly different. The Transaction Journals are the same. The Australian Exports have (AUS) in the script name.

MYOB Job and Divisional Reporting

  • If the User requires Profit Centre reporting in MYOB the MYOB Job field is utilised.
  • Set up Jobs in MYOB to equate to either the Workbench Profit Centre or Job Suffix from the Workbench Profit Centre and utilise the Control Parameter 'MYOB Job Field' to switch this function on.

Utilising the Job Suffix on the Workbench Profit Centre allow for the situation where you want many Workbench Profit Centres to go to One Division (MYOB Job) in MYOB.

Note: Don't use the GL Prefix or GL Suffix for MYOB exporting

Purchase Orders
MYOB validates the Purchase Order number on import and it cannot be duplicated.

To ensure that the AP Purchase Order number exported is unique Workbench either

  • uses the APInvoiceID or
  • adds a randomly generated 2 Alpha key on the end of the WB Purchase Order.

Note: Make sure that the Workbench Purchase Order number is no more than 6 digits. (When we add the two alpha keys it becomes the maximum 8 characters that MYOB can import.)

Audit trail and Data Integrity

  • All Workbench data is controlled by Batch. Workbench exports these batches. The Batch Edit list printed displays the transactions and the summarised GL Entries in the bottom left corner.

MYOB does not report by batch so our recommended form of reconciliation is to:

  • Go to the Aged Trial Balance in MYOB.
  • Take note of the total.
  • Import the Workbench batch/s into MYOB
  • Go to the Aged Trial Balance in MYOB.
  • Check. The Creditor Control movement from the Workbench batches exported needs to be the same as the movement in the MYOB Aged Trial Balance

Archive Files

  • Once the Batch has been imported into MYOB move the file into the Archive SubDirectory so that you always have the history but also now that any file in the Transfer root directory has not already been imported

Apply Number on Credits

  • For AR & AP credits in Workbench you can Apply the Credit to an original Invoice. The MYOB import functions do not have a field for Workbench to populate with this Apply Number so it is necessary to use the manual apply function in MYOB. To assist you in this process we detail the Credit Note Number and Apply Reference in the Workbench Batch List Reports and Invoice Status Reports.
  • For AR & AP credit exports Workbench populates the Comment Field with "Apply - ??" then the Batch number etc.
  • Where the Credit has been applied to an invoice number the Invoice number is inserted. Where the Credit was not applied to an invoice number it will read "Apply – Not Applied"

Terms on the MYOB Invoice

  • Terms calculated on the MYOB AR and AP Invoice is always based on the Workbench Invoice Due Date (or Payment Date) less the Invoice Date.