MYOB user guide
This user guide applies to all versions of MYOB, including Account Rights Live.
Most MYOB users will be running older versions of MYOB that are entirely PC or server based. Therefore, because invitbox lives entirely in the cloud, you need to get information from MYOB on your computer, and upload it manually into invitbox.
Once you have chosen MYOB from the dropdown list on the Admin tab in invitbox, you will see that there are a few items requiring set-up.
Each version of MYOB will be slightly different in terms of this set-up, but it is simple process to follow.
Firstly, please ensure there are no duplicate suppliers in MYOB. If you do have duplicate Suppliers, rename them all to be unique.
1 - File > Export Data
2 - Choose Cards from the drop-down list, then Supplier Cards
3 - You can ignore the other options, and click Next
4 - Choose to separate the data using Tabs, and tick the Include field headers in the file, then click Next
5 - From the options list on the left hand side highlight Co./Last Name and click Add. Then click Export
6 - Save the downloaded file as Company.txt
Go to the Admin tab and click Supplier Cards set-up.
Under Company Supplier Cards, Choose File and attach the Company.txt you previously saved. Click upload.
Choose the options presented as below, then Continue.
Your supplier cards have now been uploaded into invitbox.
If you add new suppliers in MYOB you can repeat this process during which time only new Supplier Cards will be imported.
Alternatively you can add a Supplier Card manually in invitbox and then create the same supplier in MYOB to match. Please note that the supplier card details in MYOB need to match invitbox exactly including case and spaces.
1 - File > Export Data
2 - Choose Accounts from the drop-down list, then Account Information
3 - Choose the most up to date period from the options presented, then click Next
4 - Choose to separate the data using Tabs, and also tick the Include field headers in the file, then click Next
5 - From the options list on the left hand side highlight Account Number and click Add. Do the same for Account Name. Then click Export
6 - Save the downloaded file as GLCodes.txt
Go to the Admin tab and click GL Codes set-up.
Choose File and attach the GLCodes.txt you previously saved. Click upload.
When asked if the upload file has a Header row, click Yes.
Your GL Codes have now been uploaded into invitbox.
If you add new GL Codes in MYOB you can repeat this process during which time only new GL Codes will be imported.
Alternatively, you can add a GL Code manually in invitbox and then manually create the GL Code in MYOB to match.
Note: to complete the import of GL Codes you should uncheck any codes that are Header Codes; when you import to MYOB you cannot post to a header code. This saves any hassles later.
Invitbox allows you to assign a Category to a bill, or it's line items, much in the same way as you assign GL Codes. The import and maintenance of Categories in invitbox is exactly the same as those for GL Codes.
As in MYOB Categories are not compulsory, but if you want to use them, follow these instructions.
To turn on Categories and to create them in MYOB please visit here
Then to export your categories from MYOB
1 - Lists > Categories
2 - Print
At the top left hand corner of your tab you will now have the option to export the list as opposed to print it. Export the list as a 2-column file, with a header row, column 1 being Category ID and column 2 being the description. Save the list as Categories.txt
If you are running an older version of MYOB that does not allow you to export your Category list you should manually create either a .txt or a .csv file with 2 columns: column-1 being the Category ID and column-2 being the Category Description. For simplicity you should include a header row.
Go to the Admin tab and click Categories set-up.
Choose File and attach the Categories.txt you previously saved. Click upload
When asked if the upload file has a Header row, click Yes.
Your Categories have now been uploaded into invitbox.
In the Export Mappings screen you can tailor how invitbox sends data to MYOB.
At any stage you can reset Export Mappings back to default settings by clicking the Reset Export Fields button to the top of the screen.
This box is checked by default because the vast majority of MYOB users only process bills in MYOB as Service Purchases. If you want to send any bills to MYOB as Item Purchases, uncheck this box. Invitbox will then give you the option to sign-off bills that have product codes as either Service or Line Item bills.
Note: if you choose to export a bill from invitbox to MYOB as a Line Item bill, the product code must exist in MYOB before importing the data from invitbox.
The Export Mappings screen allows you to change the export format that invitbox creates for MYOB but we strongly suggest you do not change this unless;
you are running MYOB V19 or earlier, and you do not have the multi-currency feature included in your version of the software.
To check if you have multi-currency go to Set-up > Preferences. Multi-currency is usually the third check box. In the example below it is missing and therefore is not included.
In Admin > Export Mappings
Highlight "Currency Code" and move it to the right.
Highlight "*Exchange Rate" and move it to the right.
Your list on the left hand side should now run from A to AK.
Click OK to save your changes.
Towards the bottom of the screen there are three options.
You can change the format of the export file that invitbox creates between .txt and .csv
Below that you can define what codes you want invitbox to use when sending taxable and non-taxable items to MYOB. These codes should match what you use in MYOB and these tax-codes should be linked to accounts in MYOB. To ensure the codes are linked, go to Lists > Tax-Codes in MYOB.
If you get the error message Error -81: Tax Account Linked Account is missing
when you import, check out this link
for details on how to resolve the issue.
You should always remember to check MYOB at month end and change any tax codes, such as GST to CAP for example. Always remember invitbox exports only 2 tax codes.
Importing bills into MYOB
This set of rules relates to the importing of service purchases into MYOB from invitbox. Importing of Item Purchases follows a parallel path.
The import routine with images is available here
From the Signed Off tab, select the Export button. A file will download. Save it to your desktop or somewhere that you can easily find it.
Then click Export Complete.
Please note, if you need to re-export this file go to Filing Cabinet and on the right hand side of the screen select Exported Files, choose the type, and then export the file in question. Then Re-Export to MYOB.
1 - File > Import Data
2 - Select that you are going to import Purchases and that they will be Service Purchases. Then browse and find the .txt or .csv you downloaded from invitbox. We recommend importing a .txt file but it's your call. Both work.
3 - On the next screen, answer as follows:
(a) Data is separated by - Tabs for .txt., Commas for .csv
(b) The first row of the file contains Headers or Labels
(c) If data is duplicated in MYOB choose to ... if you are using invitbox as you should you can choose to import duplicate data because invitbox flags duplicates for you.
Some suppliers use the same "invoice number" each month (for example, Utility companies) so if you decide to reject duplicates these records will not be imported. Error - 192: Duplicate Supplier Invoice Number.
Similarly MYOB will reject duplicate PO numbers if invitbox has extracted them for you. Some suppliers will automatically use the person who ordered the goods each time (e.g. "John") as a PO number. MYOB will only ever allow one PO number "John" to be imported from any supplier. Error -188: Duplicate Purchase Order Number.
We recommend that you use invitbox religiously from a date - to draw a line in the sand so to speak. If you use invitbox as the only point of entry into MYOB from a date (e.g., the 1st of a month) you will be able to safely import duplicate data because invitbox will flag those duplicates thereby allowing you to manage them prior to your import into MYOB.
(d) Match Cards using Co./Last Name
Click Match All
The first time you do an import routine please scroll down the lists to ensure that fields match. They may be labeled slightly differently but they should refer to similar things. If not, revisit Export Mappings and adjust your export fields.
Once you are happy the data has matched, click Next
You may wish to backup your data prior to performing the import. It's your call. It's not necessary but once you import data you cannot back it out.
Then simply click Import
After MYOB has imported the data from the file you will be presented with a message to confirm how many bills were imported, and how many rejected.
Error Messages at import
If bills were imported with warnings, that's okay.
If bills were rejected you should find your MYOBLOG.txt file and determine why they were rejected, make corrections by either fixing MYOB or editing the invitbox generated .txt file.
You should then edit the invitbox-generated .txt to only contain those bills that were rejected (by removing all other bills that were imported) and then repeat the import process using the smaller file.