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Version 7, 2019

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Set up & send to MYOB


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The MYOB Export is enabled via an API that allows Bp Allied to talk directly to MYOB. The version of MYOB that was created with is AccountRight AU 2016.2.2 version 2016.2.18.5016.
 
There are four different MYOB exports from Bp Allied that need to be carried out if MYOB is going to be used as your primary accounting package and it is reliant on information coming from Bp Allied. These exports need to be carried out in a particular order and imported into MYOB in that same order so that the information will match correctly. Prior to carrying out the exports there is some information that needs to be set-up in Bp Allied. This is detailed below. This will need to be checked prior to each set of exports as thing may have changed in your database between now and the time the previous exports were carried out. 
 
Order to export (and then import) data in
 
Before you start
Please ensure that you back up your MYOB files prior to exporting the information from Bp Allied.
The MYOB Add-On Connector must be started to be able to connect to the MYOB file and for the exports to work.
 
MYOB Integration as introduced in Version 5 can be reviewed here. Please note that there have been some enhancements since this video was produced. Please review the written documentation for these changes, in particular the Special Circumstances and settings page.
 
Date Formats - these can affect the ability to import
MYOB have not defined what the import date format has to be. The MYOB docs state that the date field should be in the format defined by the Users computer (regional settings). What this is displayed in the field below in the export.
 

Set up & export Clients

1: Allocate a Client ID to all clients
The import sets the Bp Allied Client ID as the Card ID in MYOB. Clients without Clients ID's assigned will not be imported.
This step needs to be carried out prior to each import of Sales and Payments under the assumption that your practice continually gets new clients.
 
2: Set up Third Party Billers
Ensure all Third Party Billers have both the Organisation/Last name and Attention/First name field filled in. Both fields are required to be able to export to MYOB.
 
Clients can now be exported
 
3: Export clients
 
There are a couple of known issues with this export. Please click the link to view this information.
 

Set up & export Products & Services

1: Enter the Accounting Item Code, Product Category and GST Codes into Products and Services
The following fields need to be populated in Bp Allied. Any Products or Services without a Category, Accounting Item Code or GST Code assigned will not be imported. If new Products or Services have been entered or prices have been changes then this will need to be imported prior to the export of Sales and Payment information.
 

Bp Allied field

MYOB Field

Data Type

Item Number
A unique number to individually identify each product or service
 
How to do this?
  • Type in a unique number for each line.
Category
Income Account
The MYOB Account Number is the account that Sales are recorded against. The Income Account value can be found in MYOB. In MYOB AccountRight Basics AU Version 2016.2.2, this can be found in Lists > Accounts > Income e.g. 4-1000 in the image below.
 
How to do this?
  • Create Product Categories in Data Maintenance > Product Categories based on each Income Account required
  • In Data Maintenance > Products and Services assign a to each category to each product from the drop down list
GST Code
Tax Code
A GST Code must also be entered before any sales can be exported. This is the Tax Code field in MYOB that states whether an account is taxable or not. In the example above for the Account Numbers 4-1000 the Tax Code is GST.
 
How to do this?
 
2: Export Products & Services
 
Review Products & Services
When running the Export > Products and Services any product missing an Accounting Item code will show up red in the Item Number field.
Clicking Preview Error Report will display any that do not meet the appropriate criteria. This report can be printed or saved. Go back to the previous step to remedy these and then re-run the export.
 

Review & export invoices

1: Review Invoices and Item Sales
The Bp Allied Client ID and MYOB Customer Card ID are used to match the imported information and associate it to the correct client. Invoices are created or updated based on the Invoice Number. All Products and Services (Items in MYOB) and Clients (Customer Cards in MYOB) must be imported/created prior to Importing Sales. Invoices that have already been exported are not re-exported to MYOB. When a record is exported the MYOBGUID field is filled in by MYOB and hence any record with this value will not be exported again.
 
As this exports the User (Practitioner) Name and ID for each line into the Employee information in MYOB these need to match. The MYOB export from Bp Allied will update the MYOB Employee name with the one in Bp Allied if they do not match.
 
Review Invoices
If there are missing GST Codes or Accounting Items numbers then the missing information will be highlighted in red (as below). This information must be corrected prior to the export. It can be updated in-situ to enable the export to go ahead but it will not be saved within Bp Allied so will need to be reentered for any future exports.
 
  • Update the Accounting Item Number and GST Codes for any Products or Services missing them
  • Clicking Preview Error Report will display any that do not meet the appropriate criteria. This report can be printed or saved.
 
 
2: Export Sales
Exports all sales for the selected timeframe and directly imports into MYOB.
Tip: Please ensure that the timeframe selected lies within the financial year of the MYOB file exporting into.
 
 

Set up & export payments

1: Set up payments & MYOB deposit account
The Bp Allied Client ID and MYOB Customer Card ID are used to match the imported information and associate it to the correct client. To be able to match the Payments against Sales automatically in MYOB then Sales must be exported from Bp Allied and imported into MYOB before the payments are imported. Matching Clients, products and payment methods must also exist.
MYOB Deposit Account Number is required to be able to export payments.
 
2: Export payments
Exports all payments and refunds for the selected timeframe and directly imports into MYOB. Payments that have already been exported are not re-exported to MYOB. When a record is exported the MYOBGUID field is filled in by MYOB and hence any record with this value will not be exported again.
Tip: Please ensure that the timeframe selected lies within the financial year of the MYOB file exporting into.