MYOB - Changes to Exported Data and Effect of MYOB Settings

This section details how invoices and payments in various statuses and circumstances are treated.

Invoice statuses that are not displayed in the Export grid

Invoices with the Status of Draft, Booked or Accepted are not displayed or exported. Quotes are not displayed or imported in any status.

Exporting Medicare Claims

The Claim status field is displayed in the MYOB export > Payment export report. The report will only export Processed and Completed claims. This is to avoid exporting payments related to claims that are yet to be processed.

Update an Invoice without a Payment

If the charge amounts on an invoice in Bp Allied are updated, this will also be updated in MYOB. No updates will be applied if the Invoice has a payment attached. These will need to be updated manually.

Delete or Void an Invoice without a Payment

Invoices without payments will need to be deleted in MYOB. Once deleted in MYOB it is permanently removed. The exception to this is if the option Transactions CAN'T be changed; They Must be Reversed [System-Wide] is checked in the MYOB Setup > Preferences > Security tab in MYOB.

Delete or Void an Invoice with a Payment

Invoices with Payments attached must be manually updated in MYOB to Voided or Deleted, to reflect any changes made in Bp Allied. This cannot be done automatically.

When are deleted or voided Invoices viewed in the Export grid?

Deleted or voided Invoices with an MYOBGUID of all zeros (MYOBGUID = '00000000-0000-0000-0000-000000000000') will not be seen in the Sales export. They will only display if the Invoice has been previously exported to MYOB (and the MYOBGUID does not equal all zeros) and has since been manually deleted or voided.

Effect of exporting a payment without full allocation to Invoices

When a payment allocated to multiple invoices is received but the full payment amount has not been fully allocated at the time of exporting to MYOB, the following will occur:

  • Bp Allied will create an MYOB payment which is equal to the sum of the linked invoice amount. MYOB will give an error if you create an invoice for the total payment amount, as it is more than the sum of linked invoice amounts.
  • When the full payment is allocated to all invoices in Bp Allied, including any additional invoices that are linked to the payment, after re-exporting a new payment must be created in MYOB. The original payment exported to MYOB must be deleted and a new payment created with the updated amount. MYOB will not allow the payment to be updated.

Exporting Refunds to MYOB

Bp Allied does not create Credit Notes when creating a refund. Before exporting to MYOB a Credit Note must be manually created in Bp Allied.

  1. Export the refund as an invoice with a service for negative amount, and assign it a Payment number, e.g. P-123.
  2. Create a Credit Refund with the Payment number previously assigned, prefaced by 'R' for Refund, e.g. R-123.

MYOB Settings

There are two settings in the MYOB software that are taken into account when an export is run:

  • Bp Allied will not export any invoice dated before the MYOB file financial Year start date OR Lock Period date. This setting is found in the MYOB software under MYOB Setup > Preferences > Security.
  • The option Transactions CAN'T be changed; They Must be Reversed [System-Wide] must be unchecked in the MYOB software under MYOB Setup > Preferences > Security to enable the deletion or voiding of invoices.

Invoice, Payment and Refund Numbering

MYOB will allow duplicate invoice, payment or refund numbers, as long as the client the invoice is attached to is different. The letter I, P, or R has been prefixed to the ID while exporting to MYOB to avoid confusion between transaction types. This makes it easier to compare the transactions between MYOB and Bp Allied. 

  • The Invoice number would be I-123.
  • The Payment number would be P-123.

Invoice Item Code concatenated onto the Item Description

The Invoice Item Code has been prefixed onto the Invoice Item Description. The invoice Item Code cannot be added to the Item name in the Inventory settings, as the MYOB item name field accepts a maximum 30 characters only.

 

Last Updated: 13 December 2022