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Configuring MYOB sync settings

When you integrate your MYOB accounting system with Tall Emu CRM, you’re able to control the direction and frequency of the information flow between the two systems.

When you first connect MYOB to CRM, all your sync settings will be set to Manual by default. You will then need to amend them to appropriately push data between the systems. If you haven’t connected MYOB yet, please view the prerequisite steps and connection instructions.

Once you’ve connected Tall Emu to your accounting system, our integration options let you define sync preferences that suit you. These preferences determine the direction and frequency of data syncing between your accounting system and the CRM.

As a general rule, we recommend that you use CRM as your master system and push required data over to MYOB for accounting and compliance purposes.

Ultimately, every business is different and you are free to configure these settings as you see fit. However, having your sync settings incorrectly configured will lead to sync errors and issues between the two systems when data overlaps or fails to either update correctly, or in the correct order. For this reason, we have put together guidance on how to configure your sync for optimal results.

So that we can guide you through any potential impacts on your data, please contact us at [email protected] with any queries that you have, or if you feel you may want to apply a custom configuration to your sync settings. 

Note that if you do not configure a sync schedule for items, you can still manually push records between systems. In CRM, any time you see a MYOB logo on a record, click to reveal the option to Import or Export data.

While in the MYOB sync settings page, you can also manually push records in bulk to MYOB. Just click on the MYOB logo to reveal the option to Import or Export.

In most areas of CRM you can also add the column to your list view for Accounting Code, which is a quick way of determining which records have been synced with MYOB i.e. any record that has a code has been synced and records without a code have not been synced.

Following is a guide to the recommended settings for each sync data type.

Note that  ‘OUT’ refers to data being exported to your accounting system from the CRM while ‘IN’ refers to data being imported from your accounting system to the CRM.

Accessing your MYOB sync settings

To set-up your sync, head to the Main Menu and scroll down to the Admin section and select Integrations, then click on Settings for MYOB AR Live.

Import All button

Pressing the Import All button will import everything from MYOB again. This means that if you’ve made changes to data in CRM after you’ve connected MYOB, the data you’ve edited may be overwritten.

For example, if you’ve gone and edited your Product or customer data in CRM after it’s connected to MYOB and choose Import All, all the changes you made in CRM will be overwritten with the original data in MYOB.

Disconnect button

Pressing the Disconnect button at the top of the sync settings page will disconnect MYOB from CRM – all information will remain within the two systems and nothing will be lost, you just won’t be able to push data between them.

Account for Stock Adjustments

You can use this drop-down list to select the correct account in MYOB for stock adjustments to be posted to.

Lock Invoices when transferred to MYOB

We recommend that you tick this box, which will mean that once an Invoice is sent to MYOB, it cannot be altered.

Altering Invoices in MYOB once they have been finalised in CRM could cause potential issues between the systems.

Rather than amending or deleting an Invoice, we recommend that you use a Credit Note and then re-issue the Invoice.

Company

You can leave the IN setting here as Manual.

If you are using CRM each day to run your business, there should not be any new Companies in MYOB that you need to push into CRM.

You should change the OUT setting here to Automatic.

When you create a new Company record for a customer in CRM that you want to keep updated in MYOB:

  • Click on the MYOB logo in the Company record to reveal the Export button, then click it.
  • The Automatic setting means that when this record is updated in future, changes will automatically be sent over to MYOB.

By selectively choosing which Company records you initially send to MYOB (and then automatically maintain) you are not clogging up your accounting system with records for companies that are not customers as these serve no accounting purpose.

CRM will look for an existing match for the Company record in MYOB – it determines this based on an Accounting Code that acts as a unique identifier. You can view these codes by adding the Accounting Code column to your view in Companies.

Contact

You can leave the IN setting here as Manual.

If you are using CRM each day to run your business, there should not be any new Contacts in MYOB that you need to push into CRM.

You should change the OUT setting here to Automatic.

When you create a new Contact record for a customer in CRM that you want to keep updated in MYOB:

  • Click on the MYOB logo in the Contact record to reveal the Export button, then click it.
  • The Automatic setting means that when this record is updated in future, changes will automatically be sent over to MYOB.

By selectively choosing which Contact records you initially send to MYOB (and then automatically maintain) you are not clogging up your accounting system with records for companies that are not customers as these serve no accounting purpose.

CRM will look for an existing match for the Contact record in MYOB – it determines this based on an Accounting Code that acts as a unique identifier. You can view these codes by adding the Accounting Code column to your view in Contacts.

Product

You can leave both IN and OUT settings here as Manual. This is because when you sync your Invoices out from CRM to MYOB, the following will take place:

  • MYOB will look for an existing match for the Products you have on the Invoice and automatically relate the records.
  • If there is not an existing match for the Product in MYOB, a new Product record will automatically be created and linked to the Invoice.

CRM will look for an existing match for the Product record in MYOB – it determines this based on an Accounting Code that acts as a unique identifier. You can view these codes by adding the Accounting Code column to your view in Products.

If you are using CRM each day to run your business, there should not be any new Products in MYOB that you need to push into CRM. In addition:

  • You may not want every single Product record pulled through to MYOB to potentially clog up your system e.g. Products that you haven’t sold and therefore don’t need them to be in MYOB for accounting or compliance reasons.
  • The CRM Product form is rich in detail (compared to MYOB product records) and you will want to avoid potentially overwriting any of your data in CRM.

Also remember that you can selectively push records to MYOB manually – just open the Product record, click on the MYOB logo and select Export.

Sales Order

You can leave both IN and OUT settings here as Manual. This is because the information in Sales Orders is related to sales and reporting, not accounting. MYOB cares about what you have invoiced, not what you may (or may not) end up selling.

We do not recommend exporting Sales Orders to MYOB – if orders are processed in MYOB they will automatically create an invoice in MYOB, which will conflict with your Invoice in CRM and cause significant issues with your stock levels.

You can access your Sales Order data in CRM for reporting purposes by using the Dashboard View in Sales > Sales Orders. From here, you can select from numerous pre-formatted Dashboards and adjust the relevant date periods as required.

Invoice

 

Invoices are key accounting data and you will need to set a schedule to push them out from CRM to MYOB on a regular basis. You should leave the IN setting as Manual and change the OUT setting to Scheduled.

When MYOB receives an Invoice from CRM, it automatically decreases stock for the item/s on the invoice.

We recommend that you set this up as follows:

  1. Change the OUT setting to Scheduled.
  2. Select the days of the week you want this to run e.g. Monday to Friday or 7 days a week. We recommend this is set to reflect the days that you conduct business, so if you don’t operate on weekends, you won’t need to select them as there will be no Invoices to push to MYOB on these days.
  3. Select the time you want this to run – we recommend you set this after your business hours typically conclude so that all of your Invoices for the day will be pushed to MYOB.

Note that while you can opt to push Invoices to MYOB more frequently (e.g. hourly), most businesses don’t require this unless accountants or bookkeepers are in MYOB constantly and need immediate data.

Setting your Invoices to push to MYOB at frequent intervals throughout the day will slow down your system as the export function heavily uses your system resources.

Also remember that you can selectively push Invoice records to MYOB manually – just click on either the Create button or the MYOB logo and select Export.

You can also quickly export all previously un-exported Invoices to MYOB from the sync settings page by clicking on the MYOB logo and selecting Export.

CRM will look for an existing match for the Invoice record in MYOB – it determines this based on an Accounting Code that acts as a unique identifier. You can view these codes by adding the Accounting Code column to your view in Invoices to quickly see which records have been synced.

If you are using CRM each day to run your business, there should not be any new Invoices in MYOB that you need to push into CRM.

Don’t forget that you can access reports in CRM on your Invoice data from the following areas:

  1. By using the Dashboard View in Sales > Invoices. From here, you can select from numerous pre-formatted Dashboards and adjust the relevant date periods as required.
  2. From Reporting > Reports by selecting from any of the sales-focused reports.

Note that once an Invoice has been synced with MYOB, you will not be able to delete it in CRM. Rather than amending or deleting an Invoice, we recommend that you use a Credit Note and then re-issue the Invoice.

Credit Note

This data is not currently available for sync – we are working on having this up and running in future.

We recommend that you manually export your Credit Notes to MYOB. On a Credit Note, click on the Create button next to the MYOB logo to push the bill over to MYOB.

Payment

Payments are key accounting data and you will need to set a schedule. The direction of the sync will depend on how you are taking payments from customers. For best results, we recommend taking payments in CRM and then pushing them to MYOB, but it is also possible to process payments in MYOB and pull them into CRM:

  1. If you are using CRM with a payment gateway, you will need to schedule to sync your Payments OUT to MYOB daily.
  2. If you are taking payments in MYOB, you will need to schedule to sync your Payments IN from MYOB daily.

We recommend that you set up your OUT sync as follows:

  1. Change the OUT setting to Scheduled.
  2. Select the days of the week you want this to run e.g. Monday to Friday or 7 days a week. We recommend this is set to reflect the days that you conduct business, so if you don’t operate on weekends, you won’t need to select them as there will be no Payments to push to MYOB on these days.
  3. Select the time you want this to run – we recommend you set this after your business hours typically conclude so that all of your Payments for the day will be pushed to MYOB. You should also set this to run at least 5 minutes after your Invoices are scheduled to sync.

We recommend that you set up your IN sync as follows:

  1. Change the IN setting to Scheduled.
  2. Select the days of the week you want this to run e.g. Monday to Friday or 7 days a week. We recommend this is set to reflect the days that you conduct business, so if you don’t operate on weekends, you won’t need to select them as there will be no Payments to push to MYOB on these days.
  3. Select the time you want this to run – we recommend you set this after your business hours typically conclude so that all of your Payments for the day will be pushed to MYOB. You should also set this to run at least 5 minutes after your Invoices are scheduled to sync.

Note that while you can opt to push Payments to MYOB more frequently (e.g. hourly), most businesses don’t require this unless accountants or bookkeepers are in MYOB constantly and need immediate data.

Setting your Payments to push sync either way at frequent intervals throughout the day will slow down your system as the export function heavily uses your system resources.

Also remember that you can selectively push records to MYOB manually – just open a Payment record and click on Create next to the MYOB logo.

You can also quickly export or import all previously un-exported/imported Payments to and from MYOB from the sync settings page by clicking on the MYOB logo and selecting either Export or Import.

You can also quickly view which Payments have been synced with MYOB by adding the Accounting Code column to your view in Payments – any record that has a value for Accounting Code means that it has been synced with MYOB.

Purchase Orders

You should leave the IN setting as Manual and change the OUT setting to Scheduled.

Also note that when you manually export a Supplier Bill to MYOB, the associated Purchase Order is automatically pulled through to MYOB as well, so you don’t need to export these manually.

Also remember that you can selectively push Purchase Order records to MYOB manually – just click on the MYOB logo and select Create.

 

You can also quickly export all previously un-exported Purchase Orders to MYOB from the sync settings page by clicking on the MYOB logo and selecting Export.

 

Supplier Bills

There isn’t a specific area in the sync setup for Supplier Bills at the moment.

We recommend that you manually export your Supplier Bills to MYOB as you confirm receipt of goods. When you manually export a Supplier Bill to MYOB, the associated Purchase Order is automatically pulled through to MYOB as well, so you don’t need to export these manually.

On a Supplier Bill, click on the Create button next to the MYOB logo to push the bill over to MYOB.

This action will increase stock of the item/s you have purchased in MYOB.

Stock Level

Stock Levels are key accounting data, but you don’t need to set this to sync with MYOB. This is because:

  • Your Invoices should be syncing OUT to MYOB on a daily basis, thus reducing stock for items in MYOB.
  • Your Supplier Bills should be being synced OUT to MYOB as goods are received, increasing stock for items in MYOB.
  • You should be syncing Work Orders OUT to MYOB on a daily basis (if you are using them in CRM) so that MYOB can decrease stock levels for your input products and increase stock levels for your output products in MYOB.

If you are using CRM daily for your operations, your stock levels in the system will always be correct because CRM is tracking your ‘Tracked Stock’ items by:

  1. Reducing stock when an item is on an Invoice.
  2. Increasing stock when you receipt items on a Purchase Order.
  3. Reducing your input product stock and increasing your output product stock when you complete a Work Order.

We strongly recommend that you do not perform some activities in CRM and some in MYOB and then try to sync stock levels between the systems. It is better to perform all your operations in CRM and then sync information out to MYOB.

Stocktake List

Stocktakes are key accounting data, but you don’t necessarily need to set this to sync with MYOB. This is because when you create a Stocktake record and mark it Complete, you will have the option to export this to MYOB straight away.

However, before you push a Stocktake record to MYOB manually, you must perform the following steps IN SEQUENTIAL ORDER:

  1. Export all your Invoices to MYOB.
  2. Export all your Supplier Bills for receipted goods to MYOB.
  3. Allow 5 minutes for these exports to complete.
  4. Then push your Stocktake record manually to MYOB.

You can push all your Invoices OUT to MYOB from the sync settings page by clicking on the MYOB logo and then choosing Export.

You can push your Supplier Bills for receipted goods to MYOB by opening a record and clicking on the Create button next to the MYOB logo.

Learn more about how to perform Stocktakes in CRM here.

Work Orders

If you are not using Work Orders in CRM, you can skip this section.

If you are using Work Orders in CRM, you should change the OUT setting to Scheduled.

This is because when you mark a Work Order complete in CRM, the system automatically reduces the stock of your Input Products and increases the stock of your Output Products – MYOB then needs to know this information so that it can adjust your stock levels accordingly.

We recommend that you set this up as follows:

  1. Change the OUT setting to Scheduled.
  2. Select the days of the week you want this to run e.g. Monday to Friday or 7 days a week. We recommend this is set to reflect the days that you conduct business, so if you don’t operate on weekends, you won’t need to select them as there will be no Work Orders to push to MYOB on these days.
  3. Select the time you want this to run – we recommend you set this after your business hours typically conclude so that all of your Work Orders for the day will be pushed to MYOB.

Note that while you can opt to push Work Orders to MYOB more frequently (e.g. hourly), most businesses don’t require this unless accountants or bookkeepers are in MYOB constantly and need immediate data.

Setting your Work Orders to push to MYOB at frequent intervals throughout the day will slow down your system as the export function heavily uses your system resources.

Also remember that you can selectively push Work Order records to MYOB manually – just click on the MYOB logo and select Export.

You can also quickly export all previously un-exported Work Orders to MYOB from the sync settings page by clicking on the MYOB logo and selecting Export.

GL Code

When you initially connect MYOB to CRM, it will pull through all your existing GL Codes. You can leave the IN setting here as Manual.

If you need to create more GL Codes, this should be done in MYOB first, and then pulled into CRM by clicking on the MYOB logo and selecting Import.

Location

If you do not have multiple Locations for your business, you won’t need to touch this setting and can leave it as Manual.

If you need to create more Locations, this should be done in MYOB first, and then pulled into CRM by clicking on the MYOB logo and selecting Import.

Currency

When you initially connect MYOB to CRM, it will pull through all your existing types of Currency you use. You can leave the IN setting here as Manual.

If you need to create more Currency rates, this should be done in MYOB first, and then pulled into CRM by clicking on the MYOB logo and selecting Import.

Item Price Matrix

When you initially connect MYOB to CRM, it will pull through all the existing Price Breaks you have to CRM. You can leave the IN setting here as Manual.

If you are using CRM each day to run your business, there should not be any new Price Breaks in MYOB that you need to push into CRM.

Category

Categories apply to your Products and help to segment them – this information comes from MYOB initially.

You can leave the IN setting here as Manual.

If you need to create more Categories, this should be done in MYOB first, and then pulled into CRM by clicking on the MYOB logo and selecting Import.

 

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