MYOB Finance Integration
This article is designed to assist providers in setting up finance integration for MYOB AccountRight v19 and v2023 as well as the MYOB Advanced and MYOB Exo finance packages. At the time of writing, MYOB Essentials does not support importing invoice data.
Audience: Finance Team
Prerequisites
Prior to commencing finance integration, there are some prerequisites that need to be completed first. More information on this is outlined in the articles linked below:
- Debtors in SupportAbility - outlines important information regarding the concept of 'debtors' in SupportAbility
- Finance & NDIS | Preparation - outlines the required configuration to ensure the Invoice export populates correctly
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Which MYOB products does SupportAbility integrate with?
- Debtor information - ID and Name
- Which debtor information is populated in the Internal [Direct] MYOB Invoice exports?
- How is Client information included in Invoices?
- Mapping:
- Internal [Direct] Invoice Export Mapping for MYOB AccountRight v19
- Internal [Direct] Invoice Export Mapping for MYOB AccountRight v2023
- External [Plan Managed] Accounts Payable Invoice Export Mapping for MYOB AccountRight v19
- External [Plan Managed] Accounts Payable Export Mapping for MYOB AccountRight v2023
- External [Plan Managed] Accounts Receivable Export Mapping for MYOB AccountRight v19
- External [Plan Managed] Accounts Receivable Export Mapping for MYOB AccountRight v2023
Which MYOB products does SupportAbility integrate with?
MYOB offers a range of finance system products targeted at different business sizes and market sectors. SupportAbility provides integration options for many of these products, but not all of these products.
Integrations with the MYOB small business products (e.g. MYOB AccountRight) are delivered using standardised exports that are included with every SupportAbility subscription. For MYOB's more enterprise-grade products (e.g. MYOB Exo or MYOB Advanced), integrations can be built by your nominated MYOB partner using our existing highly detailed Zed Axis export available from SupportAbility, or alternatively, a custom export could be developed to meet your specific needs.
The table provided below identifies the integration options available for each MYOB product.
| MYOB Product | Integration Options |
| MYOB Essentials | No integration available |
| MYOB AccountRight v19 | Standard integration included. Details provided later in this article. |
| MYOB AccountRight v2023 | Standard integration included. Details provided later in this article. |
| MYOB Advanced | Potential options available:
* These options would need to be discussed with your finance team and your MYOB partner to determine the most appropriate option for your organisation. |
| MYOB Exo | Potential options available:
* These options would need to be discussed with your finance team and your MYOB partner to determine the most appropriate option for your organisation. |
| Return to Summary |
Debtor information - ID and Name
Debtor records i.e. Client, Client Contact and Contact records for whom invoices will be generated must have the same naming convention in SupportAbility and MYOB in order to match once Service Sale Invoices are uploaded to MYOB.
Similarly, debtor records contain 'Debtor ID' fields for finance integration. The corresponding MYOB 'Card ID' must be added to the 'Debtor ID' field in SupportAbility for any parties invoices are being issued to.
Client Debtor ID options
In the case where a Client is being Invoiced directly i.e., they are Self-managing their NDIS funds, the Debtor ID entered in the Client Details populates in the card ID field on the MYOB invoice export.
If an organisation uses the Client's NDIS number as their card ID, there is a system setting that when set, will populate the Client's NDIS number in the card ID on the export instead.
To update this to the NDIS number instead of the Client Debtor ID, go to the Settings tab of System Preferences. Navigate to the Invoicing section on the bottom right-hand side and change the 'Client Debtor ID' field:
The setting of Client NDIS number being used in lieu of the Debtor ID is only applicable if:
- the Client is being billed directly i.e. self-managed NDIS funding,
- if your organisation is using SupportAbility for Non-NDIS billing by using the rate card or Activity Costs, OR
- the Client's MYOB Card ID has been set up as their NDIS number in MYOB.
Debtor ID & Name Matching
To avoid errors when importing invoices into MYOB, it is important to ensure that the name of the Debtor in SupportAbility (derived from the Client, Client Contact or Contact record) and its associated Debtor ID match the Card Name and Card ID associated with Customer Card in MYOB exactly.
Which debtor information is populated in the Internal [Direct] MYOB Invoice exports?
The information that populates in the Internal Invoice Batch export is based on who the debtor is for the Client's funding i.e. the party set to manage Invoices on behalf of the Client and is based on how the Client's Financial Plan Manager has been configured in their NDIS Direct Funding record e.g:
The debtor options include:
- Client Debtor - the Client themselves if they are self-managing their funding
- Client Contact Debtor - the Client's billing contact if they have a nominee managing their funding
- Contact Debtor - the NDIA for Agency-managed funding, or a Plan Management Contact if the Client has a Plan Manager managing their funds.
So if the Client's funding is Agency-managed, the 'Contact Debtor' fields outlined below will populate in the Invoice Batch export for the Invoice, whereas if they were self-managing their funding, either the 'Client Debtor' or 'Client Contact Debtor' information will populate, based on how the Client's funding has been configured. Please see the Debtors in SupportAbility article linked below for more information.
Limitations
MYOB, like many entry-level finance products, is not able to manage both 'Bill To' Customer (Debtor) and 'Sell To' Customer (Client) relationships to invoicing; it only has the capacity to reference the Debtor.
We have had cases reported where specific Plan Managers may have a separate email address created specifically for the Client and advise that Invoices must be sent through to this email address. Whilst MYOB does allow some details, such as the address, to be customised on an invoice-by-invoice basis, and override the Debtor Card, the MYOB Invoice - Service Sales import format does not provide the ability to override the email address in this manner. Essentially this means that SupportAbility cannot send invoices to the same Debtor (Plan Manager) Card in MYOB and then customise the email address on each invoice to be the Client-specific email address for the participant that used the service.
With this in mind, the only solution MYOB offers would be to have a separate Debtor Card for each combination of Client and Plan Manager. This is far from ideal and would not usually be our recommended approach.
How is Client information included in Invoices?
The Client's name and NDIS Number are included in the 'Addr 1 - Line 1' field in the MYOB Invoice export, as per the mapping outlined below.
In order for this to be included in your organisation's MYOB Invoice print layouts, the print invoice template must be configured to include 'Addr 1 - Line 1' field to ensure this information is visible when Invoices are printed/emailed.
The following link to personalising invoices in MYOB may further assist.
Mapping
Internal [Direct] Invoice Export Mapping for MYOB AccountRight v19
SupportAbility can export accounts receivable invoices as MYOB AccountRight v19 'Sales - Service' records. The full specification details can be found using the link below:
http://help.myob.com.au/prem19/win/impexptables.htm
The following table maps the MYOB AccountRight v19 Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
| MYOB AccountRight Invoice Batch export | SupportAbility field |
| Co./Last Name | Client Debtor: Client's last name Client Contact Debtor: Client contact's last name Contact Debtor: Company name if available or primary contact last name |
| First Name | Client Debtor: Client's first name Client Contact Debtor: Client contact's first name Contact Debtor: empty if company name if available or primary contact first name |
| Addr 1 - Line 1 | Lists 'Client: [CLIENT_NAME] (NDIS Number: [NDIS NUMBER])' e.g: |
| - Line 2 | Client Debtor: Client's postal address Client Contact Debtor: Client contact's postal address Contact Debtor: Contact's postal address |
| - Line 3 | Client Debtor: Client's postal suburb Client Contact Debtor: Client contact's postal suburb Contact Debtor: Contact's postal suburb |
| - Line 4 | Client Debtor: Client's postal state and postcode Client Contact Debtor: Client contact's postal state and postcode Contact Debtor: Contact's postal state and postcode |
| Invoice # | The invoice number generated by SupportAbility. Please ensure that your invoice number formatting configuration uses no more than 8 characters which is MYOB's maximum invoice number length |
| Date | The invoice date (same as the date the invoice batch was generated) |
| Description | For Invoice Items related to NDIS Support Allocations, the description will be comprised of the following:
Example: (NB. included data will differ based on the items included and the system configuration as outlined above)  For Invoice Items related to Activity Costs and Non-NDIS hourly changes, the description will be comprised of the following:
|
| Account # | The auto-allocated General Ledger Code for this invoice item based on the site, service and payment method |
| Amount | The value of the invoice item exclusive of GST |
| Inc-Tax Amount | The value of the invoice item inclusive of GST |
| Job | The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been activated then configured by your organisation |
| Comment | For non-clinical invoices, this element will include details of the SupportAbility Invoice Batch number that this invoice is related to. For clinical invoices, this element will include the Claim Number, Injury Date and Clinical Notes from the Client Funding record. |
| GST Code | GST: if invoice item contains GST FRE: if invoice item does not contain GST |
| Sale Status | EMPTY |
| Currency Code | AUD |
| Card ID | Client Debtor: Client Debtor ID or NDIS Number depending on the invoicing configuration setup within SupportAbility (as outlined above in the Debtor ID section) Client Contact Debtor: Client Contact's Debtor ID Contact Debtor: Contact's Debtor ID |
Internal [Direct] Invoice Export Mapping for MYOB AccountRight v2023
SupportAbility can export accounts receivable invoices as MYOB AccountRight v2023 'Sales - Service' records. The full specification details can be found using the link below:
http://help.myob.com/wiki/display/ar/Import+and+export+fields#expand-Servicesales
The file extension of this export is in the default import-export format for MYOB AccountRight of .txt. If you need to view this export in Excel, for example, changing the file extension to .csv rather than .txt, will allow you to open this successfully.
The following table maps the MYOB AccountRight v2023 Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
| MYOB AccountRight Invoice Batch export | SupportAbility field |
| Co./Last Name | Client Debtor: Client's last name Client Contact Debtor: Client contact's last name Contact Debtor: Company name if available or primary contact last name |
| First Name | Client Debtor: Client's first name Client Contact Debtor: Client contact's first name Contact Debtor: empty if company name if available or primary contact first name |
| Addr 1 - Line 1 | Prints 'Client: [CLIENT_NAME] (NDIS Number: [NDIS NUMBER])' if the Client is not the debtor (e.g. the Client has a Client contact or Contact configured to manage Invoices on their behalf) e.g.  N.B. If the Client is configured as the debtor for the Invoice, this field will be left empty |
| - Line 2 | Client Debtor: Client's postal address Client Contact Debtor: Client contact's postal address Contact Debtor: Contact's postal address |
| - Line 3 | Client Debtor: Client's postal suburb Client Contact Debtor: Client contact's postal suburb Contact Debtor: Contact's postal suburb |
| - Line 4 | Client Debtor: Client's postal state and postcode Client Contact Debtor: Client contact's postal state and postcode Contact Debtor: Contact's postal state and postcode |
| Invoice # | The invoice number generated by SupportAbility. |
| Date | The invoice date (same as the date the invoice batch was generated) |
| Description | For Invoice Items related to NDIS Support Allocations, the description will be comprised of the following:
Example: (NB. included data will differ based on the items included and the system configuration as outlined above) For Invoice Items related to Activity Costs and Non-NDIS hourly changes, the description will be comprised of the following:
|
| Account # | The auto-allocated General Ledger Code for this invoice item based on the site, service and payment method |
| Amount | The value of the invoice item exclusive of GST |
| Inc-Tax Amount | The value of the invoice item inclusive of GST |
| Job | The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been activated then configured by your organisation |
| Comment | For non-clinical invoices, this element will include details of the SupportAbility Invoice Batch number that this invoice is related to. For clinical invoices, this element will include the Claim Number, Injury Date and Clinical Notes from the Client Funding record. |
| GST Code | GST: if invoice item contains GST FRE: if invoice item does not contain GST |
| Sale Status | EMPTY |
| Currency Code | AUD |
| Card ID | Client Debtor: Client Debtor ID or NDIS Number depending on the invoicing configuration setup within SupportAbility (as outlined above in the Debtor ID section) Client Contact Debtor: Client Contact's Debtor ID Contact Debtor: Contact's Debtor ID |
External [Plan Managed] Accounts Payable Invoice Export Mapping for MYOB AccountRight v19
SupportAbility can export accounts payable invoices as MYOB AccountRight v19 'Purchases - Service' records. The full specification details can be found using the link below:
http://help.myob.com.au/prem19/win/impexptables.htm
The following table maps the MYOB AccountRight v19 Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
| MYOB AccountRight Invoice Batch export | SupportAbility field |
| Co./Last Name | Contact Creditor: Company name if available or primary contact last name |
| First Name | Contact Creditor: empty if company name available, or primary contact first name |
| Addr 1 - Line 1 | Prints 'Client: [CLIENT_NAME] (NDIS Number: [NDIS NUMBER])' |
| - Line 2 | Contact Creditor: Contact's postal address |
| - Line 3 | Contact Creditor: Contact's postal suburb |
| - Line 4 | Contact Creditor: Contact's postal state and postcode |
| Inclusive | EMPTY |
| Purchase # | EMPTY |
| Date | The External Invoice Date |
| Supplier Invoice # |
The Service Providers Invoice Number as entered in the External Invoice |
| Ship Via | EMPTY |
| Delivery Status | EMPTY |
| Description | This element may include:
|
| Account # | The standardised General Ledger Code for all external invoice items as configured in System Preferences |
| Amount | The value of the invoice item exclusive of GST |
| Inc-Tax Amount | The value of the invoice item inclusive of GST |
| Job | The standardised Job Code configured to be used for all external invoice items. This field will be empty unless Job Codes have been configured |
| Comment | The Client's NDIS Number |
| Journal Memo | The ID of the Plan Management Bulk Payment Request (BPR) record in SupportAbility e.g. #3 Plan Management BPR The Reference Number of the NDIS Support Item Used e.g. #01_028_0115_1_1: |
| Shipping Date | EMPTY |
| GST Code | 'FRE' |
| Non-GST Amount | The value of the invoice item exclusive of GST |
| Import Duty | 0 |
| Freight Amount | EMPTY |
| Inc-Tax Freight Amount | EMPTY |
| Freight GST Code | EMPTY |
| Freight Non-GST Code | EMPTY |
| Freight GST Amount | EMPTY |
| Freight Import Duty Amount | EMPTY |
| Purchase Status | 'O' |
| Currency Code | AUD |
| Exchange Rate | EMPTY |
| Terms - Payment Is Due | EMPTY |
| Discount Days | EMPTY |
| Balance Due Days | EMPTY |
| % Discount | EMPTY |
| Amount Paid | EMPTY |
| Category | EMPTY |
| Card ID | Contact Debtor: Service Provider Contact's Creditor ID |
| Record ID | EMPTY |
External [Plan Managed] Accounts Payable Export Mapping for MYOB AccountRight v2023
SupportAbility can export accounts payable invoices as MYOB AccountRight v2023 'Purchases - Service' records. The full specification details can be found using the link below:
http://help.myob.com/wiki/display/ar/Import+and+export+fields#expand-Servicepurchases
The following table maps the MYOB AccountRight v2023 Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
| MYOB AccountRight Invoice Batch export | SupportAbility field |
| Co./Last Name | Contact Creditor: Company name if available or primary contact last name |
| First Name | Contact Creditor: empty if company name if available or primary contact first name |
| Addr 1 - Line 1 | Prints 'Client: [CLIENT_NAME]' |
| - Line 2 | Contact Creditor: Contact's postal address |
| - Line 3 | Contact Creditor: Contact's postal suburb |
| - Line 4 | Contact Creditor: Contact's postal state and postcode |
| Inclusive | EMPTY |
| Purchase No. | EMPTY |
| Date | The external invoice date |
| Supplier Invoice No. | The Service Providers invoice number as entered on the external invoice |
| Ship Via | EMPTY |
| Delivery Status | EMPTY |
| Description | This element may include:
|
| Account No. | General Ledger Code populated with the value entered in the 'Plan Management Accounts Payable GL Code' setting in System Preferences. |
| Amount | The value of the Invoice Item exclusive of GST |
| Inc-Tax Amount | The value of the Invoice Item inclusive of GST |
| Job | The standardised Job Code configured to be used for all external invoice items. This field will be empty unless Job Codes have been configured |
| Comment | The Client's NDIS Number |
| Journal Memo | The ID of the Plan Management Bulk Payment Request (BPR) record in SupportAbility e.g. #3 Plan Management BPR The Reference Number of the NDIS Support Item Used e.g. #01_028_0115_1_1 |
| Shipping Date | EMPTY |
| Tax Code | 'FRE' |
| Freight Amount | EMPTY |
| Freight Tax Code | EMPTY |
| Freight Tax Amount | EMPTY |
| Purchase Status | 'O' |
| Currency Code | AUD |
| Exchange Rate | EMPTY |
| Terms - Payment Is Due | EMPTY |
| Discount Days | EMPTY |
| Balance Due Days | EMPTY |
| % Discount | EMPTY |
| Amount Paid | EMPTY |
| Category | EMPTY |
| Card ID | Contact Debtor: Service Provider Contact's Creditor ID |
| Record ID | EMPTY |
External [Plan Managed] Accounts Receivable Export Mapping for MYOB AccountRight v19
SupportAbility can export accounts receivable invoices as MYOB AccountRight v19 'Sales - Service' records. The full specification details can be found using the link below:
http://help.myob.com.au/prem19/win/impexptables.htm
The following table maps the MYOB AccountRight v19 Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
| MYOB AccountRight Invoice Batch export | SupportAbility field |
| Co./La | NDIA |
| First Name | Empty |
| Addr 1 - Line 1 | Prints 'Client: [CLIENT_NAME] (NDIS Number: [NDIS NUMBER])' e.g: |
| - Line 2 | Contact Debtor: NDIA postal address |
| - Line 3 | Contact Debtor: NDIA postal suburb |
| - Line 4 | Contact Debtor: NDIA postal state and postcode |
| Invoice # | The external Accounts Receivable invoice number generated by SupportAbility. |
| Date | The invoice date (same as the date the external invoice batch was generated) |
| Description | This element may include:
|
| Account # | General Ledger Code populated with the value entered in the 'Plan Management Accounts Receivable GL Code' setting in System Preferences. |
| Amount | The value of the invoice item exclusive of GST |
| Inc-Tax Amount | The value of the invoice item inclusive of GST |
| Job | The Job Coded populated by the 'External Invoice AR Job Code' setting which can be configured by SupportABility staff upon request. |
| Comment | The Client's NDIS Number |
| GST Code | GST: if invoice item contains GST FRE: if invoice item does not contain GST |
| Sale Status | EMPTY |
| Currency Code | AUD |
| Card ID | Contact Debtor: NDIA Debtor ID |
External [Plan Managed] Accounts Receivable Export Mapping for MYOB AccountRight v2023
SupportAbility can export accounts receivable invoices as MYOB AccountRight v2023 'Sales - Service' records. The full specification details can be found using the link below:
The file extension of this export is in the default import-export format for MYOB AccountRight of .txt. If you need to view this export in Excel, for example, changing the file extension to .csv rather than .txt, will allow you to open this successfully.
The following table maps the MYOB AccountRight v2023 Invoice batch export headers with the corresponding SupportAbility data for reference purposes.
| MYOB AccountRight Invoice Batch export | SupportAbility field |
| Co./Last Name | NDIA |
| First Name | Empty |
| Addr 1 - Line 1 | Prints 'Client: [CLIENT_NAME] (NDIS Number: [NDIS NUMBER])' |
| - Line 2 | Contact Debtor: NDIA postal address |
| - Line 3 | Contact Debtor: NDIA postal suburb |
| - Line 4 | Contact Debtor: NDIA postal state and postcode |
| Invoice # | The external Accounts Receivable Invoice Number generated by SupportAbility. |
| Date | The invoice date (same as the date the external invoice batch was generated) |
| Description | This element may include:
|
| Account # | General Ledger Code populated with the value entered in the 'Plan Management Accounts Receivable GL Code' setting in System Preferences. |
| Amount | The value of the invoice item exclusive of GST |
| Inc-Tax Amount | The value of the invoice item inclusive of GST |
| Job | The Job Coded populated by the 'External Invoice AR Job Code' setting which can be configured by SupportAbility upon request. |
| Comment | The Client's NDIS Number. |
| GST Code | GST: if invoice item contains GST FRE: if invoice item does not contain GST |
| Sale Status | EMPTY |
| Currency Code | AUD |
| Card ID | Contact Debtor: NDIA Debtor ID |