MYOB Finance Integration

This article is designed to assist providers setting up finance integration for MYOB AccountRight v19 and v2019 finance packages. At the time of writing, MYOB Essentials (the Cloud based version of MYOB), 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:


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


Debtor ID

Client, Client Contact and Contact 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.

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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.

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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 This element may include:
  • Activity date and start time
  • Quantity
  • NDIS support item details - including Claim Type and Cancellation Reason e.g:

    OR
  • Non-NDIS supports used based on the rate card or Activity Costs field (where applicable when using Non-NDIS billing)
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

Return to Summary


Internal [Direct] Invoice Export Mapping for MYOB AccountRight v2019

SupportAbility can export accounts receivable invoices as MYOB AccountRight v2019 '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 v2019 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.  
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 This element may include: 
  • Activity date and start time
  • Quantity
  • NDIS support item details - including Claim Type and Cancellation Reason e.g:


    OR

  • Non-NDIS supports used based on the rate card or Activity Costs field (where applicable when using Non-NDIS billing)
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 

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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 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 # EMPTY
Date The external invoice date
Supplier Invoice #
The Service Providers invoice number as entered on the external invoice
Ship Via EMPTY
Delivery Status EMPTY
Description This element may include: 
  • service date
  • quantity
  • NDIS support item details
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 NDIA Bulk Payment Request Record in SupportAbility
The Reference Number of the NDIS Support Item Used
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 

Return to Summary


External [Plan Managed] Accounts Payable Export Mapping for MYOB AccountRight v2019

SupportAbility can export accounts payable invoices as MYOB AccountRight v2019 '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 v2019 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:  
  • service date
  • quantity
  • NDIS support item details
Account No. 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 NDIA Bulk Payment Request Record in SupportAbility 
The Reference Number of the NDIS Support Item Used
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

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