You can set up the link between Abtrac and MYOB in less than 10 minutes following the instructions below, or if you call the support team, we would be happy to help you get underway.
before you start to configure your accounts link with MYOB AccountRight Live.
Once you are ready to set up the integration: From Administration >> Settings >> Invoice Settings >> choose Accounting Interface Settings. You can also go to this page from Accounting >> Interface Settings.
Then choose the option for MYOB AccountRight Live.
To configure your integration, you will need to set some more specific preferences for MYOB AccountRight Live. Click on the button indicated below and the ‘Edit MYOB AccountRight Live Interface Settings’ pop up will appear.
Company File Credentials
Your Company File name, a valid user name and password* will need to be specified.
The Company File name must be an exact match to your MYOB subscription.
*If your Company File user is set to sign on to your accounts using their my.MYOB credentials, then you do not need to supply their company file password in Abtrac.
The ‘Company File Password’ field will always show four dots, regardless of whether a password is existent or not.
The user will need to have been set up in MYOB with administrative access (read and write Cards, Sales to your file, and will also need to have a my.myob login.
MYOB Interface Preferences
Choose the delivery status of invoices uploaded.
Adding Clients and Jobs
You can choose to add clients and jobs entered in Abtrac to MYOB at the same time as invoices are uploaded.
Match Client Rule
Clients can be matched using any of the following rules:
- Abtrac Client ID to MYOB Card ID
- Abtrac Client Name to MYOB Customer Name
- Abtrac Name on Invoice to MYOB Customer Name
- Abtrac Job Code to MYOB Card ID
- or a customised Abtrac Job Card ID to MYOB Card ID
*When choosing either name option, you will need to be aware that any minor misspellings/spelling changes on client names (or names on invoices) could result in duplicate records in MYOB.
By default, the Journal Memo in MYOB is populated with ”Sale; MYOB Customer Name”. This Memo displays on payments and as the description field in MYOB statements.
Instead of this, in Abtrac you can choose to upload to MYOB and display the name of the task associated with the first invoice line with a task for that invoice. If a Journal Memo = Task in Abtrac but an uploaded invoice has no associated tasks, then the system will instead display ” – “.
Another option for the Journal Memo is the Abtrac Invoice Heading Line from the ‘Invoice Management’ screen. From Invoices >> Load Invoices >> click on the relevant invoice number to go into ‘Invoice Management’ screen.
You can enter as many tax codes and associated tax rates as required, however only two codes will apply to invoices by default (those for revenue and those for tax free revenue).
Any additional tax codes entered can be selected for individual invoices, or individual invoice lines from the tax code drop down. In some instances, you may need to change the tax settings for individual invoices from edit invoice details first.
Account Codes & Invoice Settings
For the accounts upload to function, you must link an invoice setting with an accounts interface setting. An invoice setting may only be linked to one accounting interface setting.
You can enter as many account codes as required, however only two codes will apply to invoices by default – one for revenue account and the other for expense account.
Any additional account codes entered can be selected for individual invoices, or individual invoice lines from the GL Account Code drop down. You can apply GL Account Codes to all invoice lines by choosing from edit invoice details, or on a line by line basis as required.
Once the tax codes and GL account codes have been entered and saved, click on the ‘Save Settings’ button on the top right of the window. Now you can add ‘Invoice Settings associated with this Accounting Interface’ using the + (add) button in the table that appears.
Enter the relevant details and save.
The ‘Update Historic Invoice Data’ button appears on the bottom right.
Click on this button and enter the date from when you would like to update invoices (not the already uploaded ones) that would be associated with MYOB AccountRight Live. Now click the ‘Update’ button and click ‘OK’ on the prompt that appears.
Lastly, remember to click on the ‘Save Settings’ button so that all the new settings are saved.
Once your accounts integration is set up, this article on using the Abtrac-Accounts link is also a useful read.
Notes on the MYOB AccountRight Live integration
- MYOB AccountRight Live has a character limit on some text fields. Where the characters in your Abtrac invoices are greater than those available in MYOB the integration will truncate the data imported to fit.
- In order for the link to be made between Abtrac and MYOB your MYOB Company file must be online (Checked In)
- Only one invoice email recipient will be imported to MYOB
- It’s possible to choose to add clients to MYOB using the invoice import, any minor misspellings/spelling changes on client names could result in duplicate records in MYOB.
- Job/Project details will only be added to MYOB if the upload invoice lines with Job codes option is also selected
Abtrac KB# 2074