MYOB Integration for Invoices – Astute Payroll Help Centre

Overview

Invoices are exported from Astute using the accounts receivable (AR) integration with payments recorded against in the invoice in MYOB.

Marking Historical Invoices as Exported

Invoices which were previously exported to another invoicing integration won’t be recognised as exported when the MYOB v2 integration is switched on.

To prevent historical data from being exported again, a mock export is performed to mark all data prior to the migration date as exported.

Invoice data prior to the date of the mock export will not push through when you run your first export to MYOB, unless it has been reset for export.

Please contact Astute Support to discuss the process and arrange a date to apply the mock export for each entity in Astute.

Exporting Invoices

Invoices will appear for export once they are in a status of Sent.

To export an invoice from Astute:

Go to Reports > Integrations > MYOB Integration.
If your portal has multiple entities, confirm that the correct Billing Entity is set in the Report Settings > Billing Entity drop down list.
Click Export > Export Invoices.
Enter your my.myob login details into the MYOB window to link. You will be taken back to Astute.
Filter again for the date range needed.
Select Export > Export Invoices again.
Choose the MYOB company file from the drop down list that appears on screen.

Note: Steps 4-7 only need to be done the first time you export that day, as we need to obtain a token from MYOB. Subsequent exports will be able to use the same token. The tokens last between 30 minutes and 12 hrs depending on what you select on the my.myob login screen.

If the export is successful, this will be shown in an on screen banner. Please note that successfully exported invoices cannot be reset.

Invoice Currency

The currency assigned to an invoice in Astute will be applied to the invoice created in MYOB. If a currency isn’t specified on an invoice, the default currency for your entity’s default Regulatory Region will apply.

Customer Details in an Invoice Export

Customer details will be pushed across in an invoice export if the Customer:

has been previously exported to MYOB; or
has not been updated in Astute since the last time they were exported to MYOB; or
is created in Astute before going live with MYOB and the customer does not exist in MYOB.

Exporting Credit Notes

Invoice Write-Offs

When an invoice is written off in Astute, a negative invoice will automatically generate and will be available for export. The credit note in Astute will be automatically applied to the originating invoice.

Once the negative invoice has been exported, MYOB will automatically generate a credit that you can manually apply to the corresponding invoice in MYOB.

Negative Invoices

Negative invoices with a status of Sent will be exported to MYOB as Negative invoices. Negative invoices can be:

manually created invoices with a negative balance.
adjusted timesheets that result in a negative balance.
invoices generated from items created through the API InvoiceItemSave method that combine to give a negative balance.
write-off invoices generated from invoices with positive balances being written off as ‘Do Not Re-Invoice’, ‘Cancel Invoice’ or ‘Re-issue Invoice’.

If payments are disabled in Astute and a negative invoice is exported, MYOB will create a credit note automatically. However, a credit note will not be created in Astute as payment and credit note application is disabled.

If payments are enabled in Astute and a negative invoice is exported, MYOB will create a credit note automatically, and a credit note will be created in Astute as well.

Exporting a Credit Note from Astute

Once a credit note item has been applied to an invoice in Astute, the credit note allocation can be exported to MYOB. The system will use the MYOB InvoiceID for the invoice to allocate the credit note in MYOB.

To export a credit note from Astute to MYOB:

Go to Reports > Integrations > MYOB Integration.
If your portal has multiple entities, confirm that the correct Billing Entity is set in the Report Settings > Billing Entity drop down list.
Click Export > Export credit notes.
Enter your my.myob login details into the MYOB window to link. You will be taken back to Astute.
Filter again for the date range needed.
Select the export again.
Choose the MYOB company file from the drop down list that appears on screen.

NOTE: steps 4-7 only need to be done the first time you export that day, as we need to obtain a token from MYOB. Subsequent exports will be able to use the same token. The tokens last between 30 minutes and 12 hrs depending on what you select on the my.myob login screen.

You will receive an on screen message to advise if the export has been successful.

Please note that credit notes that have not been applied in Astute will not be flagged for export. Once they are applied and exported from Astute, they will apply to the invoice using the ‘Settle Returns & Credits’ method.

Resetting an Exported Invoice or Credit Note

Invoices and credit notes which have been successfully exported cannot be reset for exporting again.

You will not be able to reset an entire export from the Export History report to resubmit through the MYOB Integration screen. Instead, the individual invoice items can be reset from within the original invoice they are a part of.

To reset an invoice item:

Go to Invoicing > Search Invoices.
Enter the search criteria to locate the invoice you need > Go.
Click on the invoice to open it.
Click Reset for export.