This article contains the following:
Setting up your MYOB AccountRight and GeoOp Integration
Initial Integration
When logged in as an Administrator, go to the Settings Cog in the navigation bar and click on "Integrations" in the menu. You will see the MYOB logo, click on "Setup". In the popup window, tick Enable MYOB, then click Save.
Select MYOB AccountRight Live and click enable. You will then be directed to the MYOB site, where you will need to login to authenticate the integration.
You will be re-directed back to GeoOp to finish the integration. If you have multiple company files, you will need to select the one you wish to use from the dropdown.
Enter your Username and Password for the MYOB Company file (this defaults as username: Administrator and the password: leave blank) and then click save. If you don't know your company file username or password follow this steps: http://help.myob.com/wiki/display/ar/Set+a+password+for+the+Administrator
Follow the process as instructed on the MYOB site to link your accounts(This is where you use the MYOB password for your account). Linking the accounts automatically imports the Items List (Parts & Charges), Customers (Clients) and Tax Codes).
Top Tips
If you make a mistake at any point, or if you wish to deactivate your Integration, simply click "Disconnect", untick Enable, then click Save.
If you wish to deactivate your integration to use a different company file, you must make sure you have logged out from MYOB first.
The best practice is to set-up your item list, Customers and Tax Codes in your MYOB AccountRight Live account. These can then be synced (copied across) to GeoOp.
If you have been creating parts or charges within GeoOp to test the system when you integrate these will be deleted.
You can sync any new information from MYOB AccountRight Live at any time by using the Sync button.
MYOB AccountRight <> GeoOp Field Mapping
MYOB AccountRight and GeoOp have different naming conventions. Below is a list so that you can familiarise yourself with the difference between the software
MYOB AccountRight | GeoOp |
An item with 'inventory item' checked | Parts |
An item with 'inventory item' unchecked | Labour Charge |
Any contact who is saved on the cards list as a ' Customer' | Clients |
MYOB AccountRight Clients and Parts
Clients/Customers
If you add a new client in GeoOp this Client will be imported to MYOB as a Customer on the creation of an Invoice. If you have added Customers into MYOB after the initial integration they will not be synced with GeoOp until you re-sync by manually importing. You can do this by going to the people icon in the navigation bar and selecting "Clients". In the top right of your screen you will see a sync button.
Creating a Client from GeoOp to MYOB
If you Add a Client into GeoOp they will be automatically added to MYOB the first time you create an Invoice for them. MYOB will handle the new record in two different ways:
Company - If your client record contains a company name, the record will be treated as a company in MYOB
Individual - If there is no company name you must provide a last name for the record to be considered as an individual, otherwise MYOB will return an error when you try to create an invoice.
Parts
If you add a new Item into MYOB AccountRight Live after the initial integration you must manually import these into GeoOp to create Invoices using these Items.
Note: For GeoOp to calculate the profit and margin there must be a Sale Price and a Purchase Price.
MYOB AccountRight | GeoOp |
Selling details - Base Selling Price ("I sell this item" must be check) | Sale Price |
Buying details - Standard Cost ("I buy this item" must be checked) | Cost Price |
You manually import or sync your Parts or Charges by going to the settings cog in the navigation bar and then either selecting parts or charges respectively and then selecting the import button.
Top Tips
For an Item to be imported into GeoOp as a Charge it must have the inventory item unchecked within your MYOB AccountRight Live account.
Although not mandatory in MYOB you must give your Items an ITEM NAME for these charges to have a name within GeoOp i.e. Advertising Charge, Cleaning Charge.
If you add an inventory item in MYOB AccountRight, click import to add this as a Part in GeoOp. Remember you must check this inventory item within your MYOB AccountRight Live account.
MYOB AccountRight and Tax Rates
Tax Codes: As discussed these are imported directly from MYOB AccountRight Live, on initial integration. To manually import got to Invoicing in the navigation bar and then go to three dots in the top right and click on "Settings"
Here you will be able to see a list of all your Tax Codes.
Invoicing with MYOB AccountRight
Creating an Invoice from GeoOp Desktop
This can be done from a single Job record (see below) or by going to Jobs/Invoicing, selecting any jobs you wish to Invoice and clicking "Send to MYOB"
Creating an Invoice in the App
Within the job you want to create an invoice for, click the "+" and you will be given the option to "Invoice"
This will create an Invoice within MYOB AccountRight Live and store a copy of this with the Job in GeoOp.
Authentication Error Troubleshooting
Authentication error basically means “wrong login details.” Most of the time, it’s caused by incorrect Company File login. MYOB account login is normally your email address, and company file login is by default just “Administrator” with no password.
If your Company File login/password combination is incorrect, you will always see “Authentication Error” when invoicing or importing data from MYOB.
What’s a “Company File”?
As a business owner, you can have more than one company, or branch offices, in your MYOB account, they are separate company files.
What’s my Company File login?
The default username is “Administrator” and the default password is blank, but if you have changed it or you cannot remember, you need to contact MYOB.
Where do I enter this login?
In your Geo account, under Settings > Company Account > Integration, click on MYOB’s “Disconnect” button. A pop-up will appear, showing your company file name and login. Change them to the correct combination and click Save.