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Integrating GeoOp with CSV from MYOB

Using MYOB AccountRight Live? Go here for more information.

This article details how GeoOp and all MYOB products other than MYOB AccountRight Live. As most of the MYOB family of products are desktop based products and not a cloud-based one, the integration possible at this time is limited to tailored CSV export files. This will enable you to add your GeoOp invoice line items to MYOB invoices. However information coming the other way (Parts/Inventory and Clients) must be exported from MYOB and imported to GeoOp meeting the standard import function guidelines provided.

Before you start...

Sharing information between GeoOp and MYOB allows you to, import Clients and Parts from MYOB into GeoOp and export Invoice line items into MYOB to create invoices.

Some important things to remember...

1. When importing clients from MYOB, the 'Case ID' = 'Client Code' in GeoOp.

2. When Importing Parts from MYOB, the 'Item Number' = 'Item Number' in GeoOp.

 It is important to get both of these correct for invoice exports to MYOB.

3. Items in MYOB can be added as Parts or Services, if that is what your business requires. In GeoOp Services = Charges and Parts = Parts, most importantly they are separated within GeoOp. Therefore an import of Parts into GeoOp from MYOB should be treated with care to ensure you only bring in actual Parts records through and not your entire Item list from MYOB.

Activating a MYOB CSV export integration

When logged in as an Administrator, go to Settings > Company Account > Integration. You will see the MYOB logo, click on "setup". In the popup window, click the checkbox next too "Enable MYOB CSV export".

Top Tip: If you make a mistake at any point, or if you wish to deactivate your Integration, simply click the logo again, untick Enable, then click Save.

Before you click 'save' you need to decide which format GeoOp needs to use for your MYOB CSV exports. The choices are the normal MYOB format, MYOB format A or MYOB format B. Listed below is all the details contained on each export:

MYOB CSV export formats

Normal MYOB format:

client code
address 1
address 2
address 3
address 4
invoice number
sale date
customers order number
item code
quantity
description
unit price
total
total and tax
tax code

Alternative MYOB format A:

company name
client firstname
address 1 (left blank to be controlled by client information within MYOB)
address 2
address 3
address 4
inclusive
ref num
sale date
customers order number
shipvia'] = ''; 
delivstatus'] = ''; 
o_notetype
item code
quantity
description
unit price
total and tax
discount
total
total in tax
job
comment
memo
SPL
SPF
sipping date
gst code
no gst
get amount
lct amount

Alternative MYOB format B:

company name
date
item code
quantity
description
unit price
total
job
memo
tax code
tax amount
category
tax total

Highlighted are the main differences between the 3 formats:

Normal MYOB Format contains client code but no company name.
Alternate MYOB format A contains company name, client first name but no client code.
Alternate MYOB format B contains company name, no client code or client name.

Creating MYOB export files

Invoice runs created in GeoOp will now be tailored to match field names and function in MYOB. After you create an invoice run in GeoOp a message will prompt you to export the MYOB CSV file.

You will then have to import the file to MYOB. Please follow your current MYOB instructions for importing Sales Items.

Remember:

1. GeoOp export files are in CSV (comma separated value) format. The default import file type is text files, but this type can be changed for all your files or the CSV file selected.

2. All values between GeoOp and MYOB must match for the import to be successful. This includes Client and Item codes, but also charge rate amounts. This means you will have to make sure the relevant information is tallied and consistent.

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