Configure the mapping options available for customizing how data is synced from Synergy to MYOB AccountRight Live using Synergy Connect.
| Setup required before use | Who can use it? | Where is it? |
|---|---|---|
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Invoices Credits Invoice payments Tracking categories Bills Staff expenses (cash and travel) |
Assistant system administrator System administrator
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Connect to accounting > MYOB ARL Connect > Settings |
What are MYOB Connect settings?
Synergy applies the default settings to MYOB AccountRight Live Connect, for the most commonly used options. Use this area if you want to customize how the data is sent or will appear in MYOB. The available settings are:
- General settings - control what date from which the data is sent to MYOB.
- Contact settings - shorten the Synergy contact name to fit in the MYOB contact name field, and control what prefix is added to the card ID in MYOB for expenses (bills and staff cash and travel expenses).
- Invoice settings - customize what information is shown on the invoice and credit notes, such as the invoice text, journal memo text, job source, and account code mappings. Add filters to limit what data is sent to MYOB.
- Payment settings - choose if you are importing payments to Synergy (most common), or if you are exporting payments from Synergy to MYOB.
- Bill settings - customize the information shown on the bill, such as the line description, job details, and account code mappings.
- Staff expense settings - customize the details shown in the bill for each staff expense, such as the line description, job details, and account code mappings.
- Tax settings - map the Synergy tax codes to the MYOB tax code options for invoices and expenses.
- Office - The mapping option looks at the office where the project invoice is transferred by Connect.
Why use MYOB Connect settings?
Control what data is synced to MYOB, how the invoices and bills will be formatted in MYOB AccountRight Live, and what account code mapping is used to sync the data.
Settings available
General settings - Export from date
The 'Export from date' setting allows you to control how far back in Synergy that Connect checks for data like:
- Invoices (Synergy invoice date)
- Credit Notes (Synergy credit note date)
- Payments (invoice payment date in either Synergy or MYOB AccountRight Live)
- Bills (Synergy supplier / subcontractor bill expense date)
- Staff expenses (Synergy transaction date for cash and travel staff expense)
The export date defaults to the first day of the current month when you first open MYOB ARL Connect. Update this date to be the date that you will start using MYOB AccountRight Live Connect from, e.g. the cut over date. Update the date using the calendar or by typing a new export from date.
At the end of each financial period, this export from date should be updated to be either the end of the year (calendar or financial) or quarter. This ensures that Synergy doesn't try to lookup and send over data from a past period that is already locked in MYOB AccountRight Live. The other advantage to rolling this date forward is that the Connect Preview screen loads quicker, as there is less data to check when preview is working out what to display. This is important as the preview sync screen is loaded it checks each item against MYOB AccountRight Live to see if already exists, and then only the items required to be sent are shown in the preview window.
Contact settings
The following settings are available for contacts:
- Automatically shorten the MYOB Contact name when necessary
- Prefix for supplier card id in MYOB
Invoice settings
Use the invoice settings to control what information will show in the MYOB on the invoice and credit notes. Control different information for the top header section of the invoice, vs what information from Synergy is shown on the lines of the invoice.
Header settings
Synergy invoice text
Enable this option to create an invoice in MYOB that matches how the invoice is displayed in Synergy, including the invoice or credit note text from Synergy.
By default this is enabled to send the invoice text to be created as a $0 header line transaction in the invoice, for any invoice or credit note. The information typed into the 'invoice text' field on the Synergy invoice or credit note is sent to MYOB.
The other options available for sending invoices text to MYOB AccountRight Live are:
- None - No invoice text from Synergy will be sent to MYOB. This applies to invoices and credit notes.
- As MYOB header line transactions - The invoice / credit note text will be added as a $0 line in the invoice. The MYOB line created has not job, account no, or value applied. It is a placeholder to store the text from the invoice / credit note text only.
- In MYOB invoice comment field - The invoice / credit note text will be added to the 'Comment' field on the MYOB invoice. This is a drop down field in MYOB so it can be re-used on other invoices. However the downside of using this option is that the 'Comment' drop down list of text can get quite long.
If this box is unchecked then only the invoice lines with an invoice value are created in MYOB, and the invoice text is not sent to MYOB.
Tip: If the 'Invoice note' field is blank on the Synergy invoice, then the additional invoice line is not created in the MYOB invoice.
Choose what details will be shown in the 'Journal Memo' field on the MYOB invoice. The options available are:
- None - No detail will be sent to MYOB for the 'Journal Memo' field on the invoice.
- Project name - Default option applied. This will send the Synergy project name to show in the 'Journal Memo' field on the MYOB invoice.
- Project external name - This exports the Synergy 'external name' which is entered on the project details tab, to show in the 'Journal Memo' field on the MYOB invoice. This can be sent to MYOB, if you prefer to show the special client friendly project name on the invoice. For example the internal project name might be the street address of the site, and the external name might be the client company name.
Note: This option does not apply to credit notes. Credit notes will always show the original invoice number that the credit note is linked to in the journal memo field in MYOB. This allows the user to know which MYOB invoice to link the credit note to after the sync has been run.
Invoice line settings
You can select which group of invoices are sent to MYOB by using filters. Filters are available for office, invoice and credit note prefixes.
For example if you tick 'SYD', all your invoices from your 'Sydney' office location will appear in the Preview for import to Connect.
Note: At this stage, filtering is only available on invoices on Connect. Office expenses and bills are not filtered.
Setup this filter by:
- Select the 'Filter synergy invoices' option
- If you want to include specific invoice prefixes, project prefixes or an invoice office, check them in the relevant dialog.
- Each box you tick will be included in the sync to MYOB.
- Save the settings tab.
Tip: All the unchecked prefix settings options are not sent to MYOB.
In MYOB 'jobs' are entered on each row of an invoice or credit note. Use this setting to control what will be used to create the job for each invoice stage line shown on the MYOB invoice. The required new MYOB job items (that are not already in MYOB) are created by Connect as part of the sync. MYOB jobs can be found in MYOB > Edit menu > Jobs. The job source options are:
- None - No job will be sent to MYOB. The 'job' field will be blank on the invoices or credit notes created by Synergy within MYOB.
- Project - Most Common -This will transfer the project number to be the MYOB 'job number' field, and the project name will appear as the 'job description' within MYOB jobs list. Use this option to create the jobs in MYOB for each project number. This allows you to be able to reporting by project number in MYOB for invoice sale revenue. The job is shown on invoices and credit notes created by the MYOB Connect interface.
- Discipline - This will transfer the 'discipline code' entered against the discipline in Synergy to be the MYOB 'job number', and the 'discipline description' appears as the 'job name' for the MYOB job. On the invoice the discipline code in Synergy will be shown as the 'job', and the description will show as the stage name. This applies or both invoices and credit notes created by the MYOB interface.
- Cost center - This will transfer the 'cost center code' entered against the cost center in Synergy to be the MYOB 'job code'. The cost center description will appear as the 'job name' for the item in MYOB jobs list. On the invoice the stage name is shown as the description, and the cost center code in Synergy will be shown as the 'job' on the invoice and credit notes created by the MYOB Connect interface.
Tip: The job description does not get displayed on the invoice / credit note. The project stage name from the invoice / credit will be shown in that field on the invoice in MYOB.
The Account Code is used to define which 'income account' the invoice / credit notes will be transferred into within MYOB. Most MYOB company files have an 'income account' with the account code of 4-1000 for example. You may have setup multiple extra revenue accounts in MYOB, to track different revenue streams for different office locations or types of business. Synergy can map to accounts that 'detail accounts' in MYOB. Transfer of data into 'header' type MYOB accounts is not supported.
Use the account code mapping options to sync the Synergy invoice revenue into the matching sales income account streams in MYOB. Account code mapping options available are:
- Fixed MYOB account - All Synergy invoices and credit notes will be synced to the one fixed MYOB AccountRight Live account. Select this account from the drop down list. This is the default option to be applied, and it will default to the account #4-1000.
- Synergy discipline - Select this option and the invoices and credits are sent to the 'account code' listed on the discipline. The discipline is attached to each invoice stage line, which allows for the different stages on the one invoice to all appear in different sales income accounts in MYOB.
- Synergy cost center- Select this option and the invoices and credits are sent to the 'account code' listed on the cost center. The cost center is attached to each invoice stage line, which allows for the different stages on the one invoice to all appear in different sales income accounts in MYOB.
Tips:
- See which accounts exist within MYOB > Accounts > Accounts list > Income tab.
- Synergy can only transfer data into 'detail' type accounts in MYOB. Transferring to 'header' type accounts is not supported.
- Learn more about how account code mapping works.
Use Connect to sync the invoice payment details to avoid having to enter the same data in both Synergy and MYOB. Payment options are:
- Import - Import payments entered in MYOB to Synergy. Use this when the Finance team is entering all the invoice payments in MYOB, and you want to be able to see the matching payments against the invoices in Synergy. Most commonly used option.
- Export - Export payments entered in Synergy to MYOB. Use this when the Administration team are entering the invoice payments in Synergy, as they don't have access to MYOB.
- Both - Enable both options to be used in the one MYOB Connect run. This can be useful if one Administration user is entering payment details in Synergy, and another user in the Finance team is entering payments in MYOB.
Tip: MYOB payments for expenses (creditors) and payroll payments are not synced between Synergy and MYOB.
Export all the Synergy entered invoice payments into either:
- Single MYOB account - A fixed bank account number in MYOB
- Specific MYOB account - Map the payments exported from Synergy using the 'payment type' to a MYOB 'bank account'. This allows for each payment type method in Synergy to appear in a different bank account location in MYOB.
This is the default option, and the bank account will default to selecting the first available location in the list. Change the bank account to a different location if required and save the MYOB Connect Settings page.
The payment drop down list is generated by your MYOB database. The accounts shown in the list are 'Bank' type asset accounts in MYOB.
Map each of the payment types within Synergy to a bank account within MYOB. A different bank account can be chosen for each payment type used in Synergy, to allow you to send different types of revenue to different bank accounts in MYOB. These mapping options are shown only when payments are exported from Synergy to MYOB using the specific MYOB account option.
The Synergy payment types are setup in Organization > Settings > Project lists > Payment types. Each active payment type is shown in this panel. Assign a MYOB bank account to all the payment types shown in the list before running Connect.
This payment drop down list is generated by your MYOB database. The MYOB account column shows all accounts within MYOB Accounts > Accounts list feature, which are a asset account setup as the type 'bank' account.
Tip: Payment accounts are setup within MYOB using the MYOB Accounts > Accounts list. The items are setup as asset bank accounts.
Control how the supplier or subcontractor bill details will be transferred from Synergy to MYOB. Before a bill can be exported to MYOB it must be:
- Locked
- Checked to be 'exported to Connect'
If either of the above it not true then the bill will not exported to MYOB, and will remain in Synergy only.
Use the bill settings to control what details are sent to MYOB, the account mapping, and the appearance of the MYOB bill.
Check the option for exporting bills and the other options below are shown. This option should be checked if you want to export Synergy bills (supplier and subcontractor expenses) from Synergy to MYOB. If this option is unchecked the other bill header and line settings below are hidden as you are not sending bills to MYOB.
When exporting bills to MYOB we provide you with default settings for the most commonly used options. Update these header and line settings as required.
If this option is checked then the text entered into the 'notes' field of the bill will be exported to MYOB. The note will be added into the MYOB bill as a $0 line, which then allows you to see the entire string of note text from within the MYOB bill.
If this option is unchecked then the bill note is not exported to MYOB. This option is enabled by default.
In MYOB 'jobs' are entered on each row of a bill. Use this setting to control what will be used to create the job for each line within the bill. The required new MYOB jobs are created by Connect as part of the sync. MYOB jobs can be found in MYOB > Lists > Jobs.
The job options are:
- None - No job will be sent to MYOB. The 'job' field will be blank on the bills created by Synergy within MYOB.
- Expense type - Most Common -This will transfer the expense type name to be the MYOB 'job name' and the code will be the 'job number'. The expense type is entered against each line of the Synergy bill.
- Discipline - This will transfer the 'discipline code' entered against the discipline in Synergy to be the MYOB 'job number', and the 'discipline description' appears as the 'job name' for the MYOB job. The discipline is entered in the header section of the bill in synergy, and the same item will be applied as the job in MYOB for each of the lines in that bill.
- Cost center - This will transfer the 'cost center code' entered against the cost center in Synergy to be the MYOB 'job number'. The cost center description will appear as the 'job name' for the item in MYOB jobs list. The cost center is entered in the header section of the bill in synergy, and the same item will be applied as the job in MYOB for each of the lines in the bill.
The account code is used to define which 'expense account' the bills will be transferred into within MYOB. For example the demo MYOB company file has an expense account 'Supplies' with the account code of 6-1120. You may have setup multiple extra cost of sales or expense accounts in MYOB, to track different expense types or to track different types of business.
Use the account code mapping options to sync the Synergy expenses into the matching expense account in MYOB. Account code mapping options available are:
- Fixed MYOB account - All Synergy bills will be synced to the one fixed MYOB AccountRight Live account. Select this account from the drop down list. This is the default option to be applied, and it will default to the account #5-1000 "Cost of Sales'.
- Synergy expense type - Select this option and the bills are sent to the 'account code' listed on the Synergy expense type. The expense type is attached to each bill line in Synergy, which allows of the different lines in the one bill to all appear linked to different expense accounts in MYOB.
Tips:
- See which accounts exist within MYOB > Accounts > Accounts List > Cost of sales or expenses tabs.
- Learn more about how account code mapping works.
Use this setting to select what text is shown on each of the bill lines in MYOB. The MYOB line description can be set to be the:
- Synergy bill line description - this is the text entered on the bill line. Default option applied. This makes the MYOB bill look the same as the Synergy bill.
- Synergy expense type - the name of the expense type on the Synergy bill line will be used to create the MYOB bill line description.
Staff entered cash and travel expenses in Synergy can be exported to MYOB using Connect. Staff expenses will be sent to MYOB to create a MYOB bill so that the staff member can be reimbursed for their out of pocket expenses. The staff members must have a unique ID number assigned before they can have their expenses exported to MYOB.
Use the staff expense settings to control what details are sent to MYOB, the account mapping, and the appearance of the MYOB bill.
Check the option for exporting staff expenses and the other options below are shown. This option should be checked if you want to export Synergy staff expenses (cash and travel expenses) from Synergy to MYOB. If this option is unchecked the other staff expense settings are hidden as you are not sending staff expenses to MYOB.
When exporting staff expenses to MYOB we provide you with default settings for the most commonly used options. Update these settings as required.
If this option is checked then the 'note' entered against the staff cash or travel expense is sent to MYOB. It will be added to the MYOB bill as a $0 line, to allow you to read all the text for this expense from Synergy. If this item is unchecked then the staff expense note is not sent to MYOB. This is checked by default.
In MYOB 'jobs' are entered on each row of a bill. Use this setting to control what will be used to create the job for each Synergy staff (cash or travel) expense. The MYOB jobs are created by Connect as part of the sync. MYOB jobs can be found in MYOB > Lists > jobs.
The job options are:
- None - No job will be sent to MYOB. The 'job number' field will be blank on the staff expenses / bills created by Synergy within MYOB.
- Expense type - Most Common -This will transfer the expense type name to be the MYOB 'job name' field, and the expense type code will be the 'job number'. The expense type is entered against each Synergy staff cash or travel expense.
- Project number - This will transfer the project number to be the MYOB 'job number', and the project name will appear as the 'job name' within MYOB jobs list. Use this option if you want to create the jobs in MYOB using the project number, to be able to include options for reporting by project number in MYOB. The project must be selected in Synergy for each staff cash or travel expense entered.
The account code is used to define which 'expense account' the bills will be transferred into within MYOB. For example the demo MYOB company file has a 'Supplies' expense account with the account code of 6-1120. You may have setup multiple extra cost of sales or expense accounts in MYOB, to track different expense types or streams for different office locations or types of business.
Use the account code mapping options to sync the Synergy expenses into the matching expense account in MYOB. Account code mapping options available are:
- Fixed MYOB account - All Synergy staff expenses will be synced to the one fixed MYOB account. Select this account from the drop down list. This is the default option to be applied, and it will default to the account #5-1000 'Cost of sales'.
- Synergy expense type - Select this option and the Synergy staff expenses are sent to the 'account code' listed on the Synergy expense type. The expense type is attached to each staff cash or travel expense entered in Synergy, which allows of the staff expenses to be entered with different expense types on the same days expense claim in Synergy. These expenses can then be matched to the MYOB categories using the account codes.
Tips:
- See which accounts exist within MYOB > Accounts > Accounts List > Cost of sales or Expenses tabs.
- Learn more about how account code mapping works.
Select what details will be shown on the MYOB bill line for each of the Synergy staff expenses transferred. The options available are:
- Synergy project, stage, rate and expense type (default) - the details from the staff cash or travel expense are sent. This is the project name, stage name, rate name, and expense type name entered against that Synergy staff expense. Using this options gets the full expense details from Synergy into MYOB.
- Synergy project and stage - send the project name and stage name entered on the staff expense in Synergy to be the line details in the MYOB bill. Use this is a summary of the expense details are needed in MYOB.
- Synergy rate and expense type - send the rate name and the expense type name on the staff expense in Synergy to be the line detail in the MYOB bill. Use this option if you want a summary of the expense in MYOB that doesn't show the project name.
- Synergy expense type - send the expense type name entered on the staff expense in Synergy to be the line details in the MYOB bill. Use this option if you don't want the Synergy project or rate details to be shown in MYOB.
- Synergy note - send the note entered against the staff expense in Synergy to be the line details in the MYOB bill. When you use this option you normally disable the 'staff expense note' setting, as otherwise you get the staff expense note twice in the MYOB bill.
Map the tax rates within Synergy to the matching tax rate in MYOB. The invoice tax is used for invoices and credit notes transferred to MYOB, and the expense tax is used for staff and supplier bill expenses transferred to Xero. For example match the Synergy 'Tax Free' tax rule to the Xero 'No GST' tax code. The same mapping is required for the expenses, used when sending supplier bills and staff cash and travel expenses to MYOB.
Tax codes in Synergy are setup in the feature: Organization > Settings > Financial > Tax codes. Synergy creates the default tax codes for your region, but additional tax codes can be added in this feature if required. Synergy defaults the tax codes expected to be used into the Connect settings for the standard tax codes, but any additional tax codes that you have added will need the mapping to Xero setup manually.
In the below example you can see that Synergy has two tax codes, tax applicable for a 10% GST / VAT, and tax free. These tax codes are mapped to the matching item in the Xero company file for both invoices and expenses.
Tip: All MYOB tax rates setup in MYOB within the Lists menu > Tax codes feature are shown in the Synergy Connect tax code drop down list.
Each change to the connect settings is tracked in the audit. This means you can always see who changed each setting, and when. You can also see what the setting was before that user made that change to the connect settings. This feature is mostly used by your System Administrator, or Synergy Support when they are investigating why data is not being sent across to MYOB as it had previously been sent.
Open the audit by:
- Click the text 'Audit' In the top right of the screen.
- In the open Audit screen click on a row, and another pop-up is shown with a full list of all the changes made in that edit set. This can be important when many items were edited at once.
Tracking categories
In MYOB, you can group together offices with tracking categories to help you identify revenue streams.
In Connect, use the settings tab to configure what type of Synergy data is mapped to each of the tracking categories in MYOB. Tracking categories are used in MYOB like labels you can assign to transactions.
Tracking category details can be sent from Synergy to MYOB for invoices and credit notes. The Connect settings area allows you to map different types of Synergy data to each of the tracking category options. If tracking categories are not enabled in MYOB then this panel in the settings area for Connect will be blank. Learn more in the MYOB help files about how to set up tracking categories: https://help.myob.com/wiki/display/ar/Categories
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