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MYOB data sync settings

When you first connect MYOB to CRM, all your sync settings will be set to Manual by default. You will then need to amend them to appropriately push data between the systems.

If you haven’t connected MYOB yet, please view the prerequisite steps and connection instructions.

How data syncing works

Who does what?
  • MYOB has 2 key functions: accounting & compliance.
  • CRM should be used as your master system day-to-day where you enter sales, purchases, perform stocktakes, manage your stock, manufacture products, track your sales pipeline, centralise marketing and manage your customers and suppliers.
  1. We then sync all that data OUT from CRM to MYOB so that it has enough information to complete its key functions of accounting & compliance.
  2. We also sync IN data from MYOB that CRM needs e.g. payments so they can be matched to invoices.
Important
We strongly recommend that you do not perform some activities in CRM, some in MYOB and then try to sync stock levels between the systems.

You should perform all your key operations in CRM and then sync the information out to MYOB.

So that we can guide you through any potential impacts on your data, please contact us at [email protected] with any queries that you have, or if you feel you may want to apply a custom configuration to your sync settings. 

 

Data can be synced in the following directions:

  • IN means from MYOB to CRM.
  • OUT means from CRM to MYOB.

Data can be synced on the following basis:

  • Manual – data isn’t synced until someone deliberately presses a button on a specific record to sync it to MYOB.
  • Automatic – once a record has been synced with MYOB for the first time, it will automatically be synced with MYOB when any changes are made to it in future.
  • Scheduled – you can determine days and times when data will automatically sync between systems.

When you connect MYOB to CRM, all your data sync settings are set to Manual by default.

Data can be synced in the following ways:

From the MYOB integration page in CRM

1. You can set a Manual, Automatic or Scheduled sync for different data types from this page.

Example of a Manual integration sync setting

Example of a Scheduled data sync setting

 

2. You can also perform a bulk export of data IN or OUT for selected data types from this page – just click on the MYOB logo to reveal the options to Import or Export.

Note that this option is not available for all types of data i.e. the Import or Export options may not show if this is the case.

Example of bulk import/export options in data sync settings

 

3. You can also use the Import All option at the top of the page – this imports data IN from MYOB to CRM.

Be warned that if you use this option, it may cause data you’ve edited in CRM to be overwritten as it will import ALL data from MYOB into CRM again.

From a record

1. Press the Create button to sync a record to MYOB manually.

2. If a record has previously been synced with MYOB, you can see the existing sync details.

3. Click on the MYOB logo to reveal the options to Import or Export the record.

 

How to correctly configure your data sync settings

1. Link your MYOB accounts for stocktakes and adjustments in CRM. 

You need to select 3 accounts here – these dropdown lists are populated with accounts from MYOB.

  • Account For Stock Adjustments: select the correct account in MYOB for stock adjustments in made in CRM to be posted to when they are synced OUT to MYOB.
  • Bank Account For Supplier Payments: when you create a Stocktake in CRM and then push this OUT to MYOB, a supplier bill is created for products that have increased in quantity; an account needs to be nominated for this purpose.
  • Bank Account For Supplier Refunds: when you create a Stocktake in CRM and then push this OUT to MYOB, a credit note is created for products that have had the quantity reduced; an account needs to be nominated for this purpose.

2. Make a selection for the following 3 sync preference settings. 

  • Lock invoices when transferred to MYOB: we recommend that you tick this box, which will mean that once an Invoice is sent to MYOB, it cannot be altered. Altering Invoices in MYOB once they have been finalised in CRM could cause potential issues between the systems.

Rather than amending or deleting an Invoice, we recommend that you use a Credit Note and then re-issue the Invoice.

  • Sync Invoice Item Descriptions: this setting is optional and if enabled, means that as well as the item name, quantity and price, the item description will also be synced from CRM to MYOB. Following is an example of the item description box in edit mode on an Invoice.

  • Web CRM is Stock Master: this setting is optional and if enabled, means that the import of stock levels from MYOB to CRM is disabled. Note that once you have enabled this option, you cannot disable it from your end and will need to contact helpdesk.

When you change any of these accounts or settings you will have a Save button appear to confirm the change/s.

 

3. Following is how we recommend you set up your data sync settings with MYOB in CRM.

Data Type Recommended Sync Setting Notes
Company Automatic OUT

Manual IN

When you sync a sale or purchase to MYOB, the customer/supplier record will be synced along with it. Then, if updates are made to the Company record in CRM, those changes will be automatically synced to MYOB.

In this way you can keep MYOB ‘clean’ by only syncing over records for companies you do business with, as other records serve no accounting purpose.

Contact Automatic OUT

Manual IN

When you sync a sale or purchase to MYOB, the customer/supplier record will be synced along with it. Then, if updates are made to the Contact record in CRM, those changes will be automatically synced to MYOB.

In this way you can keep MYOB ‘clean’ by only syncing over records for people you do business with, as other records serve no accounting purpose.

Product Manual IN & OUT When you sync a sale or purchase to MYOB from CRM, the product record/ss will be synced along with it. For this reason, you can leave the sync setting as Manual.

You can also bulk import/export product records between systems.

Quote Manual IN & OUT MYOB doesn’t want or need your quotes; as potential sales, they don’t affect your stock or bottom line.
Sales Order Manual IN & OUT We don’t want to sync these to MYOB and double-commit stock i.e. when you add an item to an order in CRM, the item is committed to that order.

If you sync the order to MYOB, the item is then committed to the same order in 2 systems, so when it comes time to ship or invoice the order, you will encounter stock availability issues.

Invoice Scheduled OUT Daily

Manual IN

Invoices in CRM reduce your stock level and we want to sync these OUT daily so that stock can be reduced accordingly in MYOB.

There should be no new invoices created in MYOB, so the IN sync setting can be left as Manual.

Note that Credit Notes are not currently available for scheduled sync and need to be exported manually for now.

Payment Scheduled IN Daily

If you have a payment gateway integrated, you will need to set up Scheduled OUT Daily as well.

You should schedule the syncs to run at least 5 minutes after your Invoices are scheduled to sync.

You will continue processing payments in MYOB, and we will pull these IN to CRM each day to be matched up with invoices.

If you are also using a payment gateway integration with CRM, we will also want to push these payments OUT to MYOB each day.

Stock Level Manual IN When you initially connect MYOB, your stock level will be brought into CRM, which you will then be using as your master system for stock, sales & purchasing.

As you sync your invoices and bills from CRM to MYOB, your stock level in MYOB will be updated to match CRM. For this reason, you can leave the sync setting here as Manual.

You should also note that pulling in your stock level from MYOB to CRM will overwrite your stock position and potentially cause issues.

If you have ticked the Web CRM is Stock Master box, you will not see the Stock Level data sync option.

Purchase Order Scheduled OUT Daily

Manual IN

You should the scheduled syncs to run at least 5 minutes after your Payments are scheduled to sync.

When you receipt goods on POs in CRM, they increase your stock level. To increase your stock level in MYOB, you need to sync over the associated Supplier Bill.

There should be no new POs created in MYOB to bring IN to CRM, so that setting can be left as Manual.

Supplier Bill Scheduled OUT Daily

Manual IN

You should the scheduled syncs to run at least 5 minutes after your POs are scheduled to sync.

When you sync a bill from CRM OUT to MYOB, 2 things can happen:

1. If there is an existing PO, the bill will overwrite it.

2. The stock in MYOB will be increased.

There should be no new bills created in MYOB to bring IN to CRM, so that setting can be left as Manual.

Stocktakes, Transfers & Manual Adjustments Manual OUT This relates to Stocktakes, Stock Transfers and Stock Adjustments done in CRM, which can be synced OUT to MYOB.

Stocktakes and Stock Transfers can be manually pushed to MYOB from the record. Stock Adjustments can be pushed from this page as a bulk sync OUT.

It is important that you have completed step #1 and linked your MYOB accounts for stocktakes and stock adjustments before you sync any data to MYOB, otherwise the sync will fail.

Work Order Scheduled OUT Daily (If applicable)

You should the scheduled syncs to run at least 5 minutes after your Supplier Bills are scheduled to sync.

You only need to configure this setting if you are using Manufacturing in CRM as this will push your Work Order stock movements OUT to MYOB.
GL Code Manual IN If you create new GL codes in MYOB, you can use this area to do a bulk import of them into CRM. Otherwise, this setting can remain Manual.
Location Manual IN If you create new Locations in MYOB, you can use this area to do a bulk import of them into CRM. Otherwise, this setting can remain Manual.
Currency Manual IN  If you create new GL codes in MYOB, you can use this area to do a bulk import of them into CRM. Otherwise, this setting can remain Manual.
Item Price Matrix Manual IN When you initially connect MYOB to CRM, it will pull through all the existing Price Breaks you have to CRM. We then recommend that you maintain and create new Price Types in CRM.
Category Manual IN Categories apply to your Products and help to segment them – this information comes from MYOB initially. We then recommend that you maintain and create new Product Categories in CRM.
How to set up a Scheduled sync
  • Select the data type you want to establish the sync for and then choose the IN or OUT setting and click the dropdown list, then select Scheduled.

Changing a sync type to Scheduled

 

  • Then click on the text next to the sync direction indicator to open up the schedule configuration.

  • In here, select the desired options and then click on Close to apply the changes.

Following is an example of a daily schedule configuration that is set to run:

  • On all days the business is operational (Monday to Friday).
  • Once per day.
  • After-hours (business hours are 9am to 5pm) the sync will run at 6.30pm so it captures all the activity from the day and pushes it to MYOB.

Notes:

  • We recommend that you set your sync schedule to run no more than Once Per Day and select a time that is outside of your normal business hours. This is because the import/export processes heavily consume system resources and will slow down your CRM performance if they are frequently running in the background throughout the day.
  • Where you have several types of data that needs to be synced on a schedule daily, you should leave a gap of a few minutes between each data type to give the sync time to complete before it moves on to the next data type.
How to know when data has been synced with MYOB

From a record

  • If a record has previously been synced with MYOB, you can see the existing sync details on the record, next to the MYOB logo.

From List View

Every record in CRM that can be synced with MYOB has fields for Last Accounting Import Date and Last Accounting Export Date.

You can quickly see when records have synced (in either direction) by adding these columns to your view and then use a Filter to search the contents.

From the sync settings page

For each data type you can see the last time it was imported or exported by looking at the relevant area on the sync settings page.

 

How to know what data is synced with MYOB

From List View

Every record in CRM that can be synced with MYOB has a field for Accounting Code – if there is a value in this field, it means the record is synced with your accounting system, if it is empty, it is not synced.

You can quickly see which records have synced by adding this column to your view and then use a Filter to search the contents.

From a record

  • If the Create button shows on the record, this means it has NOT been synced with MYOB.

  • If a record has previously been synced with MYOB, you can see the existing sync details, instead of the Create button.

 

How to sync data in bulk with MYOB (import/export)

You can perform a bulk export of data IN or OUT for selected data types from the sync settings page – just click on the MYOB logo to reveal the options to Import or Export.

Note that this option is not available for all types of data i.e. the Import or Export options may not show if this is the case.

Example of bulk import/export options in data sync settings

 

Only press the import or export button ONCE. Pressing the button multiple times will queue multiple syncs to be executed. 

How to prevent records from syncing with MYOB

On records that can be synced with MYOB, there are checkboxes you can use to prevent the record being imported or exported with MYOB.

Once the checkbox has been enabled, another box called Reason will display which lets you add in optional notes about why the record shouldn’t be synced.

Do not sync fields on an Invoice

 

You can also add all 4 columns to List View so that you can quickly see which records are prevented from syncing and why.

How your stock level is synced between systems

Even though your Stock Level is not being explicitly synced on a schedule via your sync settings page, stock is kept up to date in both systems in the following manner.

If you are using CRM correctly as your master system, you’ll be creating the following records, which are then synced OUT to MYOB:

  • Your Invoices should be syncing OUT to MYOB on a daily basis, thus reducing stock for items in MYOB.
  • Your Supplier Bills should be being synced OUT to MYOB as goods are received, increasing stock for items in MYOB.
  • You should be syncing Work Orders OUT to MYOB on a daily basis (if you are using them in CRM) so that MYOB can decrease stock levels for your input products and increase stock levels for your output products in MYOB.
  • You should bulk export OUT any Stock Adjustments from CRM so that the same adjustments can be made in MYOB.
  • Stocktakes and Stock Transfers done in CRM should be manually synced out to MYOB so the same amendments can be made there.

Your stock levels in the CRM will always be correct because CRM is tracking your ‘Tracked Stock’ in real-time items by:

  1. Reducing stock when an item is on an Invoice.
  2. Increasing stock when you receipt items on a Purchase Order.
  3. Reducing your input product stock and increasing your output product stock when you complete a Work Order.
  4. Appropriately increasing or decreasing stock on Stocktakes.
  5. Appropriately adjusting stock when manual Stock Adjustments are input.
  6. Increasing or decreasing stock at Locations, as per your Stock Transfers.
Deleting synced records

Invoices and Credit Notes

You are able to delete these records from MYOB and then delete them from CRM.

  • Open any Invoice or Credit Note in CRM and click on the MYOB logo.
  • Click on the Delete button – this contacts MYOB to delete the invoice there.

  • You’ll be prompted to confirm that you want to delete the invoice from MYOB.

  • If the deletion in MYOB is successful, the record will display the Create button, indicating it is no longer synced.

  • You can then press the CRM delete button to remove the record from your database.

Other record types

You will be prohibited from deleting other types of records in CRM if they are already synced with MYOB.

  • Pressing the delete button on a record in CRM will bring up a prompt to confirm the deletion.

  • Pressing OK to delete the record will result in a warning that the record cannot be deleted because it is synced with MYOB.

Please contact [email protected] if you need to permanently delete a synced record from your database.

Sync troubleshooting

Please see our guide on Accounting Integration Errors.

Reauthorise your connection with MYOB

There may be instances where you need to reconnect MYOB with CRM e.g. if your MYOB password changes.

Click on the Re-authorise button and you will be prompted to enter your MYOB credentials again and refresh the connection with CRM.

Disconnecting MYOB

If you want to disconnect your MYOB datafile from CRM, just click on the Disconnect button at the top of the sync page.

All data that has previously synced between systems will remain unaffected.

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