In the 'Export Mappings' window you can tailor how invitbox sends data to MYOB.
Please note that at any stage you can set Export Mappings back to default settings by clicking the Reset Export Fields button to the top of the screen.
To export as a Service Purchase or a Line-Item purchase?
Firstly you should decide as to whether you need to export Inventory Items to MYOB, or whether it is sufficient to tell on a row by row basis that you spent $x on a product or service. It is an important distinction.
Lets say the bill says that you bought 13 of product-code COR24 ("Corona") at $50 each, totalling $650 plus tax.
Exporting this as a service invoice would create a row in MYOB with a description of Corona, and a cost of $650.
Exporting this as a line-Item invoice would create a row in MYOB with product-code COR24, a quantity of 13, and a unit price of $50 plus tax, BUT you must already have a product code COR24 set-up in MYOB. If you do not, the import will fail.
If you do not need to increment your stock levels in MYOB we recommend you retain the default setting that invitbox has set, which is to Export only as a service invoice.
Setting your default code for taxable and non-taxable items, and setting your preferred invitbox export format
At the bottom of the Exports Mappings screen you will see four options.
The first is a personal preference, and defines which format you prefer to import into MYOB.
Below that you can define what codes you want invitbox to use when sending taxable and non-taxable items to MYOB. These should match what you use in MYOB.
It is very important to check whether these tax-codes are linked to accounts in MYOB. To ensure they are, in MYOB go to Lists > Tax-Codes and make sure they are linked. If they are not, when you try to import into MYOB you will get Error - 81: Tax Account Linked Account is missing. To resolve the issue, please see this forum on the MYOB Community site.
You should always remember to check MYOB at month end and change any tax codes, such as GST to CAP for example. Always remember invitbox exports only 2 tax codes.
Purchase Order Number as the Bill Number
The last option relates to a personal preference. We have received feedback that a lot of clients have traditionally entered the bill number into the PO number field in MYOB for the purposes of simplicity. If you would like invitbox to also send the bill number into this PO field, check this box. But please note, the MYOB import routine only allows us to send 8 digits into the PO field, and very often bill numbers will be longer than 8 digits. So what invitbox does is take the last 8 digits of the bill number, and pass those 8 characters into the PO field.
Question - what if I have exported a PO number from a bill? Will selecting this option over-ride that value? Answer - Yes.
Are you running MYOB v19 or earlier? If so, read this...
If you are running MYOB V19 or earlier, and you do not have the multi-currency feature included in your version of the software, you must do the following
To check if you have multi-currency in MYOB go to Set-up > Preferences. Multi-currency is usually the third check box. In the below example it is missing therefore it is not included.
In Admin > Export Mappings
Step 1 - Highlight “Currency Code” and move it to the right.
Step 2 - Highlight “* Exchange Rate” and move it to the right.
Your list on the left hand side should now run from A to AK.
Step 3 - Click OK at the bottom of your screen to save your changes.
If the option is there in MYOB but it is NOT checked, you do not need to make the above change