Exporting bills to ARL
Once some bills have been approved, go to the Signed Off tab in invitbox and click the Export to MYOB AccountRight Live button.
Any bills that are in your Signed Off tab will be exported to ARL. You can remove a bill from the export by returning it to the previous tab before exporting bills - More > Return to Previous Tab.
If the export has been successful the bills will disappear from the Signed Off tab and they will automatically get filed in your invitbox Filing Cabinet.
Some things to note:
(a) ARL allows for 2 types of bill export that we will call:
Item (bills that reference items that already exists in ARL’s Inventory Items), and
Service (bills that do not reference items in ARL’s Inventory Items).
For the moment, invitbox exports all bills to ARL as Service bills. So even if invitbox extracts product codes, quantities and unit prices, it will simply send to ARL the total value of the row, and the description of the item as shown below in the example Coca-Cola bill.
(b) If the mapping process has extracted a PO number, invitbox will send that PO number to ARL unless you have chosen to send to ARL the last 8 digits of the invoice/bill number by default. For details on how to do this, click here.
It should also be noted that if invitbox does not send any PO number to ARL, ARL will allocate it's own sequential PO No. to the bill as it is imported.
(c) ARL does not regard a duplicate PO number as being a duplicate bill. When doing an import routine into MYOB desktop via File > Import > Purchases etc, MYOB would regard two PO numbers with the same value as being a duplicate bill. This is no longer the case with the API import into ARL.
(d) ARL allows for duplicate bills to be received from the same supplier so please be careful not to approve and export a bill multiple times. Invitbox flags duplicates using the red double page icon. If you see this icon in invitbox, click on it and invitbox will display where each bill is, allowing you to choose which one to delete.
(e) When invitbox exports bills, ARL will display the line items as inclusive of any tax that may be incorporated, and then show the tax rate beside that row.
(f) When viewing the bill in ARL you will notice a link address in the comment field. This is a link to the image of the bill inside invitbox. You will be able to cut and paste this link into a web-browser to view the original bill (provided your invitbox user profile gives you permission to do so).