Set up API (MYOB)
First, establish your source of truth – MYP or MYOB.
In most instances it will be MYP, particularly for subscribers using GENIUS, where clients have already been added into MYP. These clients will need to be exported from MYP to MYOB.
The sync process creates a purchase which posts to balance sheet accounts creating a balance sheet journal. The posting uses the balance sheet accounts as its purpose is to recognise an asset. i.e. Amount received from NDIA on behalf of a plan managed client and a liability i.e. amount liable to be paid to the plan managed clients provider once the funds are received from NDIA.
NB: Balance sheet account mappings are completed through the API settings for the GENIUS client. The liability is created in the name of the provider.
Map GENIUS clients
- Select ARM Pro > Administration > API Settings
- Open ‘GENIUS account links’
- Select ‘Clients’ from the drop-down, all plan managed GENIUS clients will be listed
- Enter the account code of the balance sheet account for each plan managed client to be mapped
- Select ‘Save’
NB: A new asset account must be created as MYOB does not allow posting to Accounts Receivable. In this example a new current asset account was created called ‘Accounts Receivable (Plan Managed Clients)’ to keep GENIUS plan managed clients separate from normal sales that would go through the standard accounts receivable account. Having a separate account will also help with the reconciliation process.
Sync plan managed invoices to MYOB
- Navigate to GENIUS
- Navigate to the ‘PLAN MANAGED CLAIM TO NDIA’ panel
- Select the invoice/s to be synced
- Select ‘SYNC SELECTED’
- Select the relevant accounting package
- Select ‘Confirm’
NB: You will receive an email notification that lists all export successes and failures. When successful, the MYOB Account number and the sync date will be added to the GENIUS column.
NB: It is possible to sync invoices multiple times. We recommend limiting access to the API link and documenting a clear whole of organisation process.
Check sync results
- Select ‘Command Centre’
- Select ‘Purchase’
NB: All plan managed claims that have been synced to MYOB will appear in the Purchases Register and are marked as open.
- Ship To: the GENIUS Provider
- Date: the date the invoice was approved in GENIUS. If an invoice was created, approved and claimed in GENIUS on 29 March, but payment for that item was not received until 02 April the date of the sale will be 29 March to accurately reflect the date the sale was recognised. This also allows for invoices to be recognised in the correct month.
- Supplier Invoice No: name of the GENIUS provider
- Description: GENIUS line item (less the number codes)
- Account No: balance sheet account that the GENIUS client has been mapped to
- Tax Rate: will always be ‘GST FRE’
- Reference: REF_Provider invoice number_DATE_Date that Invoice was synced
- Description: the descriptive item in the price book (NDIS code is not quoted) and the service date
- Account: the Balance Sheet account the claim will be posted to (defined in the client mapping process above)
- Tax Rate: will always be N-T as this posting is a Balance Sheet entry which does not attract GST charges.
GENIUS invoice amounts will appear in the new Receivables account and Accounts Payable that were used in the mappings. Both entries will appear in the Aged Receivables and Aged Payables report.
Sync reconciled/gap invoice
The amount of the synced balance sheet journal entry will be the amount received from NDIA, not the amount of the original invoice. This allows for the gap to be re-submitted and claimed again.
The example shows $50 was paid on the line item even though the original amount claimed was $559.74. The MYOB sync shows 1 line item of $50.00.
