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.
If MYOB is going to be your source of truth, then add clients to MYOB first and import the MYOB contacts into MYP.
To complete this process, inventory tracking is used as a way of posting invoices to the nominated P&L Account. This is then mapped through the ‘Inventory’ section of the APIs.
NB: Tax codes are required to be mapped. The sync process will create a draft to the GENIUS client which will then be manually processed as being paid.
Set up inventory account in MYOB
- Open MYOB
- Navigate to ‘Command centres’
- Select ‘Inventory’
- Select ‘Items list’
- Select ‘New’
- Complete as per screenshot
- Select ‘OK’
Important checks prior to creating items:
- The item code is the code that will to be entered when completing inventory mapping in MYP so should be easily identifiable, particularly if mapping to more than one revenue account.
- As the sync to GENIUS will be an invoice issued, rather than an expense, ‘I sell this item’ needs to be selected.
- Income account for Tracking Sales allows you to select the P+L account that the ‘Item code’ will be posted to. In most circumstances, this will be a revenue item, rather than an offset against an expense line.
- I inventory this item is not required as MYP do not track the inventory.
- MYOB will prompt for a tax code found under the Selling details tab in MYOB. This will always be GST free.
Map inventory accounts in MYP
- Select ARM Pro > Administration > API Settings
- Open ‘Inventory items’
- Select the relevant account + ARM price book from the drop-down menus
- Select ‘Save’
NB: If a line item in a price book is not mapped to an inventory account and is included in a GENIUS invoice, the sync will fail. It is case sensitive, so needs to be entered exactly to enable the search function.
Map tax codes in MYP
- Select ARM Pro > Administration > API Settings
- Open ‘Tax codes’
- Select the relevant account from the ‘–Select account –’ drop-down menu
- Map the MYP tax codes to the software tax codes using the drop-down menus
- Select ‘Save’
- The ‘FRE’ code should be assigned to:
- BAS excluded
- GST free exports
- GST free income
- The ‘GST’ code should be assigned to:
Sync invoices to MYOB
- Navigate to GENIUS
- Navigate to the ‘INVOICE TO CLIENT/PLAN MANAGER’ or ‘INVOICE 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 organisation-wide process.
Check sync results in MYOB
- Select ‘Command centre’
- Select ‘Sales’
- All invoices that have been synced to MYOB will appear in the Sales register and are marked as open
- Ship To: the GENIUS client. This varies depending on whether the client is plan managed or has a representative, and whether the ‘Sync to custom name based on invoice type + plan management type’ setting is enabled in GENIUS > Settings > Invoices + claims.
The rules are as follows:
| Invoice to |
Client |
Invoice issued name |
| Invoice to NDIA |
Has plan manager |
Plan manager’s name |
| Invoice to client/plan manager |
No plan manager but has a representative |
Representative’s name (not available if MYOB company card) |
| Invoice to NDIA |
No plan manager but has a representative |
Representative’s name (not available if MYOB company card) |
| Invoice to NDIA |
No plan manager or representative |
Client’s name (Group) |
| Invoice to client/plan manager |
No plan manager or representative |
Client’s name (Group) |
| Invoice to NDIA |
Is agency managed |
Client’s name (Group) |
- 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 2 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.
- Ship: the quantity of line items being invoiced
- Backorder: not used by GENIUS syncs
- Item Number: the MYOB inventory code that the GENIUS line item has been mapped to
- Description: description of the line item being invoiced with the service dates
- Price: price per unit of the line item
- Disc%: not used by GENIUS syncs
- Total: Ship * Price
- Job: Cost Centre (populated on the GENIUS Invoice)
- Tax: Tax rate mapped in the Tax Rate API settings.
- Comment: REF_Group Name_INV_MYP GENIUS Invoice number
- These amounts will have been posted to the general ledger accounts specified in the inventory set up
- Invoice amounts will appear in the P+L and debtor will be created in the clients name
Sync reconciled/gap invoice
The amount of the synced invoice is 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 above shows $50.00 was paid on the line item even though the line was expecting $227.53. The MYOB invoice shows 1 line item of $50.00.
