Set up of API (MYOB)
First, establish your source of truth – MYP or MYOB.
In most instances it will be MYP, particularly for PocketWatch subscribers who are using the module for timesheets. The timesheet information from PocketWatch needs to sync to MYOB in order to complete payroll, therefore an export of staff from MYP to MYOB is required. If MYOB is going to be the source of truth, add staff in MYOB and then import staff into MYP to keep the systems in sync.
NB: Staff email addresses are unique, but they need to be mapped as part of the timesheet sync. This provides the flexibility of exporting timesheet information for some staff and omitting other staff.
Map staff email address
For staff members whose timesheet information is to be exported to MYOB:
- Select ARM Pro > Administration > API Settings
- Open ‘Staff links’
- Select the relevant account from the ‘Software account staff’ drop-down
- Map the ARM staff member to their profile in the accounting package by selecting them from the Software account staff’ drop-down
- Select ‘Save’
For staff members whose timesheet information should not be exported to MYOB:
- Leave the ‘Software account staff’ drop-down menu on the default value, ‘– Select account staff–‘
NB: The system will not allow two staff members to be linked to the same email account. It will cause a save error. Primary email/Secondary email address needs to be selected correctly otherwise the sync will fail. Primary email address refers to the main email address stored in ARM. This may not be the same email address that is stored in MYOB, for example payslips may be sent to the staff members private email address (which would be the secondary email address stored in ARM).
Map pay rates
All pay rates in MYP need to be mapped to pay rate categories in MYOB, otherwise the sync will fail. These are created in the PocketWatch settings page and used in the award rules to create different pay rates for employees depending on the hours and time worked. If no rates are used the employee is paid their ‘Standard rate’. The standard rate also must be mapped.
NB: This mapping is only required to be done once, unless another pay rate is created in PocketWatch.
- Select ARM Pro > Administration > API Settings
- Open ‘Pay rates’
- Select the relevant account from the ‘–Select account –’ drop-down menu
- Map every PocketWatch pay rate to a MYOB pay rate category using the ‘Software pay rate type’ drop-down
- Select ‘Save’
NB: Overtime hours in MYOB must be a multiple of the staff’s ordinary rate and set up as an hourly wage rather than a salary charge if timesheets are to be synced.
Important checks in MYOB prior to export
The pay rates assigned to the employee in the PocketWatch timesheets must be assigned to the employee in MYOB before the timesheets are synced. If the employee has the wrong rates allocated to them there will be an error in the email notification.
Important checks in MYP prior to export
Timesheets need a pay rate applied in order to sync correctly. This pay rate is applied correctly when the staff members clocks in and out of their shift as the award rules run in the background and are shown in the cost allocation section of the timesheet.
NB: If a staff member’s timesheet is created in the timesheet section it bypasses this step, so the roster manager must click ‘Calculate cost allocation’ in the ‘COST ALLOCATION’ panel to run the award rule process.
Export timesheets from MYP to MYOB
- Select ARM Pro > Administration > API Settings
- Open ‘Structure’
- Select ‘Timesheet’
- In the ‘Timesheet’ row, select relevant account from the ‘Export to’ drop-down
- Select ‘Export’
NB: You will receive an email notification that lists all export successes and failures.
Check timesheets in MYOB
- Select ‘Command Centre’
- Select ‘Payroll’ from the Command Centre menu
- Select ‘Enter timesheet’
- Select ‘Name of employee’
- Timesheet sync from PocketWatch will appear
NB: The timesheet sync is an update function. Therefore, multiple syncs will only update changes in the timesheets even if they have been approved. If any part of the timesheet is incorrect, select ‘Clear Timesheet’ and re-sync.
NB: ‘Notes’ in the MYOB Timesheet is the ‘COST CENTRE’ on the PocketWatch timesheet.
