MYOB Integration & Initial Sync

The MYOB integration enables you to easily synchronise your customers, parts and invoices between Telstra Trades Assist and MYOB to give you a single point of data entry and help streamline management of core data used in your business.

This article shows you how Telstra Trades Assist connects to MYOB and specifics on how data transfers between the systems.

Tip: Sync your data before you create anything in Telstra Trades Assist.  If you have already created some data, that’s ok, but working with a clean slate is preferred to ensure everything syncs smoothly.  By default, nothing should be shared and you will need to change the settings.

 

Backup

Before doing any syncing of data, take a backup of your existing data.  This way if anything goes wrong, you have an insurance policy in place to correct your important data. If you are unsure of how to perform a backup of your data from MYOB, please contact MYOB for assistance.

Tip: MYOB AccountRight's support page on performing backups can be accessed here. MYOB AccountRight's support page on performing exports can be accessed here. MYOB Essential's support page on running reports can be accessed here.  Telstra and the Trades Assist team cannot provide support for these features.

 

Review Data Quality

Before any syncing takes place it is essential to review the quality of your data to ensure only correct data is synced across to Trades Assist so you don’t face any issues with data being incomplete which can impact your ability to use certain functions within Trades Assist.

Learn more about the impacts of missing or misaligned data within Telstra Trades Assist as well as specifics in regards to how your data needs to be organised within MYOB Essentials or AccountRight to be imported correctly here

Tip: perform a new backup prior to beginning the integration with Telstra Trades Assist if you made any changes to your data since your previous backup.

 

Initial Sync between MYOB and Telstra Trades Assist

The initial syncs you run between MYOB and Telstra Trades Assist will create links between each record in the two systems to ensure any activity in one system is tracked against the correct record in the other. It is Essential to follow these guidelines to ensure your data is not misaligned or duplicated in either system. 

 

MYOB Setup

Connecting your MYOB Account to Telstra Trades Assist

  1. Click mceclip0.png from the Side Menu
  2. Click 

mceclip1.png

  1. Click mceclip25.png

  mceclip29.png

  1. Click the MYOB product you are using, mceclip30.png or mceclip31.png
  2. Enter your MYOB login/email and password

mceclip32.png

  1. Click mceclip33.png to login
  2. If you are using MYOB AccountRight Live, you will have an additional screen here

mceclip34.png

  1. Enter your MYOB AccountRight Company File user details

Tip: The default Company File Username is Administrator, and the default Company File Password is left blank.

Telstra Trades Assist will only sync with Australian and/or New Zealand MYOB accounts.

  1. Telstra Trades Assist will connect to the MYOB servers and you will be presented with the sync settings.

mceclip28.png  

 

Setting up the Default values and Sync Settings

Telstra Trades Assist has a few options to allow you to customise the sync between the two systems.  This gives you better control over which system is the master and can stop certain data from syncing entirely if required.  The following steps will explain what the sync settings do and how to adjust them.

The initial syncs between MYOB and Telstra Trades Assist needs to follow very specific guidelines, subsequent syncs will much easier.

Tip: Log into MYOB through Telstra Trades Assist to be presented with a screen of options.  Clicking  will minimise each section. You can also click anywhere on the Title bar, and it will minimise that section.

 

Setting up Default Values

The default values must be set before any syncing can occur. Once you set the Default Values, you will most likely not touch this section again. These settings directly impact where data from Trades Assist is sent to your MYOB account and can impact your financial reporting if not set correctly.  If you aren’t aware of how these should be set, consult your bookkeeper/accountant first.

The only field that is not compulsory is Inventory Asset Account.

mceclip9.png

  1. Click mceclip2.png drop down to choose which sales account in MYOB will be associated with sales in Telstra Trades Assist
  2. Click mceclip3.png drop down to choose which purchase account in MYOB will be associated with purchases in Telstra Trades Assist

Tip: Sales Tax Type and Purchase Tax Type will be filled automatically according to the tax codes associated with the Sales and Purchase Accounts you chose.

  1. Click mceclip4.png drop down under the Credit Card Payment Account heading to choose which credit card payment account in MYOB will be associated with credit card payments in Telstra Trades Assist
  2. Click mceclip4.png drop down under the Other Payment Account heading to choose which payment account in MYOB will be associated with other payments in Telstra Trades Assist
  3. Click mceclip7.png drop down under the Inventory Asset Account heading to choose which inventory account in MYOB will be associated with inventory in Telstra Trades Assist.

Tip: The mceclip7.png field is an optional field specifically for MYOB AccountRight. If you are using MYOB Essentials, you will not see this field.

 

Syncing Tax Codes

The first sync only imports tax codes from MYOB into Trades Assist.  We do this because tax codes applied to individual customers or parts require the tax codes to exist first and if you try and bring customers or parts with tax codes that don’t exist, it could cause data issues requiring manual clean-up.

  1. Under Customers, Click mceclip11.png and change to mceclip10.png
  2. Repeat for Materials
  3. Set all four options under these categories to mceclip14.png
  4. Under Invoices, set to mceclip14.png
  5. Tax codes will always share from MYOB to Telstra Trades Assist (this cannot be disabled)

Your Sync Settings should look like this:

mceclip26.png

  1. Click mceclip12.png

That’s it.  The screen will display the following message to let you know the sync is running.

mceclip27.png

Since you are only syncing tax codes, it should take less than 5 minutes to complete the sync.  You will receive an email (to the primary account only) and the message will disappear when the sync completes.  The email will give you an overview of the sync status with a text file attached to give you a more thorough list of any errors. If errors occur fix the errors and sync again.

 

 The Text file should read like this:

 

 The initial sync is now complete and we can move on to your customers.

 

Syncing Customers

Once we have tax codes from MYOB into Telstra Trades Assist, we want to bring your customers over.  Since we have your Default Values set, all other instructions will relate to the Sync Settings section of the MYOB sync only.

For now, we will only focus on the Customer settings on the left side of the MYOB sync screen.  Everything on the right will already be set to not share from our previous sync.

  1. Click mceclip19.png where it says mceclip21.png
  2. Change to mceclip20.png

Do not change the settings for Trades Assist to share with MYOB for now.  We want to limit which direction data flows.

Your sync settings should now look like this:

mceclip18.png

  1. Click and let the parts/materials sync from MYOB into Telstra Trades Assist.

Assuming you have quite a lot of customers, this can take some time.  Assume at least 15 minutes, but if you have thousands of customers this process can take an hour or more.  Just like with the tax codes, you will receive an email when the sync completes.

 

Syncing Materials

Now that we have brought tax codes & customers from MYOB into Telstra Trades Assist, the next step is to bring your parts/materials over.  If you don’t keep this data in MYOB, then you can skip this section. 

This time we will only focus on the Materials settings on the right side of the MYOB sync screen.  Everything on the left can be left how we just set it, or you can set them both to not share.  Since we brought your customers over last time, it won’t extend the time the sync takes.

  1. Click mceclip23.png where it says mceclip21.png
  2. Change to mceclip23.png

Do not change the settings for Trades Assist to share with MYOB for now.  We want to limit which direction data flows.

Your sync settings should now look like this:

mceclip16.png

  1. Click mceclip12.png and let the parts/materials sync from MYOB into Telstra Trades Assist.

Just like the previous sync, the time required will depend on how many parts/materials you have in MYOB and you will receive an email once the sync completes.

 

Conclusion

You have completed the initial sync of data from MYOB into Telstra Trades Assist.  If you completed all of these syncs you will have tax codes, customers and parts/materials in your Telstra Trades Assist account that will match what is in MYOB.  Going forward we will change the sync settings so you will create everything within Telstra Trades Assist and allow Trades Assist to send those new customers, parts and invoices from Trades Assist to Xero.

Learn how to set up your sync settings for ongoing syncs here.

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