> Support > Managing Your Event > Invoices > Setting up your Events MYOB Integration

Setting up your Events MYOB Integration


Step 1: Account Level Setup

Note Before Doing Your MYOB Configuration:
If you do not already have the required Company Files or Account Codes setup in MYOB, you will need to log into MYOB first and set them up. These items will need to be available during configuration.

Please make sure that your company file is also not locked in the period you are importing into.

You will also need to setup the following payment methods in MYOB before configuring your extension if you want the following payment methods to come through. Credit card especially because iVvy does not break down the payment method (e.g. mastercard, visa) via the API.


To do this go to Lists > Sales & Purchases Information > Payment Methods. Add them exactly as they are listed below to match what iVvy passes.

  • Credit Card

  • Direct Deposit

  • Paypal

  • BPay

iVvy Login:

Login to iVvy, and to go Global Settings > Applications > Extensions. You will see a list of available extensions for your account.
Select MYOB Events and click Install.

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Step 1: Click the Authorise Button to connect to the MYOB API and move onto the next step.

Step 2: You will be asked to put in your MYOB logins to verify your account.

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When you click sign in, if you haven’t previously installed the extension a page will come up asking you to “allow” your app access.

Click Allow Access and continue.

 

Step 3 will ask you for your company file and user logins to that company file. Fill in the correct information and click next.

Select Tax Code: This is the default tax code that will be applied to items that are not tax free.

Select Income Account: Select the account from the dropdown which is populated from MYOB to assign to your invoice line items. Make sure that you choose a details account, not a header account to import into.

Select Asset/Liability account: This account will be used for the nominated account when a refund is performed.
Invoice Push from date: This is date that you wish your invoices to sync from.
E.g. if you want to bring in from the start of the financial year you are currently in you would put 01/07/____. If you already added in your history manually in MYOB and only want to automate from today onwards you would put today's date.

Create a single customer per event: If you wish to just have one card to assign all your event invoices to, then tick this setting. If you want to create a card for each customer the invoice is assigned to in iVvy, then do not tick.

Once you click save you will receive confirmation that your settings have saved correctly. Your invoices will now automatically appear in MYOB incrementally.


Step 2: Event Level Extension Setup

If you have multiple events , and wish them to use different company files, or only sync one to MYOB.

When you complete a event level setup, the account level ceases to operate. This is to support each event having their own account or company file, or to just filter in particular events rather an all events going into the same company file. The setup on the account level still needs to be completed first however before being able to do a event level setup.

To set this up you will need to do the following.

Note: If you do not already have the required company files setup in MYOB, you will need to log into MYOB first.

iVvy Login:

  1. Go to the first event and click Setup > Extensions.

  2. Then select Add, and MYOB Events.

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  3. The configuration steps will now be the same as above so follow the same instructions, making sure that you select the relevant information as you continue.

  4. Repeat for each venue that you wish to setup a sync for.


MYOB Event Extension: Guidelines

Please be aware of the following behavior when using the iVvy - MYOB Extension:

  1. iVvy Events Invoices continuously change until they are paid, so a sync will not happen until the status of the iVvy invoice is marked as “Paid”.

  2. A job will be created in MYOB for each event in iVvy. As an invoice comes through from iVvy for that event, each line item on that invoice will be assigned to the corresponding MYOB Job so that invoices can be tracked against a particular event in MYOB.

  3. Credit Notes are not currently supported by the iVvy -> MYOB extension. If a credit is completed in iVvy, you will need to notify the accounts team to duplicate in MYOB.

  4. If an invoice is created and cancelled within the same sync period, then it will not appear in MYOB at all.

  5. As iVvy does not use Tax Codes, there will be no varying tax codes assigned from iVvy to MYOB. Every line item in MYOB will be assigned with the default tax code used in the initial extension Setup. E.g. GST.

  6. To access your transaction log, you can go back to where the extension was configured, and there will be a tab which allows you to see the transaction history of your sync. This will alert you to any issues that may have been noted during a sync.

 

Behaviour for Invoice Syncing
On Initial Sync If you are bringing in past data

iVvy Status
Action
MYOB Status
Cancelled/Written Off
No payment history therefore does not go into MYOB
-
Not Paid
Does not go into MYOB
-
Paid
Goes into MYOB with payment assigned
Closed
Credited
Invoice Status in iVvy is paid but a Credit has been generated against a paid invoice.
Goes into MYOB with payment assigned
User to reflect credit in MYOB Manually
Closed

 

After initial sync ongoing maintenance
What happens on invoice status between syncs

Past Sync Invoice Status
New Sync Invoice Status
Action
MYOB Past Status
MYOB New Status
Not paid
Paid
Invoice is added to MYOB with payment attached.
-
Closed
Paid
Credited
No change in MYOB.
User will need to manually reflect in MYOB.
-
-

 

Any new invoice created after the initial sync will follow the initial sync guidelines.

 

 

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