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Setting up your Venues 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:

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

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  2. Step 1: Click the Authorise Button to connect to the MYOB API and move onto the next step.
     
  3. 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.
  1. Step 3 will ask you for your company file and user logins to that company file. Fill in the correct information and click next.
  2. 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. For example 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.
  3. 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: Venue Level Extension Setup

If you have multiple venues, and wish them to use different company files, or only sync one venue from the group 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 venue 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 Venue Extension: Guidelines

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

  1. Due to the difference in the operation of the two systems, the invoices generated in iVvy from payment terms deposit, payment and balance (if it’s not a detailed balance invoice) will not contain tax. The final invoice/detailed balance invoice created in myob will contain all of the relevant tax information against each individual line item for the booking. 
  2. If a full refund is generated on an invoice within iVvy, then in Myob a credit note will be generated against the debtor and paid to reflect the refund.  
  3. If a not paid invoice in iVvy is cancelled, then in MYOB a credit note will be generated and applied to the original sale.  
  4. Partial refunds will not be supported using the Myob extension. If an invoice is partially refunded in iVvy, it will remain as paid in Myob, and your account manager will need to manually reflect the change in Myob.
  5. If an invoice is created and cancelled within the same sync period, then it will not appear in MYOB at all.  
  6. 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  
  7. Cost Centres are not supported in this integration.
  8. 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
Goes into MYOB as Open
Open
Not Paid (Partially Refunded)
Invoice was fully paid originally and then refunded
Goes into MYOB with Payment
User to manually reflect partial refund in iVvy
Closed
Not Paid (Partially Paid)
Goes into MYOB with partial payment applied
Open
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 Credit generated and paid against customer
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 (Partial payment is added between syncs)
Not Paid
Partial payment is added against the existing invoice, but the MYOB invoice is left open
Open
Open
Not paid
Paid
Payment is applied to the existing invoice
Open
Closed
Not Paid
Cancelled
A mirror invoice of the initial is created, but as a negative amount.
The user will need to apply this credit note to the the original invoice.
-
-
Paid
Refunded
New credit note is generated and paid using the invoice as a reference number
-
-
Paid
Not
The only time this happens is upon a partial refund. No action is taken.
Closed
Closed

 

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

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