Edition: Professional, Business, Enterprise

User-level: Assistant Administrator, System Administrator

Use MYOB Connect to eliminate double-handling of the same information by connecting Total Synergy to your company file in MYOB, then configure how Invoices, Credit notes, Bills, and Staff expenses are synced between the two systems.

Connect Preview and History Errors

Initial MYOB Connect Set Up

Requirements
1. The first time an organisation runs MYOB Connect, Synergy will request access to its MYOB company files. This message no longer appears once access has been granted.
2. Staff syncing to MYOB must authenticate using their my.MYOB email address and password during each Connect session. Once authenticated, an MYOB username and password are used to connect to the company file.
Connect to MYOB
1. In Synergy:
  1. Organisation drop-down > Connect to Accounting > MYOB ARL Connect.
  2. Click "Connect to MYOB".
2. In MYOB:
  1. Log in to MYOB using your my.MYOB email address and click next.
  2. The first time an organisation runs MYOB Connect, Synergy will request access to its MYOB company files. This message no longer appears once access has been granted.
  3. Select your MYOB company file on the left-hand side of the screen.
  4. Enter your user name and password for the company file on the right-hand side.
    NOTE: The company file login must be in the format of username and password as the my.MYOB email address and password are not supported.
  5. Click Login.
Configure your Settings
Sync data
1. Go to the Preview tab.

Settings

General settings

Export from date:
- Control the date range of data syncing between Total Synergy and MYOB.
- This will pick up anything that has a date that falls on or after the Export from date. This also includes future dates.

Click here to view a detailed explanation of how 'Export from date' works.

The 'Export from date' setting allows you to control how far back in Synergy that Connect checks for data like:

Invoices (Synergy invoice date)
Credit Notes (Synergy credit note date)
Payments (invoice payment date in either Synergy or MYOB)
Bills (Synergy bill date)
Staff expenses (Synergy transaction date for cash and travel staff expenses)

The export date defaults to the first day of the current month when you first open MYOB Connect.

Connecting for the first time: Enter the date you will start using MYOB Connect from, e.g. the cut over date.

Ongoing 'Export from date': To ensure that Total Synergy doesn't try to lookup and send data from a past period that is already locked in MYOB, you should update the 'Export from date' at the end of a financial/calendar year, or quarter.

The other advantage to rolling this date forward is that the Connect Preview screen loads quicker, as there is less data to check between Total Synergy and MYOB when preview is working out what to display.

This is important because before the preview sync screen is loaded it will check each item against MYOB to see if already exists, and then only the items required to be sent are shown in the preview window. Minimising the data it needs to check will improve load times.

Contact settings

Automatically shorten the MYOB contact name when necessary:
- MYOB contacts have a maximum character limit of 50. Ticking this option allows MYOB Connect to shorten the contact name to sync contacts to MYOB. This will not change the contact name in Synergy.
Prefix for supplier card id in MYOB:
- The S- prefix is added to the Synergy contact's unique ID when syncing bills and staff expenses to MYOB. This ensures the contact will be created as a Supplier contact in your MYOB card file.

Invoice settings

Configure how information sent from Total Synergy will appear on invoices sent to MYOB.

Invoice header settings:

Synergy invoice text
- Enable this option to create invoices or credit notes in MYOB with the same invoice/credit note text entered in Synergy.
  - None - Text from Synergy will not be sent to MYOB. This applies to invoices and credit notes.
  - As MYOB header transaction line - the invoice/credit note text is added as the first line of the invoice/credit note. This line does not have a job, account number, or value.
  - In MYOB invoice comment field - the invoice/credit note text is added to the 'Comment' field on the MYOB invoice.
MYOB journal memo:
- Select which details will be shown in the 'Journal Memo' field on the invoice in MYOB.
- None - no detail will be sent to the 'Journal Memo' field on the MYOB invoice.
- Project name - Default option. This will send the Synergy project name to show in the 'Journal Memo' field on the MYOB invoice.
- Project external name - This sends the Synergy project 'external name' to show in the 'Journal Memo' field on the MYOB invoice.

Invoice line settings:

*Optional* Filter Synergy Invoices:
- Limit which invoices/credit notes are sent to MYOB based on factors such as a Prefix, Office, or Project custom field.
MYOB job source:
- In MYOB, 'Jobs' are entered on each row of an invoice or credit note. Use this setting to control what will be used to create the job for each invoice stage line shown on the MYOB invoice.
- The required new MYOB job items (that are not already in MYOB) are created by Connect as part of the sync.
- MYOB jobs can be found in MYOB > Edit menu > Jobs.
- The job source options are:
  - None - No job will be sent to MYOB. The 'job' field will be blank on the invoices or credit notes created by Synergy within MYOB.
  - Project - Most Common -This will transfer the project number to be the MYOB 'job number' field, and the project number will appear as the 'job description' within the MYOB jobs list. Use this option to create the jobs in MYOB for each project number. This allows you to report by project number in MYOB for invoice sales revenue. The job is shown on invoices and credit notes created by the MYOB Connect interface.
  - Discipline - This will transfer the 'discipline code' entered against the discipline in Synergy to be the MYOB 'job number', and the 'discipline description' appears as the 'job name' for the MYOB job. On the invoice the discipline code in Synergy will be shown as the 'job', and the description will show as the stage name. This applies to both invoices and credit notes.
  - Cost centre - This will transfer the 'cost centre code' entered against the cost centre in Synergy to be the MYOB 'job code'. The cost centre description will appear as the 'job name' for the item in MYOB jobs list. On the invoice, the stage name is shown as the description, and the cost centre code in Synergy will be shown as the 'job' on the invoice and credit notes.
MYOB account code mapping:
- Use the account code mapping options to sync the Synergy invoice revenue into the matching sales income account streams in MYOB.
- Fixed MYOB account is the default option, and will show you the options you have in MYOB.
- Alternatively, you can select cost centre or discipline, the account code mapping for these options can be defined under:
  Organisation drop-down > Settings > Project Lists > Cost centre/Discipline.

Tips:

See which accounts exist within MYOB > Accounts > Accounts list > Income tab or Asset tab.
Synergy can only transfer data into 'detail' type accounts in MYOB. Transferring to 'header' type accounts is not supported.

Payment settings

Control if invoice payments are imported from MYOB into Synergy, or exported from Synergy to MYOB.

Import payments from MYOB into Synergy
- The default option, where a payment is made in MYOB and brought over during a sync and applied to the corresponding invoice in Total Synergy.
Export payments from Synergy to MYOB
- When 'Export payments from Synergy to MYOB' is selected, the following options are available:
  - Single MYOB account.
  - Specific MYOB accounts. This option requires a Synergy payment type to be mapped to a MYOB asset account.

Tracking categories

Map which Total Synergy field will be sent to MYOB for your MYOB tracking categories.
The default option is None, however, if you use multi-office in Synergy and Categories in MYOB, Office can be selected from the drop-down list.

Bill settings

Export bills from Total Synergy to MYOB, and configure how information is sent to MYOB when syncing Bills.

In MYOB 'jobs' are entered on each row of a bill. Use this setting to control what will be used to create the job for each line within the bill. These new jobs are created in MYOB as part of the sync.

MYOB jobs can be found in MYOB > Lists > Jobs.

Bill header settings:

*Optional* Bill note:
- Include the 'Bill note' entered on a Bill as a header transaction line.
Filter Synergy Bills:
- Choose to send all or specific bills.
- Filter by Cost Centre and Discipline.
MYOB job source:
- None - No job will be sent to MYOB. The 'job' field will be blank on the bills created by Synergy within MYOB.
- Expense type - Most Common. This will transfer the expense type name to be the MYOB 'job name' and the code will be the 'job number'. The expense type is entered against each line of the Synergy bill.
- Discipline - This will transfer the 'discipline code' entered against the discipline in Synergy to be the MYOB 'job number', and the 'discipline description' appears as the 'job name' for the MYOB job. The discipline is entered in the header section of the bill in synergy, and the same item will be applied as the job in MYOB for each of the lines in that bill.
- Cost centre - This will transfer the 'cost centre code' entered against the cost centre in Synergy to be the MYOB 'job number'. The cost centre description will appear as the 'job name' for the item in MYOB jobs list. The cost centre is entered in the header section of the bill in Synergy, and the same item will be applied as the job in MYOB for each of the lines in the bill.

Bill line settings:

MYOB account code mapping:
- "Fixed MYOB account" will sync all bills to one fixed MYOB account. Select this account from the dropdown list.
- "Synergy expense type" requires account code mapping which is defined under: Organisation drop-down > Settings > Project Lists > Expense types.

MYOB line Description:

Synergy bill line description: This makes the MYOB bill look the same as the Synergy bill.
Synergy expense type: The name of the expense type on the Synergy bill line will be used to create the MYOB bill line description.

Staff expense settings

Export staff expenses from Total Synergy to MYOB and configure how information is sent to MYOB.

Staff expense note:
- Add the note from a Staff expense as a zero value header transaction line in the MYOB bill.
MYOB inventory job source:
- None - No job will be sent to MYOB. The 'job number' field will be blank on the staff expense bills created by Synergy within MYOB.
- Expense type - Most Common -This will transfer the expense type name to be the MYOB 'job name' field, and the expense type code will be the 'job number'. The expense type is entered against each Synergy staff cash or travel expense.
- Project number - This will transfer the project number to be the MYOB 'job number', and the project number will appear as the 'job name' within MYOB jobs list. Use this option if you want to create the jobs in MYOB using the project number, to be able to include options for reporting by project number in MYOB. The project must be selected in Synergy for each staff cash or travel expense entered.
Filter Synergy staff expense:
- Filter expenses by project prefix.
MYOB account code mapping:
- "Fixed MYOB account" will sync all staff expenses to one fixed MYOB account. Select this account from the dropdown list.
- "Synergy expense type" requires account code mapping which is defined under: Organisation drop-down > Settings > Project Lists > Expense types.
MYOB line Description:
- Synergy bill line description: This makes the MYOB bill look the same as the Synergy bill.
- Synergy expense type: The name of the expense type on the Synergy bill line will be used to create the MYOB bill line description.

Tax Settings

Map Synergy Tax Codes to MYOB Tax Codes.

Total Synergy tax codes can be added and modified under Settings > Financial > Tax.
Select the corresponding MYOB tax codes for each of the Total Synergy tax codes in your Organisation.
Invoice tax is used for Invoices and Credit Notes.
Expense tax is used for staff and supplier bills/staff expenses.

Preview

The Preview tab is where you will review the items that will be sent to MYOB within the date range you've set. This gives you an opportunity to check for any errors prior to sending them to MYOB, and skip anything that isn't ready yet.

Syncing

Click "refresh" to ensure you have the latest list of items.
Check that you're happy with everything.
1. Expand each section to view additional information such as Invoice numbers, dates, etc.
Click Sync.

Note: Attachments that have been added to Bills and Expenses will automatically sync with its associated Bill/Expense.

Maximum file size is 3MB per file, with a 10MB total limit per bill or expense.
Only PDF, JPG/JPEG, PNG, and TIFF files are supported — other file types won’t sync.

Skipping

Skipping an item will prevent it from being synced, it will be moved to Skipped records which is where it will remain until you remove it.

Uncheck anything you want to skip.
1. Untick everything under a section by unticking the top level box:
Refresh the preview.
Sync.

To Sync these in the future, go to "Skipped records" and remove them.

History

The "History" tab shows you the last 10 syncs between Total Synergy and MYOB. This is where you'll find information such as:

Who ran the sync - The name entered on the user's staff record is shown.
When the sync was run - The date and time that the sync was run by that user.
Processed records - The number of items that successfully transferred to MYOB.
Failed records - The number of items that failed to be transferred to MYOB.
Sync duration - This shows how many minutes or seconds that the sync took to run and process all the records.

Expand any row to view specific information around what was sent, each sync to MYOB can transfer the following items:

Invoices
Credit notes
Invoice contacts
Inventory items
Invoice payments (Import or export)
Bills
Bill payments
Staff expenses

Skipped Records

The "Skipped records" tab will have a red dot indicating there are skipped records if your Export period includes records that have been skipped.

Click the "Skipped records" tab.
Tick anything you want to remove from being skipped.
Click Save.
Go back to the "Preview" tab.

Audit

The Audit screen is where you'll find the history of all changes made to the Settings page for the MYOB company file you're connected to, including what a setting was prior to the change.

Viewing the Audit:

Go to "Settings" in MYOB Connect.
Click "Audit" next to the Save button.

The 3 columns of data here are:

Date: The date & time a change was made.
User: The user in Total Synergy that made a change.
Text: A list of changes that were made.
- You can view a full breakdown of a specific audit entry by clicking the row. This will show you what was changed, along with the new and previous values.

FAQ

Question	Answer
Which versions of MYOB are supported?	MYOB ARL Connect supports MYOB Business AccountRight Plus and MYOB Business AccountRight Plus. Other MYOB products including MYOB Business Lite, MYOB Business Pro, and MYOB Advanced are not supported.
What access level do I need to Sync to MYOB?	Access levels Synergy - Synergy users with an access level of Assistant Administrator or higher can access MYOB ARL Connect MYOB - the user running Connect must have an MYOB access level of Administrator.
Can I sync to Multiple company files?	Synergy data can be synced to more than one MYOB company file. MYOB ARL Connect settings are configured for each company file allowing you to include or exclude invoices, credits, invoice payment, bills, or staff expenses as required. When MYOB ARL Connect is run, a company file is selected from a drop-down list. When the file is selected, the settings for that file are loaded and used.
Can I sync to more than one accounting package?	Synergy can sync invoices, credit notes, bills and staff expenses to more than one accounting package from Synergy. A Synergy Connect product for the accounting package must be available in Synergy to do this. The Connect settings control which records from Synergy records are synced to each accounting system.
Does MYOB Connect sync automatically?	The sync process needs to be manually run each time. This allows you to confirm that the correct records will be synced, and also to address any errors that may display in the preview.
Why can't I use an email address to log into the MYOB company file?	This is a requirement of MYOB's API and requires a username and password to log into company files. Email addresses aren't supported. To meet this requirement, Synergy recommends creating an additional user in your MYOB company file that can be used for Connect. This user account will need full administrative rights in the MYOB file. The 'This user will sign on with a my.MYOB account' checkbox should be unticked to allows a username and password to be entered and saved.
What is the 'Export from' date used for?	The 'Export from' date determines how far back data is checked in both Synergy and MYOB to see which records are available to sync. Setting the date too far back in the past can slow down the preview process. It's also a good idea to review and update the date every 3 to 6 months.
Why has my invoice synced to the incorrect cost centre/discipline	This typically happens if the discipline/cost centre assigned to a stage is amended after the invoice was created. The stage revenue will be pushed to the nominal code attached to the discipline/cost centre assigned to the stage when the invoice was created.
Can I still raise invoices and credit notes manually in MYOB?	Yes, you can still raise non-project-related invoices and credit notes manually in MYOB. However, make sure their numbers don't conflict with Synergy's numbering to avoid syncing issues. If a conflict occurs, change the invoice or credit note number in either MYOB or Synergy.

MYOB API Errors

'myob.MYOB.AccountRight.SDK.Api.Communication' error	This error indicates that there is an issue with either MYOB accepting an inbound connection from Synergy, or the connection has dropped out. Logging out of Connect and then retrying will help determine if the issue was temporary or is persisting. The error will include a code:
403 (Forbidden)	This means that the account you're using to log into your MYOB company file is not the correct access level to run and complete a Connect session.
500 (Internal Server Error)	Indicates that MYOB is experiencing a server issue in their environment.
504 (Gateway Timeout Error)	Indicates that the connection to MYOB has dropped out after several background retries.

Connect Preview and History Errors

Error	Information	Solution
Invoice not found	Occurs when syncing a credit note for an invoice and the invoice number cannot be located in MYOB.	Adjust the "Export from" date.
Contact ABN must have 11 digits and comply with weighting rules	ABN must be in the format `## ### ### ###` and follow rules from the Australian Business Register. More info: ABN Format Help	Update the ABN and its format on the contact record in Synergy.
Email address is invalid	Error occurs if a MYOB contact has an invalid email format, includes multiple addresses, or has extra text.	Update the email to a valid format (e.g. `name@domain.com`) on the contact's profile in MYOB.
Discipline "xx" does not have an account code set	Happens when a selected Synergy discipline for invoice mapping is missing an account code.	Add an account code to the discipline in Synergy, then re-run Connect.
Cost centre "xx" does not have an account code set	Occurs when a selected Synergy cost centre for invoice mapping lacks an account code.	Add an account code to the cost centre in Synergy, then re-run Connect.
Duplicate invoice/credit note number conflict	Manually created non-project related invoices in MYOB can have numbers that conflict with Synergy-generated numbers.	Change the invoice or credit note number in either MYOB or Synergy to avoid conflicts.