This article discusses the MYOB interface which supports daily operational activities in Bepoz including Purchases, Sales and Accounts Receivable. The Purchase and Sales data is sent via the MYOB Retail Manager data exchange format; whilst the AR Data must use the standard MYOB Import menu option. The AR data is imported separately from the other data- requiring 2 Import Procedures.

This has been tested on MYOB versions Premier v12 and later. Any other version should be tested before use.

Prerequisites

• GST Code: GST
• GSTFREE Code: FRE

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Exporting Purchase Data to MYOB

• MYOB will accept data from Bepoz Purchase Receipts. MYOB supports Taxable Items, NonTaxable Items, Freight charges (Taxed) and finance (Taxed or not). MYOB does not support importing any Invoice Discounts.

Exporting Sales Data to MYOB

• MYOB will accept sales summary data from Bepoz. This is exported into the same file as the Purchase data.
  

Exporting AR Data to MYOB

• MYOB will accept Customer AR data from Bepoz. This is exported into it's own file and is Imported using the MYOB File->Import Data->Sales->Service Sales Menu option. It is important to note, that if Bepoz is set to Export BOTH Sales and AR Data, the AR Totals (Charged and Payments) will be deducted from the Sales Export Journal Entries. Therefore the systems will not balance until both Files are imported
• To prepare MYOB ( First turn on Retail Manager Support- this needs to be only once) 
• Run MYOB and open your company (as per MYOB's instructions)
• Under the SETUP Menu, go to Preferences
•  Ensure the flag 'I Use MYOB Retail Manager' is ON
• OK this screen
• Now do the "To Export the MYOB Accounts and Suppliers" procedure on the following pages

To Export the MYOB Accounts and Suppliers

• This procedure will need to be done whenever MYOB Account is changed, or a Supplier is added, deleted or changed
• Run MYOB and open your company (as per MYOB's instructions)
• Under the File Menu, go to Export Data, then select Accounts
• Click the Continue button (to accept the defaults on this screen)
• Select tabs file to export
• Click the Match All button (to select all fields)
• Click the Export button (A window will appear to select where to save the file )
•  Ensure the filename is ACCOUNTS.TXT
•  Click the SAVE button (to proceed with saving the file)
• If a message stating that the file exists, click Yes to overwrite
• Under the File Menu, go to Export Data, then Cards, then Supplier Cards
• Click the Continue button (to accept the defaults on this screen)
• Click the Match All button (to select all fields)
• Click the Export button (A window will appear to select where to save the file.)
• Ensure the filename is SUPPLIERS.TXT
• Click the SAVE button (to proceed with saving the file.)
• If a message stating that the file exists, click Yes to overwrite
• Procedure complete
  

To Use MYOBLink

Using MYOBLink should be very simple once everything is setup correctly (see setup instructions if you need to do this). It is imperative that everything is setup exactly, as, if codes or suppliers are wrong; MYOB will simply refuse to import the data. 
Before you use MYOBLink to import data into your proper MYOB Company, it is suggested that you copy your MYOB Company first and do a few test runs on the copied company, to ensure all is operating as you wish. 
It is important to remember that the only information that is exported from BEpoz into MYOB is the SUMMARY PURCHASE DATA at the top of each packing slip. These fields MUST be entered as per the Invoice from the Supplier. See below. 
INVOICE TOTAL: REQUIRED. This is final amount payable to the Supplier including all other totals 
GST: REQUIRED. This is used to determine the split between Taxable Items and Non-Taxable Items on the Packing Slip. Taxable Items and Non-Taxable Items are imported as separate lines items into MYOB with the Tax status set accordingly, so MYOB can track the tax correctly. MYOB will then re-calculate the exact tax to ensure there is no rounding differences. 
TOTAL FREIGHT: OPTIONAL. This is EX TAX and is already included in the Invoice Total. 
TOTAL FINANCE: OPTIONAL. This is normally EX TAX (although you can set the flag to say it is taxed). It is already included in the Invoice Total. 
TOTAL EX TAX: IGNORED. This is not used for the Export. 
DISCOUNT: IGNORED. This is not used for the purpose of exporting as it is already included in the Total Ex Tax. 
As you can see the minimum required to enable exporting the Packing Slip is the INVOICE TOTAL and GST.

To Export Packing Slips Into MYOB

MYOBLink can run as often as you like, once a Packing Slip is exported, it is flagged so it will not export again. 

• First we must create a Receipt in Bepoz to be exported
• Ensure the Invoice Total, GST and any of the Optional fields are entered
• Close the Packing Slip
• Goto MYOBLink
• Click the Export button
• MYOBLink will now search through all Receipts between the displayed dates, and prompt you if there are any to export
• If one is found you will be prompted with the Supplier, Date and Invoice total and you may elect to Export this Packing Slip or Skip it
• You have now finished with MYOBLink

If you were not already running MYOB:

• Run MYOB as per its instructions and open your Company file
• You will be prompted that there is a RETAIL.TXT file available and do you wish to Import it now? 
• Answer Yes

If you were already running MYOB:

• Under the File Menu, go to Import Data then select Retail Manager
• The Bepoz Receipt Data will now be imported