Fieldfolio Help

MYOB AccountRight Live integration

Pre-requisites for the MYOB AccountRight Live integration.

The MYOB AccountRight Live integration enables new orders posted to your Fieldfolio seller account to be automatically synced to your selected MYOB AccountRight Live company file.

Syncing data from one application to another is complicated — we've put together this list of pre-requisites to help ensure syncing orders from your Fieldfolio account to MYOB goes smoothly.

Setting up the integration

Your Fieldfolio plan

Firstly, your Fieldfolio account must have an active subscription and must be on a plan that includes access to our accounting integrations (currently the Business and Enterprise plans).

To check the status of your subscription or upgrade your plan, visit Subscription & Billing.

Your MYOB account

Fieldfolio's access to the company file you want to sync orders to is via your MYOB account. You'll be prompted to sign into your MYOB account using your my.MYOB login details when setting up the integration so you should ensure you have an account setup before starting this process.

Your MYOB company file

Once you've signed into your MYOB account, Fieldfolio will retrieve a list of the company files that you have access to. There are two important points to note here:

  • Only online company files will be listed and available for syncing to. If you don't see a company file that you expect to be listed on this page, it's likely that this file hasn't been put online. The MYOB AccountRight help documentation provides further information regarding putting a company file online.
  • While you might have a separate user name and password for signing into your selected company file, Fieldfolio can only use your my.MYOB login details to access it so you'll need to ensure that your user account for the company file is configured to access the company file using your my.MYOB credentials. See the MYOB AccountRight help documentation for further details.

Your permissions for the selected MYOB company file

In order to successfully sync orders to a MYOB company file (including creating any missing customers or products), Fieldfolio requires your company file user account to have the following minimum permissions for the file you choose to sync to:

  • Accounts > Accounts: Read Only
  • Cards > Customer Cards: Read & Write
  • Inventory > Items: Read & Write
  • Lists > Tax Codes: Read Only
  • Sales > Sales: Read & Write

When selecting a company file and clicking Confirm as part of the integration setup process, this step will only be successful if your user account has the necessary permissions for the company file you've selected. If not, you'll need to either select a different company file to sync to or ask an owner or administrator of the company file to change your access level so that you have the required permissions. See the MYOB AccountRight help documentation for more information.

The local currency of the selected MYOB company file

Fieldfolio can only sync orders to MYOB when the currency of the order matches the local currency of your company file. This is because MYOB only permits creating foreign currency orders within the AccountRight software itself.

Accordingly, you'll only be able to successfully setup the MYOB AccountRight Live integration if the currency of your Fieldfolio catalog matches the local currency of your selected MYOB company file.

Syncing orders to MYOB

Matching the order's customer to the corresponding customer in MYOB

The customer of a Fieldfolio order is matched to a customer in your selected MYOB company file in two ways:

  • First, by looking for a customer where the MYOB DisplayID matches the Fieldfolio Reference
  • If this fails, looking for a customer where the MYOB CompanyName matches the Fieldfolio Name

If Fieldfolio isn't able to find a match using either of these criteria syncing the order will fail, unless you've configured the integration to automatically create missing customers in MYOB, in which case Fieldfolio will create the customer in the company file.

Matching the order's products to the corresponding inventory items in MYOB

The products in a Fieldfolio order are matched to the corresponding inventory items in your selected MYOB company file by looking for an item with a Number that matches the Fieldfolio product's SKU.

If this matching process fails for any of the products in the order then syncing the order to MYOB will fail, so it's recommended that you ensure these identifiers match for all Fieldfolio products and MYOB inventory items before setting up the integration.

Required attributes of MYOB inventory items

The process of creating an order in a MYOB company file requires that for each inventory item in the order, the following attributes are present:

  • 'I Sell This Item' is checked
  • The item's 'Income Account For Tracking Sales' is set to an appropriate account of the type 'Income'
  • The item's 'Tax Code When Sold' is set

For existing inventory items, if any of these attributes are not set correctly syncing the order will raise an error which can only be resolved by manually updating the inventory item in MYOB so that the above requirements are met.

When Fieldfolio creates an inventory item in your MYOB company file (when the 'Auto Sync' option is selected for resolving a sync failure) these required attributes will be set as required automatically.

Calculating tax

When an order is synced to MYOB, MYOB calculates the total tax figure applied to an order based on the 'Tax Code When Sold' specified for each of the inventory items in the order, and the 'Freight Tax Code' specified by Fieldfolio when creating the order (per the default freight tax code set in the integration's configuration).

While Fieldfolio permits setting the tax rate for a catalog (which applies by default to all products in the catalog), it's important to note that there is no synchronisation of this value between Fieldfolio and MYOB. For tax to be calculated correctly for orders synced to MYOB, you must ensure that the catalog's tax rate matches that set for the inventory items it consists of in MYOB, and that of the default tax code set in the integration's configuration.

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