How it works. The following pages provide step by step instructions on the main stages of the MYOB Integration Module.

Transcription

1 Integrating MYOB with TimePr With TimePr s MYOB Integratin Mdule, yu can imprt TimePr time recrds int MYOB fr invice prcessing r payrll integratin. These recrds are then used t generate: Sales Invices, Purchases Invices (these can be imprted int yur MYOB Accunting Package direct frm TimePr and suppliers paper invices can simply be matched against yur imprted Purchase Invices rather than entered manually); r Activity Slips. The MYOB Integratin Mdule allws data fr Activities, Custmers and Suppliers Cards t be exprted ut f MYOB and then integrated with TimePr Custmer, Supplier and Activity recrds. MYOB Activity recrds are nly required t be set up if yu are using a MYOB "Sales Invice Type" f "Time Billing". The MYOB Activity ultimately determines which MYOB Incme Accunt sales are recrded against. If yu d nt have a requirement t split yur sales Incme acrss multiple accunts in yur MYOB Accunting Package, then mre than likely yu will nly need t set up ne MYOB Activity (e.g. Cnsulting). This scenari f using a single MYOB Activity is the recmmended apprach fr mst businesses. Once the initial data has been imprted, recrds are viewed and maintained using maintenance screens in TimePr. Any further changes made t MYOB data can be imprted again r maintained n a recrd-byrecrd basis in TimePr. Instructins n setting up the mdule are cntained in Page 2. Nte: Entered recrds must have matching entries in bth TimePr and MYOB. Hw it wrks The fllwing pages prvide step by step instructins n the main stages f the MYOB Integratin Mdule. Step 1: Imprting MYOB data int TimePr initial set up integratin Step 2: Matching MYOB Activities, Custmers and Suppliers with crrespnding TimePr Custmers, Suppliers, Staff Prject recrds Step 3: Exprt TimePr data int a text file Step 4: Integrate TimePr data int MYOB A very pwerful feature f TimePr is the ability t extract infrmatin frm TimePr t generate invices and activity slips fr exprt int a text file and then imprted int MYOB. This will save many hurs in manual Invice creatin. MYOB Exprt Sales Invices TimePr supprts the fllwing MYOB related Sales Invice Types: Time Billing, Prfessinal, Service and Miscellaneus/Other. MYOB Exprt Purchases Invices Purchases Invices will crrespnd t the invices received frm Cntract staff. The great feature f this facility is that it alleviates the need t enter invices that received frm Suppliers f Cntract Staff int MYOB as they will already have been imprted int MYOB by this prcess. All yu need d is check that the amunts that yu have been inviced match the amunts in MYOB, which is a great way t pick up any mistakes in the Suppliers invices t yu. MYOB Exprt Activity Slips T meet the requirements f a brad client base, the Activity Slips Exprt will ignre the "Chargeable" and "Exprt t MYOB" Prject flags in the Activity Slips Exprt prcess. This is because the Activity Slips Exprt is ften used fr payrll integratin and nt just invicing.

2 Quick Reference Guide MYOB Integratin Mdule Yu have t be lgged int TimePr t enable the links t the nline help Step 1: Cnfigure MYOB Settings Set cnfiguratin ptins t match yur requirements including which versin f MYOB yu re using and varius invicing ptins fr yur Sales and Purchases. Step 2: Add MYOB Activities, Custmers & Suppliers The quickest way is t set up these recrds is t imprt them int TimePr (using the MYOB Imprt) rather than adding them individually. Step 3: Match MYOB entries with TimePr Recrds After adding these MYOB entries, yu will need t link them with the apprpriate TimePr Custmer, Supplier, Prject and Staff Prject recrds lcated in the Admin tab. Step 4: Time t Exprt TimePr data t a.csv file The MYOB Exprt facility gives yu the ability t take the time recrds entered int TimePr and t exprt these recrds fr generating Sales Invices and Purchases Invices in MYOB. The Sales Invices, Purchases Invices and/r Activity Slips are then exprted in a text file which is then imprted int MYOB. Only Time recrds that have been marked as "Cmpleted" are included as part f the exprt prcess. Therefre it is a gd idea t use the Check Timesheets screen t check that staff have "Cmpleted" their timesheets and then lcking all timesheets befre running an exprt. Step 5: Imprt TimePr data int MYOB The final step is t imprt the TimePr data (either sales r purchase invice infrmatin) int MYOB using MYOB's Data Imprt Facility. Imprtant: perfrm a backup f yur MYOB data file befre starting the imprt.

3 Step 1: Setting up the MYOB Integratin Mdule IN MYOB Step 1. Chse ne f the fllwing menu ptins in MYOB depending n the data yu wish t imprt int TimePr. Step 2. File->Exprt Data->Activities File->Exprt Data->Cards->Custmer Cards File->Exprt Data->Cards->Supplier Cards On the MYOB Exprt File screen chse the fllwing ptins: Exprt File Frmat: Tab-Delimited First Recrd is: Header Recrd Leave any ther ptins as they are and press Cntinue. Step 3. Chse the fields t exprt by clicking n them. This shuld place the required field int the Exprt Fields list. Activity Exprt : Chse Activity ID Supplier Exprt : Chse C./Last Name, Card ID and (ptinally) Card Status Custmer Exprt : Chse C./Last Name, First Name, Card ID and (ptinally) Card Status Step 4. Press Exprt and then Save t cmplete the exprt prcess. Nte: remember the lcatin that yu saved the file n yur cmputer s that yu can find it again later. IN TIMEPRO Step 1. On the MYOB Tab in TimePr press n the Imprt ptin. Step 2. Step 3. Click n Activities, Custmers r Suppliers and then chse the file that yu have exprted in the previus steps frm MYOB by pressing the Brwse buttn. TimePr: Click n Imprt t start the Imprt prcess. A cnfirmatin screen will be shwn nce the data imprt is cmplete.

4 Step 2: Matching TimePr recrds with MYOB entries MYOB Custmer, Supplier and Activities have t be linked with existing Custmer, Supplier, Prject and Staff Prject recrds in TimePr (lcated in the Admin tab). CUSTOMER & SUPPLIER ADD/UPDATE MYOB Name: Link yur TimePr Custmer with the crrespnding Custmer recrd in yur MYOB system. MYOB Supplier Name: Link yur TimePr Supplier with the crrespnding Supplier recrd in yur MYOB system. Yu shuld use the same Names in TimePr as yu d in MYOB. Yu may chse t abbreviate these names in cases where the MYOB names are very lng r very frmal. PROJECT ADD/UPDATE/COPY MYOB Jb: This is an ptinal field. If yu wish t track this Prject as a Jb in MYOB then set this field t the crrespnding MYOB Jb that yu have created fr this prject in yur MYOB Accunting Package (chse the Lists menu, then Jbs in MYOB). Remember t make sure that this Jb exists in MYOB befre yu imprt any data int MYOB. MYOB Cmment: Set this field t cntain any specific infrmatin that yu wish t include n the Sales Invice that is generated by MYOB eg. Custmer's Purchase Order Number. Exprt t MYOB: Set this field t Yes if yu wish Time recrded by yur staff against this prject t be used t generate Sales Invice details fr exprt t MYOB. If N is selected then this Prject will be skipped when an MYOB exprt is perfrmed. STAFF PROJECT ADD/UPDATE/COPY Descriptin: The Descriptin is a very imprtant field as it is used as the descriptin fr line items n MYOB Sales Invice Exprts. Include the tag [StaffName] in the Descriptin field t have the Staff members First Name and Surname substituted autmatically int this field when data pertaining t this recrd is exprted t MYOB. MYOB Activity: Set it t the MYOB Activity that yu want this Staff Prject recrd t be linked with. MYOB Line Item Order: Set this field t a number such as 10, 20, 30, as it is used fr rdering line items n yur MYOB Sales Invices. 4

5 Step 3: MYOB Exprt Selectin Criteria (Sales Invice) Uninviced Time Recrds up t a specified date The nrmal mde f peratin is t select all time recrds which have been marked as cmplete but which are as yet uninviced. Yu are then able t review the invices which wuld result frm these time recrds, and yu can mit entire invices, invice line-items, r individual time recrds, pstpning these until a later invice batch. An invice batch number is autmatically assigned, and yu can then print all timesheets which match this batch. The default value is the last day f the perid befre the current ne. Time Recrds fr the Perid Yu may als select all items fr a specific time perid, which is by default the perid preceding the current perid. It is imprtant t nte that this will select all cmpleted time recrds fr the perid yu specify, whether r nt they have already been inviced. This allws yu t prduce a new invice t replace ne previusly prduced. Yu wuld nrmally prceed by deselecting all recrds, and then selecting specifically the infrmatin fr which yu want t prduce the invice r invices. Yu shuld bear in mind that this will prduce a new invice batch, and time recrds previusly assigned t an earlier batch will be remved frm that batch and assigned t the new ne. 5 Invice Date As well as specifying the way time recrds are t be selected, yu als need t specify the date which is t appear n invices. TimePr will suggest the first day f the current perid. Invice Cntent The last item yu need t specify is the cntent f each invice, meaning the cnditins under which a new invice will be prduced Activity ID The Activity ID can be taken frm a number f fields: Prjects: MYOB Jb, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: MYOB Activity ID, Staff Prjects: Activity ID, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r a value can be specified by chsing Use Value Belw. Custmer Yu can ptinally limit the exprt t a single Custmer if required. Prepare Invices When yu click n this buttn, the time recrds which satisfy yur selectins abve are gathered and gruped int invices, and displayed in the MYOB Exprt Item Selectin page. If yu have prepared a Sales Invice Batch fr MYOB using this screen and subsequently realise that yu have made a mistake in the data that was selected fr Exprt, yu can reverse ut the batch using this ptin. There is als an ptin t "View Batch" s that yu can verify the recrds that will be reversed befre actually perfrming the "Und" peratin. Nte: Once a batch has been "undne" it is still shwn in the batch list but is prefixed with an "X" t indicate that it has been backed ut.

6 On the MYOB Exprt Item Selectin screen, yu are presented with a list f the invices which can be prduced frm the time recrds yu have selected. What yu see will depend n yur brwser. Each rw f infrmatin als has a selectr buttn and is selected by default. If yu selected time recrds fr a date range yu wuld typically start by pressing the Select Nne buttn (this can take a few secnds t cmplete). Yu wuld then select the items yu wish t include in the invice run. If yu selected uninviced time recrds yu wuld review the invices and may chse t select items t exclude frm the invice run. Yu may select infrmatin at any level f detail t include that item and everything at a lwer level. Yu may deselect an item t exclude it and all lwer-level detail. If sme items at a level are selected and thers nt selected, the next-higher parent level will be part-selected. The line-item and invice values are adjusted in respnse t yur selectins. Once yu are satisfied that the invices are as yu wish t see them, click n the Create Batch buttn. This will take yu t the MYOB Exprt Save Batch screen. This screen shws yu the batch number allcated t this infrmatin. Yu shuld nte this number s that yu can specify it in the batch print t select time sheets t match these invices. At this pint yu get a last chance t change the batch. If yu chse the Re-d Selectins buttn, yu will be returned t the MYOB Exprt Item Selectin screen t repeat the prcess, and yu will replace this batch when yu cmplete the selectin. Nrmally yu wuld cntinue with the Exprt Invice Data buttn. This will pen up a new brwser windw (Data Exprt Cmplete) which includes a link which yu can use t pen the exprted data file r t save the exprted data in the lcatin frm which yu will imprt it t MYOB. 6

7 MYOB Exprt - Purchase Invice First select the Perid Beginning frm the drpdwn list which has been pre-ppulated with dates based n the system cnfiguratin settings in the applicatin. Once a date has been chsen frm the drpdwn list, the system autmatically displays the perid fr which data will be extracted. The Invice Date is defaulted as the first day fllwing the end f the perid selected. The Detail Date is defaulted as the date that marks the start f the perid selected. These values can be changed manually if yu require different dates t appear n yur purchase invices. The Invice Cntent determines exactly hw yur Purchases Invices are generated. A default is selected based n specific MYOB Cnfiguratin Settings. Fr example, if ne f yur Supplier's cntractrs is currently wrking n 3 Prjects fr ne f yur Custmers, then yu may wish t create nly ne invice t cver all the Prjects r yu may want t generate a separate invice fr each Prject (3 in this case). Yu can mdify the ptin here s that the Invices are generated in the manner yu wish. The mst cmmn ptin is t generate One Invice per Supplier and Prject which is the default ptin. Press the "Exprt" buttn t initiate The MYOB Exprt prcess. A Data Exprt Cmplete screen then shws the number f recrds extracted and als prvides a link t the exprted file. Yu shuld right-click n the link and save the target file t yur cmputer. 7

8 MYOB Exprt - Activity Slips Specify whether yu wish t exprt Time Recrds, Expenses r Bth Cntent f the Ntes field Chse the detail yu want t appear in the Ntes included in the Activity Slips. By default, the Task details are included (if yu use tasks), as are the manually-typed descriptins (if yu use these). Yu may chse t prefix the Ntes with the name f the Staff member ding the wrk and with the Prject Descriptin. Value t be supplied fr the Rate Specify whether the rate is t be taken frm the Staff Prject recrd r MYOB. Value t be supplied fr the Activity ID The Activity ID can be pulled frm a number f fields within TimePr: Prjects: MYOB Activity ID, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: MYOB Activity ID, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r yu can specify a value. Value t be supplied fr the MYOB Jb The MYOB jb can be pulled frm a number f fields within TimePr, Prjects: MYOB jb, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: MYOB Activity ID, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r yu can specify a value. 8

9 Chse whether the Activity Slips are t be marked fr integratin with the Payrll, and if s, the Payrll Categry which is t be used.the MYOB Payrll Categry can be pulled ut frm a number f fields frm within TimePr: MYOB jb, Staff Prjects: Cst Cde, Staff Prjects: Descriptin, Staff Prjects: MYOB Activity ID, Staff Prjects: Rle, Staff: Reference, Task: Descriptin, Task: External ID, r yu can specify a value. Click n "Create the Exprt File" t generate a text file, which will be listed n a new screen. A Data Exprt Cmplete screen then shws the number f recrds extracted and als prvides a link t the exprted file. Yu shuld rightclick n the link and save the target file t yur cmputer. 9

10 Step 4: MYOB Imprt Instructins - Sales Invices, Purchase Invices and Activity Slips The final step is t imprt the TimePr data (either sales r purchase invice infrmatin) int MYOB using MYOB's Data Imprt Facility. Only Time recrds that have been marked as "Cmpleted" are included as part f the exprt prcess. Step 1. Perfrm a backup f yur MYOB data file (IMPORTANT) It is recmmended as gd practice t d a backup f yur MYOB data file prir t using the MYOB Imprt facility especially until yu are familiar with the prcess. Step 2. Chse ne f the fllwing menu ptins in MYOB depending n the type f data yu exprted earlier: Sales File->Imprt Data->Sales->Time Billing (default) File->Imprt Data->Sales->Prfessinal File->Imprt Data->Sales->Service File->Imprt Data->Sales->Miscellaneus Purchases File->Imprt Data->Purchases->Prfessinal File->Imprt Data->Purchases->Service File->Imprt Data->Purchases->Miscellaneus Step 3: On the MYOB Imprt File screen chse the fllwing ptins: Exprt File Frmat: Tab-Delimited First Recrd is: Header Recrd Identify Custmers By: C./Last Name Leave any ther ptins as they are and press Cntinue. Step 4. Select the file yu saved during the TimePr MYOB Exprt prcess earlier and press Open. Nte: make sure that yu d nt have the file already pen in anther prgram (eg lking at the file in Excel) therwise yu will get an errr. Step 5. Press Match All and check that the fields in the MYOB Fields and Matching Imprt Fields clumns are the same by quickly scrlling thrugh the list. Nte: if the fields dn't match up then yu have prbably chsen the wrng file fr the selected MYOB Imprt ptin. Cancel ut and try again. 10

11 Step 6. Step 7. Press Imprt t start the Imprt prcess. Carefully check the Imprt Cmpletin Screen t see if there have been any MYOB Errrs. Refer t MYOBLOG.TXT fr errr messages. Step 8. Review the invices that have been imprted int MYOB by pening the MYOB Transactin Jurnal and chsing the Sales r Purchases tab. In the Date Frm and T search fields enter the Invice Date that yu specified in the TimePr MYOB Exprt screen. Yu will nw see a list f the Invices that yu have imprted. Nte the wrd Imprted is displayed against all f the invices that have been created via the MYOB Data Imprt facility, making them easy t identify. If yu need t mdify r delete any invices that yu have imprted, then yu can d s safely n this screen, as yu wuld fr any ther invices that yu create in MYOB. 11

12 Integrating MYOB Activity Slips Imprt with Payrll Time recrds exprted as MYOB Activity Slips may be marked fr Payrll Integratin against a Payrll Categry (defaults as BaseHurly ). T imprt Activity Slips fr payrll integratin, yu will need t set yur MYOB system up as fllws In MYOB: Set up yur MYOB Preferences t ensure that the ptin fr I Use Timesheets fr Time Billing and Payrll is checked: Access the Emplyee Card and, fr each emplyee, define their settings as fllws: 1. Set Standard Pay fr Base Hurly Categry t 0 : 12

13 2. Check that Wages details are assciated with the Base Hurly Payrll Categry: In TimePr: When undertaking an Activity Slips exprt, make sure that the Activity Slips are marked fr Payrll Integratin and that yu enter the crrect MYOB Payrll Categry name fr integratin with the Activity Slips. 13

14 Cnduct the exprt frm TimePr and imprt t MYOB as usual fr payrll prcessing. Yu will nte that the Activity Slips nw register as hurs recrded as Timesheet Hurs: This guide has been develped t prvide an verview f hw t integrate MYOB with TimePr. Cmprehensive infrmatin can be surced frm the TimePr Online Help manual available via the Help sectin f yur Intertec TimePr system. 14 Cntact Details: Further assistance is available frm the Intertec TimePr team (08) supprt@timesheets.cm.au