Workbench integrates with MYOB Advanced using the MYOB Advanced API. This document explains how to configure the integration between the two systems. This includes:

• Export of batches of Job cost financial data from Workbench to MYOB Advanced financials (Accounts Payable/Accounts Receivable/General Ledger/Timesheets/Journals)

• Import of various master data into Workbench from MYOB Advanced.

• Import of Job Receipts (AR) and Payments (AP).

This document outlines the different models of configuration in MYOB Advanced for new Workbench clients.
The below displays the configuration of Master files between the two integrated systems.

In the below case, there is a requirement for 1 x Masterfile in MYOB Adv. accommodating multiple financial companies in Workbench.
MYOB Advanced Supplier (AP) Workbench Suppliers (AP)
Bunnings – 1 x Masterfile record. Bunnings - Financial Company = 01
Bunnings - Financial Company = 02
Bunnings - Financial Company = 03

Open

Supplier masterfile in MYOB linked to multiple Workbench Financial companies

In the below case, there is only a need for the below customer to be transacted for Financial Company 01 and 02, not 03.
MYOB Advanced Customers (AR) Workbench Companies (AR)
Melbourne Water – 1 x Masterfile record. Melbourne Water - Financial Company = 01
Melbourne Water - Financial Company = 02

There are two Models in Workbench for integrating with MYOB Advanced, they are:

• One Legal Entity.

• One Legal Entity with Multiple Branches.

The integration configuration is a task most likely performed by a Workbench Consultant. If you are looking for FAQs or troubleshooting an error please check the MYOB Advanced FAQs page under this same section.

Preparation work:

1- Important terminology to be familiar with in MYOB Advanced.

Workbench | MYOB Advanced

• Financial Companies | Companies

• Profit Centre | Branches

2- Find out the MYOB Dealer contact. Before the integration configuration can start, the MYOB Advanced dealer must import the Workbench-MYOB Advanced customisation package into MYOB Advanced. Send them the latest version of the .zip file (that contains a .xml file in it) with the customisation.

Customisation files are kept here. Note that only Workbench employees can access this. A Customer Support Consultant will provide this file to the MYOB Dealer.

3- Request the Dealer to provide an MYOB user with the ‘full user API’ licence. This will give you access to all you need. Later on, once the integration is up and running the Dealer might decide to change the user’s licence to one that has less access but still allows the integration to work as expected.

4- You need to know what MYOB Advanced Company Type the financial entity is set to in MYOB, as this will be needed to set the 'Model' option in Workbench as part of the integration setup.
If the Client is using multiple branches, ask the client or the MYOB Dealer if they are wanting to integrate with their branches as well. This would be One Legal Entity With Multiple Branches

Otherwise, it would be One Legal entity.

Open

Configuration/Companies in MYOB Advanced

The setup stage:

1. Customisation package sent to Dealer and imported into MYOB Advanced. Ensure the client is kept in the loop of all communications between you and the MYOB Dealer.

2. In Workbench -> Navigate to the MYOB Advanced Integration screen. Refer to the below fields that need mapping:

   • Select your Financial Company

   • Enter the URL for the MYOB Advanced instance.

   • Enter in Username and password of the user that will be integrated between MYOB and Workbench. Must be a user with enough access to do all the configuration (user with the ‘full user API’ licence).

   • Enter the MYOB Branch: The Branch ID in MYOB is the Profit Centre Code In Workbench. It can be the default Branch they use in MYOB (MAIN).

   • Tenant is the MYOB Advanced Tenant (database name).

   • Select a model, based on how they want to integrate, either using branches or Sub-accounts, as per the explanation in the graph above.

   • Last Update date is important when syncing clients and customers for the firsttime after the integration has been setup. See more details in one of the later steps.

   • Default Tax Category, it most cases is the Tax Category called DEFAULT or DEFAULTD in MYOB. Verify the correct Tax Category ID and populate it in this field.
     
     

3. Find Tax Categories in MYOB, and open the DEFAULT Tax Category. Use the Tax IDs in MYOB and map them to the GST Types in Workbench. Export Codes in Workbench must be populated with the corresponding Tax ID from MYOB. We recommend you copy and paste rather than type to avoid errors. Reciprocal codes are only required if intercompany is used.
   
   

4. In MYOB, log in using the user provided by the MYOB Dealer. Assuming the licence is set up correctly, you should be able to access the client’s company database.

   1. Verify the MYOB Company (financial entity) type.

   2. To find this information search for Companies in MYOB (use the search box at the top) → select Configuration/Companies and find the company for the Financial Company it is being integrated with. You can us ethe magnifying glass on the Company ID field to find it. Once selected the screen will display all details that were configured bythe MYOB Dealer. Note that you should not chnage anything on this screen, is just to validate what company type they are using and help you understand what integration model they will be using.
      
      

       

5. Create a new MYOB Attribute called FINCO, which will be key to connect MYOB and Workbench. Once the new attribute is created add each one of the financial companies being integrated.

   
   
   

   1. Search for Attributes (Configuration/Common Settings/Attributes) and add a new Attribute:

      1. Attribute ID = FINCO

      2. Description = Financail Company

      3. Control Type = Multi Select Combo

   2. Add new values on the Finco attribute, one per Workbench Financial Company being integrated.

      1. Value ID = Workbench Finco Code
         
         

6. Configure Profit Centre’s Export Code with the corresponding BRANCH ID from MYOB:
   Only populate EXPORT CODE when there are multiple fincos in place and "MYOB Advanced Integration Model" setting is not "One Legal Entity".
   
   

   
   
   

7. Suppliers:
   To bring suppliers across from MYOB to Workbench configure the following fields in MYOB for each supplier (see video with the steps):
   
   

   1. PURCHASE SETTINGS tab / Other settings/ Default Branch and select the right branch.

   2. ATTRIBUTES tab and add the Cinancial Companies attribute and the right Finco. It could be multiple fincos.

   3. SAVE.

   4. Ensure the supplier's Address Line 1 is populated in order to integrate.
      
      

8. Customers:
   
   

   
   Same as with Suppliers, to bring customers across from MYOB to Workbench configure the following fields in MYOB for each customer (see video with the steps):

   1. Go to Receivables/ Customers/ Open each customer and in the SHIPPING tab set the Other setting called Default Branch. Choose the right Branch (Profit Centre).

   2. ATTRIBUTES tab and add the Financial Companies attribute and the right Finco. It could be multiple fincos.

   3. Ensure the customer’s Address Line 1 is populated in order to integrate. Workbench ignores the entire address IF the Address Line 1 is blank.

   4. SAVE.
      
      

9. Once Suppliers and Customers have been updated in MYOB Advanced, use the Import button on Workbench MYOB Advanced integration screen to make sure all Suppliers and Customers are imported into Workbench. There is a scheduled task that imports any new or updated Customers/Clients from MYOB Advanced to Workbench, but the manual importcan be triggered anytime, as required.
   Default Location when syncing from MYOB Advanced to Workbench:
   When importing companies, Workbench defaults the location from the Template company on the corresponding financial company (Or the first location it finds, if not setup).
   This only happens upon creation. If a company already exists in Workbench, its location will not be updated.
   
   During the first initial sync of companies from MYOB Advanced to Workbench, the Last Update date, in the MYOB Advanced Integration screen in Workbench, is critical. Ensure the update date is the same date of when the data was imported or updated in MYOB Advanced.
   
   The MYOB Advanced Limited API licence call limit is 1500 calls per day. Any additional calls will require a full API licence from MYOB Advanced. (Some clients have had issues syncing 2000 suppliers on the initial upload. They required a full API licence in MYOB Advanced).
   
   

10. Model - One Legal Entity (No Branch reporting – Subaccounts used or only one Branch used):
    This step is only required this model (when the client requires sub-account reporting in MYOB Advanced).

    If sub accounts are used for MYOB Advanced, then the Workbench Profit Centres require the GL Suffix field to be mapped to the correct Sub-account value from MYOB Advanced.
    If this is used it should be segmented with a dash, as seen below.

    
    
    
    

11. Manual AR Invoice feature - This is to ensure the Workbench AR Invoice equals the MYOB Advanced AR Invoice Number.

    At this stage due to the recommended configuration approach of Multiple Companies (multi Fincos) with Multiple Branches(multi Profit Centres), MYOB Advanced supports ONLY ONE global setting (Auto or Manual numbering) for AR Invoice Numbering across all Companies/Branches.

    This is a MYOB Advanced limitation. Discuss with your client the Pors and Cons of having the below setting as “Manual Numbering” in MYOB Advanced.

    1. If the MYOB Advanced ARINVOICE numbering sequence was set to Manual.

       1. Pros:

          • Workbench AR Invoice = MYOB Adv. AR Invoice in the AR sub ledger. 

       2. Cons:

          • Additional Company in MYOB Advanced would require the finance user to enter in a manual Invoice number upon entry of the AR Invoice (within MYOB Adv). The issue with this is that the user could potentially enter a duplicate Invoice number for the same client and receive an error message when saving.

          • Finance user creating ad-hoc AR Invoices in MYOB Adv. will need to remember the invoice numbering sequence. For example, Workbench Invoices starts with 100001, MYOB Adv. ad-hoc AR Invoices start with 200001. May create confusion and finance user could forget the manual process.

    2. if the MYOB Advanced ARINVOICE numbering sequence was set to Auto.

       1. Pros:

          • MYOB Advanced will automatically generate the next AR Invoice, finance user does not need to think about updating AR Invoice numbers.

       2. Cons:

          • Workbench AR Invoice No. will not equal when exported to MYOB Adv. Finance users will tend to create ad-hoc AR Invoices in MYOB Adv. or progress claims are approved out of sequence.

          • MYOB dealer will have to alter the AR Statement to display the order no field which is populated with the WB AR Invoice Number.

          • Client will most likely get frustrated as to why systems do not match when it comes to AR Invoice Numbers. (This is definitely the main concern we are finding in AU, hence the feature request in Workbench to change to AR Manual numbering)

    3. Our recommendation would be to enable Manual AR Invoice numbering in MYOB Advanced as Finance users prefer that both system(s) invoice numbers are identical during integration.
       
       
       

12.  

Next Steps:

After the integration has been up and running for a while, the MYOB Dealer might remove the high access licence to our Workbench user in MYOB, and chnage it to one with less access. This will not affect the integration.