MYOB - Export Purchase Orders

Use the Orders tab in the MYOB Exporter to send received HirePOS Purchase Orders to MYOB Business.

Only non-cancelled orders that have been received, fully or partially, are eligible for export. The Date From and Date To filters use the received date.

Confirm that:

• the supplier has a Supplier Code in HirePOS;

• the Item Category or Item Type has a valid MYOB Expense Code;

• the expense code matches an MYOB account number exactly; and

• MYOB contains the FRE and GST tax codes.

The Supplier Code is required for MYOB Purchase Order export.

HirePOS looks for an MYOB supplier whose Card ID or Display ID matches the HirePOS Supplier Code. If no match exists, HirePOS creates the supplier in MYOB using that code.

An order cannot be exported without a Supplier Code.

Purchase Order lines use MYOB expense account codes from these locations, in order:

1. Setup > Item Related > Item Categories > MYOB Expense Code

2. Setup > Item Related > Item Types > MYOB Expense Code

The Item Category code takes priority over the Item Type code. The selected value must match an MYOB account number or Display ID exactly.

The Purchase Order exporter determines the MYOB tax code from the tax amount on each HirePOS order line:

• a zero tax amount uses MYOB tax code FRE;

• a non-zero tax amount uses MYOB tax code GST.

This is different from invoice export, which looks up the tax code selected on each invoice line.

1. Open the MYOB Exporter from HirePOS.

2. Select the Orders tab.

3. Set Date From and Date To for the received records you want to export.

4. Adjust Branch, Hide Completed, or Search if required.

5. Select the orders to export.

6. Click MYOB Transfer.

For each selected order, the exporter checks the tax codes, expense account codes, supplier, and order number before creating the MYOB service Purchase Order.

Purchase Orders can be exported as items are received.

When a received order has a version, the MYOB Purchase Order number uses:

Prefix + Order Number + -Version

For example, order 1001, version 2, with the default HP prefix is exported as HP1001-2.

When there is no version, the number is the Prefix followed by the Order Number.

The exporter marks the relevant received version, or the whole order when no version applies, as completed after a successful transfer.

Before creating an order, the exporter searches MYOB for the expected prefixed Purchase Order number.

If the order already exists, the exporter marks the corresponding HirePOS order or version as completed instead of creating another order.

Changing the exporter Prefix can prevent earlier MYOB orders from being recognised.

After export, HirePOS reads the Purchase Order back from MYOB and compares its total with the HirePOS total.

If the totals differ, review the Purchase Order in MYOB and make any required rounding adjustment.

After the supplier invoice arrives, the exported Purchase Order can be converted to a bill in MYOB.

See Converting Exported Purchase Orders to Bills in MYOB Business.