MYOB - Export Invoices and Payments

Use the MYOB Exporter to send HirePOS Invoices, Credit Notes, and customer payments to MYOB Business.

Export invoices before payments. A corresponding invoice must exist in MYOB before the exporter can apply a HirePOS payment to it.

1. Open the MYOB Exporter from HirePOS.

2. Select the Invoices tab.

3. Set the required Date From and Date To.

4. Adjust the Branch, Hide Completed, Exclude On Hire Invoices, or search filters if required.

5. Select the Invoices or Credit Notes to export.

6. Click MYOB Transfer.

The list includes non-cancelled HirePOS records with a Transaction of Invoice or Credit Note.

For each selected record, the exporter:

1. checks the MYOB tax codes;

2. checks any MYOB Jobs required by item or branch tracking;

3. checks the MYOB income account used by every invoice line;

4. checks whether the invoice already exists in MYOB;

5. finds or creates the MYOB customer;

6. creates the MYOB service invoice or Credit Note;

7. verifies that the new MYOB record can be found; and

8. marks the HirePOS record as completed when verification succeeds.

If the exporter finds an existing MYOB invoice with the expected number or Journal Memo, it does not create another one. It marks the HirePOS invoice as completed and reports that the invoice already exists.

HirePOS searches for the MYOB customer in this order:

1. HirePOS Customer Code against the MYOB Card ID or Display ID

2. Company name

3. First name and last name

If no matching customer exists, HirePOS creates one using the HirePOS customer details. When a HirePOS Customer Code is available, it becomes the new MYOB customer's Card ID or Display ID.

Matching Customer Codes are recommended because names can be duplicated or changed.

Every exported invoice line needs an income account code that matches an MYOB account number exactly.

HirePOS selects the account code in this order:

1. Setup > Invoice Categories

2. Setup > Item Related > Selling Units

3. Setup > Items

4. Setup > Item Related > Item Categories

5. Setup > Item Related > Item Types

6. The applicable group item's category or type for a group-code line without an item

The first available code is used. If a line is exporting with an unexpected account, check the higher-priority locations before changing the Item Category or Item Type.

Click an Invoice Number in the exporter to preview its details and review the account code selected for each line.

The exporter uses the tax code selected on each HirePOS invoice line and looks for the same tax-code value in MYOB.

If the tax code is missing from the HirePOS line or cannot be found in MYOB, the invoice will not export.

MYOB Jobs can be selected from item tracking or branch tracking. Item tracking takes priority over branch tracking.

The Job number configured in HirePOS must exactly match an existing MYOB Job number. If the Job cannot be found, the invoice will not export.

For setup instructions, see MYOB - Tracking Categories (Jobs).

Normally, the MYOB Invoice Number is the configured Prefix followed by the HirePOS Invoice Number.

If Use MYOB Invoice Number Sequence is enabled, MYOB assigns the Invoice Number and the prefixed HirePOS number is placed in the MYOB Journal Memo. This option also disables the Payments and Bankfeeds tabs.

For more information, see MYOB - Exporter Filters, Options and Buttons.

After exporting an invoice, HirePOS reads it back from MYOB and compares the MYOB total with the HirePOS total.

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

Before exporting payments, confirm that:

• the related invoices have been exported to MYOB;

• the HirePOS customer can be matched to the MYOB customer; and

• the HirePOS Bank Account has an Account Code matching an MYOB account number.

Pending payments or deposits are not included in the normal payment-export list.

To export payments:

1. Open the MYOB Exporter.

2. Select the Payments tab.

3. Set the required Date From and Date To.

4. Select a payment method or other filters if required.

5. Select the payments to export.

6. Click MYOB Transfer.

Payment methods can be filtered by Cash, Cheque, EFTPOS, or Online.

Payment export uses the Account Code from Setup > Bank Accounts.

This code must match the MYOB account number or Display ID for the account receiving the payment. If the field is blank, the exporter displays No Account Code!. If the code does not exist in MYOB, the payment will fail to export.

For each selected payment, the exporter:

1. checks whether the payment or receipt number already exists in MYOB;

2. checks the HirePOS Bank Account code against MYOB;

3. finds the MYOB customer;

4. finds each related MYOB invoice using the prefixed HirePOS Invoice Number;

5. creates the MYOB customer payment;

6. applies the relevant amount to each matching invoice;

7. verifies the payment in MYOB; and

8. marks the HirePOS payment as completed.

If MYOB already contains the expected receipt number, the exporter marks the HirePOS payment as completed and reports that the receipt already exists.

The Payments tab is hidden when Use MYOB Invoice Number Sequence is enabled.

Open the Options tab and review that setting. Disabling it restores the normal HirePOS-numbered invoice workflow for future exports, but it does not renumber invoices already created in MYOB.