Integrate CartonCloud with MYOB (Account Right Live)

CartonCloud can be integrated with MYOB quickly and easily, allowing you to further automate your invoicing.

How it works

All of the above steps can be automated so they happen completely automatically every invoicing cycle, meaning you don't need to do anything at all!

How to set up the CartonCloud / MYOB Integration

Connecting to MYOB can be broken into 4 main parts:

Connecting CartonCloud to your MYOB Organisation
Connecting CartonCloud to correct Company File for the MYOB Organisation.
Linking each customer in CartonCloud with the appropriate contact in MYOB
Pushing Invoices to MYOB
(optional) - Go Completely Automated

1. Connecting CartonCloud to your MYOB Organisation

Firstly, go to your "Organisation Settings" page - you can get here by simply typing "Organisation" up in the top "search for anything" box:

Once there, go to the "Invoice" tab and click "Connect to MYOB"

MYOB will now ask you to log in to your MYOB Organisation.

Once you Sign In, you'll be redirected back to CartonCloud and you'll be able to see the MYOB connector is now active. In the 'Status' will notify 'Need to connect to Company File'.

Click on "Connect to Company File" to link your Organisation's company file to CartonCloud.

This will open a box in the browser to link your desired MYOB Organisation Company File to CartonCloud.

Once you have selected and saved your Company File, MYOB connection to CartonCloud will be complete and the status of MYOB will show 'Connected'.

To configure which "Account" from your General Ledger to use for each type of payment, click on "Modify Settings".

Fields which can be modified:

Field

Description

Default

Name

The name of the Accounting Connection, this is shown in several places throughout the app. If you create multiple accounting connections (ie: you are pushing invoices for different clients into different MYOB accounts), then it's important to name them different from one another. ie: "Company A", "Company B"

MYOB Public App

Default Tax Code

The default tax code to be applied to Line Items which pushed into MYOB

The Tax Code can be overwritten for specific Customers / Suppliers within the Edit Customers / Edit Suppliers pages.

GST (if available)

Start Date for Invoice/Bills

By default, if an invoice covers the week period: "2016-11-21" to "2016-11-27", then the Invoice uploaded to MYOB will have an Invoice Date of "2016-11-28".

This field sets the number of days which should be added to the Invoice Ending Date when uploaded to MYOB. For example, if you wanted the invoice to have the same date as the last day of the invoice then you would enter the value 0, which would add 0 days to the End Date, making the Date "2016-11-27"

Examples:

Start Date for Invoice / Bills	Date of Invoice in MYOB
2	2016-11-29
1	2016-11-28
0	2016-11-27
-1	2016-11-26
-7	2016-11-20

1 (the day after the Invoice finished)

Chart of Accounts

CartonCloud uses various types of Income and Expense which can be mapped to specific accounts within MYOB. Generally, you'll link these to your income accounts which relate to that particular type of charging.

We suggest creating a unique account for each different revenue type as this allows you to report more accurately on where your revenue is coming from.
For example, in your MYOB chart of accounts, you should have an account for "Storage Income", which is used only for recording revenue from Storage of items in your warehouse.

All Expenses, however (coming from Bills), are always linked to a single Expense Account.

The Chart of Accounts can also be overwritten for specific Customers / Suppliers within the Edit Customers / Edit Suppliers pages.

N/A

Once you have linked up each of your accounts click "Save".

The chart of accounts is reloaded from MYOB each time this page is reloaded, so if you make changes in your Chart of Accounts in MYOB and want to show that on CartonCloud, just refresh the page.

1.1 CartonCloud's Invoice number

CartonCloud provides the option to upload Invoices to MYOB with CartonCloud's Invoice number. To use this functionality, check the following checkbox (default state is unchecked):

For example, if the Invoice to be uploaded to MYOB has invoice number 1234, then its related MYOB Invoice will have Invoice number 'CC-1234'.

2. Linking each customer in CartonCloud with the appropriate contact in MYOB

You now need to link each of your customers in CartonCloud with your contacts in MYOB. This needs to be performed so that CartonCloud knows which Contact in MYOB the invoice should be loaded against.

Firstly, go to the Customers page in CartonCloud (Contacts-->Customers).

Then click the More Dropdown and select "Bulk Link Customers to {the name of your MYOB Connection}":

Note: The next page may take a while to load as it first downloads a list of all your MYOB contacts and attempts to automatically match as many as possible.

You can now see a list of all your CartonCloud customers, and link them with the appropriate account in MYOB

Firstly, search for each contact using the Search Box. If nothing is found, then use the button to create a new Contact in Xero.

Once you're done linking each of your customers to your MYOB Contacts, simply click "Save" at the bottom of the page.
If you ever need to change an individual customer's link to MYOB, simply go to the Edit page for the customer and use the "Invoice", "Accounting Connector" tab:

3. Pushing Invoices to MYOB

If you have Existing Invoices in CartonCloud that you want to push to MYOB (invoices that were created before linking the customer to MYOB), you first need to notify them that they can be pushed to MYOB.

Select any invoices you want to link with MYOB

Then scroll down and click "Link Accounting Connector".

Once this has been done, the Invoice will appear with a faded MYOB logo. This means the Invoice is set up to be sent to MYOB but has not yet been sent

Now, go into the Invoice and you'll have the option to Upload to MYOB. Click the Upload to MYOB Button

Once the invoice has been uploaded, several more options become available:

Note that Every time the invoice is Uploaded to MYOB a new Invoice is created - you cannot alter an existing invoice by re-uploading.

You can email the invoice to the customer as well, just click Email Invoice to Customer

If the customer's email address is not auto-populating in the email field, then you can add this into the customer's email settings. See section 4.3 in 'Go Completely Automated' below.

4. Go Completely Automated:

If you want to fully automate your invoicing, so that everything (charges, invoice generation, push to MYOB and emailing of invoices) is automated, you'll be happy to know you can.
Provided the Invoice does not have any charge errors (requiring manual intervention), complete automation is possible, and recommended - once you've testing everything is working correctly of course!

You should only move to complete automation once you're happy that your rates are correct, that you have everything connected correctly between CartonCloud and MYOB.

4.1. MYOB Invoice Status to Approved

Complete automation requires Approved invoices to be sent to MYOB, so make sure your MYOB Invoice Status is set to "Invoice".
Once you've done this - more options will be available in the Details tab.

4.2. Turn on automatic Invoicing

Next, from the Invoice / Details page, ensure you have 'Automatically Upload Invoices to MYOB' and 'Automatically Email Invoice ...' enabled.

4.3. Ensure you have your customers email address set up to receive 'Invoice Notifications'

For the email to be sent automatically, you need to have at least one email address set up to receive Invoice Notifications.
If you don't, simply add a new email and enable Invoice Notifications for that email address.

You're all done! Now just keep an eye on any Invoices that have Charge Errors!