CartonCloud can be integrated with MYOB to allow automated invoicing. 

How it works

The above steps can be automated entirely for every invoicing cycle. See step 4 for instructions on automating the process. 
Note that every time the Invoice is Uploaded to MYOB, a new Invoice is created - you cannot alter an existing invoice by re-uploading it. 

How to set up the CartonCloud / MYOB Integration

Connecting to MYOB can be broken into three main parts:

  1. Connecting CartonCloud to your MYOB Organisation
  2. Linking each customer in CartonCloud with the appropriate contact in MYOB
  3. Pushing Invoices to MYOB
  4. (optional) - Go Completely Automated

1. Connecting CartonCloud to your MYOB Organisation

  • Navigate to Organisation Settings, More>Organisation Settings.
  • Select the Invoice tab and select 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. The Status will read as 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 payment type, click on Modify Settings.

Fields that can be modified:

FieldDescriptionDefault
NameThe name of the Accounting Connection is shown in several places throughout the app. If you create multiple accounting connections (i.e., you push invoices for different clients into different MYOB accounts), it's important to name them differently. i.e., "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: "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 / BillsDate of Invoice in MYOB
22016-11-29
12016-11-28
02016-11-27
-1

2016-11-26

-72016-11-20
1 (the day after the Invoice is finished)
Chart of Accounts

CartonCloud uses various types of Income and Expenses, which can be mapped to specific accounts within MYOB. Generally, you'll link these to your income accounts related 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 the Storage of items in your warehouse.


However, all Expenses (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, 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, 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 MYOB contacts. This needs to be performed so that CartonCloud knows which Contact in MYOB the invoice should be loaded against.

  • Navigate to the Customers page, Contacts>Customers.
  • Click the More Dropdown and select Bulk Link Customers to {the name of your MYOB Connection}.

Note: The following page may take a while to load as it first downloads a list of all your MYOB contacts and attempts to match as many as possible automatically.
  • You can now see a list of all your CartonCloud customers and link them with the appropriate account in MYOB.
  • Use the MYOB Customer search box to find each MYOB Contact. Select Create New Contact in MYOB if you can not find the contact. 

  • Once you have finished linking each of your Customers in CartonCloud to your MYOB Contacts, click Save at the bottom of the page. 
  • If you ever need to change an individual customer's link to MYOB, navigate the relevant Customer Settings and select Invoice>Accounting Connector tabs. 

3. Pushing Invoices to MYOB

Suppose you have existing invoices in CartonCloud that you want to upload to MYOB (invoices created in CartonCloud before linking the customer to MYOB). In that case, you can do so by manually pushing them to MYOB from CartonCloud. 

  • Navigate to the Invoices page, More>Invoices
  • Select the Invoices you wish to upload to MYOB using the tick box. 

  • Scroll down and select Link Accounting Connector

  • Once this is completed, 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.

  • Navigate to one of the individual Invoices you just selected to upload to MYOB and click Upload to MYOB. 

  • Repeat this process for each Invoice. 
  • Once the Invoice has been uploaded, several more MYOB Actions will become available.

  • Uploading an invoice to MYOB will allow overwrite the previous invoice; this checkbox is ticked by default. Without this checked, it will create a new invoice in MYOB.

3.1. Editing invoices outside of Cartoncloud

Suppose you're editing an invoice created by Cartoncloud directly in MYOB itself. In that case, any changes made to the invoice will be retained and NOT overridden by any updates to the invoice from Cartoncloud unless you choose to overwrite the previous invoice when uploading.

3.2. Emailing invoices to customers

  • You can email the Invoice to the customer by clicking Email Invoice to Customer.

  • Suppose the customer's email address is not auto-populating in the email field. In that case, you can add this into the customer's email settings (See section  4.3 in 'Go Completely Automated' below for more information).


4. Go Completely Automated

With CartonCloud, you can automate your invoicing process so that everything (charges, invoice generation, sending invoices to MYOB and emailing of invoices) is seamless and done automatically for you. Provided the Invoice does not have any charge errors (requiring manual intervention), complete automation is possible and recommended. 

The below set-up is done within the Customer Settings. 
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.

  • Navigate to the relevant Customer Settings.
  • Select the Invoice tab.
  • Se the Myob Invoice Status to Approved

4.2. Turn on automatic Invoicing

  • Within the Invoice>Details tab, enable Automatically Upload Invoices to MYOB and Automatically Email Invoice (with MYOB PDF attached), and Mark Invoice Approved 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.

  • Navigate to the Email>Address tab.
  • Add a new email address to the New email field. 
  • Click Add new email.

  • Enter the recipient's name and select the Invoice Notification

  • Select Save