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Feature Availability

Vtiger Editions: One Professional | One Enterprise
To know more about feature limits, click here.

Introduction

 

MYOB is a tax and accounting software for businesses. MYOB serves as a provider of payroll, payments, retail point-of-sale, CRM, and professional tax solutions. It helps you manage your financial transactions, including taxes and invoices. 

MYOB for Vtiger CRM

Using MYOB with Vtiger helps you sync MYOB data, such as Contacts, Items, and Invoices, with Vtiger Contacts, Organization, Products, and Invoices modules, respectively. Vtiger CRM provides multidirectional data sync with MYOB. You can sync data in the following ways:

• Sync from MYOB to Vtiger
• Sync from Vtiger to MYOB
• Sync both ways 

When you integrate Vtiger CRM with MYOB, your data flows between both applications, and you can manage your accounting operations right from the CRM.​​​

Benefits of Integration

There are multiple benefits to integrating MYOB Accounting with Vtiger CRM. You can:

• Access your accounting data from the CRM.
• Generate reports and gain insights.
• Prevent duplication and errors with a single source of data.
• Save time by managing your data and tasks from a single app.

Integrating MYOB with Vtiger involves the following:

• Installing MYOB from the Extension store.
• Configuring or setting up the integration.
• Enabling synchronization between Vtiger and MYOB to facilitate data flow.

In this article, you will learn about:

• Installing MYOB Integration
• Configuring MYOB with Vtiger
• Using MYOB with Vtiger integration
• Limitations

Prerequisites

For you to integrate MYOB accounting with Vtiger CRM: 

1. You must have a MYOB business account.
2. Your business account should be active.
3. You must enable the MYOB Extension in Vtiger CRM.

Key Terminology 

Installing MYOB Accounting

MYOB is a third-party app you must install from Vtiger's Extension Store. You can install extensions only if you are an Admin user in the CRM.

Follow these steps to install MYOB:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Add-ons.
4. Look for the MYOB extension.
5. Click Install.
6. Click Yes to confirm the installation.

Note:

• MYOB is not available by default in the CRM. You need to install the extension.
• Only Admins can install MYOB from the Extension store. After Installation, Admins can view MYOB under Settings.
• For other users, MYOB is available in the related modules' Sync pop-up (under System-level Connectors).
• Only Admins can uninstall MYOB from the Extension store.
• MYOB is not available as a module in Vtiger CRM.

Configuring MYOB Sync with Vtiger CRM

To sync MYOB with Vtiger CRM, let's learn about the configurations that need to be mapped appropriately.

Note: MYOB accounting is available for the following modules in Vtiger CRM:

• Contacts.
• Organization
• Invoices
• Products

Syncing MYOB Contacts to Vtiger CRM Contacts

• When creating a contact in MYOB, if your customer is a person, select 'Individual' as the Designation.
• On MYOB, under the Contacts module, All Contacts with a designation of 'Individual' are synced with Vtiger CRM's Contacts module.

Follow these steps to sync MYOB Contacts (Individual) to Vtiger CRM's Contacts module: 

1. Log in to your MYOB account.
2. Click Contacts.
3. Select Create Contact.
4. Select Customer as the Contact Type.
5. Select Individual under Designation.

With this, MYOB Contacts with Designation Individuals are synced to Vtiger CRM's Contacts module.

Syncing MYOB Contacts to Vtiger CRM Organizations

• When creating a contact in MYOB, if your customer is a company or organization, select Designation as Company.
• On MYOB, under the Contacts module, All Contacts with the Designation Company are synced with Vtiger CRM's Organizations module.

Follow these steps to sync MYOB Contacts (Company) to Vtiger CRM's Organizations module: 

1. Log in to your MYOB account.
2. Click Contacts.
3. Select Create Contact.
4. Select Customer as the Contact Type.
5. Select Company under Designation.

With this, MYOB Contacts with Designation Company are synced to Vtiger CRM's Organizations module.

Note: Selecting Contacts with Designation Supplier or Personal will not sync MYOB Contacts with Vtiger CRM.

Syncing MYOB Invoices to Vtiger CRM Invoices

• On MYOB, under the Sales module, Invoices are synced with Vtiger CRM's Invoices module.
• To sync MYOB Invoices with Vtiger CRM's Invoices modules, you should choose MYOB Invoices with Invoice settings, Services, and Items.

Follow these steps to sync MYOB Invoices with Vtiger CRM: 

1. Log in to your MYOB account.
2. Click Sales.
3. Select Create Invoice.
4. Click the Settings icon.
5. Under Field Layouts, select Services and items.

Note: Selecting Services will not sync MYOB Invoices with Vtiger CRM.

Syncing MYOB Items to Vtiger CRM Products

Items in MYOB Sales are synced with Vtiger CRM's Products module.

Configuring MYOB Accounting for Vtiger CRM

In this section, let us learn how to authenticate and configure MYOB Accounting on Vtiger CRM.

Follow these steps to configure MYOB on Vtiger CRM:

1. Step 1: Setting up MYOB on Vtiger CRM modules
2. Step 2: Authenticating the MYOB account
3. Step 3: Configuring MYOB settings on Vtiger CRM

Note: You will navigate between MYOB and Vtiger CRM screens for the above steps.

Step 1: Setting up MYOB on Vtiger CRM modules

1. Log in to your CRM account.
2. Click the Main Menu.
3. Go to Contacts (Organizations, Products, or Invoices) 
   1. Note: For example, we have considered the Contacts module. You can go to any related module where you want to configure MYOB Accounting.

4. Click the Sync button. The Sync window will open.

5. If MYOB were successfully installed, it would be visible in the Sync window.
   1. You can also see the Sync Log and Settings beside MYOB in this window.
      1. Clicking Sync Log directs you to the MYOB Sync Log page.
      2. Clicking Settings directs you to the MYOB settings page for the Contacts module.
   2. There are multiple ways to go to the Settings page. You can click Settings to access the Settings page from here. Or, you can go to the Sync Log page > Settings to access the Settings page.
6. Click Settings to configure MYOB accounting.

Step 2: Authenticating the MYOB account

You will be directed to the MYOB Pre Sync Settings screen. Under Pre Sync Settings:

1. In the Sync Records From field, choose the time span you want to sync records from.
2. Enter the Company File.

3. Retrieve the Company File. Follow these steps to retrieve and input the Company File:
   1. Log in to your MYOB account.
   2. On the MYOB Home screen, copy the Company ID from the MYOB Essential URL in the address bar.
   3. Return to the Vtiger CRM Contacts Module > MYOB Pre-Sync Settings page.
   4. Paste the Company ID into the Company File field on the MYOB Pre-Sync Settings page.

Step 3: Configuring MYOB settings on Vtiger CRM

You will be directed to the MYOB Settings screen, where you need to enter or select the following information for configuring MYOB settings:

• System Settings
• Sync Settings
• Tax Sync Settings
• Inventory Accounts Sync Settings
• Organizations Sync Settings
• Contacts Sync Settings
• Products Sync Settings
• Invoices Sync Settings

In the System Settings section, add or select the following information:

• Debug Mode - Enables you to enable or disable storing synced data in the Debug Log.
• Background Sync Frequency - Select the duration for Background Sync Frequency.

In the Sync Settings section, add or select your:

• Default Sales Account 
• Default Purchase Account 
• Default Selling Tax 
• Default Buying Tax 
• Default empty Tax 
• MYOB Contact Sales Layout 
• MYOB Contact Invoice Delivery 

In the Tax Sync Settings section, select the following information:

• Sync Direction - You can choose the way you want to sync data in the following ways:
  • Sync from Service to Vtiger - Sync from MYOB to Vtiger
  • Sync from Vtiger to service - Sync from Vtiger to MYOB 
  • Sync both ways - Sync from MYOB to Vtiger and Vtiger to MYOB
• Enable Tax Sync - Enable it if you want to sync data from MYOB for the Contacts module; otherwise, disable it.

Note:

• The Sync Direction settings, as illustrated above, remain the same for the Inventory Accounts Sync Settings, Organizations Sync Settings, Contacts Sync Settings, Products Sync Settings, and Invoices Sync Settings.
• Enable Inventory Accounts Sync, Organizations Sync, Contacts Sync, Products Sync, and Invoices Sync if you want to sync data from MYOB for the Services, Organizations, Contacts, Products, and Invoices modules, respectively; else, disable them.

Configuring MYOB Accounting for the Vtiger procedure remains the same for all the related modules.

Syncing MYOB Data with Vtiger CRM

After the MYOB Accounting configuration on Vtiger is successful, you can sync MYOB data with Vtiger CRM.

Follow these steps to sync data between MYOB and Vtiger:

1. Log in to your CRM account.
2. Click the Main Menu.
3. Go to Contacts(Organizations, Products, or Invoices).
   1. Note: For instance, we have considered the Contacts module. You can go to any related module whose data you want to sync.

4. Click the Sync button. The Sync window will open.
5. If MYOB were successfully installed, it would be visible in the Sync window.
6. Click Sync Log. You will be directed to the MYOB Settings page.

7. Click Sync Now to sync data between MYOB and Vtiger.

8. The MYOB-Sync log will display sync results (in numbers) - the modules that were successfully synced for the available records.

9. Clicking on the numbers will direct you to the Source Module and Record Name. Clicking the Record name, you will be directed to the respective Contact record.

Once synced, you can view the Contact record by going to the Contacts module.

Note:

• Each time you add data to MYOB, you must follow the above procedure to sync MYOB data with Vtiger CRM.
• The procedure for syncing data between MYOB and Vtiger remains the same for all related modules.

MYOB-Sync Log 

The MYOB-Sync Log screen displays:

• Information on sync status - Records can be in the following statuses:
  • Created - Contacts, Products (Items), and Invoice records that have been created and saved on MYOB.
  • Updated - Contacts, Products (Items), and Invoices records that have been updated and saved on MYOB.
  • Skipped - Contacts, Products (Items), and Invoices records that have been created and saved on Myob with a few mandatory fields on MYOB and mapped Vtiger fields are empty.
• Debug Log - Clicking the Debug Log button displays the data sync(both ways) information in the form of logs.    
• Revoke Access - Clicking the Revoke Access button stops the sync between MYOB and Vtiger for the specific module.
• Sync Now - Clicking the Sync Now button syncs data between MYOB and Vtiger for the particular module.
• Sync Log - Clicking the Sync Log button will direct you to the MYOB Sync Log page.

Understanding MYOB Taxes

MYOB Items and Invoices have two optional Tax types:

• Tax Inclusive 
• Tax Exclusive

MYOB Items Tax Types

MYOB Items Tax types are mapped with the Vtiger CRM Products module.
Follow these steps to understand MYOB Invoices Tax types with Vtiger CRM:

1. Click Sales.
2. Select Items.
3. Click Create Item.
4. Choose Tax Type under the Selling option:
   1. Tax-inclusive - In Vtiger CRM, in the Products module, in the Detailed View of the Product record under MYOB Information, the Tax-inclusive field is checked by default.
   2. Tax exclusive - In Vtiger CRM, in the Products module in the Detailed View of the Product record under MYOB Information, the Tax exclusive field is unchecked by default.

MYOB Invoices Tax Types

MYOB Invoices Tax types are mapped with the Vtiger CRM Invoices module.
Follow these steps to understand MYOB Invoices Tax types with Vtiger CRM:

1. Click Sales.
2. Select Create Invoice.
3. Click the Settings icon.
4. Under Field Layouts, select Services and Items.
5. Choose Tax Types under the Amounts:

6. Tax-inclusive - in Vtiger CRM, in the Invoices module, in the Detailed View of the Invoice record:
   1. Under Invoice Details, the Tax Inclusive field is checked by default.
   2. Under Item Details, the Unit Selling Price field is synced with the Unit Price field on the MYOB Invoice. The price displayed here includes the tax amount.
   3. Under Item Details, the MYOB Tax Total field is synced with the Tax field on the MYOB Invoice.
   4. Under Item Details, the Grand Total field is synced with the Total field on the MYOB Invoice. The price displayed here includes the tax amount.

7. Tax exclusive - In Vtiger CRM, in the Invoices module in the Detailed View of the Invoice record:
   1. By default, the Tax Inclusive field in Invoice Details is unchecked.
   2. Under Item Details, the Unit Selling Price field is synced with the Unit Price field on the MYOB Invoice. The price displayed here does not include the tax amount.
   3. Under Item Details, the MYOB Tax Total field is synced with the Tax field on the MYOB Invoice.
   4. Under Item Details, the Grand Total field is synced with the Total field on MYOB Invoice. The Grand Total price displayed here varies from the Total price, as it excludes the tax amount.

Note: The above-mentioned tax amount differences between Vtiger CRM and MYOB are because Vtiger CRM Products and Invoices are always designed to be tax-exclusive. However, on MYOB, you can choose Items and Invoices to be either tax-inclusive or tax-exclusive.

Field Mapping

For data to sync properly between Vtiger CRM and MYOB, the fields in the CRM need to match the fields in MYOB. Field mapping enables this process to occur smoothly.

Improper or incomplete mapping is the reason why the sync process skips a few records, and these records won't be updated. For example, a mandatory field in MYOB might have data, and the mapped non-mandatory field in Vtiger might be empty. In this case, the sync process will not be successful.

The following tables display the modules and respective fields in MYOB that are mapped to the modules and fields in Vtiger CRM:

Synchronization for the Contacts module

Synchronization for the Organizations module

Synchronization for the Products module

Note: The Is Sold, Is Bought, and Tax Inclusive fields on Vtiger CRM remain unchecked if I sell this item (Selling), I buy this item (Buying), and the "Tax Inclusive (Selling) fields on MYOB remain unchecked and vice versa.

Synchronization for the Invoices module

MYOB Limitations

• Only Individual(Item taxes) Tax mode must be used in Vtiger CRM to sync Vtiger Invoices with MYOB.
• Only MYOB-created taxes must be used in Invoices for Vtiger CRM records.
• Only one Tax must be used for Invoice records in Vtiger CRM.
• Only item-level discounts must be used in Vtiger CRM Invoices.
• Invoices with negative adjustments will be skipped. Only positive adjustments will be synced to MYOB.
• MYOB Invoices should be linked to Vtiger CRM Contacts or Organizations, else Invoices will be skipped.
• Vtiger CRM Invoices with taxes on the charges value will not sync to MYOB.
• Only the MYOB-created Sales account must be used in the Vtiger Invoice Item Details. 
• All newly created Invoices in Vtiger will be synced to MYOB as tax-exclusive Invoices.