Supplier Settings - MYOB ARL Connect

A Bill must have the following three conditions met for the bill disbursement rows to be shown in Connect Preview:

1. The Bill needs to be marked as 'Export to Connect' is allowed.
   This defaults to being allowed on new created bills, and all existing bills are marked as export allowed as part of the upgrade to 4.9.4. If this option is unchecked then it is a Synergy Only Bill, which allows you to show a transaction line on a project invoice that is to sent to your accounting system to be paid.
2. The Bill must be fully disbursed against a project.
   This means all lines on the bill must be disbursed against a Synergy project, or the <Office> project.
3. The Bill must be 'locked'.
   After entering a new Bill record in Synergy, the record must be marked as 'locked and finalised'. Locking a bill stops further editing of the record, and allows the record to be sent via Connect. Director access level and above can unlock a bill and edit the details if required.
   All existing bills that are fully disbursed are automatically locked as part of the upgrade process for the 4.9.4 release.

Click the image above to see the data required in a bill for it to be exported via Connect.

Configure the export of Supplier Expenses (bills) to MYOB using Connect with the following steps:

1. Enable export - Enable the export by checking the 'export supplier expenses' option.
2. Account Codes - Setup the account code mapping for Project and Internal <office> disbursed expenses.
3. Notes - Select how the disbursement notes will be exported.
4. Filters - Filter out certain type of data from being exported to Connect. (Optional)

Common settings used for exporting supplier expenses (bills) to MYOB AccountRight Live are shown in the image below.

Click the image above to see sample supplier export settings for MYOB.

Step 1 - Enable export to MYOB ARL

Within the MYOB ARL Supplier Expenses settings page, check the box 'export supplier expenses'. This enables the other fields on this tab to allow you to configure the rules for how supplier expenses (bills) are exported.

Step 2 - Setup the account code mapping

Use the 'account codes' section of the export settings page to define which location in MYOB AccountRight Live that the supplier expenses will be exported. The account codes valid for use for Bills are found in MYOB > Accounts List in either the 'cost of sales' or 'expense' tabs. The detail Synergy will require is shown in the 'account number' column in these tabs. Valid account numbers are setup in MYOB as a 'detail account' type.

Tip: Select account numbers that are 'detail' accounts in MYOB. Header account numbers cannot be used by Synergy Connect for the export.

The most common options for account codes for the supplier expense export are:

1. Fixed - Specify a single account code in MYOB that the expenses will be transferred into.
2. Expense type - Use the 'account code' field on the expense type records to map where the data will be sent to in MYOB. This allows each type of expense entered to be sent to a different account in MYOB. In the Connect preview window there is an option that allows the expense type entered against each disbursement line to be adjusted if required before the sync to MYOB is run.

Tip: Advanced options are available for account code mapping. Read the account codes topic to find out more.

Step 3 - Exporting the supplier bill notes

Choose if the notes entered against the Supplier expense (bill) disbursement lines will be exported to MYOB AccountRight Live. The note that can be exported is held against the disbursement lines. The note field in the top section of the Synergy bill is not exported. The image below has the notes that can exported highlighted.

Click the image above to see the bill note(s) that can be exported from Synergy.

The export options for the disbursement notes are:

1. Not Used - Select this option and the notes are not exported.
2. In Comment Field - Select this option and the notes appear in the 'comment' field of the MYOB purchase record.
3. As Header Transaction Line - Recommended option - Select this option and a $0 line is added to the MYOB purchase record, with the notes entered against each disbursement line included.

Take a look at the image below to see the location of the header transaction line or the comment field in MYOB AccountRight Live.

Click the image above to see the locations the disbursement notes can be added in MYOB.

Exclude Supplier Expenses using the Filter

Filters can be used to stop a selected group of supplier expenses from being sent to MYOB AccountRight.

For example: Stop all supplier expense from appearing in the Connect Preview Window for the 'Sydney' Office Location. This will stop the transfer of supplier expenses disbursed against a Synergy Office Project to MYOB AccountRight, and allow all other office locations data to be sent.

Add a filter to Connect by

1. Open the MYOB AccountRight Live Connect.
2. Go to the Supplier Expenses Screen in the Wizard.
3. Locate the 'Supplier expenses filter' panel at the bottom of the screen and press the 'Edit' button.
4. In the Available Filters panel on the left, click the filter you want to add. I.e. Project Office Name.
5. In the panel at the bottom of the screen choose the value that is to be filtered. I.e. IS NOT Sydney.
6. Repeat for each Project, Contact, or Expense Invoice filter that is required.
7. Save and Close .

Tip: Remove the filter in the edit screen using the eraser button on the filter row.

The supplier expense (bill) entered in Synergy will be exported to MYOB ARL similar to the below example. In this scenario the 'account code' mapping was done based on 'expense type' and the 'expense note' option was set to use the 'as header transaction line' option.

The Synergy Bill is valid to be exported as the record is marked as allowing export to connect, locked, and fully disbursed all lines against a project / sub project.

Click the image above to see the Synergy Bill record.

After Connect is run the record is then shown in MYOB AccountRight Live as per the example below. The data in the Synergy Bill is shows in these MYOB Purchase record locations:

1. Supplier and Ship To - This is the contact name selected on the bill, and the street address entered on the Synergy contact.
2. Date - This is the 'invoice date' from the Synergy Bill.
3. Supplier Inv No - This is the 'invoice number' entered in Synergy.
4. Terms NEW 4.9.4 - This is the 'due date' entered in the Synergy Bill. The 'terms' in MYOB as set as a # of days instead of date. Connect converts the date to a # of days as part of the export process. See the second image below for the terms details window, which shows the matching date to the Synergy Bill. Option this window by clicking the blue arrow in the terms field.
5. Note line - Any notes entered against the Synergy disbursement lines will appear as a $0 line item at the top of the purchase record. If there are multiple disbursement lines in Synergy with notes against the one Bill, then these are combined together on to the one $0 line.
6. Disbursement lines - Each Synergy disbursement line will appear within the 'description table'. The description text is the following synergy data: <Rate name> <Supplier Bill Type><Project number> / <Sub project name>. The account no shown on each line is selected based on the account code mapping option selected. The amount value shown on each disbursement line is the synergy 'total ex tax' value. The tax code shown is the Synergy 'tax rule' selected on each disbursement line.
7. Journal memo - The journal memo is set to be the Synergy contact name.

Click the image above to see the Purchase record created in MYOB ARL by Synergy Connect.

The new feature in the 4.9.4 release is the export of the supplier bill due date from Synergy. The credit terms window in MYOB can be opened by selecting the blue arrow in the 'terms' field. In this MYOB window you can see the 'due date' that was entered on the Synergy Bill record, which shows as a # of 'balance due days' in the MYOB Purchase record.

Click the image above to see the due date as a credit term in MYOB.

1. Export supplier expensesCheck the box if you want to export supplier expenses (bills) from Synergy to appear as a purchase record in MYOB AccountRight Live.
2. Project line items
   1. Account codeChoose how to map to the MYOB Account # location. This tells Synergy if you have stored a varying account code in a set Synergy location (e.g. on the expense type), or if you want to use a set value for all bills sync'd using the 'fixed value' option. The available options are: Fixed value, Contact, Attribute (contact), Attribute (project), Discipline, Cost Centre, Expense type. If you are unsure of which option to use, please contact Synergy Support.
   2. Expense noteChoose where in MYOB the note entered against the disbursement line will appear. Recommended option is 'as header transaction line' which makes the disbursement notes appear as a $0 line item within the purchase bill record created. Other options are show send the note to the 'comment' field in the MYOB purchase record, or to not send the disbursement note at all (not used).
3. Office line items
   1. Account codeChoose which account the supplier expenses (bills) will be sent to. They can be sent all to one location(fixed value), or a varying location (using expense type). The account code mapping options are: Fixed value, expense type, cost centre, discipline. If you are unsure of which option to use, please contact Synergy Support.
4. Supplier expense filterClick the 'edit' button to add a filter to exclude certain types of supplier expenses (bills) from the export. This is commonly used to exclude bills for another office location using a 'project' filter to exclude the 'office locations' that should not appear in the open MYOB company file.