Tips and Tricks for MYOB ARL Connect

View tip and tricks about how to use or setup MYOB AccountRight Live Connect. NEW 4.9.1

ClosedGetting Started
Setup required before use Who Can Use It? Where Is It?

Overview of settings

Administrator

System Administrator

Connect > MYOB AccountRight Live Connect
ClosedWarning and Error messages NEW 4.9.4

Before running the connect sync it is important to review all warnings and errors that are shown in the preview window.

Tip: When you are unsure of an error / warning message - Skip the lines . Skipped lines will not be sent in the MYOB AccountRight Live Connect sync. Please then contact Synergy Support for assistance on how to resolve the messages shown for the skipped lines before sync-ing the data.

General Settings

Issue Where Solution
MYOB connect seems to take a long time to run the preview process. Synergy

Consider updating the 'Export Data From Date' every financial year, or each quarter.

This date on the general tab controls how far back (into the past) Synergy will check for available data to send over to MYOB. This check is done against MYOB in real-time as the preview process is being completed.

By moving this date forward to this financial year, there is less data for the preview process to check for invoices, credits, payments, and expenses. i.e. Update to 01/07/2014.
The ABN entered on the Synergy contact is not showing up in MYOB. MYOB

MYOB is expecting and ABN with 11 numbers. e.g. the ABN can be entered in Synergy as either ‘22123456789’ or ‘22 123 456 789’ and be transferred to MYOB correctly.

If the ABN entered in Synergy has a different amount of numbers, then it will not be sent to MYOB.

If you update the Synergy contact to have the correct ABN of 11 numbers, then it will be transferred to MYOB on the next sync that includes and invoices for that contact record.

The Synergy Connect preview will show a warning on the Contacts tab for any invalid entered ABN numbers.
The Email address for the contact is shown as invalid. Synergy

The preview window will show any email address as invalid when it is not in the 'myob required format'. For example 'sales@austbuilders.com.au' is a valid format, and '@austbuilders.com.au' is an invalid format in MYOB.

In the preview window click the 'Edit' button on the contact row, and update the email address to a 'valid' format before running connect to 'add' the new contact record into MYOB.

Login Process

Having troubles logging into your MYOB company file in Synergy Connect? Review the following solutions to common support queries for this process.

Issue Company file location Solution

My MYOB company file is not shown in the list. How to do I login to Synergy Connect?

 

 Local PC file

MYOB local company files by default are saved into the 'My Documents' folder on the local PC. The company file must be within this MYOB default folder to be seen in Synergy Connect.

C:\Users\Public\Documents\MYOB\My AccountRight Files

* This is the correct location for local company files with MYOB ARL 2014.4 release.

When logging in using the 'server name' in the network connection no company files are listed. What should I do to resolve this?

 

 Network company file

When connecting to your MYOB company file stored on a network server you can either type the server name or IP address into the network location field.

ClosedExample

The server name was entered in the network location field:

Server1:8080

Where the server name 'Server1' is listed first with the port required for communication listed at the end ':8080'.

When the server name does not work, this could mean that DNS on your network does not allow you to resolve the name of the server. In this case try using the IP address of the server instead of the name.

i.e. 192.168.100.70 is an Ip address. Ask your IT team what this detail is for your MYOB Network Server.

When connecting to a 'network' file no company files are listed in Connect. I have tried using the IP address and name of the server to login. How do I get my company files to be shown?

 

 Network company file

Check that the MYOB API is working and can be accessed from your computer. Synergy can only send data to your MYOB AccountRight Live company file when it can communicate with the MYOB API interface.

ClosedCheck the MYOB API

Synergy sends data to MYOB AccountRight Live using their API. The MYOB API must be installed on the server where the MYOB company file is stored. When the API is installed and working you can test out communicating with MYOB using a web browser.

Try typing the following address into a web browser, where the text <server1> should be either your server name or IP address.

server1:8080/accountright

Below is a sample of the results shown if the API is working correctly.

Click the image above to view the MYOB API test.

When the API returns no results (i.e. the details in the above image are not shown) then:

  1. Check that the API is installed on the MYOB Server. Look in Control Panel > Add/remove programs list to make sure that MYOB AccountRight Live API is listed.
  2. If the API is installed, then consider restarting the MYOB Server overnight. In some cases the MYOB API can become 'frozen' and a reboot of the server overnight resolves this issue.
  3. If the API is still not working then consider un-installing and re-installing the MYOB API. To do this:
    1. Use Control Panel > Add/Remove programs to uninstall the MYOB API.
    2. Next use the Start Menu to locate the following folder: Start > All Programs > MYOB > 'Install AccountRight API'.
    3. Re-try using the MYOB API in the web browser once this is complete.
    4. If this does not resolve the issue, then a re-start of the server might be required to complete the MYOB API install. Schedule this to take place overnight and try again.

Click the image above to see how to install the MYOB API.

This information is correct as at the MYOB AccountRight Live 2015.2 release. If the above solution does not work, consider contacting MYOB support for help getting installing the MYOB API at their support area my.myob.com.au
When logging into Connect using the local option, there are many files called 'clearwater' in the list. How do I remove these so only my actual file is shown? Local PC file

MYOB provides samples files for each MYOB version for Australia and New Zealand as part of the installation. This means that 8 sample files called 'Clearwater' are shown in the connection screen by default, along with your actual MYOB company files.

Move these 'samples' to another location on your computer, to make it easier for your staff to always send data to the correct MYOB company file.

ClosedSteps required:
  1. Login to the local computerwhere the MYOB company file is stored.
  2. Navigate to the following folder which contains all the sample MYOB files.

C:\Users\Public\Documents\MYOB\My AccountRight Files\Samples

  1. Let's cut (Ctrl X) the 'samples' folder, to move it to another location.

Tip: Make sure your actual file is not in the samples folder before you do this.

  1. Go back to the My Documents folder, and create a new 'MYOB Samples folder'.
  2. Open this folder and Paste (Ctrl V) the samples folder into this location. This ensures you still have them in-case you require these for troubleshooting MYOB in the future.
  3. Go back to Synergy and re-open MYOB Connect. The list of company files will now be much shorter.
When logging into Connect using the network option, there are many files called 'clearwater' in the list. How do I remove these so only my actual file is shown? Network company file

MYOB provides samples files for each MYOB version for Australia and New Zealand as part of the installation. This means that 8 sample files called 'Clearwater' are shown in the connection screen by default, along with your actual MYOB company files.

Move these 'samples' to another location on your computer, to make it easier for your staff to always send data to the correct MYOB company file.

ClosedSteps required:
  1. Login to the network server where the MYOB company file is stored.
  2. Navigate to the following folder which contains all the sample MYOB files.

C:\Users\Public\Documents\MYOB\My AccountRight Files\Samples

  1. Let's cut (Ctrl X) the 'samples' folder, to move it to another location.

Tip: Make sure your actual file is not in the samples folder before you do this.

  1. Go back to the My Documents folder, and create a new 'MYOB Samples folder'.
  2. Open this folder and Paste (Ctrl V) the samples folder into this location. This ensures you still have them in-case you require these for troubleshooting MYOB in the future.
  3. Go back to Synergy and re-open MYOB Connect. The list of company files will now be much shorter.
When logging into Connect using the cloud option there are no company files shown. Cloud company file

Please contact MYOB Support and check your subscription has not expired.

Log a support call with MYOB using their support area at: my.myob.com.au

 
When logging into Connect using the MYOB personnel edition there are no company files shown. MYOB personnel edition
ClosedCheck the MYOB API vs MYOB add-on connector

First check which version of MYOB AccountRight Live that you have installed. If the program shortcut has the letter SE in the name then you have the 'server edition' of MYOB. If SE is not there then you have the personnel edition of MYOB.

The interface that Synergy uses to send data is named differently for each of these projects.

For the MYOB AccountRight Live SE edition it is called the 'AccountRight API'. For the MYOB AccountRight Live (personnel edition) is called the 'MYOB Add-on connector'.

See the screen shot below to see the different menu structures.

Please note that MYOB often requires the PC or server to be restarted before these services are running after installing MYOB for the first time, or upgrading MYOB to a new release. If no company files are showing the Synergy connect list then try restarting the PC. If this fails then try opening the above item in the menu to ensure the interface is installed or running.

Invoice and Credit Notes

Issue Product Solution
The MYOB Sale (invoice) salesperson field is blank and it should be populated with the Synergy Project Manager name that the invoice relates to. MYOB Sale (Invoice)

The sales person field on the MYOB invoice (sale) is only populated by Connect if:

  • The project manager that the invoice relates to exists in MYOB as an employee.
  • The employee record in MYOB has the exact same details as the Synergy staff record for the 'first name', 'last name' , and 'card id number'.

Learn more about how to add employees in MYOB.

Tip: If the name (first or last) and card ID number do not match in Synergy and MYOB then the salesperson field is left blank on the invoice.

Supplier Expenses

Issue Product Solution
Supplier expense line(s) in preview show an warning message 'Invoice no exists in MYOB'. Synergy Bill and MYOB Purchase

MYOB ARL and Synergy allow you to enter multiple Supplier expense (bills) with the same 'invoice #' assigned. However both systems show a warning message when the same number is used, to allow you to review the Bill and make sure that duplicate data is not being entered.

Reasons for this warning

  • Supplier bills can also shown with this warning if someone has manually entered the Bill Purchase in MYOB ARL, instead of sync'ing the data via connect.
  • Another Supplier Bill has the same invoice number, and this is just shown for a safety check to ensure duplicated data is not being sent to MYOB ARL.
  • Synergy has recently been upgraded to the 4.9.4 release, and historical bills sync'd in previous months are showing again with this warning. The interface has changed in this release to match on a 'unique ID' for the bill instead of the 'invoice #'. Due to this Bills previously sync'd will show with this error for the first sync after the upgrade. Contact Synergy Support for more details on this change.
ClosedSolutions
  1. Find the Supplier (Bill) line in the preview that is listed with the error and note down the 'Invoice #'.
  2. Go to MYOB ARL > Purchases, and look for the bill invoice number.
  3. If the supplier expense (bill) already exists in MYOB then either:
    1. Skip the line in Connect Preview - as the bill has been manually entered in both MYOB and Synergy.
    2. OR if you have just upgraded to the 4.9.4 Synergy release then this bill would have been sync'd in a previous month prior to the upgrade. Skip all the bill lines that already exist in MYOB to ensure a duplicate bill line is not sent. Contact Synergy Support for more details on this change.
    3. OR if the bill in MYOB has the same number but is for a different expense, then leave the warning line in the preview window and send it in the sync. This will create the new bill purchase in MYOB.
Supplier expense line(s) in preview show an error message 'Supplier Expenses attached to the Sub Project 'Unallocated Costs' cannot be exported'. Synergy Bill

Supplier expense (Bills) can only be sent to MYOB ARL when they are fully disbursed against a sub project that is not 'unallocated costs'. In addition the bill must be locked to be sent via Connect.

ClosedTo resolve this error
  1. On the supplier expense lines tab > click the edit 'supplier expense' button.
  2. The supplier expense (bill) opens. Check the disbursement lines to locate the line with the sub project of 'unallocated costs'.
  3. Bills can only have this sub project attached when they have not yet been invoiced. This means the line can be updated.
    1. Unlock the supplier bill.
    2. Update the sub project to be something other than 'unallocated costs'.
    3. Re-Lock the bill.
    4. Save and close.
  4. Back in the MYOB ARL Connect preview window click the 'refresh button'. The error message has been removed.
Supplier expense (bills) are not shown in the Connect preview window. Synergy Bill

Synergy supplier expenses (bills) are only shown in the Connect preview window then they are valid to be sent in the next sync to MYOB ARL. To be valid to be sent to MYOB ARL a bill must be

  1. Fully disbursed - full value is allocated to a project / sub project.
  2. The bill is locked (New in 4.9.4 release).
  3. The 'Export to Connect' flag is checked on the bill, to allow the export of the data to MYOB (New in 4.9.4 release).

Add the optional columns into Projects > Supplier expenses (Bills) list to see if the missing bill has been disbursed, locked, and marked as export to connect.

Preview

Issue Product Solution

Error is shown when clicking preview 'Nullable object must have a value.'

What should I do as the preview doesn't load?

 MYOB solution

This error message is being shown in Synergy, but is actually being returned by the MYOB API Interface.

In most cases this occurs as there is some missing data in your MYOB company file. For example certain system settings in MYOB are blank and require to having something entered or selected from a list.

This article in the MYOB User Community explains this further: http://community.myob.com/t5/Getting-started-with/Error-message-when-trying-to-create-an-item-list-report/td-p/149472

Error is shown when clicking preview 'Nullable object must have a value.'

What should I do as the preview doesn't load?

Synergy

solution

This error message has been shown when there is no Synergy data valid to be sent to MYOB based on the 'start date' entered into the Connect Settings. Try extending the start date backwards to pickup extra Synergy data, and then load the Preview screen again.

If the problem continues, please contact Synergy Support.

The Invoice tab shows this error:

'Invoice Date' cannot be earlier than the MYOB financial year end date of '30 JUN 2015'

 MYOB solution

The financial year has been rolled forward in MYOB. In this case MYOB will not allow any further data to be entered manually in MYOB or accepted via the Synergy Connect interface prior to the date shown - i.e. 30 June 2015.

If you require to enter data into a past period, please contact MYOB to see if that financial year lock can be reset.

The Invoice tab shows this error:

'Invoice Date' cannot be earlier than the MYOB lock date of '1 JUN 2015'

 MYOB solution

This message in the Preview window shows that in MYOB the lock date has been set. The setting in MYOB requires that no data be sent prior to (as in from the day before) of the locked date entered. i.e. If the 1 JUN 15 is entered, data is blocked on/including 31 May 2015.

Change the locate if required in MYOB in this feature: MYOB Setup > Preferences > Security > Lock Period.

The Contacts tab shows this error:

Contact does not have a first name.

 Synergy solution

 

This error is warning that the individual type contact in Synergy has only a last name entered, the first name field is blank. In MYOB this can cause issue when seeing that contact in the list, it in some places makes the contact name field appear blank in MYOB.

ClosedEnter a first name on the Synergy record to fix this issue by:
  1. Click the 'Edit' button on the row with the warning error message.
  2. Go to the personnel tab.
  3. Double click the personnel record shown to open it.
  4. Type a 'first name' for the person.
  5. Save and close the personnel record and contact.
  6. Back in the preview panel click the refresh button.

The Contacts tab shows this error:

The ABN will be ignored as it is not valid.

 Synergy solution

This error is warning that the contact in Synergy has an ABN number entered in an invalid format for MYOB. If left as-is the ABN will not be sent over to MYOB for this new contact record. MYOB is expecting the ABN number to be 11 numbers without any spaces.

ClosedChange the ABN number on the Synergy contact to fix this issue by:
  1. Click the 'Edit' button on the row with the warning error message.
  2. On the General tab locate the ABN number field.
  3. Change the ABN number to be 11 numbers.
  4. Save and close the contact.
  5. Back in the preview panel click the refresh button.

Want to learn more?

Looking for more help? Try reviewing the following topics: Concept Link IconView Topics

 

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