MYOB Integration

MYOB is a powerful accounting suite which is used by businesses all around the world. With the help of our plugin, you can easily connect your WooCommerce’s store to MYOB AccountRight.

Installation: ↑ Back to top

  1. Download the .zip file from your WooCommerce account.
  2. Go to: WordPress Admin > Plugins > Add New and Upload Plugin with the file you downloaded with Choose File.
  3. Install Now and Activate the plugin.

 

Accessing the plugin’s settings: ↑ Back to top

Upon activating the plugin for the first time, there should be a yellow notice along the top of your screen. Click the link to access the plugin’s settings.

MYOB banner

Alternatively, you can access the settings using the method below:

  1. In your WordPress admin page, navigate to WooCommerce > Settings 
  2. Click the Integration>MYOB AccountRight tab along the top of the screen.

 

Downloading MYOB AccountRight and creating an account: ↑ Back to top

If you already have a my.myob account set up, feel free to skip this step. 

  1. Aussies click here and Kiwis click here, to sign up and activate your free trial.
  2. Upon activating your MYOB account, a serial number will be sent to your email address. The email will also include links for downloading MYOB AccountRight.
  3. Go to my.myob.com and select New Zealand or Australia for your country.
  4. You will be asked for the serial number provided in the email sent to you. Enter it into this form along with your other details.
  5. Install the application on your computer using the link given in the email.

 

Linking your website to MYOB AccountRight ↑ Back to top

To connect your website with MYOB AccountRight software, you must have an existing account. If not, you will need to follow the steps mentioned here.

  •  To integrate MYOB, navigate to WordPress Admin>WooCommerce>Settings
  • Click on Integration>MYOB AccountRight.
  • Click Validate Access button to authorise the connection between WordPress and MYOB.

Validate Access to MYOB

  • You will be redirected to MYOB sign in page. Enter your credentials and click Sign in 

MYOB sign in

  • You’ll be redirected and requested to authenticate your WooCommerce website. Click on the link to authenticate.

  • Authentication successful message will appear. Now, click on Return to plugin Page for further settings of your MYOB Accountright integration. 

  • On Return, you’ll see all required fields are loaded from your MYOB AccountRight to your WooCommerce MYOB AccountRight Integration page. 

 

Admin Page Settings ↑ Back to top

Reload Accounts List ↑ Back to top

You can reload account lists by clicking Reload Account List button anytime when needed.

Company File ↑ Back to top

If you have multiple company files, you can select the one you wish to use for this instance of WooCommerce using pulldown menu.

Customer ID Prefix ↑ Back to top

When a new  registered WooCommerce customer is synced in MYOB, the plugin will create the customer record in the accounting system.   In order to distinguish between customers from your WooCommerce site and customers who are from other channels, a prefix is added to the WooCommerce Customers’ “Card ID” in order to generate a unique ID in MYOB.

By default, the prefix is WOO-, so for example, a customer with user id number 4 in WooCommerce will have a Card ID of WOO-4 in MYOB.

 

Guest Customer Display ID ↑ Back to top

WooCommerce allows users to purchase either as a registered user or as a guest.   In MYOB however, all invoices need to be associated with a Customer.  As a merchant, you can decide to either create new customer records for each guest purchase or use a single customer record for all guest purchases.

If you enter an ID in this field, all guest purchases on WooCommerce will be assigned to that customer in MYOB.   For example, you can create a Customer in MYOB called “Online Purchases” with the Display ID “ONLINE”.   All guest purchases will be assigned to this new “ONLINE” customer record in MYOB.

If you enter data in this field but do not create a customer record in MYOB, the plugin will create a guest account with the given Display ID in MYOB, with the name “Guest Guest”.

Invoice Display ID Prefix ↑ Back to top

In order to distinguish between online WooCommerce sales and other channel sales, a prefix is added to the order number in WooCommerce in order to generate a unique order number in MYOB.

By default, this prefix is set to “WOO-”.

invoice display id prefix for MYOB invoices

For example, if for order 112 in WooCommerce, the corresponding invoice in MYOB will be WOO-112.

General Ledger Accounts and Tax Accounts ↑ Back to top

The specific accounts where financial transactions are posted are managed entirely by MYOB. However, if a product has been created in WooCommerce, but cannot be found in MYOB, a new product record will automatically be created in MYOB.  In that case, the chosen accounts will be stored with that product.

Important:  This is only used when the plugin in the MYOB system initially creates a product.  To change any account, go into MYOB and update.   The plugin will not update accounts on existing products or override account settings in MYOB.

Income Account 

This is the account where income is booked.

Cost of Sales

This is the account where cost of sales are booked.

Asset Account

This is the account where inventory values are booked.

Tax Code

This is the tax code for purchases of the item.

Freight Tax Code

This is the tax code for any freight charges associated with the purchase of the item.

Sync Product Button ↑ Back to top

Click this button to download the inventory counts from MYOB and update them in WooCommerce.   This can take a few minutes to complete depending on the number of products you have configured.

Enable Debug Logging ↑ Back to top

This checkbox enables extended logging in the case you are having trouble connecting to MYOB. This will have information valuable to Web Developers but can quickly fill your hard drive with detailed information on each transaction.

 

FAQs ↑ Back to top

How are Customers Synchronised? ↑ Back to top

A customer record is maintained in both WooCommerce and MYOB.   The customer “Display ID” is used to identify a customer in both systems.   The display ID is a combination of the WooCommerce customer ID (a number) and a prefix, chosen by you.

Customer is in WooCommerce but not in MYOB ↑ Back to top

In the case where a customer record is in WooCommerce but could not be found in MYOB, the plugin will automatically create the customer record in MYOB.

Customer is a Guest in WooCommerce ↑ Back to top

For purchases by guests in WooCommerce, there are two options.   The first is to assign all purchases made by guests to a specified “guest customer” record in MYOB.  The actual purchaser name will appear in the Memo field for the invoice in MYOB.

The second option is to have a new customer record created for each guest purchase in WooCommerce.

These are controlled by the Guest Customer Display ID option on the admin screen.

Note: If a customer updates their address or other information in WooCommerce, it is not automatically updated on MYOB.

How are products synchronised? ↑ Back to top

Products are synchronised by matching the SKU field in WooCommerce and the Item Number field in MYOB. 

Important:  If the SKU is not set in WooCommerce, the orders will not appear in MYOB.

Normally, you should create products in MYOB first, then create a matching product in WooCommerce with a SKU that matches the Item Number in MYOB.   However, if you forget to do this, the plugin will automatically create a product record in MYOB the first time a customer attempts to purchase the item.

When a customer purchases an item on WooCommerce, the total available product is adjusted on both WooCommerce and MYOB.   Because you may be selling products via other channels, or you may have to adjust inventory due to losses or other reasons, these two counters can occasionally get out of sync.

When you click the “Sync Product” button on the admin screen, the plugin will download a list of all products on MYOB and update any corresponding products on WooCommerce with the latest quantity information.

In all cases, MYOB is expected to be the “official” count of available inventory. Because adding new inventory randomly from WooCommerce will impact your inventory valuation, inventory counts are always “one way” from MYOB to WooCommerce.

Inventoried vs. Non-Inventoried Products ↑ Back to top

When you create a product in WooCommerce, you have an option to “Manage Stock?”.   If this is a product you wish to sync inventory numbers for, you MUST enable this setting.

This is particularly important if you do not create the MYOB product entry first.  In this case, the plugin will create a product record in MYOB when the first customer purchases the item.   This will be produced as a “non-inventoried” item in MYOB. 

Note: MYOB does not allow you to move a product from “non-inventoried” to “inventoried”.

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