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Integrate your MYOB Essentials Live with Kounta

 

Our new MYOB Essentials Accounting Integration allows you to configure your Kounta to automatically synchronise end of day takings and customer account sales.

 

Note - If you are still using our OLD integration and, you have Z Reports that have not been exported, you should complete this on the OLD integration before enabling this new and improved integration.
You will only be able to export a maximum of 30-days prior to the start date of your integraition.

 

This guide will walk you through the steps of enabling this integration and, through the recommendations with our Accounting Partner, some suggestions around best practise account types to use in your MYOB. There are also steps to migrate across to the new integration if you are using our old MYOB Integration.

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What's in this guide?

 

Before you begin

Enable the MYOB Integration

Setting up your Default Accounts

Configure Accounting for account sales

Setting up Tax Codes and Clearing Accounts

Setting up Product Specific Mapping

Synchronisation Settings

Integration Functionality

Migration Plan from Old Integration 

 

 


Before you begin

 

Setting up your Kounta to integrate with your MYOB is easy - you will just need to have a few things ready to go;

  • A current and active MYOB Essentials subscription (Follow the link to create an MYOB Account)

  • A Windows or Apple desktop (or Laptop) using the Google Chrome Browser is required to complete the setup and manage the integration (this is not supported on a mobile device like iPhone, iPad & Android at this stage)

 

Naturally, you will also need your Chart of Accounts set up in MYOB and, ideally a working knowledge of which accounts you will be using - your bookkeeper or accountant can help.

 

(The MYOB Support Team will be able to help with this if you require assistance, you can contact them at support@myob.com, call them on 1300 555 123 or live-chat to them at https://www.myob.com/au/contact-us)

 

Note - There are two separate integrations, one for MYOB AccountRight, and another for MYOB Essentials - please use the correct one for the MYOB product you are subscribed to

 

 

Functionality

 

Our Accounting Integrations provide a range of functionality for Kounta customers across all of our plans. You can check your site's plan on the Kounta Account page in the back office.

 

 

End of Day/Reconciliation Reports ExportsKounta POS customers

Account Sale Exports and Account Sale PaymentsKounta POS customers

Purchase Order ExportsKounta Purchase customers

 

More details on the accounting integration functionality below.

 


Enable the MYOB Integration

 

Note - If your Kounta business name has the symbol '&' we recommend changing this in your Site Information to a simple " and " as we have noticed some errors occurring when invoices are exported. 

 

1. From the Integrations Page in Kounta Back Office, find the MYOB Essentials Integration

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2. Enable this integration by clicking on the blue Enable MYOB Essentials button

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3. Now we need to select Connect to MYOB Essentialsmceclip2.png

 

 

4. This will now launch the familiar MYOB login page - log in with your MYOB username & password.

When prompted you will need to confirm the integration between Kounta and MYOB

 

 

5. Select your MYOB Essentials file and click Connect to MYOB Essentials

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6. Your connection should now see a green tick

 

  


Setting up your Default Accounts

 

Now we really are diving into the accounting side of things. 

 

Make sure you have your accounting/bookkeeper on hand, seat up and tray table stowed.

 

This is not our forté either, so the below suggestions and Best Practise recommendations are from our Accounting Partners.

 

Note - If you require further clarification on any of the Account Type terms or which accounts these should be mapped to in MYOB, the MYOB Support Team are best placed to assist support@myob.com, calling them on 1300 555 123 or by using their live chat at https://www.myob.com/au/contact-us

 

Your Default Accounts are the accounts that Kounta will send your sales data to when there are no Advanced Account (Product Specific) Mapping details present.

 

1. To begin mapping your Default Accounts select the Manage tab.

 

2. Check the box next to For each Takings and Account Sales in Lightspeed, create an Invoice in MYOB Essentials

 

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You will now see all of the options to map your Kounta data to your specific MYOB Accounts. 

 

As mentioned above, this integration will give you recommended accounts for each account type based on the accounts you have listed in your chart of accounts. We have included a brief description of each field and account type below.

 


Configure Accounting for takings

 

3. Invoice Number Prefix

This will allow you to place a prefix at the start of any invoices that arrive in MYOB from Kounta to assist in which invoices belong to which export type (this one specifically for Reconciliation Exports).

 

 

4. Select whether you want your data to appear as either Draft or Approved Invoices;

Draft - Reports as a $0 draft invoice with the accounts written as a line item on the invoice which needed to be approved before any data was written to the accounts.

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Many of our customers use this feature for;

- Fixing up reconciliation errors before the invoices are approved

 

Approved - If you check your numbers in Kounta first, then bypass the drafting step and write your data directly to your P&L and save yourself the time.

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When you set your data to appear as a Draft in MYOB, you will also need to assign Clearing Accounts for your payment types - like you would for assigning clearing accounts for approved invoices or account sales below.

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5. All of the below accounts will need to be mapped even if you are not using them (ie Gift Cards) in order to 'complete' the integration setup. 

 

 

 


Configure Accounting for account sales

 

Invoice Number Prefix

This will allow you to place a prefix at the start of any invoices that arrive in MYOB from Kounta to assist in which invoices belong to which export type (this one specifically for Account Sales).

 

Deposit Sales into Account

Kounta Account Type Description MYOB Recommended Account Type MYOB Tax Code

Deposit Sales into Account

This is the default income account where Kounta will export all of your finalised sales from Account Sales.

Income,

Revenue,

Sales

Based on Sales type

 

 

 

 


Setting up Tax Codes and Clearing Accounts 

 

Once the Default Accounts have been mapped you will need to then select the MYOB Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.

 

The Integration will give you the recommended tax codes from your MYOB Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in MYOB. 

  


Setting up Clearing Accounts for Kounta Payments

 

You will now have the option of selecting your MYOB Clearing Accounts for any payments that have been made in Kounta (These are all of your payment methods eg: Cash, EFTPOS, Albert, Mint Payments & Tyro

 

Payments from Kounta to MYOB

This account represents the default account for all of your payment types in Kounta, if you select ONLY this option, all of your payment methods used in Kounta will be sent to this account.

 

 

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Advanced Options for Clearing Accounts

 

If you select the 'Advanced Options' shown in the screenshot above, that will drop down a listing of all of your Kounta Payment Methods along with options to map those payment methods to specific accounts in MYOB.

 

Eg: Cash goes to a Cash Clearing account, while your Integrated EFTPOS payment types (in the below scenario we have Albert, Mint Payments and, Tyro) could go to an EFTPOS Clearing account.

 

 

 

 

Don't Forget - Once the above mapping has been completed, click 'SAVE' to save the account mapping. 

 

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Setting up Product Level (Product Specific) Mapping

 

Once you have completed the above and you have clicked 'SAVE' you will then be presented with an option box that looks like the one below.

 

This will now give you the option to select specific Income Accounts at a product level, this will tell Kounta to look at these settings first when we export to MYOB before using the Default Income Account. 

 

1. Select the link Products in the Configure individual Accounts for...

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This will now present you with a new page with two columns of drop-down boxes, you will now be able to select the following options for each product.


Selling Account - This will be the account that represents all of the Income (Sales) from that product.

Buying Account - MYOB Essentials does currently not support this feature.

Once you have configured the mapping for all of your products, just simply click 'SAVE'. Kounta will then utilise those settings on the next Reconciliation Export. 

 

Pro Tip - If you leave these boxes blank, the default account (set up earlier) will apply for the product. 

 

  

  


Synchronisation Settings

 

The Integration will be able to perform a sync of your data between Kounta at automatic intervals interval.

 

You will be able to see these options by clicking on the Configure button under the Manage tab in the Integration. 

 

Synchronisation Settings

Account Timezone - This will allow you to configure your sites timezone (just to make sure the times & dates match). If this is wrong by default, you may also want to confirm you have set yourself up in the correct time zone from the Site Information settings.

Integration Start Date - What date do you want to start synchronising data to MYOB from? You can backdate this date by 30 days max.

 

Synchronisation

Automatic synchronisation is currently - Turn on or off the sync here

Next automatic sync in - These are set to 60-minute intervals., however, you can click the Sync Now button to manually trigger a synchronisation now (this can be helpful if you are waiting on an Account Sale to come through).

 

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Integration Functionality

The functionality that the Integration is able to provide will differ depending on whether you are already using the functionality in Kounta or if they are being performed in MYOB.

 

Kounta

Reconciliation Exports

- All of your Reconciliation Exports will be exported directly to the accounts specified in the Integration setup each day after you have completed your Takings.

- You are able to export to your Default Accounts or select Payment and Product specific accounts.

Account Sales

- An Account Sale is able to be created in Kounta, and we will then push an Account Sale Invoice into MYOB. The Invoice will be created in the 'Awaiting Payments' section in MYOB.

- You are able to make payments to Account Sale which will then sync those payments from Kounta and apply those payments to that Invoice in MYOB.

- You are able to finalise an Account Sale in Kounta and those finalised payments will sync through to MYOB and finalise the Invoice in MYOB.

- If you add a contact to an Account Sale in Kounta, the Integration will create that contact in MYOB as part of the Invoice sync. 

- You are able to perform discounts/adjustments onto Account Sale and these will automatically adjust the line items of those products when the invoice is created in MYOB. 

Purchase Order Invoices

- MYOB Essentials does not currently support this feature. Have you thought about the MYOB AccountRight package - it supports Purchase Orders integration and also two-way Account Sales payments.


 

MYOB Essentials Live

Reconciliation Exports

- All of your Reconciliation Exports will be exported directly to the accounts specified in the Integration setup each day after you have completed your Takings.

Account Sales

- MYOB Essentials does not have the ability to sync payments from Essentials to third-party programs, so payments can only be made in Kounta.

- MYOB is not able to create invoices which will then create an Account Sale in Kounta, the Account Sale invoices are only able to be created in Kounta

- MYOB is not able to make amendments to invoices as these changes will not sync back to Kounta and will cause the invoice to be over/underpaid. 

 

Purchase Order Invoices

- MYOB Essentials does not currently support this feature.

 

 


Migration Plan from Old Integration to New Integration

 

Our new Integration has been completely re-written from the ground up, that means the way that we send and receive information along with the ways that we communicate with orders both in Kounta and in MYOB is different.

 

Because of this, there needs to be a migration plan for customers using the Old Integration and moving to the New Integration, as we are not able to communicate with Account Sales created using the Old Integration we have come up with the below steps to ensure a smooth transition.

 

1. Disable the Old Integration

You will need to disable the Old Integration, this will ensure that no information is sent through to MYOB while you are finalising the remaining Account Sales.

 

2. Create a Manual Payment to close Account Sales

You may need to create a Manual Payment Type (eg: MYOB Offline), this will allow you to close off these Account Sales in Kounta, for more information on how to create payment types - we have a guide ready for you.

 

3. Go to the POS

You will need to log in to your Kounta POS and we will now need to close off ALL Account Sales that have been created, these will need to be closed off with the Manual Payment button (this will allow you to close those orders in Kounta and not be included in your normal payment clearing amounts)

 

4. Any Invoice created BEFORE the Integration start date will need to be managed in MYOB

As we are not able to communicate with pre-existing Account Sales you will not be able to apply payments to those Account Sales and have them sync those payments to MYOB. You will either need to manage those Account Sales entirely in MYOB or create new Account Sales once you re-enable the Integration.

 


Frequently Asked Questions

Do I have to pay anything extra for the MYOB integration?

No. Certain integrations are only available on certain plans - for example, Account Sales are only available in the Manage Plan, however, if you decide to integrate your Kounta with MYOB, you’ll have to subscribe to their services as well as ours.

 

Which account should I link to?

This is a bit of a choose your own adventure - we recommend you bring your bookkeeper or Accountant along for the journey too. With the help of our Integration Partner, we have made some suggestions for the types of accounts to use and you can see them below in the Setting up your default accounts section below.

  

Where does my data go in MYOB?

Now, this depends on which accounts you have selected in the Default Accounts section below. We have also written a guide on Where does my data export? which goes into a little more detail just in case.

 

I'm not in Australia or New Zealand - can I still Integrate my Kounta to MYOB?

Honestly, this will depend on where exactly you are. First, you should check that you are in a Kounta supported region. Then, you can reach out to our 24-Hour Support Team to confirm that your integration will work.

 

How does Kounta Sync my Customer to MYOB Essentials?

Due to limitations in the MYOB Essentials API, Kounta is only able to create new customers and then sync to them. In this instance, we use the Kounta "Customer Name" and "Email" fields as the unique identifiers.

 


What's my next step?

 

Finalising your takings with Integrated EFTPOS in the mix is now super easy - our walkthrough on finalising your end of day takings will show you the steps.

 

Have you already got your Integrated EFTPOS connected to your Kounta POS yet? Our guide on Taking EFTPOS Payments with Kounta POS will put you on the right path.

 

We also spoke a lot about Account Sales in this guide? Not sure how they work? Or, want to learn more? Our guide on Account Sales from Kounta POS will answer your questions. 

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