MYOB Advanced Integration - Detailed Data Mapping / Data Workflow Filter Options

Introduction

This article describes the supported workflows for Assignar's MYOB Advanced Integration. You will learn how data is synced, how fields are mapped for each workflow, and the configuration options available for each workflow.

Data Syncing

Once set up, the Assignar - MYOB Advanced Integration will sync as described below. In addition to the automatic time-based data syncs, users can manually initiate a sync between these intervals, resulting in data being moved across the systems sooner.

• Automatic Syncs:
  • The Timesheet Workflow can auto sync new data into MYOB Advanced up to 4 times a day every day of the week
    • You can select any or all of the following times:
      • 1:00AM, 6:00AM, 1:00PM, or 7:00PM (local time)
      • Please allow up to 75 minutes for the data to arrive in Assignar from the posted time(s)
  • All other Workflows can auto sync new data into Assignar:
    • Monday - Friday at Midnight, 6:00AM, 12:00PM, 7:00PM, 6:00PM local time
    • Please allow up to 75 minutes for the data to arrive in Assignar from the posted time(s)
• Manual Syncs:
  • Can be run at any time of day, any day of the week.
  • Once a manual sync has been initiated, please allow up to 75 minutes for the data to arrive in the corresponding system depending on the Workflow

Re-Authorize MYOB Advanced Integration

Once set up, the Assignar - MYOB Advanced Integration will need to be Re-Authorized every 30 days.

• This is mandatory requirement from MYOB Advanced which requires their customers to re-approve 3rd party integrations every 30 days.
• Please see the Support Article Re-Authorize MYOB Advanced Integration for additional details and the steps to complete the Re-Authorization so that your integration can continue running without interruption.

***Integration Workflows and additional details below***

MYOB Advanced Employees → Assignar Workers (Fieldworkers)

***The Integration will pull Employees from MYOB Advanced when Employees are created under (Configuration > Organisation > Employees)***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Worker) must be made in MYOB Advanced on the (Employee)
  • • Different from the other workflows, (Changes) or (Updates) will push into Assignar if the (Employee/Worker) is in an (Active or Inactive status) on both sides.
• ***Please note that if you mark a (Employee) as (Inactive) in MYOB Advanced, the Integration will then detect this (Change) and mark the (Worker) as (Inactive / Archived) within Assignar.
  • • This process will only work for the (Employee/Worker) workflow.

Filter Configuration Options:

• • ***By default All (Active Status Employees) from MYOB will sync into Assignar.
  • Should you choose not to use the default, then you will have 3 filter options, (Class, Branch, and Department).
    • Class:
      • When selecting the Class filter, the integration will search in MYOB for any Employees that have been assigned the specific Class that you selected.
        • This means that should you choose to use the Class filter, all of your employees in MYOB that you wish to see within Assignar will need to be assigned your previously selected Class or they will not import into Assignar.
    • Branch:
      • When selecting the Branch filter, the integration will search in MYOB for any Employees that have been assigned the specific Branch that you selected.
        • This means that should you choose to use the Branch filter, all of your employees in MYOB that you wish to see in Assignar will need to be assigned your previously selected Branch or they will not import into Assignar.
    • Department:
      • When selecting the Department filter, the integration will search in MYOB for any Employees that have been assigned the specific Department that you selected.
        • This means that should you choose to use the Department filter, all of your employees in MYOB that you wish to see in Assignar will need to be assigned your previously selected Department or they will not import into Assignar.

MYOB Advanced Projects → Assignar Projects

***The Integration will pull Projects from MYOB Advanced when Projects are created under (Construction > Profiles > Projects)***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Project) must be made in MYOB on the (Project)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Project) is in an (Active status) on both sides.
• ***Please note that if you mark a (Project) as (Inactive) in MYOB, then you will need to mark the (Project) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Project). 

Filter Configuration Options:

• ***If a Project is made in MYOB without an (End Date) then the Integration will auto populate an (End Date) in Assignar that matches the (Start Date).
  • • Do not worry, you can always update the (End Date) in MYOB and it will then update Assignar.
• ***By default All (Active Projects) from MYOB will sync to Assignar. 
• If you do not want a specific Project in Assignar, please mark it as (Inactive) in MYOB. 

MYOB Advanced Project Tasks → Assignar Work Orders

***The Integration will pull Project Tasks from MYOB Advanced when Project Tasks are created under (Construction > Profiles > Project Tasks)***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Work Order) must be made in MYOB on the (Project Task).
  • • However, (Changes) or (Updates) will only push into Assignar if the (Project Task/Work Order) is in an (Active status) on both sides and if the (Work Order) in Assignar is in a status of (NEW).
• ***Please note that if you mark a (Project Task) as (Inactive) in MYOB, then you will need to mark the (Work Order) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Project Task). 

Filter Configuration Options:

• ***By default All (Active Projects Tasks) from MYOB will sync to Assignar. 
• ***If a Project Task is made in MYOB without an (End Date) then the Integration will auto populate an (End Date) in Assignar that matches the (Start Date).
  • • Do not worry, you can always update the (End Date) in MYOB and it will then update Assignar.
• However, you can choose to filter based on the following conditions:
  • Only Sync Project Tasks Marked (Active) in MYOB
  • Sync Project Tasks Marked as (Active) or (In Planning) in MYOB
  • You can also filter by using a specific (Project Task Description)
    • The  (Project Task Description) filter will look for a (Key Word) on your Project Task in MYOB.
      • Example: You can make your Project Tasks in MYOB with a (Key word) of (Assignar). Then the integration will only look for Projects that include the (Key Word) (Assignar)
    • For (Project Task Description) you can use 1 of 2 sub filters to search for Project Tasks.
      • You can sub filter by Project Tasks that (INCLUDE) a key word that you manually type in the sub filter 
      • Or you can use a sub filter to search for Project Tasks that (START WITH) a key word that you manually type in the sub filter

MYOB Advanced Cost Codes → Assignar Activities

***The Integration will pull Cost Codes from MYOB Advanced when Cost Codes are created under (Construction > Preferences > Cost Codes)***

***The integration was designed around the use of Cost Codes. If the customer has not enabled Cost Codes in MYOB, then all timesheets from Assignar will post to ProjectX***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Activity) must be made in MYOB on the (Cost Code)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Cost Code/Activity) is in an (Active status) on both sides.
• ***Please note that if you mark a (Cost Code) as (Inactive) in MYOB, then you will need to mark the (Activity) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Cost Code). 

Filter Configuration Options:

• ***By default All (Active Cost Codes) from MYOB will sync to Assignar. 
• You can choose to filter based on the following conditions:
  • Only Sync (Cost Codes) marked as (Active) in MYOB
  • Only Sync (Cost Codes) when attached to an (Active) (Project Task) in MYOB otherwise known as a (Work Order) in Assignar.
• In addition there is a Sync Rule that can be turned on. 
  • This Sync Rule will (Automatically Sync Activities to Projects) that have already been synced into Assignar.
    • Lastly, should you choose to use the (Automatically Sync Activities to Projects) sync rule, then you can sub filter by (Account Groups) which are created in MYOB.

MYOB Advanced Customer → Assignar Client

***The Integration will pull Customers from MYOB Advanced when Customers are created under (Profiles > Customers)***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Client) must be made in MYOB on the (Customer)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Customer/Client) is in an (Active status) on both sides.
• ***Please note that if you mark a (Customer) as (Inactive) in MYOB, then you will need to mark the (Client) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Customer). 

Filter Configuration Options: 

• ***By default All (Active Customers) from MYOB will sync into Assignar. 
• You can choose to filter based on the following conditions:
  • Sync All (Active) Customers 
  • Only Sync (Active Customers that are on Active Projects)
  • Or you can Filter by (Customer Class)
    • If you choose to filter by (Customer Class), then a Sub Filter for Customer Class will appear. 
      • You will then be able to filter by a specific (Customer Class) which is pulled from MYOB based on what (Customer Classes) that you have created in MYOB.

MYOB Advanced (Non-Stock Items / Inventory Items) → Assignar Tasks (Roles)

***The Integration will pull Non-Stock Inventory Items (with an Item Type of Labor assigned) from MYOB Advanced when the Non-Stock Items are created under (Inventory > Profiles >Non-Stock Items)***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Role) must be made in MYOB on the (Non-Stock Item)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Non-Stock Item/Role) is in an (Active status) on both sides.
• ***Please note that if you mark a (Non-Stock Item) as (Inactive) in MYOB, then you will need to mark the (Role) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Non-Stock Item). 

Filter Configuration Options:

• You can choose to filter based on the following conditions:
  • (Sync Labor Items)
• Or you can Select the additional Filter options to filter by (Item Class, Item Type, and Posting Class):
  • You can filter by (Class): 
    • Using the (Class) filter will automatically pull in your (Item Classes) that you have created previously in MYOB so that you can select which (Item Class) that you want to filter from.
  • You can filter by (Type):
    • Using the (Type) filter will pull Inventory Items based on their (Item Type) that you have created previously in MYOB so that you can select which (Item Type) that you want to filter from.
  • You can filter by (Posting Class):
    • Using the (Posting Class) filter will pull Inventory Items based on their (Posting Class) that you have created previously in MYOB so that you can select which (Posting Class) that you want to filter from.
• There is also an option for a Sync Rule to (Automatically Sync Roles to already synced Orders) in Assignar.
  • • ***The prerequisite for the Sync Rule is to have the Work Order Workflow enabled

MYOB Advanced (Organisation) Equipment → Assignar Assets (Equipment)

***The Integration will pull Equipment from MYOB Advanced when Equipment is created under (Configuration > Organisation > Equipment)***

Key Data Fields: 

***(Do not update these fields within Assignar, MYOB Advanced is the source of truth)***

• ***Please note that (Changes) or (Updates) to a (Asset) must be made in MYOB on the (Equipment)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Equipment/Asset) is in an (Active status) on both sides.
• ***Please note that if you mark a (Equipment) as (Inactive) in MYOB, then you will need to mark the (Asset) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Equipment). 

Filter Configuration Options: 

• There are currently no filter options for Assets aside from the default filter.
• The default filter will pull All (Active Equipment) from MYOB into Assignar.
  • This means that any Equipment marked as (Active) in MYOB will automatically import into Assignar.
  • If you do not want a specific Equipment item to import into Assignar, please mark it as (Inactive) in MYOB. 

Assignar Timesheets  → MYOB Advanced Time Activities

***It is important to note that Overtime Rules cannot be sent through the Timesheets Workflow. Overtime Rules will need to be added once the time is in MYOB or your Payroll solution.***

***The Timesheet Workflow will only work on the newest version of Timesheets within Assignar. If you are interested in the Timesheets Workflow and an existing Assignar customer, please reach out to our Customer Support Team to confirm that you are on the newest version of Timesheets within Assignar.***

***The Integration will push Employee Timesheets from Assignar into MYOB Advanced where they can be viewed in (Time and Expenses > Time Tracking > Employee Time Activities)***

***The Integration will push Equipment Timesheets from Assignar into MYOB Advanced where they can be viewed in the (Time and Expenses > Time Tracking > Equipment Time Cards)***

***Once a Timesheet has been Approved within Assignar, the Integration will then detect this and push the Timesheet into MYOB Advanced. From there the Timesheet will need to be released***

***It is important to note that Overtime Rules cannot be sent through the Timesheets Integration. Overtime Rules will need to be added in MYOB Advanced or your Payroll Solution once the Timesheet has arrived in MYOB Advanced***

Employee Timecard Key Data Fields: 

Equipment Timecard Key Data Fields: 

Filter Configuration Options:

• ***It is important to note that Overtime Rules cannot be sent through the Timesheets Workflow. Overtime Rules will need to be added once the time is in MYOB or your Payroll solution.***

  • ***If a (Timesheet) is created without a (Project, Work Order, or Cost Code) assigned in Assignar, the (Timesheet) will post to the catch all (ProjectX in MYOB).
  • ***If the (Project) that the (Timesheet) references does NOT exist in MYOB, then the (Timesheet) will post to the catch all (ProjectX in MYOB).
  • ***If a (Work Order) is not assigned to the (Timesheet) in Assignar, the (Timesheet) will then post to the catch all (ProjectX in MYOB).
  • If the (Timesheet) (Cost Code aka Activity) does NOT exist in MYOB, then the (Timesheet) will post to (ProjectX in MYOB), because that is the only Project that allows time to be posted without a Cost Code.
    • The integration was designed around the use of Cost Codes. If the customer has not enabled cost codes in MYOB, then all (Timesheet) from Assignar will post to (ProjectX). 

   

  Filter Configuration Options:

  • You can choose to filter based on the following conditions:
    • Sync Method (How often the Timesheets can be synced from Assignar to MYOB)
      • Manually
        • (If selected, Timesheets will not sync to MYOB unless they are manually synced)
      • Automatic Daily
        • The Timesheet Workflow can auto sync new data into MYOB up to 4 times a day every day of the week
        • You can select all or any of the following times:
          • 1:00AM, 6:00AM, 1:00PM, or 7:00PM (local time)
        • ***Please allow up to 75 minutes for the data to arrive in MYOB from the selected time(s)
    • Sync Timesheets Submitted on or After
      • Select a date
    • Sync Timesheets Submitted on or Before 
      • Select a date
    • Sync Rules
      • Include Equipment Time
      • Equipment Cost Code
        • Can be set to default or from any Active Cost Code that you synced in the previous workflow.