MYOB Acumatica Integration Setup Guide

MYOB Acumatica Integration Setup Guide

Connecting to MYOB Acumatica

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As of July 2024, MYOB Advanced is rebranded to MYOB Acumatica. Any reference to MYOB Acumatica or MYOB Advanced in this guide can be used interchangeably.

There are different versions of MYOB that Lightyear can connect to. Please follow the below steps to connect to both MYOB Acumatica. Some notes will be version specific, so please follow these carefully as we go.

Because these versions of MYOB and Lightyear are both cloud-based, the set-up and connectivity between the systems is seamless. But before we proceed, please ensure your connection with MYOB is set up as follows. This is a one time connection.  
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Please Note: The user who establishes the connection to MYOB must be a licensed user, with Full User (Full API) or Limited API permissions. Please speak to you MYOB consultant if you require Full User (Full API) licenses. 

Establishing the Connection

From the Navigation Pane, head over to Settings > Accountancy > select MYOB Acumatica > Connect. 

You will be presented with a modal, prompting you to enter your MYOB Acumatica credentials.



Domain Name: This will be the domain you log into e.g. company-name.myobadvanced.com and can be found in the address bar of your browser while logged in MYOB Acumatica. Paste this into Lightyear.
Alert
The https:// component should not be copied across. 

Client Secret:
Log into your MYOB Acumatica instance, and in the search bar, look for 'connected applications' and open this.

Enter a Client Name, set the Flow as 'Authorization Code', then click 'ADD SHARED SECRET'.

Enter a Description, set an expiry date (the date chosen will be the date the connection needs to be re-done, so set in line with your organisations needs and policies), and copy the secret value and paste into the Client Secret field in Lightyear, before clicking OK, as this will not be retrievable later.
 
Client ID 
Click Save and you will see you Client ID populate. Copy this value and paste into the Client ID field in Lightyear.

Open the Redirect URIS tab, click the + button and enter https://app.lightyear.cloud/accounting-software as the URI, and click save.

Back in Lightyear, confirm the Domain, Client ID, and Client Secret are correct before pressing Connect.

You will be redirected to MYOB Acumatica and asked to authorise the connection. Click "Yes, Allow" and you will be sent back to Lightyear, and prompted to configure your Accountancy Settings. Once done, the import routine will run.
Alert
If the import fails, double check the user making the connection has Full or Limited API permissions (Under Users - License Types)

Software Settings

You can configure your Accountancy Software Setting to control the below:
  1. Turn on and off Subaccounts
  2. Turn on and off Locations
  3. Set a default Location
  4. Turn on and off Branches
  5. Set a Header Branch
  6. Automatically apply Categories on line item level
  7. Automatically apply Chart of Accounts on line item level
  8. Set up Posting Dates
  9. Export document URL link
  10. Enabled Grouped Line Data

Do you use Subaccounts?

Enable this option if you have Subaccounts to be imported to Lightyear. Select these against each Bill/Credit Note line item to be exported into MYOB Acumatica.

Do you use Locations?

WarningPlease follow the steps in this article to configure your MYOBA file to extend Locations to Lightyear first
  1. Yes - Lightyear will set your chosen location as the header location against each Bill/Credit Note exported from this Lightyear account to MYOB Acumatica
  2. No - No location will be set, MYOB Acumatica will set a default location upon creation of the document within MYOB Acumatica
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Please Note: This is set at a company level and cannot be changed on a document basis. This is only visible from Accountancy Software Settings and on the document/s once exported to MYOB Acumatica.

Do you use Branches?

Enable this option if you have Branches to be imported to Lightyear. Select these against each Bill/Credit Note line item to be exported into MYOB Acumatica.

Set Document Header Branch As:

When Branches are enabled, you can have the option to set a specific branch as the Header Branch that will be set against each Bill/Credit Note to be exported into MYOB Acumatica.
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Please Note: This is set at a company level and cannot be changed on a document basis.

Automatically apply Categories on line item level?

  1. Yes - Save time by coding it in Lightyear, and we’ll remember the next time we extract the line item that you’ve coded the supplier lines to.
  2. No - Keep these blank for you to code individually.

Automatically apply Chart of Accounts on line item level?

  1. Yes - Save time by coding it in Lightyear, and we’ll remember the next time we extract the line item that you’ve coded the supplier lines to.
  2. No - Keep these blank for you to code individually.

Sync Posting Date As:

You can choose for the posting date to be exported as two different dates depending on your business needs.
  1. Export Date - the date the document has been exported from Lightyear into Business Central. 
  2. Invoice Date - the date populated in the Invoice Date field within Lightyear. If you select this option, you'll also have the option to select a Custom Date within this field in the Approvals Workflow.
Warning
Please follow the steps in this article to configure your MYOBA file to accept Lightyear's URL first
  1. Yes - Lightyear will export a URL of the document you have exported to a MYOBA custom field (once created) so anyone with access to that link can view the original document, without requiring access to Lightyear
  2. No - No document URL will export from Lightyear

Group Line Item Data?

Turning this on will allow you to export Grouped Account data, rather than line item data. For the full article on this, click here.

Once the connection is established, Lightyear will import your Company file data.

Lightyear will automatically sync the following data back from MYOB Acumatica which are required to process your payables bills: 
  • MYOB Suppliers 
  • Chart of Accounts
  • Tax Rates
  • And any of the following you have enabled in your Accountancy Software Settings:
    • Subaccounts
    • Branches
    • Locations (only shown in Accountancy Software Settings window Location drop-down menu)


The final step is to go to setup your default Tax Rates. Click here to learn how.
Warning
You MUST have a default tax code set up in order for bills to be exported to MYOB Acumatica
Notes
When importing Suppliers, ensure the below
BANK DETAILS - As these are customisable fields in MYOB Acumatica, when importing Suppliers, the description in Payment Instructions MUST match the labels below:
  1. BSB Number (not sort code, branch code etc...)
  2. Account Number (not any sort of abbreviation such as ACC Number, Account, etc...)

Migrating Software?

Once you select MYOB Acumatica as your software, you won't be able to change it. If you are thinking about changing accountancy software, please reach out to our Support team for guidance on how to do so.



      

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