MYOB Job Tracking

Four Methods of Job & Category Tracking for MYOB: 

  1. User to set tracking data at the time of approval,
  2. For the invoice processed, if there is a matching Order on your MYOB account, we will copy the job data from the Order to the bill. Find out more
  3. The job tracking data are inferred from your past invoice history. An example of this is provided below.
  4. Set Default Tracking in EzzyBills Settings (to override all other trackings).  Find out more

User to set tracking data at the time of approval 

  • Pre-requisite: the EzzyBills Setting, “Enable Approval Workflow“, is on  (If email approval is desired, you can set the default approval)

  • Step 1: the user can manually set the tracking data at the time of approval, by clicking “Modify“, using either of the options below:

– at the time of email approval, click the “Modify” button in the email, or

– for manual approval, login to EzzyBills, click the “Search/Approval” top menu, then “Waiting for Approval” tab. All invoices that are waiting for approval will be displayed.

Click the  “approve” link, to view and change the invoice data. See screenshot below.

  • Step 2:  fill in the Job Tracking text field

Tips: (1) choose from a list or enter manually; (2)  use job name or job number (for category, “Category name”, or “Category ID”); either job or category, not both at the moment  (3) It is case sensitive. (4) Do not use MYOB “header” jobs – not allowed by MYOB

Infer Tracking data from your MYOB invoice history

In this example, we are processing invoices from Bidwest. The Customer Number on the invoice is unique to each MYOB job. Therefore, we can establish 1-to-1 relationship between the customer number and job.

1.  First, we change EzzyBills Settings to tell EzzyBills to extract Customer Number from the invoices.

(Login, click Settings, click Advanced Options to expand. Type in “Customer Number” in the Tracking Keywords. You can put in multiple keywords separated by comma for different supplier invoices. Click Save Settings.)

2.  Upload a test invoice – the Customer Number will be extracted from the invoice (in this case 227359)

20160427_tracking1

The Customer Number is then saved in the Journal Memo as Account=227359;

20160427_tracking2

3. Edit the test invoice in MYOB and set the Job number manually.

20160427_tracking3

MYOB now contains a link between the JOB number and the Customer Number.

4. Click “Refresh GL” in EzzyBills Settings

(to pass this invoice linkage immediately to EzzyBills; otherwise, it will be done weekly) .

20160427_refreshGL

5.  Now upload a new invoice with Customer Number 227539, we will export the invoice and set the Job number for you.

20160427_tracking4

6. Repeat the step 2 and 3 for each pair of data association, such as 227357 – NSW1,  227358 – NSW2,  ….

Notes: 

1) All lines in an invoice will have the same tracking data.
2) In the above example, “Customer Number” is used for job tracking; it could be other numbers such as “Job Number”, or “Reference Number”.
3) To help EzzyBills extract the correct number for job tracking, you can set the Tracking Keywords in EzzyBills Settings, under Advanced Options (as shown below). Multiple keywords are separated by comma.