How to integrate Prism and MYOB during each billing cycle

How to integrate Prism and MYOB during each billing cycle


Export Statements From Prism

Prerequisites:
  1. Prism user has statements (monthly or single/quick invoices)
  2. Chart of Accounts and Tax Rates of transactions in the statements to be exported, match the ones imported from MYOB
  3. Each Prism owner’s billing account ( of each statement) has a corresponding customer Card in MYOB, identified by Card ID 
  4. MyOB doesn’t allow to update sales invoices due date, therefore it must be configured the same as Prism.
Steps:
  1. Go to Finance > Dashboard > Statements tab
  2. Select the statements to be exported and click Export to MYOB CSV


Import Statements From Prism to MYOB

Prerequisites:
  1. Prism statements have been exported to a CSV file (see section 4.3
  2. Each Prism owners billing account (of each statement) must have a corresponding customer card in MyOB, identified by Card ID
Steps:
  1. Go to the File menu > Import/Export Assistant
  2. In the Import and Export Assistant window select Import data and click Next button. 

  3. In the File Type screen, select Import: Sales and Sales type: Service Sales as below then select the Statement CSV file exported from Prism, and click Next button

  4. Select other options exactly as in the below screenshot:
    - Data separated by Commas
    - The first line of the file contains Headers or Labels
    - If data you are importing already exists, Add the import data
    - Match cards using their Card ID


    Note:     If the data is already in MYOB, you can choose to:
    - Add the import data: to import new invoice.
    - Reject the import data: to reject an invoice.

  5. Manually map each field in the Imported fields column by clicking the matching field in the Available fields column. You can click the Auto Match button to match the fields that have the same names. Then click Next button,

  6. Click Import button

Export Payment From MYOB

Prerequisites:
  1. Sales invoices have payments recorded by the Receive Payment process in MYOB
Steps:
  1. Go to the File menu > Import/Export Assistant.
  2. In the Import and Export Assistant window select Export data and click the Next button.

  3. Select Data Type as per the image below and the file which you want to import, then click the Next  button
    - Export: Transaction Journals
    - Source Journal: Receipts – Receive Payments

  4. Select the Format of the exported file and click the Next  button
    - Separate data using: Commas
    - Include field headers in the file

  5. Select Add All and then click Export button

  6. Enter the name and select the location where you want to save the exported file and click the Save button. The data is exported and saved as a text file.

Import Payment From MYOB To Prism

Prerequisites:
  1. Having recently exported payments file from MyOB as described above
  2. Invoice number in exported payments file is existing in Prism
Steps:
  1. Go to Finance > Dashboard
     
  2. Click the Import Payment button 
  3. Select the file which you want to import and click the Open button. 

Review Result

After importing successfully, all payments are shown at the Owner > Account > History > Credit tab. 

If there is an incorrect payment, you can click the trash icon to delete this payment.

The status of invoices should change accordingly.

Add and Delete Payment Manually

Add Owner Payment 
  1. Navigate to the Owner's Profile and then the Account tab.
  2. Click the Add Payment button to open the Add Payment pop-up window.

  3. Enter payment date, amount and description. Click the + button to record payments received from this owner. Watch out for warnings, should the payment you are trying to record be greater than the owner's payment amount outstanding.
  4. Then click the Save button to complete.

Delete Owner Payment

In the event that you have made an error, you can click the Trash icon to delete this payment and click the OK button on the warning popup.


Review Statement Status

After adding/deleting payment successfully, the corresponding statement status is changed. You can view statement status on Finance Dashboard/Statement list or Finance account/History page