Connecting MYOB AccountRight to Buildxact means you enter your purchases and customer invoices once, saving you time. This article covers how to connect, choose your sync settings and accounts, and sync your data.
How the sync works
You enter purchase orders and customer invoices in Buildxact for job tracking and reporting. When you click Sync, Buildxact sends them to MYOB, so you don't have to enter them twice.
Purchases: purchase orders marked Received or Part Received land in MYOB as bills.
Customer invoices: invoices marked Invoiced land in MYOB as invoices.
Paying and reconciling: you then pay and reconcile them against your bank transactions in MYOB as usual.
Connect Buildxact to MYOB
In the left-hand menu, click Integrations.
Click Application Integrations.
Click Connect in the MYOB box.
If the MYOB login page opens, enter your MYOB login details. If you're already logged in to MYOB, this step is skipped.
Click Allow access.
Select your company file and enter its username and password. This is the login for the company file, not your MYOB account login.
Tip: unless you've changed it, your company file username is most likely administrator with a blank password.
Choose your sync settings
What to sync
Received purchase orders: send your purchases to MYOB as bills.
Invoiced job invoices: send your customer invoices to MYOB as invoices.
Sync item date
This sets how far back Buildxact looks for items to sync. It uses the received date on purchase orders and the invoiced date on customer invoices. It's useful as a "line in the sand" if you're moving across from another program.
Expense accounts
These set which MYOB account your purchases go to, based on the contact on the purchase order:
Suppliers: purchases from contacts set as Suppliers go to this account.
Contractors: purchases from contacts set as Contractors go to this account.
Expense tax types
These tell MYOB which tax type to use on purchases with tax (for example Goods & Services Tax) and without tax (for example No Tax).
Income account and tax types
Income account: the MYOB account all your customer invoices go to.
Income tax types: as with expenses, set the tax type for invoices with tax and without tax.
Click Save Settings and Close when you're done.
Pick the right MYOB accounts
Check your accounts list in MYOB to see which accounts you can use.
In MYOB, click Accounts.
Click Accounts List.
Click the Expense tab for purchases, or the Income tab for customer invoices.
Choose an account that sits under a summary account. Summary (header) accounts, such as 6-0000 Expenses or 4-0000 Income, can't receive transactions.
Tip: you can create a dedicated expense account in MYOB, such as "General Costs", just for purchases from Buildxact.
How does MYOB know which account to use?
When Buildxact sends a purchase or invoice to MYOB, it includes the account it should land in. For purchase orders, Buildxact checks these in order and uses the last one that's set:
Default accounts: the supplier and contractor accounts in your integration settings.
On the contact: set a Default Account in the contact's details if a supplier always needs a different account from the main default.
On the order: change the Account on a purchase order for one-off exceptions or last-minute changes.
Customer invoices always go to the income account in your integration settings.
Sync with MYOB
Buildxact is ready to send items to MYOB when there are:
Purchase orders marked Part Received or Received
Customer invoices marked Invoiced or Received
How to sync
The Integrations menu item shows the number of items waiting to sync.
Click the green Sync button.
A message appears while the sync runs. It can take up to 5 minutes.
When it's finished, you'll see when the last successful sync happened.
Click View Log to see your sync history.
What the data looks like in MYOB
Purchase orders become bills
Bills appear in MYOB's Open Bills section, with:
The purchase order number from Buildxact
The supplier's invoice or receipt number, if you added one in Buildxact
The item details and assigned account
A comment confirming it was added by Buildxact
Customer invoices become invoices
Invoices appear in MYOB's Open Invoices section, with:
The invoice number from Buildxact
The item details and assigned account
A comment confirming it was added by Buildxact
Things to know
Synced items don't update
Each item only syncs once, to avoid duplicates. If you change an item in Buildxact after it has synced, update it in MYOB too. This also means any mistakes need fixing in both Buildxact and MYOB.
Identifying contacts
To send purchases to separate supplier and contractor accounts, Buildxact needs to know which of your contacts are suppliers and which are contractors. Double-check this is set correctly for all your contacts.
General business overheads
Because Buildxact is job focused, we recommend entering overheads like phone bills, car leases and office rent directly in MYOB, as they're hard to fit into any one job.
Sync errors
For known MYOB sync errors and how to fix them, see the article below.
Need help? Reach out to our support team — we're here to help!