MYOB PAYROLL – SETTING BUILDLOGIC & MYOB INTEGRATION
There are 3 options available for the integration between MYOB Payroll information and Buildlogic Web software. They are:
- Use Buildlogic Mobile Timesheets and send the employee hours to MYOB Time Sheet;
- Pull Employee timesheet hours from MYOB into Buildlogic and in Buildlogic there will be a built-up cost rate that is used to put costs against jobs; or
- Pull Employee real costs from MYOB into Buildlogic which can then be allocated against a trade and reference code.
Considerations need to be made which of these options are best suited for your organisation and for any of these options to work, this document covers the setup required in MYOB and Buildlogic.
For all options, the initial integration with MYOB would need to be set up.
Setup Requirements
Option 1 – Buildlogic Mobile Timesheets – Buildlogic Setup
There are few things that need to be set up in Buildlogic by the Buildlogic Client Administrator first before you are able to create and send timesheet information to MYOB Time Sheets.
- The first task is to ensure that the following tab against your accounting system is set up correctly and looks similar to the screenshot below. The top section of the screen is self-explanatory.
The Timesheet Line Types are standard and need to be linked to the correct MYOB Categories via the Edit button.
- Next task is to make sure that the jobs, trades, reference codes and cost codes ticked that are to be accessible by mobile timesheet users are ticked as being active for timesheets. Against the job there is a tick box at the bottom of the Job/Detail tab and for each of the others, there is a column like the below. Only make active what you want the mobile users to code against via the mobile app.
- Next function is to set up the different types of Employees. This is done from the System/List/Employee Timesheet types. For example, you may have different types of staff – wages, salaried, casual staff. This is where the system knows how to allocate the hours and what costs need to be allocated when pulled in from the mobile Timesheet App.
- The employee needs to be set up as a contact. If you have imported your employees from MYOB, then the user may already be in your contact list and linked to MYOB. If not, you will need to set the contact up and Setup/Link to the contact in your MYOB.
When setting up the contact there are a couple of areas that are critical for the integration to work correctly. Firstly, on the Details tab at the bottom of the screen is where is where the user’s timesheet type, Default Cost Code and Default Reference Code are set up. Select the Save Button.
From this screen you can now set the employee up as user by clicking the Add Timesheet user button. This creates, the user as a Field User, gives them access to the Mobile app and links the contact card to this User.
- Final step in setting up the employees to go to the Charge rates tab and allocate the rates you want allocated against jobs for this employee.
- Go to the System/User & Licenses and look at the User that has been defined. You will need to send the User an invitation email so they can download and logon to Mobile Timesheets. See the Send invite button under the user’s information.
Option 2 – Pulling MYOB Timesheets
The main requirements here are to ensure that the integration with MYOB is set up correctly and you have your employees set up as contacts in Buildlogic.
- Set up the MYOB Payroll and Timesheet tab as shown below. These options are self-explanatory.
- Employees need to be set up as a contact with a built-up rate set against them. If you have imported your employees from MYOB, then the user will already be in your contact list and linked to MYOB. If not, you will need to set the contact up and Setup or Link the contact to your MYOB. You will need to set up a Built-up rate that you want allocated against jobs for each employee.
Note: On importing these records from MYOB via the Buildlogic AS Feed, they will appear in Buildlogic as Journal entries which are available from the Jobs dropdown/Journal Entries.
Options 3 – Pulling Employee True Costs
The main requirements here are to ensure that the integration with MYOB is set up correctly
Set up the MYOB Payroll and Timesheet tab as shown below. The options at top of the screen are self-explanatory. The Timesheet Line Types need to be linked to the correct Payroll Category in MYOB. The list below is the standard but others can be added if you want to pull from other Payroll Categories. Please contact Buildlogic at support@buildlogic.com.au and they can be added.
Note: On importing these records from MYOB via the Buildlogic AS Feed, they will appear in Buildlogic as Journal entries which are available from the Jobs dropdown/Journal Entries.
Accounts used for payroll need to be linked with cost codes in Buildlogic when pulling payroll from MYOB. For example, if using expense accounts in MYOB to allocate wages and salaries these need to be linked.
If you do not want to link the accounts used for payroll with a cost code and would prefer to have all payroll come across under the one cost code, you can use the ‘Default payroll cost code override’ feature.
