Skip to main content

MYOB AccountRight: Import MYOB AccountRight customers into vWork

  • Updated

Once you have integrated MYOB AccountRight (MYOB) with vWork you can bring your MYOB customer information across into vWork. This ensures that jobs with line items in vWork are automatically created as an MYOB invoice associated with the same customer in MYOB.

Before you can import customer information from MYOB you must have authorized vWork to share information with MYOB. This process is explained in the article, Connect vWork to MYOB AccountRight.

The MYOB AccountRight integration is an optional feature in vWork. To add this to your account please email support@vworkapp.com. Our support team will contact you to discuss your requirements and add the MYOB AccountRight integration.

In this article

This article explains how to bring MYOB customer information into vWork, and how to maintain this in both apps after the intial import.

The topics covered include:

Click the topic link above to go directly to that topic. You can return to this topic list by clicking this icon.

Van

What method to use to import and update MYOB customers in vWork

This topic explains the method used to add customers that already exist in MYOB AccountRight as new customers in vWork, and how to update these customers when customer information changes.

vWork enables customers to be added to vWork in bulk and updated in bulk using two methods:

  • import customers using a CSV file
  • import customers using a dedicated integration import button; for this integration the button is Import from MYOB AccountRight button.png.

Of these two methods you must always use the Import from MYOB AccountRight button.png button to:

  • upload customers to vWork that already exist in MYOB and haven't yet been added to vWork
  • update changed customer information for customers that are synced between vWork and MYOB.

    🔔 Note: Customer information flows in one direction - from MYOB to vWork. You must make changes to customer information in MYOB and then reimport the customer data to update the corresponding vWork customer record. You aren't able to update customer information in vWork and have that information sync back to MYOB.  

You will only use the a  CSV file to update customer geocoded addresses after first exporting the customer data from vWork. You will never use a CSV file to add new MYOB customers to vWork or update customer data to match MYOB data (other than when you add geocoded addresses).

What about adding vWork customers to MYOB?

When you add a vWork customer to a job, and that customer doesn't already have a card set up in MYOB, a new customer card is created in MYOB for that customer when the vWork invoice syncs with MYOB. 

Future updates to that customer information must be made in MYOB and then reimported to vWork using the Import from MYOB AccountRight button.png button.

Van

Import and update MYOB AccountRight customers in vWork

The Import from MYOB AccountRight button.png button is used to add existing customers in MYOB to vWork and to update changed customer information in MYOB in the corresponding customer record in vWork.

 

To import MYOB customers into vWork and update changed MYOB customer information in vWork: 

  1. Click the Customers tab to open the list of vWork customers.

  2. Click Import_button.png to open the options for importing customer information.

    Import_customers_1.png

  3. Scroll to the 'Import from MYOB AccountRight' section and click Import_from_MYOB_Online_button.png.

    Import_customers_2.png

  4. The customer import begins. The button changes to show the data is synchronizing.

    💡 Tip: This can take a few minutes when you have lots of MYOB customer information to upload to vWork.

    Import_customers_3.png

  5. When the MYOB customer information has finished importing a message displays at the bottom of the MYOB section telling you how many customers had information imported.
    • New customers will have a vWork ID and are saved into the Customer list in vWork.
    • Existing customers will have only the information that has changed in their MYOB contact card updated in their vWork customer record.

      Import_customers_4.png

Van

Tips for setting up customer data in MYOB AccountRight and vWork

You can get the most out of the customer data shared from MYOB with vWork by understanding how fields in the MYOB customer card map to the Customer record fields in vWork.

Customer designation and customer name 

MYOB uses a 'Designation' in the customer Contact Record. It makes a distinction between 'Company' and 'Individual'.

Import_customers_Tips_Designation.png

vWork doesn’t distinguish between 'Company' and 'Individual' in the vWork Customer record. All customers regardless of their desingation, have their names saved in the 'Name' field in the vWork customer record. 

Import_customers_Tips_vWork_Customer_Name_record.png

Where a customer is designated 'Company' the 'Company Name' field from MYOB populates the 'Name' field in vWork. 

💡 Tip: When new customers are created in MYOB from a vWork job the new MYOB customer card is created for the vWork customer with the designation of 'Company'.  

MYOB AR Company customer in MYOB Name fields.png

Where a customer is designated 'Individual', MYOB has two fields that are used to populate the 'Name' field in vWork: the 'First Name' and the 'Last Name or Surname' fields. These are both included and are combined to create the customer 'Name' in vWork.

In this example:

  • First name = 'Mable' in MYOB
  • Last Name/ Surname or family name = 'Fisker' in MYOB

    MYOB AR Indivdual customer in MYOB Name fields.png

  • Name = 'Mable Fisker' in vWork (First and Last Name from MYOB combined).

    MYOB customer in vWork.png

Address

vWork only imports the single line 'Address' from the 'Billing address' and 'Shipping address' address fields in the MYOB customer card. This populates the 'Billing Address'  and 'Site Address' in the vWork customer record. This address doesn't have enough information in MYOB to bring it across to vWork in a geocoded format. 

💡 Tip: It can be helpful to include the suburb in the MYOB 'Address' field to make it easier to identify the correct region or location when updating the MYOB generated address in vWork to a geocoded address.

This example shows the Billing Address from MYOB AccountRight's online interface (also called 'Address 1: Bill to' in the Desktop interface). For this customer the Billing Address and Shipping Address are the same and we have added 'Auckland CBD' as a suburb location to the address line.

MYOB AR Billing Addresss field online.png

When imported to vWork, the customer has only the information from the single MYOB Address field in the vWork Address field in the customer record. The address doesn't include the additional MYOB suburb, city or region information saved in the other MYOB address fields.

MYOB AR Site address after customer import template.png

💡 Tips:

  • After the customer is imported into vWork you can update this address information to geocode it in vWork. You can do this directly in the customer record, or you can export your customers and add the geocoded address information in a CSV file then remimport your customers to update this information in bulk.

  • Once geocoded the address isn't overwritten when other customer information is updated for this customer in MYOB during subsequent customer imports. If the customer moves and needs their address updated, you must update it in both MYOB and in vWork. It won't be reimported from MYOB after it has been geocoded in vWork.

Customer Notes

  • Customer notes added to the MYOB Customer Contact Record show in both locations.

  • vWork adds a note to all vWork Customer records created when they were imported from MYOB. This says "Imported from MYOB". This note is added to existing notes in the vWork customer record.

  • MYOB adds a note to customers that are automatically created from a vWork job to show the customer came from vWork. This is added to existing notes and doesn’t overwrite them. 

  • A note added to a customer card in MYOB doesn’t override existing Customer notes in vWork. The note is added to any pre-existing customer notes in vWork.

Contact details: Site/Shipping and Billing

This table shows the fields from the MYOB customer card and what they populate in the vWork customer record.

MYOB AccountRight

Desktop Field

MYOB AccountRight

Online Field

Work Customer tab

Field

Address 1: Bill to - 'Contact'

Address 2: Ship to - 'Contact

Billing address - 'Contact'

Shipping address - 'Contact'

Billing Contact - 'First name'

Site Contact - 'First name'


🔔 Note: If a full name was entered in the 'Contact' field in the MYOB card then the full name will also show in the 'First Name' field in vWork.
No last name is entered in vWork.
N/A N/A

Site Contact - 'Last name'
Not populated from MYOB

Billing Contact - 'Last name'
Not populated from MYOB

Address 1: Bill to - 'Phone No. 1'

Address 2: Ship to - 'Phone No. 1'

 

🔔 Note: You can include a country code and area code if you want but these are not necessary in this field. Whatever you enter here will transfer to vWork exactly as it is shown.

Billing address - 'Phone'

Shipping address - 'Phone'


🔔 Note: You can include a country code and area code if you want but these are not necessary in this field. Whatever you enter here will transfer to vWork exactly as it is shown.

Billing Contact - 'Phone'

Site Contact - 'Phone'

Address 1: Bill to - 'Phone No. 2'

Address 2: Ship to - 'Phone No. 2'

 

❗ Important: Include country code (e.g. 61 for AU) in MYOB to match the format used in vWork. Do not include the plus '+' symbol in the field. 

Billing address - 'Phone'
(first additional phone)

Shipping address - 'Phone' (first additional phone)

 

❗ Important: Include country code (e.g. 61 for AU) in MYOB to match the format used in vWork. Do not include the plus '+' symbol in the field. 

Billing Contact - 'Mobile'

Site Contact - 'Mobile'

Address 1: Bill to - 'Email'

Address 2: Ship to - 'Email'

Billing address - 'Email'

Shipping address - 'Email' 

Billing Contact - 'Email'

Site Contact - 'Email'

Address 1: Bill to - 'Fax'

Address 2: Ship to - 'Fax'
🔔 Note: You can include a country code and area code if you want but these are not necessary in this field. Whatever you enter here will transfer to vWork exactly as it is shown.

Billing address - 'Fax'

Shipping address - 'Fax' 
🔔 Note: You can include a country code and area code if you want but these are not necessary in this field. Whatever you enter here will transfer to vWork exactly as it is shown.

Billing Contact - 'Fax'

Site Contact - 'Fax'

 

Van

Related articles