In MYOB AccountRight, ‘Items’ are the products or services that your business buys, sells, or uses in its operations. Items can be physical goods such as inventory items, as well as non-inventory items like services or fees. MYOB ‘Items’ is used to enable you to track and report on inventory associated with your items and include these in your invoices.
The standard vWork MYOB AccountRight integration works with MYOB ‘Services’ and doesn’t update inventory for tracking and reporting in MYOB. We have an optional add-on to this integration that enables you to use MYOB ‘Items’ with vWork jobs. Please ensure you have the MYOB 'Items' add-on before trying to include MYOB 'Items' in vWork job invoices. You can find out how to set this up in the article, MYOB AccountRight: Settings and options required to integrate vWork with MYOB ‘Items’.
In this article
In this article we explain how to add an MYOB ‘Item’ to a vWork job invoice as a line-item, and what you expect to see and happen in MYOB AccountRight when you sync a vWork invoice with MYOB.
Topics include:
- Add an MYOB ‘Item’ to a vWork job invoice
- View an item added to a vWork job in an MYOB invoice
- Tracking items used in vWork jobs in MYOB
- Related articles
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Add an MYOB ‘Item’ to a vWork job invoice
The importance of the MYOB ‘Item Number’ or ‘Item ID’
vWork job invoices map the ‘Code’ in a vWork job invoice to the corresponding:
- ‘Item Number’ in MYOB AccountRight Desktop, or
- ‘Item ID’ in MYOB AccountRight Online.
❗ Important:
The code used in the vWork invoice line-item must be identical to the MYOB ‘Item ID’ or ‘Item Number’ saved with the item in MYOB. This includes using the same capitalization for letters, punctuation, symbols and spaces included in the MYOB Item code. Any difference between these in MYOB and vWork will result in vWork being unable to match the MYOB Item from the vWork invoice line-item with the corresponding Item in MYOB.
Add the MYOB Item to a vWork job invoice
Invoice line-items are added in the 'Invoicing' tab in the vWork job editor for an individual job.
To add an item to a vWork job invoice as a line-item:
- Open the 'Invoicing' tab in the job editor and add a new line-item if this is needed.
- Enter the MYOB 'Item ID' or 'Item Number' in the vWork 'Code' field in the line-item.
❗ Important: This must be included in the line-item and must match the MYOB 'Item ID' or 'Item Number' exactly.
- Enter a 'Description' - this doesn’t need to match the MYOB Item description in MYOB. Whatever you enter here will show on the MYOB Invoice and will overwrite the MYOB Item description saved with the Item in MYOB.
- Optionally, add a 'Quantity Requested'. This doesn’t need to be included and won’t show in the MYOB invoice but may be useful for the worker completing the job.
- The 'Actual Quantity' may be added at any time before the job is completed or the invoice is approved (if you have the Invoice Approval option added to vWork). This is needed to calculate the line total in MYOB. It also shows as the 'Shipped' value in the MYOB invoice and is used to adjust inventory and report on Item sales.
- Enter a 'Unit Price' at any time before the job is completed or the invoice is approved (if you have the Invoice Approval option added to vWork). The 'Unit Price' used here overwrites what is saved with the Item in MYOB and is used on the MYOB invoice to calculate the line-item 'Total'. This is a tax free value.
Here is an example of how we add the MYOB ‘Item’ called ‘Widget 1 - stock item’, identified by the MYOB ‘Item ID’ Wid 1, to an invoice. The only essential information that must be included to link this to the MYOB item is the MYOB ‘Item ID’ entered into the vWork ‘Code’ field.
💡 Tip: The MYOB Item ‘Code’ field value and line-item details can be added to the vWork job invoice in the same way that any other line-item would be.
This could be a line-item:
- inherited from the Job template
- added from a pricebook (standard or customer)
- manually entered by a dispatcher or mobile worker directly into the job.
To ensure the item is entered correctly into the invoice we recommend you set up a pricebook for the template or customer that uses the correct Item Number or Item ID in the vWork code.
View an MYOB ‘Item’ added to a vWork job in an MYOB invoice
Information from a vWork invoice for an MYOB ‘Item’ that is shared with the MYOB invoice
As shown in the example in the previous topic, vWork only matches the vWork ‘Code’ from a line-item in a vWork invoice with the ‘Item’ details saved in MYOB AccountRight. The ‘Code’ matches the MYOB ‘Item Number’ or ‘Item ID’ in MYOB. All other details in the vWork invoice line-item overwrite what is saved in the item details in MYOB when the item is added to the invoice.
This table shows how vWork invoice line-item fields are used in an MYOB invoice line-item.
| vWork job invoice line-item | MYOB Invoice line-item | Comment |
| Code |
Item Number (MYOB Desktop) 💡 Tip:This value only shows on the invoice for MYOB ‘Items’. You won’t see this for line-item that aren't MYOB 'Items'. |
The vWork 'Code' maps to the ‘Item Number’/’Item ID’ in MYOB. This must be entered in thevWork 'Code' field exactly as it appears in MYOB to sync correctly. |
| Description | Description | The vWork ‘Description’ overwrites the description saved with the Item in MYOB in teh MYOB invoice. |
| Quantity Requested | - | vWork doesn’t add the Quantity Requested to the line-item in the MYOB invoice |
| Actual Quantity | Ship (MYOB Desktoptop) No. of units (MYOB online) |
The MYOB Invoices uses the 'Actual Quantity' value from the vWorkline-item. This adjust inventory in MYOB by this value. |
| Unit Price | Price (MYOB Desktop) Unit Price (MYOB online) |
The vWork 'unit price' shows on the MYOB invoice. This overwrites the unit price saved with the 'Item' in MYOB. |
| Line Total | - | MYOB calcuclates the line-item 'Total' in the MYOB invoice from the vWork 'Unit Price' and 'Actual Quantity’. |
💡 Tip: You can also view the vWork ‘Invoice Description’ in the MYOB AccountRight Desktop version Invoice in the ‘Journal Memo’ field. This won’t print on the invoice as MYOB doesn’t provide a place to include an invoice description in the invoice templates, but it helps you understand what the invoice is for.
An example vWork invoice synced with MYOB
In this example:
- The first line-item is an MYOB ‘Item’. The code ‘Wid 1’ matches the MYOB 'Item Number' or 'Item ID'.
- The second line-item isn’t for an MYOB 'Ite'’. This doesn’t map to anything saved in MYOB - but it still shows in the MYOB invoice as a line-item.
Here, both line-items show in the MYOB AccountRight invoice (Desktop version):
- The first line-item displays:
- the matched ‘Item Number' (Wid 1) that appears as the 'Code' in the vWork line-item
- the 'Ship' value (4) that shows as the ‘Actual Quantity’ value in the vWork line-item
- the 'Price' ($5.00) as it shows in the 'Unit Price' in the vWork line-item
- The ‘Total’ calculated from the supplied vWork 'Unit Price' and 'Actual Quantity' values.
- The second line-item that is not an MYOB Item displays:
- the vWork 'Description'
- The 'Total calculated in MYOB from the vWork unit price and actual quantity that don’t show on the MYOB line-item.
You can also see the Invoice ‘Description’ from the vWork job invoice has been shared with the ‘Journal Memo’ field in the MYOB Invoice. This won’t print on the invoice as the MYOB invoice template doesn’t have provision for an invoice description.
Tracking items used in vWork jobs in MYOB
MYOB ‘Items’ used in vWork job invoices have their inventory levels adjusted in MYOB AccountRight when they are added to an MYOB invoice. All the reports that you normally run to track inventory levels through MYOB will show the changed inventory when an item is added to a vWork job invoice that syncs and creates an invoice in MYOB.
Related Articles
- The article, MYOB AccountRight: Settings and options required to integrate vWork with MYOB ‘Items’, explains more about the specific settings and options in both MYOB and vWork needed to integrate vWork and MYOB AccountRight.
- The article, MYOB AccountRight: Connect vWork to MYOB AccountRight, explains how to integrate vWork with MYOB.
- The article, MYOB AccountRight: Import MYOB AccountRight customers into vWork, explains how to bring your customers from MYOB into vWork.
- The article, MYOB AccountRight: Share a vWork invoice with MYOB AccountRight, explains how to sync your vWork job invoices with MYOB AccountRight.