easyemployer & MYOB AccountRight live (API) integration - payroll

This guide contains the following topics:

  • Integration diagram
  • Our advanced MYOB AccountRight live integration
  • How the MYOB live integration works
  • New user(s) process
  • Updating user details
  • Updating leave entitlement balances
  • MYOB important fields
  • Inactive cards
  • New wage categories
  • User information and settings that needs to be maintained in easyemployer (not integrated with MYOB)

Integration diagram

PDF located here

 

Our advanced MYOB AccountRight live integration

  • employee base rates sent to MYOB
  • employee wage categories are checked and enabled automatically if required on employee CARDS in MYOB
  • Wage category multipliers or hourly rates are updated as required
  • Wage categories are created if they are missing in MYOB
  • employee 'Base Hourly' or default code standard pay is forced to 0
  • new employee CARDS are created 
  • detects timesheet entries to reduce the likelihood of duplication when easyemployer exports timesheet entries to MYOB timesheet
  • when the timesheet entries are imported into MYOB they are broken down by day

How the MYOB live integration works

Both easyemployer and MYOB act as "master databases" for certain information. The connection is done through the internet (API).

MYOB

  • Is the master database for employee details (e.g. address, mobile number, bank details, super details)
  • If there is a change to user details (e.g. email, mobile, address, bank details) this needs to be updated in MYOB then imported back into easyemployer by following the process below "Updating user details"
  • Is the master database for entitlement accruals and balances
    When a new user starts, you can add them into MYOB and import them into easyemployer. Or add to easyemployer and sync to MYOB. See recommend process below “New user(s)”.

easyemployer

  • Is the master database for user’s pay rates (this is why it is very important the rates in easyemployer are correct)
  • When exporting a pay run, if a difference in rates exists the system will flag this and prompt users to update MYOB. This greatly helps the process when there is a yearly increase
  • If a user’s rate needs updating, update easyemployer by following the guide here
  • If award rates need updating, update easyemployer by following the guide here
  • easyemployer will create new wage codes in MYOB as required (e.g. for a level you have not used before)

New user(s)

When a new employee starts, there are two processes:

easyemployer into MYOB

  1. Capture the employee details using your standard process (e.g. new employee form)
  2. Add them into easyemployer and:
    • update their details located in the details tab in their profile page
    • assign to roles
    • assign to pay conditions
      grant online access
    • Perform a sync to add them to MYOB (guide located here)
    • Complete their profile in MYOB (e.g. bank details, super details, tax scales)

MYOB into easyemployer (recommended process)

  1. Capture the employee details using your standard process (e.g. new employee form)
  2. Add them into MYOB
    • Add in all relevant information including email and mobile (phone no. 2)
  3. Perform an import to add them into easyemployer (guide located here)
  4. Complete their profile in MYOB (e.g. bank details, super details, tax scales)
  5. Update their profile in easyemployer
    • update their details/settings located in the details tab in their profile page (e.g. emergency contact, communication preferences)
    • assign to roles
    • assign to pay conditions
    • grant online access

Updating user details

Once an employee has been synced to MYOB, their personal details (located in the details page in easyemployer) are locked from editing. This is because MYOB is the master database of employee details and any changes need to be made there.

The recommended process for updating details is:

  1. Update the employee details in MYOB
  2. Import the employees into easyemployer (guide located here)

 

Updating leave entitlement balances

MYOB is the master database for all leave entitlement balances.  These balances should be updated in easyemployer regularly and it is recommended to do this after each pay run:

MYOB leave entitlement import guide here

 

MYOB important fields

Employee cards

  • Mobile phone: The mobile phone number needs to be stored in MYOB against "Phone No. 2".
  • Email: The email address employees want to receive easyemployer communications from. For example, managers would set this as their work email.
  • Payslip email: The email employees want their payslips sent to. This can be different to the email above.


Inactive cards

  • Employee cards in MYOB should not be made inactive until the employee no longer exists within a pay period in easyemployer.


New wage categories

  • When new wage categories are created in MYOB, easyemployer will notify you of this through the payroll report when exporting.
  • If these wages categories need things like super, PAYG or entitlement accrual set or not set on them, this needs to be done directly through MYOB (consult MYOB documentation).


User information and settings that needs to be maintained in easyemployer (not integrated with MYOB)

  • User known as name
  • Pin code (set by the user when online sign up completed)
  • Location (GPS coordinates on map)
  • City
  • Communication preferences
  • Comments
  • Emergency contact details
  • Status; active, inactive or terminated
  • Termination date (when terminated)
  • Online access
  • Probation dates
  • Roles
  • Permissions
  • Notes and roster notes
  • Pay conditions
  • Abilities
  • Availability
  • Leave requests
  • Rules
  • Clocking options
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