TSM-MYOB Post Version 4

This guide details how to install, configure, use, and troubleshoot the latest version of the TSM MYOB Post.

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Due to technical complexity and accounting practice implications, the setup of the TSM MYOB Post is generally handled a TSM consultant. If you wish to perform the installation yourself, please contact TSM Support and we can assist if you experience issues or have any questions.

Due to the large amount of data which must be synchronised, we strongly recommend that the TSM MYOB Post be installed on the same machine which hosts the MYOB Company file.

Before commencing installation:

• On the machine which will run the Post program, download and install Java from http://www.java.com/en/download/index.jsp (Version 1.6 or higher required) if not already in place.
• Ensure MYOB and the MYOB ODBC are installed. (Currently supported version is Account Right Premier 19.8 and ODBC v10).
• Ensure you are logged onto the machine as a Windows user with full administrative privileges.

You can now run tsm-myob-link-installer.jar and follow the wizard to install the program.

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Following installation, the TSM MYOB Post must be configured to communicate with TSM and MYOB, and set which transaction types are posted and to which accounts.

1. Start the TSM MYOB Post by using the shortcuts created by the installer, or run the tsm-myob-link.jar file in the directory the program was installed to.
2. Ok through any error messages indicating TSM or MYOB is not accessible, and click Tools then Options.
3. Select TSM on the left pane, and enter the current TSM directory, username, and password. Note: The TSM directory must be accessible using the current Windows credentials. Using a UNC path (\\server\dir) is recommended over a mapped drive path. Also, the TSM DLL must be registered correctly using this path on the current machine (see troubleshooting section for details).
4. Select MYOB on the left pane, and enter the current MYOB program directory, the MYOB Company file, and its username and password. Note: The correct company file location must be identified by the company's accountant.
5. Close and reopen the Post, click Tools→ Options→ TSM, and use the checkboxes to limit which departments to post from if not posting transactions from all departments (this allows for posting from a single TSM to multiple MYOB company files).
6. Under Options→ MYOB→ Categories/Accounts, all enabled departments will appear. These departments can be matched up to a Job or Category record in MYOB (based on the top option), allowing for posting to different account sets. See below for more information on populating these accounts.
7. Click General on the left pane, and check only those transactions you wish to synchronise between TSM and MYOB. When first running, you may wish to post Account Codes, Category Codes, Tax Codes, and Payment Codes. In general use, you would only want Customer, Supplier, Invoice, Receipt, Supplier Invoice, and COGS to be enabled.

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The Categories/Accounts table allows setting of the appropriate MYOB account codes to use when posting Invoices, Supplier Invoices, COGS transactions, and Cash Receipts. The specific accounts to use for each transaction type need to be identified by each customer’s accountant.

• Under the Sales Invoices tab, Material sets the Sales Income account for Parts Used on a Job, Labour is the Sales account for Timesheets, General is used for Invoices from Contract Jobs, Fees are from a Job’s Service Fee, and Rounding is populated from any difference between the line items and Invoice total.

• Under COGS/ Supplier Invoices, the COGS account is used if recording Cost of Sale from Parts Used records, Material defines the Inventory Asset account used when purchasing stock, Freight records shipping costs from Purchase Orders, and Rounding is populated from any difference between Supplier Invoice line items and the total.

• The Cash Receipts tab defines which asset account funds are to be deposited into. Each Payment Type can be sent to a separate account.

If the accounts for department are left blank, the accounts defined in the default line will be used instead (these will also be used when posting a transaction with no department set). The default accounts set here can be overridden by defining an account code on any transaction in TSM.

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Before attempting to transfer any data, ensure both MYOB and TSM have been backed up and the TSM MYOB Post has been correctly configured. To transfer data between TSM and MYOB:

1. Click the top Reload Data button, and tick the Data Types to transfer. After clicking OK, all unposted transactions will load from both TSM and MYOB. Records loaded from TSM to be posted to MYOB will appear in the left column. Data from MYOB to be posted to TSM will appear in the right column.
2. For all transactions you wish to transfer, tick the left checkbox next to the record in the main grid (or use the top checkbox to select all current entries). If you do not wish to transfer a particular record, and want it to no longer appear in the transaction queue, click the middle User Action dropdown and choose Mark as Updated, and tick the left checkbox.
3. Once all records you wish to process have been ticked, click the Post Data button. A record of all transactions made will appear in the bottom Session History tab. If any specific record is unable to Post, an error message will appear in the bottom Messages tab indicating the cause of the failure.
4. Make any changes necessary to the erroneous transactions or setup, and reload and repost all entries until the queue is clear.

[] The most common issue causing a transaction to fail is posting a record for a customer which does not exist. Customers and Suppliers in TSM match to Customers and Suppliers in MYOB based on the TSM CustomerID and the MYOB CardID. If these are not the same in both packages, you will need to Post the record across, or edit an existing record to ensure the IDs are identical.

An other likely issue preventing a specific record from posting is an invalid or missing account code. When posting transactions, the account code specified on the particular record in TSM (e.g. Parts Used) will be used. If no code is set, the account defined against the department in Categories/Accounts section of the Post options will be used (matching on the Job’s department). If no department is set, the accounts of the Default line of Categories/Accounts section are posted to.

This problem can occur on certain 64-bit systems when Java is not installed in the default directory. To resolve, right-click on the Post shortcut, select Properties, and on the Shortcut tab change the target to point to the current Java system executable (e.g. C:\WINDOWS\SysWOW64\javaw.exe).

This may be due to incorrect Java installation. Ensure 32-bit Java is correctly installed on the current machine. The problem may also be with the installation of the Jacob DLL. Download the appropriate version from http://sourceforge.net/projects/jacob-project/ and copy it to the Post installation directory.

To run correctly, the TSM DLL must be registered in Windows. Only one TSM DLL can be registered at a time, so if multiple TSM installations exist on the same machine, all copies must be kept the exact same version. To re-register the TSM DLL, open a command prompt with ‘Run as Administrator’ and type “regsvr32 c:\tsmdir\tsm.dll” (replace tsmdir with you current TSM directory).

If the MYOB Company file location, username, and password are correct, but MYOB is still not accessible, the issue may be due to Windows permissions. To resolve, right-click on the Post shortcut and select ‘Run as Administrator’.

On the Cash Receipt screen of TSM, the 'Deposit to Account' field allows setting a code which overrides the GL code set in the Post for each Payment type. If no account codes appear in this dropdown even after posting codes across from MYOB, click Utilities→ Codes in TSM, and change the Type field to “BANK” for all accounts you wish to post cash receipts to.