Sporty is an official partner with MYOB online accounting software. To learn more, click here.
This article includes:
- Manage default MYOB settings for an online form
- Manage MYOB settings for individual product line items
Sporty can automatically raise invoices for you within your MYOB software. This commonly occurs whenever a person submits one of your online forms that has Products set on it. For example, it could be a Membership form with a Product called 'Membership Subs'.
When an invoice gets raised in MYOB, MYOB needs to know the same details that would normally be required if you were raising the invoice manually.
MYOB needs to know:
- Who the invoice is for, so it can be added to that person's account in MYOB if it already exists.
- The name of each Product line item on the invoice, along with the quantity sold and the unit price.
- Which General Ledger (GL) code from your Chart of Accounts each Product line item should use.
- Which GL code to use for merchant transaction fees relating to online payments (if any).
- Which GL code to use to record payments if someone pays when they perform a transaction.
- Whether GST is applicable and, if so, whether the price stated includes or excludes GST.
- Whether to raise the invoice as a Draft in MYOB, or automatically set it as Authorised (Approved).
- When a person pays you online, whether to mark the invoice as Paid in MYOB
- What action MYOB should take for an invoice if you later delete that transaction within Sporty.
When you connect your MYOB to Sporty for the first time, you'll follow the instructions here. This includes saving default settings in Sporty that give MYOB answers for many of the questions raised above. For example, which GL codes should be used by default. These default settings save you from having to answer these same questions every single time you create a new online form or add a new Product line item to an online form. You can return later to your Admin Settings in Sporty if you wish to modify your default MYOB settings.
Since your default settings for MYOB may not be applicable for every single transaction on every one of your online forms, Sporty also lets you set different defaults that will be used for transactions that occur on different online forms. Sporty supports this functionality for all forms you create locally using the Form Builder utility as well as for any official forms (e.g. 'SuperForm') that you inherit from a governing body.
If you want an online form to create invoices in MYOB with settings that are different from your site-wide defaults, Sporty lets you set local default settings for MYOB on a form-by-form basis. If you set local default settings for MYOB on an online form, then Product line items for that form will use those local settings instead of your site-wide default settings. You can also modify these further by editing the MYOB settings for each individual Product line item if you wish.
Manage default MYOB settings for an online form
Go to your Dashboard and click the Online Registrations tile.
Click the pencil button to the right of the form/database name that you wish to modify.
This opens the Form Builder utility. Scroll towards the bottom of the screen to the Products section and click the MYOB Settings link.
A MYOB Settings pop-up window will appear. It has two tabs at the top: Invoice and Contacts.
The Invoice tab lets you modify the default MYOB settings that will apply for each Product line item that you subsequently add to the online form. This modal will default to using your organisation settings as set in default form settings, but you can modify these for each specific form as required. Some values as detailed below can only be set against individual registration forms.
Note that changing these default settings with not update any Product line items that you have already added to your online form. If these already exist, you can modify the MYOB settings per Product line item if you wish (see section later in this support article).
Invoice due date
By default, Sporty will raise invoices with a due date seven (7) days after the registration submission date. You can modify this date so all registrations have the same due date - for example, the start date of a program or season. If a registration is received after the due date set, the invoice will revert to display a due date of seven (7) days after the registration submission date.
Default GL account code and Default tax type
Sporty will display a dropdown of your Account codes from MYOB. New online forms will automatically inherit your site-wide default settings for MYOB, as set in your main Admin Settings area in Sporty. You can use the dropdowns to select different GL codes that will be used by default for any additional Product line items that you add to this one online form. Similarly, if your organisation is GST registered and GST applies for most of your products, check that the default tax type is set to OUTPUT2 (GST on income). Alternatively, set this to NO GST if GST does not apply.
Identifier field to display as invoice reference
By default, the reference listed for any invoice created by Sporty will be the name of the registration form. This makes it easy to find registrations associated with a specific event or programme. If you wish, you can set an alternative reference to display against the invoice in MYOB. You can choose any question response from your registration form to display in this field. MYOB will display these as the PO number.
Whenever Sporty raises an invoice in MYOB, MYOB needs to know who the invoice is for. MYOB creates an account contact for each person or organisation that an invoice is created for.
The Contacts tab lets you manage how these account contacts are created and used in MYOB. By default, MYOB will use the contact details that a person enters on your online form for the primary person. This includes the first name, last name, email, phone number and address (if entered). However, you may prefer for invoices to be raised in MYOB to use contact details that are different to the primary person. For example, you may prefer invoices to be raised under the name of a school instead of the name of the teacher-in-charge, or under the name of a parent/caregiver instead of the name of a child.
To modify the fields that MYOB uses for the account contact when an invoice is raised, use the dropdown boxes to select whichever question field you wish from your online form. Note that the system only lets you select fields that are in the correct format. For example, you can only choose a field on your form that is formatted as an address to map to the address field for the contact in MYOB.
IMPORTANT: If you modify the Contact settings, please ensure you complete every dropdown possible here since these settings will replace your defaults for this online form. If any dropdown is left as 'Not Specified' here (such as the Phone Number field in the image above) this means that when someone completes the form and a new contact is created in MYOB, the contact record in MYOB will NOT include a phone number.
Manage MYOB settings for individual product line items
At the bottom of your online form, you can add/edit products. A 'Product' is anything that you wish to receive payment for, such as subs, fees, team photos or merchandise. These items will display publicly at the bottom of your online form. For more detailed instructions on how to manage products and payments for your online forms, please refer to this support article.
Once a product has been added to your online form, you can edit the settings for that item so that it uses a different MYOB account GL code and/or a different MYOB tax rate if you wish.
IMPORTANT: You can only modify MYOB settings for individual products on your form if the form has the option to Automatically create invoices in MYOB checked on in the MYOB Settings for that form.
To edit the settings for a product, click the pencil button to the right of the product.
Then use the dropdown boxes to modify the MYOB Account GL code or MYOB Tax Rate...
Once you are done, click the Done button to save the changes to this product line item.
IMPORTANT: You must also click the Save Form button at the bottom right of the entire form to permanently save all changes you have made to your online form.
Tips for bookkeepers:
- Connecting Sporty with MYOB: Click here.
- How to add products and payments to an online form: Click here.
- Reconciling your merchant pay-out within MYOB: See here for more information
For more information, please download the full MYOB User Guide.