Financial Report - Invoice (inc. MYOB Export)

This Guide includes:

The invoice report displays a list of invoices which have been invoiced out within a certain date range.

This report is typically associated with 'Accrual' accounting.

To access this report, go to 'Dashboard' > 'Financial' > 'Invoice'

 

Generating an Invoice Report

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  1. Select a date range of when money was received
  2. Define the payment type. Date Paid and Date Banked are defined when a payment is being collected.
  3. Optionally define client groups
  4. Optionally define the site where consultations took place
  5. Optionally define the practitioners whom where seen on this day
  6. Optionally define the service types that were invoiced out
  7. Optionally define how the client was consulted
  8. Optionally define if the invoices are locked, unlocked or either

 

If you want to export the generated data into MYOB:

  1. Set the option MYOB Export to Yes
  2. Click the MYOB Fields button, to fill in the information MYOB requires for data to be imported
  3. Define if you want to include previous payments

Press 'Generate' when you are finished.

 

Definitions

Include Previous Payments: Payment data previously exported to MYOB is logged in coreplus so that is not exported again. Any new (not updated) payments from previously exported invoices however will be exported out of coreplus during the MYOB export. Should you want to re-export previously exported payments, set this options to 'Yes'. Having this option set to 'No' will prevent previously exported payments from exporting again.

 

Manage Exported Payments: You are able to manage payments that have been previously exported to MYOB via this option. By clicking 'Manage' a dialog window will appear and list all the times data has been exported out of coreplus and into MYOB. Should you want to delete a particular set of payments which have been previously exported, press the 'Delete' button next to the corresponding date and time.

 

Invoice Report - Overview

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The Invoice Report Overview screen displays a sum of the money invoiced out, breaking down GST, credits and refunds. The graph on the rights compares the report criteria specified over a 12 month period, showing financial performance for the current year vs the previous year.

 

Invoice Report - Details

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Additional fields can be shown on the report, by clicking on 'Show/Hide Fields'.

The report can also be exported out to CSV and imported into Microsoft Excel or other accounting software, by clicking on 'CSV Export'.

 

Invoice Report - Exporting the Invoice Report Results to MYOB

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To export the invoice report results into MYOB, 3 separate files are generated (Clients, Invoices and Payments) which need to imported into MYOB in the same chronological order.

To download the 3 files:

  1. Click on MYOB Export where a dialog window will appear
  2. Click on the Clients, Invoices and Payments buttons separately to download the files to your computer

 

What information do the 3 files contain?
Clients: This exported file is collated data of the clients' information whom appear in the report. The data contains information such as name, surname, address, contact details etc...
Invoices: This file contains a breakdown of each line item for each invoice, including fee, GST etc...
Payments: The payments file is a list of all the payments that were made for each of the invoices previously reported.

 

Importing Clients, Invoices and Payments into MYOB

Once all the required files have been exported out of the coreplus invoice report, you are ready to now import them into MYOB.

Before proceeding with the following steps, please have MYOB open.

1. Importing the client data file

  • Navigate to 'File' > 'Import Data' > 'Cards' > 'Customer Cards'
  • On the Import File screen, the settings should be as follows.

 

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  • Navigate to the client export file, and click 'Open'

 

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  • Match up the imported fields list on the left, with the MYOB fields on the right. Left click on the imported fields column to match, and then click on the MYOB field.
  • Once you are finished, press 'Import'
Import Fields       >          MYOB Import Field
Co/Last Name        >          Co/Last Name (required)
First Name          >          First Name (not required)
Addr1 - Line 1      >          Addr1 - Line 1 (not required)
-Line 2             >          -Line 2 (not required)
-City               >          -City (not required)
-State              >          -State (not required)
-Postcode           >          -Postcode (not required)
-Phone # 1          >          -Phone # 1 (not required)
-Contact Name       >          -Contact Name (not required)
Card Id             >          Card Id (required)

 

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  • Once the clients have been imported, you will get a summary of how the import went.

 

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2. Importing the invoices data file

  • Navigate to 'File' > 'Import Data' > 'Sales' > 'Service Sales'
  • On the Import File screen, the settings should be as follows.

 

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  • Navigate to the invoice export file, and click 'Open'

 

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  • Match up the imported fields list on the left, with the MYOB fields on the right. Left click on the imported fields column to match, and then click on the MYOB field.
  • Once you are finished, press 'Import'
Import Fields       >          MYOB Import Field
Co/Last Name        >          Co/Last Name (not required)
First Name          >          First Name (not required)
Invoice #           >          Invoice # (required)
Description         >          Description (not required)
Date                >          Date (not required)
Account #           >          Account # (required)
Amount              >          Amount (required)
Inc-Tax Amount      >          Inc-Tax Amount (required)
GST Amount          >          GST Amount (not required)
Tax Code            >          Tax Code (required)
Terms - Payment Due >          Terms - Payment Due
-Discount Days      >          -Discount Days
-Balance Due Days   >          -Balance Due Days
-% Discount         >          -% Discount
-% Monthly Charge   >          -% Monthly Charge
Card Id             >          Card Id (required)

 

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  • Once the invoices has been imported successfully, they will be visible in the MYOB Sales Register

 

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3. Importing the payments data file

The payments and updated payments files need to be imported separately to each other, however the steps below are identical for each. The only difference is the file selected to import.
  • Navigate to 'File' > 'Import Data' > 'Receipts' > 'Receive Payments'
  • On the Import File screen, the settings should be as follows.

 

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  • Navigate to the payments export file, and click 'Open'

 

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  • Match up the imported fields list on the left, with the MYOB fields on the right. Left click on the imported fields column to match, and then click on the MYOB field.
  • Once you are finished, press 'Import'
Import Fields       >          MYOB Import Field
Co/Last Name        >          Co/Last Name (not required)
First Name          >          First Name (not required)
Invoice #           >          Invoice # (required)
Amount Applied      >          Amount Applied (required)
Date Paid           >          Receipt Date (not required)
Date Banked         >          Receipt Date (not required)
Payment Method      >          Payment Method (not required)
Notes               >          Payment Notes (not required)
Card Id             >          Card Id (required)

 

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  • Once the payments have been imported successfully, going back to the MYOB Sales Register will show that payments have now been applied to our invoices.

 

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Adam Kluga -

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