Integrating Training Orders to MYOB

The following guide explains how you can simply integrate orders for training within Salesforce to MYOB advanced for invoicing.

1. 1. Types of Order

Orders are Salesforce Opportunity records. They are automatically generated by Salesforce when public or corporate customers make bookings on trainings courses. There are three main types of order generated for training - 

1.1. 1. Prepaid Training

These orders are paid for. They may come from the website or from a transaction processed in Salesforce. These will often be for public Attendees but may also be for corporates who have decided that they would like to pay for their booking via credit card instead of on-account. Because they have already been paid, they are ready for integration to MYOB and invoicing (regardless of the status of the training).

1.2. 2. On-Account Training

These orders are for corporate customers who are paying for their training on an on-account basis. These orders will not be triggered for integration with MYOB until the training has taken place. When training courses are 'Closed', the status of any associated on-account orders will automatically be updated to 'Closed Won - Training Complete'. This signifies that the order is ready for integration with MYOB and invoicing.

This guide shows the process for Closing a Training Course.

2. 2. Integrating an Order

The following shows how you can easily integrate any of the order types defined above with MYOB advanced. 

2.1. 1. Use the 'Opportunities to be Invoiced (Training)' List

To find this list do the following - 

  1. Select 'Opportunities' on the Salesforce Navigation Bar
  2. Use the list selected drop-down and choose the 'Opportunities to be Invoiced (Training)' option

This list can be treated like your orders inbox. Any new orders will automatically pop up in here, and as you integrate them with MYOB they will drop out! In the screen shot below you can see some are Prepaid Training and others are On Account.

2.2. 2. Select an Opportunity/Order for Integration

Choose one from your list and open it out. Once opened, make sure you check the 'Details' tab.

In the Details section you can see a host of details about the order, including - 

  1. The Course the order relates to
  2. The Product and how much the order is for
  3. The Customer the order relates to
  4. A link to the original Booking
  5. A list of all the attendees incorporated in the booking

The Attendees listed against an Order will be sent across to MYOB Advanced as a Note. They will also appear on the Invoice.

On-Account Orders must be at a stage of 'Closed Won - Training Complete' for them to be integrated to MYOB Advanced. If you try to integrate an Order that is not at this stage the system will stop you, displaying an error message.

2.3. 3. Select 'OK to Invoice'

Once you are happy with the order details you can integrate it with MYOB advanced. This is really easy to do - 

  1. Hover over the 'OK to be Invoiced' field
  2. Select the little pencil on the right hand side
  3. Check the box
  4. Select 'Save'

This will trigger the integration of the Order to MYOB Advanced. The Order will be created in MYOB in a matter of seconds. You can check that the Order has been successfully created by refreshing your screen a few times and reviewing the 'MYOB Integration' section on the page. 

When the Order has been successfully created in MYOB, the order number will be returned. 

If the Order does not integrate, you will be able to tell. The 'MYOB Error Text' field will display the reason that the Order has not integrated and provide you with a clue to fix the issue. 

You can see a list of MYOB Integration exceptions (ones that have received an error during integration) by navigating to Opportunities (from the Salesforce navigation bar) and then selecting 'MYOB Exceptions' from the available list views.