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Creating an Invoice and Purchase Order in MYOB

PostedSeptember 17, 2024
UpdatedSeptember 17, 2024

When your client is ready to proceed with an order from your quote – you will need to Approve and Create a Job (click here for details)

Brandengine then displays the following info:

  • A summary of items about to be ordered
  • A list of supplier po’s for the summarised items
  • A prompt to generate the sales invoice in MYOB

NB – Invoices and Purchase orders originate from a Quote. There is no way to generate an Invoice or PO independently from within BE

Purchase Orders

By default – BE will automatically create required PO’s at the quote approval stage.
(This is shown with the tick in the check box next to the suppliers name)

Brandengine-Purchase-Order-Summary

Purchase orders are ONLY in BE, until you send them to Xero
(This is done so you can edit the PO after receiving the supplier invoice if required)

You can send PO”s to MYOB from the respective Project, PO or Job screen.

Sending PO’s to MYOB first requires the Supplier/Vendor to be linked to MYOB – …for more info on linking vendors – click here

NB – once a PO is sent to MYOB – it is locked, so that MYOB becomes the 1 source of truth.
Any further PO edits will need to be done in MYOB and the PO Updated in Brandengine.
PO Updates from MYOB can be requested from within Projects, Jobs and Purchase Orders.

If you don’t require a PO for one (or more) of the vendors, deselect the corresponding check box.

If the order contains multiple products from the one supplier, in the one quote, Brandengine will consolidate these items into the one purchase order.

The required PO’s will then be created & displayed in the digital Job bag for further action
( MainMenu > Activity > Jobs )

…or you can view and interact with specific PO’s in the Purchase Orders module
( MainMenu > Activity > Purchase Orders )
or from the corresponding Project
( MainMenu > Activity > Projects)

Purchase Orders can then be augmented (or edited) with more info and attachments (artwork, labels etc…) before emailing to the supplier from within Brandengine.

Invoices

NB – Client invoices are not automatically sent to your client.
They are recorded as a draft in MYOB until further action is taken from within MYOB.

To generate a client invoice in MYOB, your customers record in Brandengine needs to be linked to their corresponding account in MYOB.

Linking your clients company is a once only process (unless they are unlinked) and can also be done directly from within your clients company record (in BE) if preferred.
( MainMenu > Database > Companies )
…for more info on linking clients – click here

BE will remember the link state regardless of where it is generated.

Once linked, Brandengine will generate a draft client invoice by default when a quote is approved.

If you don’t wish to generate the draft invoice at this stage – deselect the corresponding check box.

Invoices can also be sent to MYOB from within the corresponding Project at a later time if required.
( MainMenu > Activity > Projects )

More Info:

Once an Invoice is sent to MYOB, there are other functions you can perform, and information you can see, from within the corresponding BE Project:
( MainMenu > Activity > Projects )

  • Invoice Status in MYOB (Draft, Approved, Partial/Full Payment)
  • The Invoice # in MYOB
  • Invoice and Due Date
  • $ Amounts Due and Paid
  • Date Fully Paid
  • Download a PDF copy of the invoice
  • Request an Update from MYOB for the status and any payments
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