Integrating with MYOB

This section describes how to enable the Redcat MYOB interface, and how GL accounts should be created and mapped in Polygon Back Office to ensure correct posting of GST figures for BAS reporting.

The initial setup, authorisation and ledger mapping will be provided as part of Redcat’s installation process in consultation with the client. The following information is provided for your review and future reference.

The progression to successful integration will be much smoother if you understand all the elements involved before you start the mapping process.

Collect the list of accounts.

It is recommended that you run the following reports to help you determine which ledger accounts will need to be mapped, and if you need to make any changes within Polygon POS regarding the considerations in the sections above.

•PLU List by PLU Class (this will show both the revenue account assigned and the GST Type of each PLU, check that any GST Free PLUs are assigned to revenue accounts separate your GST Inc items)

•POS Media Log (to determine which media types need to be mapped)

•Sales by Revenue Account (to determine which revenue accounts need to be included in the mapping)

•Paid Out Report (to determine if expense/cost accounts need to be included in the mapping.

•Stock items List (if you are using Polygon Inventory you will need to know which asset and cost accounts are attached to stock items)

Asset Accounts	These will be your media types. Think about if you want a direct ‘like for like’ mapping (cash to cash, eftpos to eftpos, amex to amex etc) or if you want to map all media to a clearing account, or a combination of the two. Are you running Polygon Inventory? If so, you need to know which asset accounts are attached to stock items. If you process Client Account charges at POS these affect Accounts Receivable ledger account in Polygon (see note below for recommendation).
Liability Accounts	Do you have Polygon Loyalty with hybrid cards or gift cards? If so, you will need to map the Unexpired Gift Cards liability account.
Revenue Accounts	Check your Sales by Revenue Account report to ensure that you map all the relevant revenue accounts. POS Discounts, POS Surcharges and Cash Over/Under are system revenue accounts and will also need to be mapped.
Expense Accounts	Check your Paid Out report to find out which expense accounts (if any) will need to be mapped. If you use generic paid outs like Petty Cash (GST Inc) and Petty Cash (GST free) ensure that these are assigned to separate expense accounts in Polygon.
Cost Accounts	Are you running Polygon Inventory? If so, you need to know which cost accounts are assigned to stock items.

Note: Polygon users who process Client Account charges at POS are advised to map the Polygon ‘Accounts Receivable’ Asset account to a generic clearing account in MYOB. For example: ‘POS Client Charges’, ‘POS Client Clearing Account’ or something similar. This is because the integration will send account charges as a transaction journal and client invoices will not be created in MYOB. You would then enter the relevant client invoice in MYOB as required, against this clearing account.

Determine the GST Implications.

When each ledger account is mapped, the GST type that will be assigned to transactions sent from that account must also be assigned.

The default GST types accepted by MYOB are:

•GST

•FRE

•N-T

Generally:

Asset and Liability accounts have no GST implication (N-T).

While Revenue, Expense and Cost accounts are affected by GST (GST and FRE).

Please note: If you are running Polygon Inventory a perpetual stock decrementation will be processed as part of the reset. This movement between asset and cost has NO GST implication so N-T should be chosen for the asset and cost accounts that are assigned to stock items.

This table can be used as a guide.

Ledger Type	Description	GST Type
Asset	Asset accounts listed in the external mapping will be: Media Types (cash, eftpos, amex etc) Accounts Receivable (if you allow client account charges at POS) Accounts attached to stock items (if you are using Polygon Inventory)	N-T
Liability	Liability accounts could be: Unexpired Gift Cards (if you have Polygon Loyalty with hybrid or gift cards) Accounts for recording donations (if you are using the Round Up For Charity functionality).	N-T
Revenue	Revenue accounts listed will be: Accounts attached to PLUs sold at POS. System accounts used by POS - POS Discounts, POS Surcharges, and Cash Over/Under	GST or FRE
Expense	Expense accounts listed could be: Accounts assigned to Paid Out buttons (if used at POS)	GST or FRE
Cost	Cost accounts could be: Accounts attached to stock items (if you are using Polygon Inventory).	N-T