HowTo: store invoice data to MYOB

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Last Post 29 January 2019

luca.scarpati posted this 29 January 2019 - Last edited 29 January 2020

You are going to create a workflow where user can store extracted invoice data to his/her MYOB Company files.

Requirements:

MYOB account
Random testing invoice
MFP client, PC Client or Mobile Client

How to do:

Create a new workflow with the name: "Scan to MYOB"
Drag a client capture module (PC client or MFP or Mobile based on the used client):
1. Create a Selected question with a list type MYOB. Add the MYOB server address in the Server Field and choose "Company File" as return type
2. Create a Typed question for the MYOB username
3. Create a Password question for the MYOB password (optional)
4. Create a Selected question with a list type MYOB. Add the previous created variable in the specified fields and choose "Customer" as return type
5. Create a Selected question with a list type MYOB. Add the previous created variable in the specified fields and chose "Account" as return type
6. Create a Selected question with a list type MYOB. Add the previous created variable in the specified fields and chose "TAX CODE" as return type
Drag the Zone OCR Module and open the example invoice in it:
1. Create a new Zone for the Description of Services, the variable name is %OCR_DESCRIPTION%
2. Create a new Zone for Unit price Amount, the variable is %OCR_UNITPRICE%
3. Create a new Zone for Invoice Number, the variable is %OCR_INVOICE%
4. Create a new Zone for Invoice Comment, the variable is %OCR_COMMENT%
Drag the MYOB connector and configure it with the following settings:
1. As Server address the complete MYOB site address
2. As Company file add the variable created in the first question
3. As Username add the variable created in the second question
4. As Password the MYOB specified Company file password or add the variable created in the third question if used
5. Now let's move on the invoice details, as Customer you can select the MYOB Customer filtered according to your company files or add the variable created in the fourth question
6. As Invoice number the variable created before into the Zone OCR module (%OCR_INVOICE%)
7. Disable the Tax Inclusive because for this example the invoices have no tax inclusive
8. Click the button Invoice lines and add a new table line:
  1. As Description add a variable created before into the Zone OCR module (%OCR_DESCRIPTION%)
  2. As Account add a variable create before into the fifth question
  3. As Amount add a variable create before into the Zone OCR module (%OCR_UNITPRICE%)
  4. As Job in this case don't add anything
  5. As Tax Code add a variable create before in the last question
9. As Comment add a variable create before into the Zone OCR module (%OCR_COMMENT%) (the example shows the text "Product by Scanshare")
10. Save the settings
You can now try to use the workflow by using the MFP. The extracted invoice data will be stored in the specified MYOB Company files.

Extra tips:

If you need to add a list of dynamic invoice lines (not statically known before), you can enable the Dynamic Invoice lines and create a JSON array in the text area below, or click on the Variables button on the right to select a variable which will contain the JSON array (this can be a common approach when data extraction is dynamically performed with a Smart OCR script)

The JSON string structure must be as an array of invoice line data, example below of a single line (Description as string, Account as string, Amount as decimal, Job as string and Tax as string):

[

{

"Description":"ABC",

"Account":"ABC",

"Amount":"25.50",

"Job":"ABC",

"Tax":"ABC"

}

]

if you need to add more lines, just add a comma and then another line object:

[

{