Article Objective: To assist admin users in navigating the Active Platform to set up and use the Active - MYOB Practice Management integration.
Context: Admin users can connect the Active Platform with MYOB Practice Management to synchronise client and user data. By the end of this article, you will understand the prerequisites, setup, data sync details (frequency and fields), usage, error logs and FAQs of this connection.
TABLE OF CONTENTS |
Prerequisites
Before setting up the MYOB Practice Management and Active Platform integration, you will need to ensure that you meet the following prerequisites:
You must have a current MYOB Practice Management subscription.
You must have a current Active by Business Fitness subscription. This integration is not available during the trial period.
You must have administrator access to both MYOB Practice Management and Business Fitness Active accounts.
The user needs to have Admin rights to apply and they need to have the following API tokens assigned to them:
For the same user, ensure the (Available license count) option is TICKED on the Employee Maintenance, user Security tab:
In MYOB Practice Management, all staff must have the following fields completed:
Name (Active will split this into first and last name)
Email address
In MYOB Practice Management, all clients must have the following fields completed:
Client Name (or first name, last name)
Partner
The above mentioned partner(s) must also exist in the Active Platform, and their email addresses should match those in MYOB Practice Management. We suggest manually adding the partner to the Active Platform before configuring the sync
If you are a single partner firm or a firm that does not allocate partners to clients in MYOB Practice Management, you now have the option to establish a 'default partner' in Active Platform. This ensures that in cases where a client has not been assigned a specific partner in MYOB Practice Management, the synchronisation will proceed using the default partner.
To set up a 'Default Partner,' go to Admin Centre -> Office, select the default partner from the list, Save and Close
To prevent duplications, please ensure that
any clients set up directly in the Active Platform before enabling this integration have the same client code in Active as in MYOB Practice Management.
offices created in Active should have the same Office Code as in MYOB Practice Management.
Supported fields
The MYOB Practice Management and Active Platform integration sync the following office, user and client fields.
For Office
MYOB Practice Management field name | Business Fitness field name | Validation |
Name | Office Name | Required |
Trading Name | Trading Name | Required |
Code | Code | Optional |
Optional | ||
Address | Address | Optional |
Telephone | Telephone | Optional |
For users
MYOB Practice Management field name | Business Fitness field name | Validation |
First Name, Last Name | First Name, Last Name | Required |
Required | ||
Office | Office | Required |
User Code | Code | Optional |
After users have been added to the Platform, your Platform Administrator must include the following for users to access the Active Platform.
Role
Office
Module
For clients
MYOB Practice Management field name | Business Fitness field name | Validation |
Code | Code | Required |
Type | Entity Type | Required |
Name | Legal Name | Required |
ACN | ACN | Optional |
ABN | ABN | Optional |
Tax Branch Number | Branch Number | Optional |
Group | Client Group | Optional |
Contact Details – Email | Optional | |
Phone | Contact Details – Telephone | Optional |
Fax | Contact Details – Fax | Optional |
Partner | Partner | Required |
Manager | Manager | Optional |
Office | Office | Required |
Physical Address line 1 | Residential Address line 1 | Optional |
Physical Address line 2 | Residential Address line 2 | Optional |
Physical Address line 3 | Residential Address line 3 | Optional |
Physical Address Town/City | Residential Address Suburb | Optional |
Physical Address Region/State | Residential Address State | Optional |
Physical Address Post Code | Residential Post Code | Optional |
Postal Address 1 | Postal Address line 1 | Optional |
Postal Address 2 | Postal Address line 2 | Optional |
Postal Address 3 | Postal Address line 3 | Optional |
Postal Address Town/City | Postal Address Suburb | Optional |
Postal Address Region/State | Postal Address State | Optional |
Postal Address Post Code | Postal Address Post Code | Optional |
Registered Address Line 1 | Registered Office Address line 1 | Optional |
Registered Address Line 2 | Registered Office Address line 2 | Optional |
Registered Address Line 3 | Registered Office Address line 3 | Optional |
Registered Address Town/City | Registered Office Address Suburb | Optional |
Registered Address Region/State | Registered Office Address State | Optional |
Registered Address Post Code | Registered Office Post Code | Optional |
Business Address Line 1 | Principal Place of Business Address line 1 | Optional |
Business Address Line 2 | Principal Place of Business Address line 2 | Optional |
Business Address Line 3 | Principal Place of Business Address line 3 | Optional |
Business Address Town/City | Principal Place of Business Address Suburb | Optional |
Business Address Region/State | Principal Place of Business Address State | Optional |
Business Address Post Code | Principal Place of Business Post Code | Optional |
First name | Individual First Name | Required |
Last name | Individual Last Name | Required |
Contact Salutation | Individual Salutation | Optional |
Setup
To set up the MYOB Practice Management and Active Platform integration, you will need to follow these steps:
1. Log in to the Active homepage and navigate to the ‘Admin Centre’ by clicking on your username.
2. In the Admin Centre, under the 'Firm', select Integrations.
3. In the ‘Integrations’ menu, select the MYOB Practice Management Configure button.
4. Update the sync name if applicable and click on the next step.
5. Enter the your MYOB Practice Manager URL
5. Click the Connect to MYOB Practice Manager button and enter MYOB Practice Management credentials. The user credential used for this process must need MYOB Practice Management Administration privileges.
6. Click ‘Allow Access'. Once the connection is successful, you will be redirected to the ‘Set up MYOB Practice Management Connection’ page.
** If the 'MYOB Practice Manager Tenant' value is empty, please click on the drop-down menu and select the available connection.
7. Select the 'Default Office Code' from the dropdown. You can also set the 'Default Office Partner' here.
8. Under the 'Notification Settings' section, select a user from the dropdown menu. If the synchronisation between MYOB Practice Management and Active is disrupted, we will send email notifications to the selected user, a maximum of one notification per 24-hour period.
Hit Submit, and you will receive a message as shown below.
Ready to start the sync? Click Start Sync to initiate the process.
Prefer to sync later? Simply choose the Later option. When you are ready, use the Start Sync button located at the top of the screen to initiate the sync.
Frequency
The MYOB Practice Management and Active Platform integration sync data automatically every hour.
Error logs
The MYOB Practice Management and Active Platform integration generates error logs in case of any issues during the data sync process. You can access the error logs by going to Sync Monitoring (Admin Centre -> Firm -> Sync Monitoring) in Active and clicking on the MYOB Practice Management tab. The error logs provide details on the errors encountered during the sync process and suggestions for resolving the errors.
FAQ's
Question | Answer |
How often does the MYOB Practice Management and Active Platform integration sync data? | The integration syncs user and client data from MYOB Practice Management to the Active Platform every hour. |
What happens if there are errors during the data sync process? | The MYOB Practice Management and Active Platform integration generate error logs that provide details on the errors encountered during the sync process and suggestions for resolving the errors. |
Can I choose which fields to sync? | No, it is a standard integration that syncs predefined fields listed in the 'Supported Fields' section of this article. |
What should I do if I encounter issues with the MYOB Practice Management and Active Platform integration? | If you encounter any issues with the integration, you can contact Business Fitness support for assistance. |