How to setup MYOB Acumatica with Pencil

To connect your MYOB Acumatica instance to Pencil please follow the instructions below.

Prerequisites: Integration implemented based on MYOB Acumatica version 2020.4

1. The user who is signing in must have “Administrator” and “Full User” access checked in their user role
2. “Connected Applications” form enabled
3. “Web Service Endpoints” form enabled
4. “Publish Customisation” form enabled
5. “Push Notifications” form enabled
6. Entity’s forms: Customers, Customer Classes, Invoices and Memos, Suppliers, Supplier Classes, Bills, Sale Orders, Invoices, Payment Methods, Cash Accounts.

MYOB Acumatica Customisation Package:

• Link to download the latest version (can be used for all suppliers): https://app.pencilpay.com/integrations/myob/myob_advanced/download_package_file

If you need an older version of MYOB Acumatica customisation package, please contact Pencil support.

1. Register Pencil as a connected application
   1. In your MYOB Advanced go to “Connected Applications” (you can do this by searching for “Connected Applications")
   2. Click on the "Add New" icon
   3. Enter the client name; eg. "PencilPay"
   4. Select "OAuth 2.0 Flow" = "Resource Owner Password Credentials” (Recommended) or “Authorization Code”
   5. Click on "Redirect URIs" and click "+"
   6. Add the following Redirect URI: https://app.pencilpay.com/myob_integrations/authorize/advanced
   7. Click on "Secrets"
   8. Click on "Add Shared Secret"
   9. Enter a "Description" eg. "Pencil Shared Secret" and don't select an expiry date/time, then copy the client secret value to a text editor program and click OK
   10. Next click on the Save icon in the top left of the content page you are viewing. This information "Client Key" and "Client Secret" will be used in the MYOB Advanced configuration in Pencil in later steps.
2. Create PencilAPI License Account
   1. In your MYOB Advanced go to "Users" (you can do this by searching for “Users")
   2. Click on the "Add New" icon
   3. Enter the login name. Eg:
      1. All companies integration: "PencilAPI"
      2. One company integration: "PencilAPI" + [Company Name or Branch Name]
   4. Uncheck “Generate Password” and enter your password.
   5. Enter the email support@pencilpay.com
   6. Check “Password Never Expires”
   7. License type: “Full User (Full API)” (Recommended) or “Limited API”
   8. Roles:
      1. “Administrator” role
      2. Branch access roles (if existing)
         1. All companies integration: check all available branch access roles
         2. One company integration: check one branch access role only
         3. Note: you can check access role of a branch at “Branches” screen. You can find “Access Role” under “Configuration Settings” section of “Branch Details” tab on the view single branch page.
   9. Next click on the Save icon in the top left of the content page you are viewing.
   10. Note login name and password to use later.
3. Define default Web Service Endpoint version
   1. Next in your MYOB Advanced search for "Web Service Endpoints" and open up.
   2. Look for the "Endpoint Version" of the endpoint name “Default” and copy this value for use later in the configuration.
4. Download Pencil customisation package for MYOB Acumatica
   1. Next log into your PencilPay account and go to Integrations -> MYOB Advanced.
   2. Download the customisation package ZIP file.
   3. Note: the customisation package downloaded at this step must be used for the logged in supplier only.
5. Publish Pencil customisation package in MYOB Acumatica
   1. Next go back into your MYOB Advanced login and search for "Publish Customisation" (you will use the ZIP file you downloaded in Step 4.b now).
   2. Click on Import and select the file to upload.
   3. Once it upload select the Project Name row of your uploaded Customisation package and click on "Publish"
6. Integration configuration details:
   1. Customer class
      1. Next search for "Customer Classes" and check which Customer Class you will use to assign to all new customers on boarded through Pencil's on boarding form.
      2. Click on the "GL Accounts" to confirm these are set up.
   2. Payment method
      1. Next search for "Payment Methods" and select.
      2. Check which payment method you wish to use as part of the MYOB Advanced configuration with Pencil. This account will be the account Pencil assigns all payments made through Pencil. This account should have:
         1. Means of Payment: Cash/Cheques
         2. Use in AR: checked
         3. Use in AP: checked
   3. Create Pencil Clearing Account (Recommended)
      1. Search for "Chart of Accounts" and select.
      2. Click “Add New” (+) button
      3. Enter description. Eg: Pencil Clearing Account
      4. Type: Asset
      5. Click on the Save icon in the top left of the content page you are viewing.
   4. Create Cash account linked to Pencil Clearing Account (Recommended)
      1. Next search for "Cash Accounts" and select.
      2. Click “Add New” button
      3. “Cash Account”: enter ID of the cash account. Eg: PENCILCLEA
      4. “Account”: select Pencil Clearing Account
      5. Select “Subaccount” of the cash account
      6. Select “Branch” of the cash account
      7. Enter “External Ref. Number”. Eg: PencilPay
      8. Add “Payment Method”. Select the payment method at step 6.b
      9. This account will be the cash account Pencil assigns all payments made through Pencil.
   5. Supplier class
      1. Next search for "Supplier Classes", this will be used to set Pencil as a supplier in your MYOB Advanced instance.
      2. If you want to create a new specific Supplier Class for PencilPay, you can click the + button.
7. Pencil payment link guides
   1. Invoices and Memos: MYOB Acumatica - Pencil payment link configuration guide
   2. Sale Orders screen: MYOB Acumatica - Pencil payment link configuration guide for Sale Orders
   3. Invoices screen (Sale Invoices): MYOB Acumatica - Pencil payment link configuration guide for Sale Invoices
8. Connect MYOB Acumatica with Pencil
   Once you are happy, it's time to go back to your PencilPay login -> Integrations -> MYOB Advanced -> and you can now use the information created above in your configuration:
   1. MYOB Acumatica Instance URL:
      1. This is the URL of your MYOB Advanced instance.
      2. Eg: https://pencilpay-demo.myobadvanced.com
   2. API License Account: created in steps 2 above
   3. OAuth 2.0 Flow: Resource Owner Password Credentials (Recommended) or Authorization Code
   4. Pencil Client Key: created in steps 1 above
   5. Pencil Client Secret: created in steps 1 above
   6. Default Web Service Endpoint Version: you can find this in step 3 above
   7. Click Authorise
9. The last step is the reconciliation configuration:
   1. Company
      1. This is the company which data you want to sync to Pencil platform. Default is All Companies. You can find the companies data at the 'Companies' screen.
      2. This option will be available when your MYOB Acumatica account supports multiple companies.
   2. Branch
      1. This is the branch which data from Pencil platform will be assigned to. Unless All Companies case, Pencil will sync data from this branch only. You can find the branches data at the 'Branches' screen.
   3. Receive Payment Method
      1. Select the payment method at step 6.b
      2. Pencil will use this payment method to push invoice payments processed through Pencil into your MYOB Acumatica instance.
   4. Receive Cash Account
      1. Select the cash account at step 6.d
      2. Pencil will use this cash account to push invoice payments processed through Pencil into your MYOB Acumatica instance.
   5. Customer Class
      1. Select the customer class at step 6.a
      2. Pencil will use this customer class for pushing the approved customers that are boarded through the Pencil platform into your MYOB Acumatica instance. You have to assign 'GL Accounts' for this customer class.
   6. Customer ID
      1. The default Customer ID format, for customers onboarded through Pencil, is 'P' + 9 characters generated based on customer trading name. If the next customer number is set, Pencil will use this value to generate numberic customer id which the format is [customer prefix] + [next customer number] numberic characters.
   7. Chargebacks Account
      1. Your chargebacks account should be the expense account in MYOB Acumatica where you wish to post chargebacks. Pencil will push a chargeback to MYOB Acumatica as a bill.
   8. Transaction Fee Account
      1. Pencil will use this account to push Pencil's transaction fee into your MYOB Acumatica instance.
   9. Supplier Class
      1. Select the supplier class at step 6.e
      2. Pencil will use this supplier class to create Pencil as a supplier in your MYOB Acumatica instance.
   10. Supplier Payment Method
       1. Select the payment method at step 6.b
       2. Pencil will use this payment method to push transaction fees of payments processed through Pencil, if they exist, into your MYOB Acumatica instance.
       3. The Payment Method should be Cash Only or any which does not require the 'Print Check' process, as all future transaction fees will be subtracted from the disbursement amount.
   11. Supplier Cash Account
       1. Select the cash account at step 6.d
       2. Pencil will use this cash account to push transaction fees of payments processed through Pencil, if they exist, into your MYOB Acumatica instance.
   12. Supplier AP Account
       1. Pencil will use this AP account to create Pencil as a supplier in your MYOB Acumatica instance.
   13. Supplier AP Sub.
       1. Pencil will use this AP Sub. to create Pencil as a supplier in your MYOB Acumatica instance.
   14. Supplier Cash Discount Account
       1. Pencil will use this cash discount account to create Pencil as a supplier in your MYOB Acumatica instance.
   15. Supplier Cash Discount Sub.
       1. Pencil will use this Cash Discount Sub. to create Pencil as a supplier in your MYOB Acumatica instance.
   16. Location
       1. This is the location which data (customers, payments and fees) from Pencil platform will be assigned to. You can find the locations data at the 'Branch Locations' screen.
   17. Customer Settings
       Pencil will set the correct settings in MYOB Acumatica for the customers on-boarding through Pencil platform.
       1. Send invoice by email
       2. Send statement by email
   18. Credit Verification Rules
       1. Toggle ON to set the Credit Limit from the customer's approved credit form or toggle OFF to set as Disabled.
   19. Enable pushing payments as customer prepayments
       1. Toggle ON to allow Pencil push payments as customer prepayments or toggle OFF to set as Disabled.
   20. Enable resyncing inactive customers
       1. Toggle ON to allow Pencil resync customers and invoices that are set as Inactive in Pencil or toggle OFF to set as Disabled.
   21. Enable pushing payments on checkout
       1. Direct debit payments take 3 business days to process and sometimes they fail. This setting allows you to choose if you want to push the direct debit payment immediately to your accounting system (toggle this setting ON). If you run your business on statements and only want the payment to be updated in your accounting system on successful disbursement of the funds; then toggle this setting OFF.
   22. Push payment date as paid date
       1. If you want to push the payment date to MYOB Acumatica on the date the invoice was paid turn the toggle ON. If you want to push the payment date as the disbursement date turn the toggle OFF.
   23. Sales Order configuration
       1. Enable Deposit Payments
          1. Turn ON this setting if you want to use Pencil → Sale Orders features.
       2. Sale orders
          1. On Order Push to Pencil
             1. Turn ON this setting if you want to sync sale orders (Sale Orders screen in MYOB Acumatica) to Pencil → Sale Orders.
          2. What percentage of the Order do you require as a deposit?
             1. Set the percentage that you want to set the default amount due of a sale order synced to Pencil.
          3. Allow your customer to edit the payment amount?
             1. Turn ON this setting if you want to allow your customers edit the amount of your sale order when paying it.
          4. Enable multiple payments to an Order?
             1. Turn ON this setting if you want to allow your sale order having multiple payments collected through Pencil.
       3. Sale invoices
          1. On Invoice Push to Pencil
             1. Turn ON this setting if you want to sync sale invoices (Invoices screen in MYOB Acumatica) to Pencil → Sale Orders.
          2. What percentage of the Invoice do you require as a deposit?
             1. Set the percentage that you want to set the default amount due of a sale invoice synced to Pencil.
          3. Allow your customer to edit the payment amount?
             1. Turn ON this setting if you want to allow your customers edit the amount of your sale order when paying it.
          4. Enable multiple payments to an Invoice?
             1. Turn ON this setting if you want to allow your sale order having multiple payments collected through Pencil.
   24. Click on the Save button to save the configuration
10. Sync data
    Now click on the green Sync icon in the top right of your screen and the integration is done, ready to set up Trading Terms Settings that are found here How to set up your new Supplier account in section 5.a.v

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