TransPost Help

Pay Bills Fields

The Pay Bills import type imports Supplier payment transactions. The fields correspond to fields on the AccountRight Pay Bills form.

Pay Bills transactions can only be imported using TransPost Plus and TransPost Premier.

There are groups of fields dealing with:

Payment Details
Supplier Identification
Allocation Line Fields

The essential data is:

Payment Account
Identification of the Supplier, either directly or via a suitably identified Purchase
Either total payment or individual payment allocation amounts for all of the detail lines

The grey fields are only shown when the All fields radio button is selected. They are all optional and less often used.

Payment details

PaymentNumber

Transaction number or cheque number used to identify the payment. If omitted MYOB will generate one.

PaymentDate

Payment date. If omitted defaults to the current date.

This will be interpreted based on your regional date format, i.e. in Australia, NZ something like d/m/yy or dd-mm-yyyy or similar. Time if present will be ignored. Texts Yesterday or Today or Tomorrow will be interpreted appropriately which can be handy as a default.

Action

Single character code indicating what action is to be applied. The only action code applicable to Spend Money transactions is D to delete.

When deleting, the PaymentNumber (transaction or cheque number) and/or Payment Date and Card details are required to uniquely identify the payment to delete. other details are ignored.

TotalAmount

Amount - Total payment, optional. If omitted defaults to the total of the Amounts (AmountApplied) for each line.

If AmountApplied not specified in line details then the total will be applied up to the outstanding amount for each open bill matching the search conditions until the total is allocated. Any surplus will be applied to the last purchase identified.

If AmountApplied supplied on all lines this will be used to verify that those amounts add up correctly.

PaymentAccount

Pay from Account, i.e. the account code for the bank account in MYOB. This is mandatory but in circumstances where all payments are from the same bank account it may be set using the mapping Default column so need not be in the input data file.

ElectronicPayment

If ElectronicPayment use X or Y.

StatementText

Statement texts are only applicable to electronic payments.

StatementCode

Code to attach to electronic payment - only applicable for New Zealand region.

StatementReference

Reference to attach to electronic payment - only applicable for New Zealand region.

Supplier Identification

The Supplier may be identified using the following fields but if they are not available and the (first) line identifies a specific purchase the it will be assumed that the supplier being paid is the supplier for that purchase.

CardID: If the requisite cards have CardIDs this is recommended as the reliable way of identifying the correct card. If supplied this will be used and other card identification fields will be ignored.
CoLastName: If a CardID is not available then cards may be identified by name. If the data contains both company names and personal last names, in different columns you should use the CompanyName and LastName fields instead. Even when the card name is in the same column you can map it to both CompanyName and LastName.
CompanyName: Name of the card if not an individual. Use this instead of CoLastName if card organisation names and personal last names are in different input columns.
LastName: Last name of the card if an individual. Use this instead of CoLastName if card organisation names and personal last names are in different input columns.
FirstName: If the card is an individual their first name is also required to identify them.
ABN: ABN may be used to identify a specific card where there is more than one with the same name.
Email: Used to disambiguate by matching against Email associated with any of the addresses. This is a particularly useful identifier as it is unique and generally defined consistently.
Phone: May be used to discriminate between cards of the same name. Matched with phone numbers associated with any of the addresses associated with the card.
City: May be used to discriminate between cards of the same name.
State: May be used to discriminate between cards of the same name.
PostCode: May be used to discriminate between cards of the same name.
Country: May be used to discriminate between cards of the same name.

Payee Address

Payee address. This address will default from the Supplier card if not provided:

Payee: Payee address, or the first line of it. If this is just the first line subsequent lines can be provided via the PayeeLine2, 3 & 4 fields and the PayeeCity, PayeeState and PayeePostCode fields
If the data contains multi-line addresses complete with line breaks and it is enclosed in quotes (""), as you might get from exporting from Excel to CSV when the address is multi-line within one Excel cell, this can be used to import the entire address or just the first few lines.
PayeeLine2: If Payee just provides the first line of the payee details this can be used to add a second line
PayeeLine3: Third line of Payee details.
PayeeLine4: Fourth line of Payee details.
PayeeCity: Town, city or suburb name.
PayeeState: State or province. It wil appear in the Payee details exactly as entered with no validation.
PayeePostCode: Postcode or Zip code. It wil appear in the Payee details exactly as entered with no validation.
PayeeCountry: Optional. Country name to add to the end of the Payee details.

Memo

Memo. This will default to "Name of Supplier for Purchase Number" for payments for a single purchase or "Payment; "Name of Supplier" for payments applied to more than one purchase.

Memo2, Memo3, Memo4, Memo5

These will be concatenated with Memo. They are provided so that Memo can be constucted from multiple input fields.

Payment Allocation Line Details

These lines identify the purchases to which the payment is to be applied. If a TotalAmount is specified and supplier has been identified they need not identify specific purchases. Purchases matching the criteria are worked through in date order and amounts allocated from the total until the total has been accounted for.

In the Mapping Details form, Line Details are highlighted to distinguish them from other Pay Bills data fields that can only have a single value per transaction.

PurchaseNumber: Purchase No. to which some or all of the payment is to be applied. Optional because other data may be used to identify one or more purchases
SuppliersNumber: Suppliers Number is an alternative way to identify the Bills to be paid. If more that one Bill has the same Suppliers Number the amount will be allocated starting with the oldest bill.
IsDeposit: A Y would indicate that the payment is a deposit and should be applied to a purchase order.
PurchaseOrderNumber: A specific purchase order for which the payment is to be applied as a deposit.
BillDate: An additional or alternative criterion for selecting the purchase to be paid.
AmountApplied: Amount allocated on the line to the indicated Purchase(s). If the currency is foreign and AmountAppliedForeign is not used then the amount will be processed as being in that currency.
AmountAppliedForeign: Only use this field when amounts in a foreign currency are in a different column to amounts in local currency. This will be used, if mapped, when there is a CurrencyCode which does not represent the local currency.

CurrencyCode

The currency code of the currency in which the payment is made. If supplied and not local (Local is AUD for Australian users or NZD for New Zealand) then the payment will be processed as a foreign currency payment. If AmountAppliedForeign is provided then it will be processed in place of AmountApplied, otherwise AmountApplied will be processed as being an amount in the specified currency.

DeliveryStatus

Remittance Advice Delivery STatus. You can set a default in TransPost or let it take the MYOB default. The options are:

P - To be Printed
E - To be Emailed
B - To be Printed and Emailed
A - Already Printed or Sent

GroupLikeMyobImport

If GroupLikeMyobImport is set to Y TransPost will take the values on the first line of the transaction and ignore changes in any of these fields until it finds a complete blank line.