TransPost Help

Service Purchases Fields

The Service Purchases import type imports Service purchases.

Purchases may only be imported using Transpost Plus and TransPost Premier.

The fields correspond to fields on the AccountRight Purchases form for Service Purchases.

There are groups of fields dealing with:

Supplier Identification
Purchase Line Items
Shipping & Freight
Payment Details
Terms

Apart from fields to identify the Supplier the only mandatory fields are AccountNumber and an Amount field for detail lines and Description for header lines. Any other fields will default as they would in AccountRight.

The grey fields are only shown when the All fields radio button is selected. They are all optional and not commonly used. Many of them are alternatives to other fields.

Action

Single character code indicating what action is to be applied to the purchase. If no action is specified then it is assumed that a new purchase is to be imported.

A - Add: This is the default. It will insert a new purchase. If the purchase is a Bill and an OrderNumber is specified then the purchase order will be marked as converted to a bill.
D - Delete: Deletes the purchase indicated by InvoiceNumber, which must be provided. This is the only action code permitted in TransPost Express.
Note that purchases that have had payments applied cannot be deleted without first deleting the payments.
R - Replace: Updates the purchase indicated by PurchaseNumber, which must be provided, replacing its detail lines. Other values may also be updated
U - Update: Updates the purchase indicated by PurchaseNumber, which must be provided. If there is any detail line data provided it will result in detail line(s) being added to the end of the purchase.

PurchaseNumber

While it is not mandatory, if at all possible it is recommended that the purchase number is specified using a reference number that may be used to reconcile purchases in MYOB with the source of the data. If this is not possible then it may not be possible to uniquely identify the purchase to reconcile it with the source data although in most cases the supplier, purchase date and total will provide a match.

PurchaseDate

Date of purchase will default to today if not supplied.

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.

SuppliersNumber

Supplier PO No. If the supplier has not provided a purchase order number this can still be a handy field as a place to put a reference or transaction Id coming from the system that generated the data. It can be up to 255 characters.

PurchaseStatus

Indicates what the Purchase Type is. If not supplied Bill is assumed.

B - Bill
O - Purchase Order

Note that quotes may not be imported.

PurchaseOrderNumber

This specifies an order to be converted as a result of processing this purchase. Details from the order will be treated as defaults for the resulting Invoice. N/A TransPost Express.

Memo

Journal memo. If no memo field(s) imported this will default to "Purchase: " followed by the supplier name.

Memo2, Memo3, Memo4, Memo5

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

Inclusive

This corresponds to the Tax Inclusive check box in MYOB. X, Y or 1 indicates the Purchase is Inclusive.

Supplier Identification

The following fields are used to identify the appropriate supplier card for the purchase. The Supplier must be identified somehow so at least one of these fields is required:

CardID: If supplier cards have CardIDs this is recommended as the reliable way of identifying the correct supplier card for the purchase. If supplied this will be used and other supplier identification fields will be ignored.
CoLastName: If a CardID is not available then suppliers must be identified by name. If the data contains both company names and personal last names, in different columns, you must use the CompanyName and LastName fields instead.
CompanyName: Name of the supplier if not an individual. Use this instead of CoLastName if supplier organisation names and personal last names are in different input columns.
LastName: Last name of the supplier if an individual. Use this instead of CoLastName if supplier organisation names and personal last names are in different input columns.
FirstName: If the supplier is an individual their first name is also required to identify them.
ABN: Match against supplier ABN. The input ABN may contain formatting spaces but they are not necessary. Australia only.
Email: Match against Email address associated with any of the addresses associated with the supplier card. This is a particularly useful identifier as it is unique and generally defined consistently.
Phone: Matched with phone numbers associated with any of the addresses associated with the supplier card.
City: May be used to discriminate between suppliers of the same name.
State: May be used to discriminate between suppliers of the same name.
PostCode: May be used to discriminate between suppliers of the same name.
Country: May be used to discriminate between suppliers of the same name.

PurchaseLine Details

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

LineType: This is used to identify header (H) and subtotal (S) lines. The only fields applicable on these lines are those that make up the description.
Description: Description.
Description can be composed from a number of input fields using the Description2 - Description9 fields
Description2, Description2 ... Description9: Extra input fields may be concatenated to assemble a compound description
AccountNumber: The expense account code. e.g. 6-1234 or 61234 - the dash is optional as TransPost will add or remove it as appropriate.
Amount: Line Amount. tax-inclusive if the purchase is inclusive, tax-exclusive otherwise.
ExTaxAmount: Alternative to Amount that is always tax-exclusive.
IncTaxAmount: Alternative to Amount that is always tax-inclusive.
AmountForeign: Amount when a foreign currency applies. This should only be used if foreign currency amounts are in a different input column to local currency amounts so both need to be mapped separately.
Job: Job number applicable to the line. Must match a valid active detail job number in MYOB.
TaxCode: Tax code as defined in MYOB. e.g. GST or FRE.
This can also be a choice of tax codes e.g. GST or FRE in which case TransPost will check TaxAmount and apply the first tax code, GST in the example, if it is non-zero and use the second, FRE in the example, if it is zero.
TaxAmount: The amount of tax for the item. Since AccountRight will calculate the tax based on the tax code the only purpose this serves is to decide which tax code to use when the tax code has been specified as a choice, e.g.GST or FRE. The first tax code applies unless the tax amount is zero.

Shipping Details

Shipping Address

Within AccountRight shipping address is processed as a single multi-line field. TransPost assembles it from the following input fields.

All these fields are optional but if any of them is used the shipping address is constructed from them and any address from a previous version of the purchase is replaced completely.

ShipToAddress: Ship to address. If this is just the first line of the address subsequent lines can be provided via the ShipToAddressLine2, 3 & 4 fields and the ShipCity, ShipState and ShipPostCode fields. If all purchases are shipped to a single standard address it can be set in the mapping default fields so does not need to be in the input data file.
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.
ShipToAddressLine2: If ShipToAddress just provides the first line of the address this can be used to add a second line
ShipToAddressLine3: Third line of Ship To address.
ShipToAddressLine4: Fourth line of Ship To address.
ShipCity: Town, city or suburb name.
ShipState: State or province. It wil appear in the address exactly as entered with no validation.
ShipPostCode: Postcode or Zip code. It wil appear in the address exactly as entered with no validation.
ShipCountry: Optional. Country name to add to the end of the shipping address.

PromisedDate

Promised date, sometimes referred to as Shipping date.

ShipVia

ShipVia must be a valid option in the AccountRight Shipping method list. At the time of writing the MYOB API does not enable adding to the list on the fly.

FreightTaxCode

If the data contains a mix of taxable and non taxable purchases but no tax codes it will default to the Supplier Freight Tax Code.

If you cannot rely on that you can set a default tax code such as GST or FRE in which case TransPost will check FreightGSTAmount and apply the first tax code, GST in the example, if it is non-zero and use the second, FRE in the example, if it is zero.

FreightAmount

The freight amount. If the purchase is tax inclusive this should be the amount inclusive of tax, otherwise it should be exclusive of tax.

FreightTaxAmount

Since AccountRight will calculate the tax based on the tax code the only purpose this serves is to decide which tax code to use when the tax code has been specified as a choice, e.g.GST or FRE. The first tax code applies unless the tax amount is zero.

FreightIncTaxAmount

This alternative to the FreightAmount field, the amount is consistently tax-inclusive.

FreightExTaxAmount

This alternative to the FreightAmount field, the amount is consistently tax-exclusive.

FreightAmountForeign: Freight amount in a foreign currency. Use this only if freight amounts in a foreign currency are in a different column to local currency amounts.

Payment Details

A payment can be recorded at the same time as the purchase.

AmountPaid

The amount paid, if applicable. For foreign currency purchases, if the amount paid in a Foreign currency is in the same data column as local currency payments TransPost will redirect the value into the appropriate place.

AmountPaidForeign

Amount paid in a foreign currency. Use this only if amounts paid in a foreign currency are in a different column to local currency amounts.

PaymentNumber

Optional. If AmountPaid is specified this provides the Id No for the payment. MYOB will generate a number if one is not provided.

PaymentAccount

Acount from which payment is made. If an AmountPaid is specified this must be specified as well.

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.

PaymentMemo

If an AmountPaid is applied this is used as the Memo for the resulting payment. If not provided MYOB will set it to Supplier name for Purchase number

Terms

These fields correspond to the input on the AccountRight Credit Terms form under the Terms: button:

if not supplied the default terms for the Supplier will be applied. Failing that, the default for Purchases generally will be used.

PaymentIsDue

value betwee 0 and 5 as follows:

0 - C.O.D.
1 - Prepaid
2 - in a Given No. of Days
3 - On a Day of the Month
4 - No. of Days after EOM
5 - Day of Month after EOM

DiscountDays

This may be either the number of days (Discount Days) or the day of month (Discount Date), whichever is appropriate to the applicable PaymentIsDue

BalanceDueDays

This may be either the number of days (Balance Due Days) or the day of month (Balance Due Date), whichever is appropriate to the applicable PaymentIsDue

PercentDiscount

Percentage discount for early payment. Percentage sign (%) is optional.

DueDate: For Bills only, the above may be calculated from a specific Due Date. TransPost will calculate the number of days from the Bill to the Due Date and set PaymentIsDue to 2 - in a Given No. of Days and BalancedDueDays to the calculated number of days.

DeliveryStatus

This field indicates the action to be applied to the invoice. You can set a default in TransPost or let it take the MYOB default. If not supplied a warning will be generated. The options are:

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

Comment

Comment is optional and will default to the Purchase Comment for the selected Supplier.