Forum Discussion

H-TS's avatar
H-TS
Trusted User
4 years ago
Solved

Automated linking of sales/supplier invoices - can we stop customers turning this on?

Hi, We have suddenly realised that if some of our clients are also using MYOB, they will probably be seeing the option to link our invoices to their system. Is there a way to disable this from our...
automating supplier invoices
invoice templates
Sales
  • Haydes's avatar
    Haydes
    4 years ago

    Hi H-TS 

     

    No need to be sorry, you're asking great questions around the safety of your file and data you send to customers. Happy to answer any and all questions you might have.

     

    While I wasn't around during the initial set up of these services, the service was initially built around specific Supplier's, such as Officeworks, Reece, Bunnings, etc, and brought across to "MYOB to MYOB" businesses on customer requests. I'm still talking to the people that work on the Invoice Portal to make improvements.

     

    To answer your questions though; The Invoice data is stored in the Invoice Portal when that Invoice is SENT via email using the Online Emailing Services. The customer will then get the Invoice data from the Invoice Portal which will have stored those details from what was sent.

     

    So you found the right workaround, if you send the Invoice BEFORE adding the internal lines those won't be sent to the Customer.

     

    Note1: Be aware that re-sending the Invoice will send the updated information to the Invoice Portal.

     

     

    As for Support Information, there is a Help Article linked to the set up page when the customer first clicks the Link to MYOB button. That article has a video within that does mention that it will bring over line item details, such as Descriptions. Here's the link to it: Automating Supplier Invoices (it's also the "Supplier Feeds" link in my signature.

     

    Note2: That it shows the myob to myob features in the table which is what this service will be listed as.

     

     

    Hope this covers everything, feel free to post as many questions as you have and I'll find time to answer them.

     

     

    Last note: I'm always wanting to see feedback for what I work on, if you have anything that you want to see or have something that bothers you around the services in my signature feel free to send me a Private Message on this Forum and I'll get an email. You can send me a PM by clicking my Username and then clicking Send Message on the next page.

     

    I might not be able to respond to everything in my Inbox but I do keep every email I get.

Haydes's avatar
Haydes
MYOB Product Team

Hi H-TS 

 

I look after this service and in short: The Link to MYOB function will be sending the full Line Item data for that Invoice that is stored in your datafile, this will include the Line Descriptions that have been entered. This will mean that your customer's will get the full line-by-line breakdown of the Invoice if you enter this in the Sales windows. It does not have any reliance on the visible fields in your Invoice PDF Template.

 

The reason for this is exactly what Steven said earlier:

"There is no provision from the sender's end to prevent that Link to MYOB from occurring, as the intention to improve the experience for the recipient, not the sender?

 

That said, I do think that giving the Sender around the Invoice Portal is a good idea. I'll write up a Card for our backlog to start looking into for a future update to the Invoice Portal.

H-TS's avatar
H-TS
Trusted User
4 years ago

Thank you Haydes 

 

This has not really made my Friday morning! :)

 

I don't think this is made clear to MYOB users and I think there are probably a lot of people out there who haven't even realised their customers might be doing this. And sure, in most businesses it probably doesn't matter, but we all use it differently. I have been using MYOB for over 20 years and wouldn't know except that someone else in our company switched on the link for one of our suppliers. I knew about the functions but hadn't really seen a need for it since I generally retype the description to something more relevant to us anyway. 

 

If those suppliers also attach PDF invoices to their emails, I don't even click through to the online version to see the "link to MYOB" option.

 

I see this as quite a big issue in relation to data security for our file so I would appreciate this being addressed, as you have suggested, but preferably in the very next update. It really should be an opt-in for MYOB users to offer the link function to their customers, and when choosing that option, it should be made extremely clear that customers will see the actual information from MYOB.

 

Here's hoping not many of our customers are using this function. Who knows what internal notes and messages have been released to them?

 

As I understand it, the only way around this would be to turn off emailing from within MYOB? Or does that not stop it either? How would that affect customers who have already activated the link?

 

Is there anything in the MYOB support information explaining this? If there is, I haven't been able to find it.

 

 

  • H-TS's avatar
    H-TS
    Trusted User
    4 years ago

    Haydes 

     

    Sorry, I had another thought. Do they receive the data that is there when we send the invoice, or when they access it?

     

    That is, as a workaround, can I send the invoice with the information for the customer, then edit it to add in our internal notes and breakdown?

  • Haydes's avatar
    Haydes
    MYOB Product Team
    4 years ago

    Hi H-TS 

     

    No need to be sorry, you're asking great questions around the safety of your file and data you send to customers. Happy to answer any and all questions you might have.

     

    While I wasn't around during the initial set up of these services, the service was initially built around specific Supplier's, such as Officeworks, Reece, Bunnings, etc, and brought across to "MYOB to MYOB" businesses on customer requests. I'm still talking to the people that work on the Invoice Portal to make improvements.

     

    To answer your questions though; The Invoice data is stored in the Invoice Portal when that Invoice is SENT via email using the Online Emailing Services. The customer will then get the Invoice data from the Invoice Portal which will have stored those details from what was sent.

     

    So you found the right workaround, if you send the Invoice BEFORE adding the internal lines those won't be sent to the Customer.

     

    Note1: Be aware that re-sending the Invoice will send the updated information to the Invoice Portal.

     

     

    As for Support Information, there is a Help Article linked to the set up page when the customer first clicks the Link to MYOB button. That article has a video within that does mention that it will bring over line item details, such as Descriptions. Here's the link to it: Automating Supplier Invoices (it's also the "Supplier Feeds" link in my signature.

     

    Note2: That it shows the myob to myob features in the table which is what this service will be listed as.

     

     

    Hope this covers everything, feel free to post as many questions as you have and I'll find time to answer them.

     

     

    Last note: I'm always wanting to see feedback for what I work on, if you have anything that you want to see or have something that bothers you around the services in my signature feel free to send me a Private Message on this Forum and I'll get an email. You can send me a PM by clicking my Username and then clicking Send Message on the next page.

     

    I might not be able to respond to everything in my Inbox but I do keep every email I get.

    • H-TS's avatar
      H-TS
      Trusted User
      4 years ago

      Thank you Haydes 

       

      The workaround will be a lot of double entry so while it might be great for the other MYOB customer, it's not for me. So, an opt in would be great. Then, the service could be marketed as "if your supplier has opted in you can...".

       

      Having said that and to avoid repeating myself further, I appreciated the detailed response.