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How do I export timesheets to MYOB?

Approve the timesheets, put them into a pay run, export the pay run as a CSV file, then import that file into MYOB yourself.

Swift Checkin doesn't connect directly to MYOB yet. It gives you the file in MYOB's import format, using your column template, and you submit it to MYOB by hand. A direct MYOB integration is coming. See Does Swift Checkin connect directly to MYOB?

Before you start​

  • Connect MYOB and map your columns. See How do I export a pay run to MYOB? and How do I map MYOB import columns?

  • Check names match. Each worker's first name and last name in Swift Checkin must match their name in MYOB exactly.

  • Check project numbers match. The project number in Swift Checkin must match the job number in MYOB.

  • Check card IDs and payroll categories match. The worker's Payroll ID must be their MYOB card ID, and each pay item name must match a MYOB payroll category.

If any of these don't match, MYOB rejects that line and imports the rest. See What is in the MYOB import file?

Steps​

  1. Approve the timesheets. On the Timesheets page, pick the pay period, check the hours and approve them. See How do I approve or reject timesheets?
  2. Create a pay run. Set Status to Approved, tick the timesheets and click Pay Run. See How do I create a pay run?
  3. Export the CSV. On the Pay Run tab, tick the pay run and click Export to MYOB. You will see PayRun exported to MYOB successfully.
  4. Download the file. Open your Downloads page and download the CSV file. See Where do I find exported files?
  5. Import it into MYOB. In MYOB, import the CSV file as a timesheet import.
  6. Update the status. Back on the Pay Run tab, change the pay run's Status to Submitted to MYOB, and later to Paid.

If some timesheets fail in MYOB​

When you import a group of timesheets and some of them fail, MYOB emails you about the ones that failed. To fix them without doubling anyone's hours:

  1. Read the MYOB email to see which timesheets failed. Usually a worker's name or a job number doesn't match.
  2. Fix the mismatch in Swift Checkin, for example the worker's name on their app user profile or the project number on the project.
  3. Export the pay run again from the Pay Run tab and download the new CSV file.
  4. In MYOB, delete the timesheets for the current pay period before you import again. If you skip this, the hours that went in the first time are added again and workers are paid twice.
  5. Once the period is cleared in MYOB, import the corrected CSV file.

Example​

You export the 12–18 October pay run and import it into MYOB. MYOB emails you that two timesheets failed:

  • Swift Checkin has Tom Nguyen, but MYOB has Thomas Nguyen.
  • The Harbour Apartments project number in Swift Checkin is HA-102, but the MYOB job number is HA102.
  1. You change Tom's first name to Thomas on the app user profile, and the project number to HA102.
  2. You export the pay run again and download the new CSV file.
  3. In MYOB, you delete the timesheets for 12–18 October.
  4. You import the corrected file. All timesheets go in, with no doubled hours.

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