MYOB Accounts Demo Video Transcript
Please note that the transcript is not 100% perfect and will contain errors of spelling and grammar and just incorrect heard words.
|Mike Nash:||In this video, I’m going to demonstrate installing a Tall Emu CRM. I’m going to demonstrate connecting CRM up to MYOB and pulling in the data of MYOB and, generally, just showing how CRM and MYOB interact and just how easy it can be starting off with the installation with it.
I’ll just follow the simple steps. Accept the license agreement. I already have SQL Express installed on my laptop, so I’m just going to go ahead and use my existing database instance of SQL Express. If I wanted to, I could quite create a new instance, which I won’t do for the moment. I can choose Windows authenticate or SQL Server authentication. I’m part of the domain, so I’m going to choose Windows authentication.
Click “next.” It’s going to ask me whether I want to connect to an existing database or to a new one. Because I’m installing a brand new CRM, I have lots of test databases on here. I’m going to create a brand new CRM installation, punch in my license key. It’s asking me here which components I want to install. Generally speaking, all we really need to install is the communication service, which is used for sending emails, and the workflow service, which gives us not only the automated processing of our workflow rules, it’s what we use to integrate with MYOB, QuickBooks, and other accounting systems.
The shared folder allows us to put documents on the server and have them managed by CRM. The files that we attach to the CRM can be stored in this folder. You can also have them stored in a Web storage or you can have them stored in the database which is the default. For the purposes of this demo, I’m just going to store them in the database.
Now, it’s asking us for my username and password. [00:02:00] I’m not going to tell you what my password is. Now, we’ve got the optional Web modules. The Web marketing module lets us work with Web forms, clickstream. The Web Access module is a Web-based version of CRM. The Web Storage module lets us access files across the Internet if we’re running CRM in a replicated environment.
Okay. Great. The CRM is installed, so, now, let’s run it. The default username for CRM is “admin.” We can see it set up a connection to my database that I’ve just installed. I’ll go ahead and log in. What we’re starting with here is a blank CRM. There’s nothing in here. This is just as it comes out of the box. There are no companies. There are no contacts. In my selling module, I have no products aside from just a default [freight 00:02:53] product. No quotes. No invoices.
This is how most CRMs start. They’re completely empty of data, and then you have the challenge to go and get them useful and get some data in there, so what we’ll do is we’ll go to our accounting tab. You can see here we support several accounting systems. Empower, EXO, Infusion, MYOB, QuickBooks and Xero. I already have MYOB installed on my computer. What I’m going to do is I don’t have Enterprise installed. I have Premier installed. I happen to know where the Premier MYOB data files are, so I just need to tell the CRM where they are. I can check whether or not I have these settings correct by pressing “Test Connection.” I have. Great.
The nature of the connection with MYOB is very, very deep. We can pull in not only companies and contacts as simple list, but we can pull in all of the products, customer pricing levels, different [00:04:00] locations in MYOB if you’re using a multi-location capable version. We pull things like tax codes, the general ledger, really everything that we need in order to create a sale, generate an invoice and a payment and even push that back across into MYOB. I’ve made it to default MYOB. I’ll call it Clearwater, and I’ll hit “Test Connection.” That’s all working. Save and close.
Now, when I hit the “All” button, I’m going to pull in all of the data from MYOB into CRM. I’ll click the “All” button. We have a little notification down in the bottom right-hand side of the screen just showing that the workflow has started. If I wanted to now, I could go ahead and close the CRM. That’s going to work in the background. In a real environment, that would be working on the server. On my laptop [inaudible 00:04:58], just for the purposes of the demonstration, it’s all installed in 1 place. If I go ahead now and look over here, I can see we’re starting to get some data in. We’re getting companies in here. We’re getting contacts in here. Pretty soon, we’re going to have all things like the tax codes, the list of products, any invoices, purchase orders.
Pretty much everything that you would use from a sales perspective inside MYOB, you’re going to find that we’ve pulled into the CRM. The reason why we do that is because we believe that the accounting system is really for compliances. All of your up-front leads, your opportunities, the whole sales pipeline, the whole sales process is all managed inside CRM. You don’t create a new customer in your accounting system the first time you hear about them. You create a lead a lead in CRM. Hopefully, they’ll become a customer. Then, you create an account in the accounting system. We make that very, very easy. We can do that just with a few clicks.
We can see now that everything is all completed successfully. It’s all imported from MYOB, so let’s have a [00:06:00] look at what we got. We got companies. We got contacts. In the selling module, we have the list of products. Again, these are all just products from the MYOB system. Here is one of their sample products. We’ve pulled in as much detail from MYOB as we possibly can, even the supplier details, discounts that come in. The CRM has much more powerful discounting functions than most of the accounting systems, so, once import the discounts from the accounting system, that starts as a basic level of discount and we can then do an awful lot more with the Insight CRM.
Across here, we can see the [GL 00:06:39] codes for the product. We need to have these pulled in if we’re going to be buying and selling and we want to transfer those details back across to MYOB. Down here, we can see the accounting system is MYOB, the accounting system data file is Clearwater, the last time we imported or exported, and the code in the accounting system. If I’d updated this record and I decided I need that to go back to MYOB, I can hit “To Accounting” button. It’ll start the process. We see the notification down here. When that’s completed, we get an alert. If I refresh that grid, we now see the last export date. We see how quick it is to get that across into the accounting system.
Moving through here, I can have a look at sales orders. I can see invoices. I can see payments, even refunds and credit notes. If I go now to a company, for example, and I look at one of them, let’s say Footloose Dance Studio. It’s a customer that’s in MYOB. Straight away, I can see all of the detail. I can see the contact from MYOB. The difference is that we can have as many contacts in here as we like so we don’t have to reuse or abuse the fields that are in MYOB. I can look in the selling module, and I can see right away we have [00:08:00] 15 invoices. On the sales orders, I see some sales summary data, sales orders that have been created. There are no quotes. 15 invoices, 26 transactions, these are the items that we sold and when we’ve sold them and at what price. Again, like we had on product over here, I can see things like the credit terms, the account balance and so on. All of this has come from MYOB. Again, we see the last export date here as well.
If I updated Footloose Dance Studio, for example, I changed the name to Footloose Dance Studios and I wanted that to go across to MYOB, I can just hit the “To Accounting” button. Again, we get a note down at the bottom saying that the process has started. That would continue whether or not I keep CRM open. There we are. The data has gone across.
Let’s put this into practice. Let’s say we’ve just heard from a company. At the moment, they’re a lead. We’re going to create New Lead. Let’s just call it “New Lead Design.” They’re a lead. I can put in some detail. I can pop in a Website and I can add as many contacts as I like. I’ll add a contact to the company, and save and close.
What it’s asking me now is, because I’ve put “New Lead Design” as the email address, it’s asking do I want to associate that with this company. I’m going to go ahead and say yes. [00:10:00] Now, anywhere in CRM that I create a contact with Newleaddesign.au, that’s just going to automatically link it with New Lead Design, the company that I’ve just created. I could add another contact, and save, close. Now, I’ve got 1 company, 2 contacts. They’re a lead. No reasons to put them to the accounting system just at this moment because they’re just a lead. There’s no financial transaction at all.
I’m going to go ahead an make a quote. “Products.” “Add Quote.” I can choose who to send the quote to. I’ll pick [inaudible 00:10:48] sales and go ahead and add some items. There’s 2 ways I can add item. The way that we’re familiar with is the [inaudible 00:10:54]. I can pop in the items here, cooler kit or filter, large. I’ll have 2 of those. Let’s say filter kit number 1, large. We’ll have 1 of those.
The other way I can do it is by clicking “Add Item.” “Add Item” brings me up a detail view. It shows me how many order, what my sale price is, what my cost price is when I pick the product. We can see margins. We can see stock availability, sales history, all of the different pricing levels as well. I won’t bother with doing that just for now, so I won’t save those changes.
I can save that. Now, when we look at the customer, we can see a quote. I can open up the quote. I can preview the quote. There’s a built-in report design there so you can design there so you can change how the quote looks. I can save it as a PDF if I wish, I can print the quote, but important one is to send it. There’s an built-in email editor. [00:12:00] You can template it all up however you like. This is just how it comes out of the box. You put your design in here and, essentially, hit the “Send” button. That quote is now gone. I can look at the quote here and I can see it’s sitting there on my outbox. It’ll very shortly be gone. I have a record of sending the quote as well, which is quite important.
When the customer comes back to us, we want to convert the quote to sales order. I can open the quote again, hit “Create Sales Order,” and it’s on my screen. Now, I can modify the sales order. The sales order can be different to the quote. I could say I have one of those or two of those. Again, I can preview it, see the detail. It looks like this item is on [back 00:12:47] order, so I’m going to delete that. I’m go ahead and generate my invoice. I approve the invoice, which takes it out of draft mode. Now, I can send that to the accounting system.
Now, what that’s doing in the background is it’s first all determining whether a company called New Lead Design exists. If it doesn’t exist, it’s going to go and create it. The next thing it’s going to do is look to see whether this invoice exists. If that doesn’t exist, it’s going to go and create it. It’s going to do the same thing for every product on the invoice. Now, what we can see is there’s an invoice, there’s a code in the accounting system, and we can see it was exported, that’s when it’s gone across. If I were now to go back to the company, I can look at the “Accounts” tab, and I can see that’s been automatically created. Very, very easy.
If I go back again and have a look at Footloose Dance Studios, we pulled in a lot of information from MYOB. One of the things that we can see here [inaudible 00:13:55], invoices over the last 12 months, sales, [00:14:00] products that they’ve purchased. Straight away, we can start to make use of some of these data.
That really is the 5-minute introduction to the MYOB interface with Tall Emu CRM. [00:16:00]