- Before you begin
- How does leave information flow between Deputy and MYOB?
- What do I need to set up to manage leave in Deputy and MYOB?
- Exporting leave timesheets from Deputy to MYOB
- Syncing the leave balance from MYOB to Deputy
- Troubleshooting
Before you begin
Here's some helpful pre-reading:
- Connecting MYOB and Deputy
- Leave management overview
- MYOB's help article on how to Set up leave
How does leave information flow between Deputy and MYOB?
Once the MYOB and Deputy integration is configured you can choose to:
- export your team members' approved leave timesheets from Deputy to MYOB in the same way that you export worked timesheets to process Payroll in MYOB
AND
- sync leave balance from MYOB back to Deputy (optional)
What do I need to set up to manage leave with Deputy and MYOB?
In Deputy
Set up your people
Ensure your team members in Deputy have:
- A first and last name that matches the first and last names in MYOB exactly
- Payroll ID in Deputy to match the Employee number in MYOB
- Set up your team member's pay rates in Deputy (you can not assign leave without pay rates set)
- The relevant leave types are assigned to the team member on the Employment details page of their employee profile
Leave types configured correctly
There are 10 leave rules already configured in Deputy by default, however, you can set up more if required.
Whether you use Deputy's existing leave rules or set up your own there are a few conditions you need to adhere to to ensure the leave rules match with leave in MYOB:
- do not change the leave Export code in Deputy from what has been already configured for default leave rules. If you change the export code then your leave timesheets may not export to MYOB correctly. If you set up a new customised leave rule then the export code is not used but the Leave name must match exactly.
- the leave name, however, must match the leave item name in MYOB if you wish the leave balance to sync from MYOB to Deputy. If you have already set up your leave type names in MYOB you may instead wish to edit the leave names in Deputy to then match MYOB names by clicking on the pencil and paper icon.
Activate leave balance sync (Optional)
If you wish the leave balance in MYOB to be sync'd back to Deputy (sync occurs daily at 2am) then you need to activate the optional MYOB Deputy extension for this.
1. Connect Deputy to your MYOB account in Integrations.
2. For your connected Deputy location click Configure.
3. For the [MYOB] Import Leave Balance > [Deputy] Sync Leave Balance extension click Activate.
4. Click Save.
In MYOB:
Set up your people
Ensure your team members in MYOB have:
- A first and last name that matches the first and last names in Deputy exactly
- Payroll ID in Deputy to match the Employee number in MYOB
- Relevant leave pay item assigned to the employee in MYOB > Payroll details > Salary and Wages > Add wage pay item
- Relevant leave pay item assigned to the Employee in MYOB > Payroll details > Leave > Add leave pay item
Exporting leave timesheets from Deputy to MYOB
After the leave request in Deputy has been approved by the manager a timesheet will be generated that can be exported in the same way as the regular worked timesheets.
In Timesheets > Export Timesheets select the timesheets you wish to export. In the example below the team member has a timesheet of 7.5 hours of Annual Leave to export. You can click on Group by Pay Rate to view the export code.
If the Export Code is incorrect, you can Edit it here before clicking Export Selected Items.
If you are already connected to MYOB, click Export.
If the export is a success you will see:
After the timesheets have been exported successfully to MYOB you will see the leave hours reflected in the Payroll > Timesheet for each employee.
Note that even though the hours have transferred to the timesheet the hours will not be subtracted from the employee's leave balance in MYOB until the subsequent Pay run is processed in MYOB.
Syncing the leave balance from MYOB to Deputy
You also have the option to sync the leave balance back to Deputy if you have activated the leave balance sync extension with the MYOB integration.
You can view the employee's leave balance in MYOB > Payroll details > Leave. Note: that any leave hours appearing in timesheets in MYOB will NOT be reflected in the leave balance until after the Pay Run in MYOB has been processed.
The leave balance for each leave type that has been set up correctly in both MYOB and Deputy with Leave names matching exactly (MYOB is not case sensitive) will sync to Deputy to display the leave balance for each team member.
This sync will happen automatically every day at 2am however you can manually process the sync.
Return to the MYOB balance sync extension in Integrations and click Edit.
Click Run now to trigger the sync manually.
Troubleshooting
My leave timesheet won't export to MYOB
Please check:
- Are all the leave types you are exporting from Deputy already configured in MYOB?
- Are all the leave types you are exporting assigned to the employees you are trying to export timesheets for?
- Did the Deputy export codes get changed from the default codes? If so, change them back to the default codes.
- If you have configured a new leave type as a wage item in MYOB ensure the pay basis is set to hourly not salary.
My leave balance isn't syncing from Deputy to MYOB
Please check:
- Leave names in Deputy and MYOB match exactly including spaces.
- you are aware that the leave balance sync only occurs at 2am daily, unless you sync manually
- leave timesheets in MYOB have been processed as a Pay run. The correct leave balance will not be reflected in MYOB if the Pay Run has not yet been processed, therefore this could lead to the incorrect leave balance being synced to Deputy as well.
What Deputy leave rule export code do I use when configuring a new leave rule?
For user-configured customised leave rules that are not part of Deputy default 10 leave rules, MYOB will match via the Leave name rather than the export code so it's important that it exactly matches the leave type name in MYOB.
However, you do still need to enter some text in the export code field for the new leave rule to be exported via timesheets from Deputy, so it is good practice to follow the same nomenclature as Deputy's default leave rules.
In the example below the user sets up a Leave rule in Deputy called "Wellness day". The export code has been set by this user as dp_wellness_day. However, we know that MYOB matches via leave name so it's important to set up a leave type in MYOB with the name Wellness day to export and sync the leave balance with success.