TransPost Help

Spend Money Fields

The Spend Money import type imports Spend Money transactions. The fields correspond to fields on the AccountRight Spend Money form.

Spend Money transactions cannot be imported using TransPost Express.

There are groups of fields dealing with:

Payment Details
Payee Identification
Allocation Line Fields

The grey fields are only shown when the All fields radio button is selected. They are all optional and less often used.

Payment details

PaymentNumber: Transaction number or cheque number used to identify the payment. If omitted MYOB will generate one.
PaymentDate: Payment date. If omitted defaults to the current date.
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.
Action: Single character code indicating what action is to be applied. The only action code applicable to Spend Money transactions is D to delete.
When deleting, the PaymentNumber (transaction or cheque number) and/or Payment Date and Card details are required to uniquely identify the payment to delete. other details are ignored.
TotalAmount: Amount - Total payment, optional. If omitted defaults to the total of the Amounts (AmountApplied) for each line. If supplied used to verify that those amounts add up correctly.
PaymentAccount: Pay from Account, i.e. the account code for the bank account in MYOB.
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.
Inclusive: Pay from Account, i.e. the account code for the bank account in MYOB.

Payee details

The payee may be anyone. Either a card, of any kind may be selected from the available cards in MYOB or the the payee may be identified simply by a name and address in the Payee fields.

Card

The following fields are used to identify a card to associated with this payment:

CardID: If the requisite cards have CardIDs this is recommended as the reliable way of identifying the correct card. If supplied this will be used and other card identification fields will be ignored.
CoLastName: If a CardID is not available then cards may be identified by name. If the data contains both company names and personal last names, in different columns you should use the CompanyName and LastName fields instead. Even when the card name is in the same column you can map it to both CompanyName and LastName.
CompanyName: Name of the card if not an individual. Use this instead of CoLastName if card organisation names and personal last names are in different input columns.
LastName: Last name of the card if an individual. Use this instead of CoLastName if card organisation names and personal last names are in different input columns.
FirstName: If the card is an individual their first name is also required to identify them.
ABN: ABN may be used to identify a specific card where there is more than one with the same name.
Email: Used to disambiguate by matching against Email associated with any of the addresses. This is a particularly useful identifier as it is unique and generally defined consistently.
Phone: May be used to discriminate between cards of the same name. Matched with phone numbers associated with any of the addresses associated with the card.
City: May be used to discriminate between cards of the same name.
State: May be used to discriminate between cards of the same name.
PostCode: May be used to discriminate between cards of the same name.
Country: May be used to discriminate between cards of the same name.

Payee

If the payee is not identifiable as a card in MYOB their name and address may be provided in the Payee fields as follows:

Payee: Ship to address. If this is just the first line of the payee details subsequent lines can be provided via the PayeeLine2, 3 & 4 fields and the PayeeCity, PayeeState and PayeePostCode fields
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.
PayeeLine2: If Payee just provides the first line of the payee details this can be used to add a second line
PayeeLine3: Third line of Payee details.
PayeeLine4: Fourth line of Payee details.
PayeeCity: Town, city or suburb name.
PayeeState: State or province. It wil appear in the Payee details exactly as entered with no validation.
PayeePostCode: Postcode or Zip code. It wil appear in the Payee details exactly as entered with no validation.
PayeeCountry: Optional. Country name to add to the end of the Payee details.

Memo

Memo. This corresponds to the Memo shown on the MYOB form above the details, not to be confused with the Memo field on the payment allocation lines, whihc is called AllocationMemo in TransPost

Memo2, Memo3, Memo4, Memo5

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

Payment Allocation Line Details

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

AllocationAccount: Account (Acct No.) - the account to which the amount is allocated
Amount: Amount allocated on the line to. tax-inclusive if TaxInclusive selected (Inclusive set to X or Y), tax-exclusive otherwise.
AllocationMemo: Memo - specific to the detail line.
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, in which case the alternative is used.

AlreadyPrinted

Cheque already printed.

DeliveryStatus

Remittance Advice Delivery STatus. You can set a default in TransPost or let it take the MYOB default. The options are:

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