Some critical steps must first be completed when preparing to implement the Datapel WMS for a site that is currently using LOCATIONS in MYOB Enterprise. As the WMS supports multiple locations and bins with detailed workflow tracking and extensive location based reporting it is not necessary to "double-up" this functionality within MYOB.
Therefore the inventory in MYOB is reassigned to a single MASTER location - typically MWHS. A problematic issue with MYOB is that once locations have been turned on they cannot be turned off. As such each item must have its default Receiving / Sales location set to the new Master location.
This support note describes the steps required to prepare a Company file using multiple locations for Datapel WMS intergration
- Always make a backup of the file first before making changes - do not allow users to continue to work with the file as this change is fundamental to the way MYOB records sales and purchases.
- Run reports to provide total value of stock on hand and stock lists by location. It is assumed that you will have or be creating STF imports for each location to be loaded into the WMS during initial replication. Export on hand reports to Excel for safe keeping.
- Via the Inventory Stock Count form each location is counted to ZERO - it is critical this is done one location at a time. MYOB has an issue with ROUNDING and VALUATION - which can cause the Inventory Adjustment for the entire inventory list to fail to record. In creating a Zeroing Inventory Adjustment per Location it solves two issues. First, avoids the rounding valuation error and second - allows each location adjustment to be exported and manipulated to re-target the stock at the new MASTER location via re-import.
- Create a NEW MASTER/DEFAULT location (e.g. MWHS) in the MYOB Location List - assign this as DEFAULT.
- Once each Adjustment is completed EXPORT and IMPORT the item list using FILE->EXPORT->ITEMS - replacing the DEFAULT LOCATIONS with the new MASTER LOCATION and re-import the item list file. If possible only import the INVENTORY ITEMS and use match on Item Number, to avoid corruption of data fields that can occur when using EXCEL.
- Export each Inventory Adjustment Journal using FILE->EXPORT->Inventory Adjustments - from within Excel - change all negative values to positive values and FIND & REPLACE the original location field with the NEW MASTER LOCATION. Save this file as TSV (Tab Separated).
- ReOpen this file from NOTEPAD - Go to the end of the file and end of last import line - press ENTER TWICE. This is to correct a bug in the MYOB IMPORT ROUTINE -otherwise it will NOT IMPORT THE FILE.
- REPEAT IMPORT FOR ALL LOCATIONS. Once complete run the VALUATION report - it should reconcile with the original total value of stock on hand. In many cases some ROUNDING ERRORS will see a minor difference in the overall valuation per location.
- In order to complete the GoLive process create STF imports from the Inventory Adjustments used to correct MYOB by taking the ITEM NUMBER and QUANTITY columns and mapping these to an STF TEMPLATE - completing the required columns for LOCATION - BATCH - BIN - LOT etc as necessary.
- For sites using BATCH or BIN allocation the STF import is usually created from a physical stock take/count - it is then a requirement to RECONCILE this stock count with the MYOB count.
- In general for this circumstance we recommend a stock count be performed PRIOR to the re-allocation of stock and that WRITE-OFFS/UPS are completed in MYOB prior to this process. In this way any possible errors are not LUMPED onto the MIGRATION DATA MANIPULATION exercise. This can stymie the entire GoLive right from the outset and is easily avoidable.
* This support note is only relevant to MYOB Enterprise installations and IS REQUIRED if the client is using MULIPLE Locations in MYOB.
* Regardless - if MYOB LOCATIONS are turned on EACH ITEM CODE must have the default RECEIVE and SALE location initialised to the MASTER/DEFAULT MYOB Location.
* New items added into MYOB in the future need to have the location selected manually.
An alternative to this process is to use the STF import file to create an ADJUSTMENT into MYOB rather than modify the exported Inventory adjustments. The ONLY issue with this method is that LAST COST in MYOB will become the AVERAGE COST. It also requires that the WMS by Replicated with MYOB prior to any inventory manipulation to ensure LAST/AVERAGE COST is consistent between the two programs. This method is only recommend for experienced implementers.