Importing income transactions from MYOB allows you to reconcile payments received in MYOB with Vega. During the import process, Vega can either:
- Match imported transactions to existing payments.
- Create new payment records for unmatched transactions.
Automatic matching helps reduce manual data entry while keeping your financial records synchronised between MYOB and Vega.
- Import Latest Transactions
- Review Imported Transactions
- How Vega Matches Contacts
- How Payment Matching Works
- Create the Batch
- Avoid Importing Gateway Payments
- How Payments Are Updated
- View Existing Transactions
- Manage Cross References
⭐Before You Begin
Before importing transactions from MYOB, ensure you have:
- Connected your Vega database to MYOB.
- Imported your MYOB Bank Accounts.
- Imported your MYOB GL Codes.
Important: Payments are imported using the total value of the MYOB transaction. If a transaction contains multiple MYOB line items, Vega imports the combined total as a single payment.
Import Latest Transactions
- Go to Money > Bank Transactions.
- Select Import Latest Transactions.
Select MYOB from the Select Financial Integration drop-down list.
- Choose the required Date Range.
- Start the import.
Vega imports all Income Transactions within the selected date range, excluding payments that were originally posted from Vega to MYOB.
Review Imported Transactions
After the import, each transaction is displayed together with its matching status.
Transactions may already be matched to:
- An existing contact.
- An existing payment.
- Neither, requiring manual review.
Only transactions marked as Approved will be included when creating the batch.
How Vega Matches Contacts
Vega attempts to automatically match each imported transaction using the following order:
- Previously saved Cross Reference.
- MYOB Payment Reference = Vega Contact ID.
- MYOB Payment Name = Vega Contact Name.
- MYOB Payment Reference = Vega Contact Name.
- MYOB Payment Reference = Vega Contact Email Address.
Once a match is found, the remaining matching methods are ignored.
Note: Previously saved Cross References can match inactive contacts. All new automatic matches are limited to active contacts only.
Whenever a new contact match is confirmed, Vega automatically saves it as a Cross Reference for future imports.
If the suggested match is incorrect, click Remove to clear the match before continuing.
No Contact Match Found
If Vega cannot find a matching contact using the criteria above, the transaction will be displayed as having No Contact Match.
To resolve this, click Find Person to:
- Search for an existing contact in Vega.
- Create a new contact if one does not already exist.
Once a contact has been selected, the transaction can continue through the matching process.
How Payment Matching Works
After a contact has been matched, Vega attempts to locate an existing payment.
A payment is considered a match when:
- The payment belongs to the matched contact.
- The payment amount matches (rounded to the nearest dollar).
- The payment date is within 5 days before or after the imported MYOB payment date.
If multiple contacts exist with the same payment details, Vega selects the contact with the matching payment.
If no payment is found, you can:
- Click Find Transaction to search existing payments.
- Click Find Person to locate an existing contact or create a new one.
If the suggested match is incorrect, click Remove to clear the match before continuing.
No Payment Match Found
If Vega cannot find a matching payment, you can manually search for one by clicking Find Transaction.
The search automatically uses the same date range selected for the MYOB import. If no matching payment amount is found within that period, Vega expands the search to display all payment amounts, allowing you to locate and select the correct transaction.
Finding a contact or transaction video:
Example: The screenshot below shows imported MYOB transactions automatically matched to existing Vega contacts and payments. Payment matching is based on the amount and payment date, with one transaction successfully matched even though the payment date differs slightly because it falls within the ±5 day matching tolerance.
Create the Batch
When all required transactions have been reviewed:
- Confirm the required transactions are marked Approved.
- Click Create Batch From Approved Transactions.
- Select an existing Unposted Batch, or create a New batch.
- Configure the required batch settings.
- Click Post to Batch.
All approved transactions are imported into the selected batch.
Tip: Remove transactions from the current import if they require different Campaigns or Receipt Documents. You can then repeat the import to create additional batches with different financial coding.
For example, Regular Giving transactions can be imported into one monthly batch, while Appeal donations can be imported into a separate batch with a different Campaign and Receipt Document.
Avoid Importing Gateway Payments
Do not import payments that have already been processed through a payment gateway connected to Vega.
For example:
- Stripe Widget Payments
- Online Donation Payments already created in Vega
These payments already exist in Vega and importing them from MYOB may create duplicates.
How Payments Are Updated
The information updated depends on whether Vega creates a new payment or matches an existing payment.
| Setting | New Payment |
Existing Payment Match |
|---|---|---|
| Batch |
Added to selected batch The batch must be unposted and created within the last 4 months. |
Moved to selected batch if required The batch must be unposted and created within the last 4 months. |
| Campaign | Uses selected batch Campaign | Existing Campaign retained |
| Receipt Document | Uses selected batch Receipt Document | Existing Receipt Document retained |
| GL Code | Imported from MYOB | Updated from MYOB if different |
| Payment Date | Imported from MYOB | Updated if different |
| Payment Amount | Imported from MYOB | Updated if different |
| Pay Details | Uses MYOB Reference | Existing Pay Details retained |
| Pay Type | Direct Credit | Existing Pay Type retained |
| Receipt Number | Generated according to Financial Settings | Existing Receipt Number retained |
| Payment Status | Posted | Posted |
Imported Transactions:
Payments Posted in Batch:
Please view the screen recording below to see the whole process detailed above:
View Existing Transactions
The View Existing Transactions option displays imported MYOB transactions that have not yet been processed into a Vega batch.
From here you can:
- Review imported transactions.
- Match contacts or payments.
- Create batches using the same process as importing new transactions.
Manage Cross References
Cross References store previously confirmed MYOB-to-Vega contact matches.
Viewing Cross References allows you to:
- Review saved matches.
- Remove incorrect matches.
- Identify inactive contacts.
- See recently created matches.
A single Vega contact can have multiple Cross References.
For example, a donor may have one reference for an Automatic Payment and another reference for occasional Appeal donations.
Important: Review Cross References that point to inactive contacts. Removing outdated matches helps ensure future imports continue matching correctly.
Example: The image below shows the Cross References grid, displaying each saved match between a Vega contact and their corresponding MYOB contact name and reference combination. The grid includes the Vega Contact ID, contact name, MYOB contact details, and an indicator showing when a match was recently added or modified.
Review the list regularly, paying particular attention to matches associated with inactive contacts. If a match is no longer valid, click Remove to delete the cross reference and prevent it from being used in future imports.
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