MYOB Groups · Track 3 · Tutorial 2 of 3

Read jobs and categories as operational data

Available on ProPremium

Every month BrizoConsol loads your jobs and categories, it also keeps them as operational data. That copy is what the group reads in its own currency, and what dashboards and reports are built on.

You will needWattle Fitouts Pty Ltd (AUD) and Kauri Ltd (NZD) with their jobs and categories loaded, as in Bring in jobs and categories. Exchange rates for every month you report. Free, Pro or Premium edition.

By the endThe MYOB: Job and MYOB: Category datasets found, checked against the rates, and read on your group in SGD.

1Know what each load writes

Every month BrizoConsol works out the profit and loss by job and by category from the MYOB ledger lines it loads. Each time, it also writes the same figures as an operational dataset — a table of figures that dashboards, custom reports and operational reports can read, and that is translated into the group currency on the group.

Name	Two datasets: MYOB: Job and MYOB: Category.
Rows	One figure for each job or category and each P&L line in each month — Harbour St Office’s Total Sales for October is one row. The lines are the report’s own, account lines and subtotals alike — Total Sales, Net Profit. Amounts with no job are kept under Unassigned.
Dimensions	Job and P&L Line (Category and P&L Line for MYOB: Category). Every reading takes one line at a time, so different lines are never added together.
Currency	Each company’s own: Wattle Fitouts Pty Ltd’s in AUD, Kauri Ltd’s in NZD.
When it changes	Loading a month again replaces that month. The dataset is the connector’s, so it can’t be edited or uploaded to by hand.

2Find the dataset

Select your group, and open Settings → Organisation Settings → Operational Data.
Find MYOB: Job in the list. On the group, each company’s dataset is listed with the company’s name under it.

Operational Data on your group: the MYOB: Job and MYOB: Category datasets of Wattle Fitouts Pty Ltd and Kauri Ltd, each marked Average rate, with the dimensions Job and P&L Line — The dataset for each company (1), its translation (2), and what it is broken down by (3).

Average rate beside the name says how the dataset is translated on the group. The dataset needs the Free, Pro or Premium edition, which also includes currency translation. A dataset that belongs to a company opens in that company, from the link icon on its row.

3Know how it is translated

Wattle Fitouts Pty Ltd keeps its books in AUD and Kauri Ltd in NZD. Your group reports in SGD.

On a company	The dataset is read in that company’s own currency.
On the group	Each company’s month is translated into SGD at that month’s average rate — the rate the profit and loss uses — before anything is added.

October sales by job on your group: without rates, AUD and NZD amounts are added as if they were SGD, totalling 171,000; with the month’s average rates, the MYOB: Job dataset translates each company first, totalling 140,684 — The same month, read without and with translation.

Without the month’s rates, the two companies’ figures would be added as they stand — AUD and NZD as if they were SGD. That is why the dashboards in the next tutorial are built on the dataset.

4Name things the same in every company

Every MYOB company writes to datasets of the same names, MYOB: Job and MYOB: Category, so the group reads each as one source without any renaming.

Each job is listed by its name. Jobs with the same name in two companies fall on the same row — and so does each company’s Unassigned.

5Check the rates

Select your group, and open Settings → Global Settings → Exchange Rates.
Check that every month you report has an average rate for AUD and for NZD. Each rate is units of the currency per 1 SGD: in the example, October is 1.1700 for AUD and 1.3000 for NZD.

If the group has no rate for a currency in a month, that company’s figures for the month are added in its own currency, as they stand. The operational report says so above its table; a dashboard chart doesn’t, so check the rates before you rely on a chart.

6Open it as a report

With your group selected, open Reports → All Reports.
Under Operational Data, open MYOB: Job.

MYOB: Job is one report covering every MYOB company the group reads — and MYOB: Category is another. It opens as a pivot table with the P&L lines down the side and the months across, from the start of the financial year. Drag Job onto the rows to split each line by job, and set the months with From and To.

The MYOB: Job operational report on your group, with P&L lines as rows split by Job and months as columns, the Total Sales line translated into SGD, and the place a missing-rate warning appears — The translated figures (1), and where a missing rate is reported (2).

Check

With your group selected, Harbour St Office’s October Total Sales is 44,444 — AUD 52,000 ÷ 1.1700. Select Wattle Fitouts Pty Ltd instead, and the same figure is AUD 52,000, as in MYOB.

Use the icons at the top to export the report to PDF or Excel, or to add it to an Insight Package.

7Use it elsewhere

Dashboards	Charts and tables read the dataset the same way — see Build job dashboards from operational data.
Custom reports	Rows can read the dataset, translated the same way. Include Entities on the row lists the companies it reads; untick one to leave it out.

8If something goes wrong

What you see	What to do
MYOB: Job isn’t in Operational Data	No month has been worked out for the company yet. Switch on the profit and loss by job and load the months — see Bring in jobs and categories.
Only one company’s jobs appear on the group	The other company’s jobs aren’t worked out for the month. Switch on the profit and loss by job there and load the months.
Two jobs share a row	They have the same name in both companies. Rename one in MYOB and load the months again.
One month’s figures jump	The group has no rate for that currency in that month, so it was read untranslated. Add the rate on Exchange Rates.
No Average rate badge, and nothing is translated	Your plan is Standard. It includes neither currency translation nor this dataset: upgrade to Pro or Premium.

Want more detail? See the documentation

MYOB Jobs, Categories & Consolidation Operational Data Consolidation Exchange Rates

Next in Report by MYOB job and category Build job dashboards from operational data All tutorials