MYOB and Basware integration

What moves between them

The primary flow moves purchase orders from MYOB into Basware for three-way match processing (PO against receipt and invoice). When Basware completes matching and approves an invoice, ml-connector reads the accounting document and posts it into MYOB's general ledger, mapped to the corresponding GL accounts and cost dimensions. Supplier reference data (contact names, payment terms, tax codes) is aligned in both directions so Basware knows which MYOB suppliers are in scope. Because MYOB has no webhook support, purchase order polling is scheduled rather than event-driven. Basware's webhook capability is used where available to receive approval notifications in real time.

How ml-connector handles it

ml-connector stores the MYOB OAuth2 token and company file credentials (decrypted on each request from secure storage) and presents them both in the required headers on every API call. MYOB's token refresh at 20-minute intervals is handled automatically, and a 401 response triggers an immediate token refresh without requiring re-authentication. On the Basware side, ml-connector detects the customer's regional deployment at setup time and routes all calls to the correct regional endpoint (EU, US, Australia, or Canada). MYOB uses OData $filter on the LastModified timestamp to detect changes since the last poll; Basware webhooks are validated against their HMAC-SHA256 signature in the X-BWAPI-Signature-256 header before processing. Purchase orders are matched to the MYOB supplier by matching the Basware vendor name against MYOB's contact list, and accounting documents are mapped to MYOB GL accounts based on the account code in the Basware document. If a GL post fails (invalid account or cost center), ml-connector retries with exponential backoff and keeps a full audit trail so the record can be replayed once the blocking issue is fixed. Basware's manual vendor edits in the UI will be overwritten on the next API import, so customer teams must choose one source of truth for vendor master data.

A real-world example

A mid-sized Australian distribution company uses MYOB for accounts payable and general ledger, and Basware for invoice approval and three-way matching workflows. Before the integration, procurement staff raised purchase orders in MYOB, then manually re-entered them into Basware for matching and approval. Finance staff then printed approved invoices from Basware and manually posted the GL lines back into MYOB, a process that took two business days and introduced transcription errors. After MYOB and Basware are connected, purchase orders flow from MYOB to Basware automatically, approved invoices post directly into MYOB's GL, and the manual re-keying step is eliminated. Month-end close is accelerated because the AP sub-ledger and GL are already in agreement.

What you can do

• •Sync purchase orders from MYOB into Basware for three-way matching and approval workflows.
• •Post approved Basware invoices into MYOB's general ledger, mapped to the correct GL accounts and cost dimensions.
• •Handle MYOB's dual authentication requirement (OAuth2 token plus company file credentials) on every API call.
• •Detect regional Basware deployment and route calls to the correct endpoint (EU, US, Australia, or Canada).
• •Poll MYOB purchase order changes on a schedule using OData LastModified timestamps, with automatic token refresh and a full audit trail.

Questions

How does ml-connector handle MYOB's company file password requirement?

MYOB requires both an OAuth2 token and company file credentials (username and password) presented as a Base64-encoded header on every API call. ml-connector stores both encrypted, decrypts the company file credentials only when needed, and includes them on every request. The password never appears in logs or audit trails.

What happens if manual vendor edits in Basware conflict with MYOB supplier data?

Basware's UI allows manual vendor edits, but the next API import from MYOB will overwrite those changes. Teams should designate MYOB as the source of truth for supplier master data. If Basware vendor enrichment is needed (extended payment terms, contact details), edit the MYOB contact record first, then sync.

How does ml-connector know which Basware region to use?

Basware deployments are regional (EU, US, Australia, Canada) and must be configured at setup time. ml-connector routes all calls to the correct regional endpoint for the customer. The region is validated during initial authentication and stored in the ml-connector configuration so subsequent calls reach the right API without guessing.