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If you're setting up businesses for your clients, or if you're moving to MYOB Essentials from another software, you can replace the default accounts list with one imported from MYOB AccountRight, Management Account System (MAS), or Accountants Office (AO) - or create a file from scratch using a template!

Note that opening balances and account balances will not be imported. The only information that will be imported is the account name, account number, account type, tax code, and whether the account is active or inactive 

First, we'll touch on the various ways of creating an accounts file to import into MYOB Essentials. Then we'll show you how to import your file, and the Do's and Don'ts of importing accounts, such as what to do with uncategorised accounts.

 

Exporting accounts lists from MYOB products

Exporting accounts lists from MYOB products

Exporting from MYOB AccountRight

Exporting from MYOB AccountRight

You can use the Import/Export Assistant in MYOB AccountRight to export your accounts list. Make sure the file you're exporting is in either comma- or tab-separated format, and that it includes headers.

AccountRight's import export assistant

You need to include at least the following fields:

  • Account Number
  • Account Name
  • Account Type
  • Tax Code
  • Inactive Account

See the AccountRight help for more details on how to export your accounts list.

Want to download a sample import file? Right-click the sample file: AU | NZ and save it on your computer. Open the file, fill in your own account details and save it (as a .TXT file) before importing it into MYOB Essentials.

Exporting from Management Accounting System (MAS)

Exporting from Management Accounting System (MAS)

You can use the exporting function in MAS to move your accounts into MYOB Essentials.

  1. Open the MAS you want to export.
  2. Access the Client Chart (Setup > Client Files > Client Chart).
  3. From the File menu, click Export The Export Client Chart screen appears.
  4. Click OK. The File Export screen appears.
  5. In the File name field, type the path and name of the export (for example, C:/chart) and click OK. The Record Selection screen appears.
  6. Click OK and close the MAS ledger.
  7. The file is saved to the selected location and ready to be imported into MYOB Essentials.

Note that the MAS export may not contain all the required system accounts for the import. See the bottom of this page for the required accounts. For an example of the ideal import format, it may help to download a sample file.

Want to download a sample import file? Right-click the sample file: AU | NZ  and save it on your computer. Open the file in Excel, fill in your own account details and save it (as a .TXT file) before importing it into MYOB Essentials.

Exporting from Accountants Office (AO)

Exporting from Accountants Office (AO)

You can use the preview function in AO to move your accounts into MYOB Essentials. Here's how it's done

  1. Open the AO Classic ledger.
  2. Click Reports, then click Chart of Accounts Report. The Chart of Accounts Report screen appears
  3. Select Standard Chart of Accounts Report type.
  4. Click Next.
  5. Click Preview.
  6. Send the preview file to Microsoft Word using the icon at the top.
  7. Save the file, then open in Word.
  8. In word, select all (Ctrl + A) and copy (Ctrl + C).
  9. Open Microsoft Excel, and paste the copied Word document (Ctrl + V) Excel (2007 and onwards) will format it in the correct layout

Note that the AO export may not contain all the required system accounts for the import. See the bottom of this page for the required accounts. For an example of the ideal import format, it may help to download a sample file.

Want to download a sample import file? Right-click the sample file: AU | NZ  and save it on your computer. Open the file in Excel, fill in your own account details and save it (as a .TXT file) before importing it into MYOB Essentials.

Manually creating an import file

Manually creating an import file

If you're not using any of the above software, but still want to import an accounts list, you can manually create a Text (.TXT) file containing your account information and import it into MYOB Essentials.

It's highly recommended that you work with a sample file, as it provides a complete list of import-ready accounts from which you can customise for your business.

Right-click the applicable sample file: AU | NZ and save it on your computer. Open the file in Excel, fill in your own account details and save it (as a .TXT file) before importing it into MYOB Essentials.

If you decide to create your own import file, the imported list must be a text file (.TXT), in comma- or tab-separated format. You can create this file using Excel and save it as a Text (Tab Delimited) file. The first row must contain the headings "Account Number", "Account Name", "Account Type", "Tax Code" (for Australia) or "GST Code" (for New Zealand), and "Inactive Account" (or variations of these headings, such as "Account #" or "AC Type"), and each row must contain these details for a single account.

See the bottom of this page for a list of accepted account types and tax/GST codes.

 

Importing an accounts list into MYOB Essentials

With your text file prepared, the accounts are ready to be imported. To import the accounts list into MYOB Essentials:

  1. Click your business name and choose Accounts list.
    Settings menu with accounts list highlighted 
  2. On the Accounts list page, click Import. If you're using the old accounts list, click Import accounts.
  3. On the Import an accounts list page, click Upload list of accounts. Choose the .TXT file containing your accounts list, and click Open.
    A summary appears on the page, explaining which accounts will be imported, which ones will be imported with changes, which accounts have unsupported account types, and which accounts can't be imported at all.
    example import summary
    See The Do's and Don'ts of importing accounts below for a breakdown of these categories.
  4. Click Continue to finalise the import.
    The accounts list is imported, and an Import successful message appears at the top of the Accounts List page, describing details of what was imported. You can see your new accounts list by scrolling down to the table on this page.

The Do's and Don'ts of importing accounts

The Do's and Don'ts of importing accounts

When importing your accounts, you'll see a breakdown of accounts that will be imported with changes, accounts with unsupported account types, and accounts that can't be imported because they're header or system accounts.

Accounts imported with changes

Your list of accounts imported with changes may look like this example:

example import summary with change displayed in the issue column

The reason for an account's change is found in the Issue column. The most common issues that occur when importing are:

  • Invalid tax code that's not recognised by Essentials. Code NTR will be used in its place. See below for a full list of AU and NZ tax codes.
  • Opening balance not in 0.00 format. The opening balance will be imported as blank.

Accounts with unsupported account type

Your list of accounts with unsupported account types might look like this:

Example accounts with account types highlighted

If an account type is not recognised by Essentials, your Account type will be set to uncategorised.

By clicking Show accounts for this category, you can change the Account type to one supported in Essentials by clicking the dropdown arrow.

If you don't change an account from uncategorised and proceed with the import, the account will be imported with the uncategorised type.

 Uncategorised accounts may cause some reports to be unbalanced. It's recommended that you categorise them by editing your Accounts list as soon as possible.

Accounts that can't be imported

There are a few types of accounts that can't be imported, including:

  • Accounts that have a balance in MYOB Essentials
  • Accounts that have been used in transactions
  • MYOB Essentials system accounts (those marked with a padlock). If you're importing from AccountRight, see the table below for details of which MYOB Essentials system accounts will be used in place of your AccountRight system accounts.
  • Accounts with names containing any of the following special characters: < > ( ) # % ; + ' \"
  • AccountRight header accounts, as these don't exist in MYOB Essentials.

Using an imported accounts list when creating client businesses (MYOB Partners only)

When you use your Partner Dashboard to create a new business for a client, you can use an existing business as a template when choosing the chart of accounts.

So if you've imported a customised accounts list into one of your clients' businesses, it will always be available to use whenever you're creating a new business.

Choosing a chart of accounts on the partner dashboard

Importing an accounts list later

If you're an MYOB Partner, you can also import another client's accounts list after creating the MYOB Essentials file.

  1. Open the MYOB Essentials file.
  2. Click the business name in the top-right corner and choose Accounts list.
  3. Click Import. The Import an accounts list page appears.
  4. Select the business whose accounts list you want to import, then click Save.

 

Account types and tax/GST codes

Account types

Account types

When creating an import file, use the following Account Types for your accounts. Any other account type will cause the import to fail.

Also make sure you don't use the same account number more than once.

Account Type

Income

Other income

Cost of Sales

Expense

Other Expense

Banking

Current Assets
Fixed Assets

Credit Card

Current Liabilities

Long Term Liabilities

Equity

System accounts

System accounts

System accounts are automatically created and are used for specific functions in your MYOB Essentials. For example the wages system account will be the account used when processing payroll. The system accounts will display with a lock icon in your MYOB Essentials accounts list .

Although you can't delete system accounts you can edit the Account number and Account name, the following system accounts are created in MYOB Essentials.

AccountRight account name

Essentials account name

AU / NZ only

Discounts Taken

Discount received

 

Discounts Given

Discounts given

 

Superannuation or Superannuation Expense

Superannuation expense

KiwiSaver expense

AU

NZ

Wages & Salaries or Salaries & Wages

Wages & salaries

 

ABN Withholding Credits

ABN withholding credits

AU

Trade Debtors or Accounts Receivable

Account receivable

 

ABN Withholding Payable

ABN withholdings payable

AU

Trade Creditors or Accounts Payable

Accounts payable

 

GST Collected

GST collected

 

GST Paid

GST paid

 

PAYG Withholdings Payable

PAYG Withholdings payable

AU

Payroll Deductions Payable or Payroll Deductions

Payroll deductions

 

Superannuation Payable

Superannuation payable

 KiwiSaver payable

AU

NZ

NA

Allocate me (Withdrawal)

 

NA

Allocate me (Deposit)

 

Historical Balancing Account / Historical Balancing

Historical Balancing

 

Current Earnings / Current Year Earnings

Current year earnings

 

Retained Earnings

Retained earnings

 

GST Input Tax Adjustment

GST input tax adjustment

 

GST Output Tax Adjustment

GST output tax adjustment

 

PAYE Tax Payable

PAYE withholdings payable

NZ

Tax codes

Tax codes

If an account uses a tax code that doesn't exist in MYOB Essentials, it will be assigned the NTR tax code. Note that consolidated tax codes aren't supported in MYOB Essentials.

Australia

AccountRight

MYOB Essentials

Notes

FRE

FRE

 

CAP

CAP

 

GNR

GNR

 

GST

GST

 

N-T

NTR

 

GW

NTR

Consolidated Tax Codes are not supported in MYOB Essentials.

AccountRight accounts imported with consolidated tax codes are assigned the NTR tax rate.

IMP

NTR

LCG

NTR

LCT

NTR

VWH

NTR

WEG

NTR

WET

NTR

WST

NTR

ABN

ABN

  • ABN in AccountRight is set to -49% by default
  • ABN in MYOB Essentials is set to -46.5% by default

INP

INP

  • INP in AccountRight is set to 10% by default
  • INP in MYOB Essentials is set to 0% by default
ITSITS 
EXPEXP 

 

New Zealand

AccountRight

MYOB Essentials

S15

S15

S

S

Z

Z

E

E

IMP

I

N-T

Z