Check the import summary
The summary which is displayed after importing identifies the number of records imported, skipped, or if any had errors or warnings. A record is a collection of information in your company file, like a customer, a sale transaction, an inventory item, etc.
|Errors||Something is wrong with a record so it couldn't be imported.|
|Warnings||A record was imported but might need attention. For example, a supplier's bank account details were imported but the bank BSB wasn't recognised, so it was ignored.|
|Skipped||These records haven't been imported, usually because you selected to reject duplicate records during the import.|
Don't match the Record ID field When importing, don't match the Record ID field unless you're importing data from the same company file.
Check the import log file
An import log file is created after the import which provides details of any import issues. There are too many error and warning codes to list them all here, but the import log file has all the info you need.
The import summary window shows where you'll find your import log file. Typically it's saved in the same location as your company file:
You can also use Finder to locate the import log file. This file can be opened in any text editor program.
If you stop the import before it's finished, the import log file won't be created.
Understanding the import log file
Here's an example import log file created after importing inventory items, and a description of the contents.
Each import is different, so each import log file is different - so don't worry if yours doesn't look like ours!
|1.||The number of errors, warnings and skipped records in your import. This info is also displayed after your import. Depending on your software version, this information might appear at the bottom of your import log file.|
|2.||A summary of the errors and warnings. Each error and warning has a code and description. So in our example "Error -9: Duplicate Item Number" means the import file contained an item number that was already in your company file. "Warning 61: Asset Account not found, account ignored" means the item was imported but it was linked to an Asset Account that wasn't in your company file. So in this case the item was imported, but the unknown Asset Account number wasn't. Depending on your software version, this summary information might appear at the bottom of your import log file.|
|3.||The records with errors or warnings. Each line is a single record, and the line will begin with the error or warning code (as listed in the summary above). So in our example, the first line starts with "-9" meaning this record contains a duplicate item number.|
There's too many error and warning codes to describe them all here, but everything you need is in the import log. Check your import log to determine what's caused an error or warning. Then you can fix it by either:
- modifying the information in the import file then reimporting it, or
- modifying the information in the original source software, then exporting it again ready for importing into your company file.
If you're still stuck (or just plain confused!), post the details of your import issue on the Community Forum - there's hundreds of MYOB experts who'll be happy to assist. Not registered to post on the Forum? Not a problem - registering is free, quick and easy.
Yes, you can create a company file by importing from another company file - but there are a lot of variables associated with doing this, so if you need help beyond what's provided here you'll need to contact MYOB technical support (or check the Community Forum). The most important thing is the order in which you need to import the data.
Here are the basics:
- Export the information you want from the old company file. It's a good idea to create a new folder on your computer to save the export files so they're all in the one place and easy to identify.
- Create and setup the new company file.
Import the exported information into the new company file in the following order:
|Order||Data type||Additional information|
|1||Accounts||We recommend you don t import account balances. After importing the accounts, and before importing any other data, manually determine and enter the account Opening Balances.|
|2||Tax Code List||Non-consolidated Codes must be imported before Consolidated Codes.|
|3||Cards||If your customer cards include a linked Salesperson, import your employee cards first.|
|4||Jobs||If you use jobs in any of your transactions, you will need to import them before those transactions.|
|5||Items, Activities and then Activity Slips||Immediately after importing your items, use Count Inventory to enter your item balances as at the new company file s Conversion Date.|
|6||Purchases and Sales||Import item purchases before importing item sales. If importing sales invoices with payments against them, we recommend not importing the Amount Paid field which can make it difficult to reconcile. Instead, enter the payments manually after importing the invoices.|
|7||Disbursements and Receipts||Import both Spend Money and Receive Money transactions. Unless the Pay Bills or Receive Payments export files were created with another application, they cannot be imported and will need to be manually entered.|
- Open Microsoft Excel and go to File > Open.
- In the Files of type field, select All Files(*.*) and then locate and open the exported text file.
- In Step 1 of the Text Import Wizard, select the Delimited option, then click Next.
- In Step 2 of the Text Import Wizard, select either the Tab or Comma option (depending on whether you selected to export the data as Tab or Comma separated), then click Next.
- In Step 3 of the Text Import Wizard, click Next.
- Click Finish. The file contents will be displayed and you can now edit the cells as required.
When you finish editing and you save the file, you must click Yes to the message to save it as Text and continue using this format. This will ensure you can import the file back into AccountEdge as the same type of file it was exported as (tab or comma-separated).
You can import cards, items and accounts from the new AccountRight into AccountEdge, but the import file will need a slight tweak before you import it.
Open the import file in a text editor, like Notepad, and delete the pair of brackets (and any spaces) from the start of the file.
Make sure the file starts with text, like our example:
Save the import file and you're done. When importing, you'll need to match the import fields manually, as the fields exported from the new AccountRight may vary from the fields in AccountEdge.
There isn't a list of all import error codes. Instead, the import log has all the available information about any errors encountered during your import. Because each import issue is unique, additional information about why your import failed can't be provided.
If you have an error code you can't work out, ask the experts on the community forum.