- Created by admin, last modified by AdrianC on Sep 17, 2019
https://help.myob.com/wiki/x/PIIR
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You can import contacts or items into MYOB Essentials from a spreadsheet file or from other software. To import into MYOB Essentials, the import file needs to be in the right format and contain some mandatory fields.
The easiest way to import your contacts or items is to use a sample import file.
Need to import an accounts list? See Importing an accounts list.
Need to import bank statements? See Import bank and credit card statements.
Thinking of switching to MYOB Essentials from another program? Check out our migration services (Australia | New Zealand).
File format requirements
Here's a few formatting requirements for files to be imported into MYOB Essentials:
Format requirement | Details |
---|---|
Organisation of data | The file should have data organised in the right fields, and the right order. See the sections below for these details of these fields. All mandatory fields must have data. |
Header row | The file should also have a header row. This is a row that contains the field titles (similar to column headings in a spreadsheet). See the sections below for details of the field titles to use. You must use the same titles, including any asterisks, spaces and hyphens. All mandatory field titles must be in the header row. |
Type of file | The data must be saved in a text file (.txt) that has data separated by tabs (commonly called a tab-separated or tab-delimited file). Most software (including spreadsheet software) will allow you to export to such a file. |
MYOB AccountRight or BusinessBasics users
If you use MYOB AccountRight v19 or earlier or BusinessBasics, see Preparing to import from MYOB AccountRight or BusinessBasics.
Sample import files
For the easiest import, work with the Sample files listed below. These files have every heading needed for an import - all you need to do is add the item or contact information!
Sample files
The sample files below simplify the import process. You can open the downloaded file in any text editor or spreadsheet software like Excel (recommended) - but be careful not to overwrite the column headings.
Note that these files contain some sample data, and while you don't need to complete all the fields for a successful import, make sure not to delete any unused field headers or columns.
Tax ID No/GST ID No
The Tax ID No/GST ID No field in the sample contacts files below contains a single space as it cannot be left blank. This field represents the ABN (for Australian contacts) or the IRD/GST No (for New Zealand contacts). If this information isn't relevant for the contact, the Tax ID No/GST ID No field must contain a space.
See the tables below to identify which fields are mandatory and which are optional.
To download a sample file
Right-click on a link below and choose Save link as or Save target as, then choose where to download the file.
- Download a sample Contacts file (Australia)
- Download a sample Items file (Australia)
- Download a sample Contacts file (New Zealand)
- Download a sample Items file (New Zealand)
To open a sample file in Excel
- Open Microsoft Excel and go to File > Open.
- In the Files of type field, select All Files(*.*) and then locate and open the downloaded sample file.
- When the Text Import Wizard appears, click Finish. The file contents will be displayed and you can now edit the cells as required.
When you finish editing, you must click Yes to the message to save it as Text and continue using this format. This will ensure you'll be able to import the file into MYOB Essentials.
Required fields
When importing contacts or items into MYOB Essentials there are some mandatory fields you'll need to include in your import file.
Fields required for Items
All mandatory field titles must be in the header row, and spelled as specified below. All mandatory fields must have valid data. Make sure not to delete any unused field headers or columns.
Field titles (header row) | Mandatory or optional title | Description of data in this field | Rules for the data | Mandatory or optional field |
---|---|---|---|---|
Item Number | Mandatory | The unique ID for the item. | Up to 30 characters in length. | Mandatory |
Item Name | Mandatory | The name of the item. | Up to 30 characters in length. | Mandatory |
Income Acct | Mandatory | The account to which you want sales of this item allocated. In MYOB Essentials, this will go into the Allocate to field under Selling Details. | Up to 5 numbers in length. This must match an account number that’s already in MYOB Essentials. | Optional |
Expense/COS Acct | Optional | The account to which you want purchases of this item allocated. In MYOB Essentials, this will go into the Allocate to field under Buying Details. | Up to 5 numbers in length. This must match an account number that’s already in MYOB Essentials. | Optional |
Description | Mandatory | A description of the item. | Up to 255 characters in length. | Optional |
Tax Code When Bought (Australia) | Optional | The tax rate to be applied when purchasing this item. | This must use one of the following codes:
| Optional |
GST Code When Bought (New Zealand) | Optional | The GST type to be applied when purchasing this item. | This must use one of the following codes:
| Optional |
Selling Price | Mandatory | The selling price of the item. | Up to 11 numbers in length. This field should include a dollar sign, and be of the format $xx.xx. (For example, in Microsoft Excel, the field should be formatted as a Currency field.) | Optional |
Sell Unit Measure | Mandatory | The unit of measure for the item. | Up to 5 characters in length. | Optional |
Tax Code When Sold (Australia) | Mandatory | The tax rate to be applied when selling this item. | This must use one of the following codes:
| Optional |
GST Code When Sold (New Zealand) | Mandatory | The GST type to be applied when selling this item. | This must use one of the following codes:
| Optional |
Inactive Item | Mandatory | This field determines whether the item is inactive. | This field should have a value of: N | Mandatory |
Once you’ve prepared your data, you can import it into MYOB Essentials. See Importing items into MYOB Essentials.
Fields required for Contacts
All mandatory field titles must be in the header row, and spelled as specified below. All mandatory fields must have valid data. Make sure not to delete any unused field headers or columns.
Field titles (header row) | Mandatory or optional title | Description of data in this field | Rules for the data | Mandatory or optional field |
---|---|---|---|---|
Co./Last Name | Mandatory | Last name or company name. Note: This will be imported into the last name and company name fields in MYOB Essentials. | Up to 50 characters in length. | Mandatory |
First Name | Mandatory | First name of the contact. | Up to 20 characters in length. | Optional |
Card Status | Mandatory | The status determines whether the contact is active. | This field should have a value of: N | Mandatory |
Addr 1 - Line 1 | Mandatory | Line 1 of the street address. | Up to 255 characters in length. | Optional |
- Line 2 | Mandatory | Line 2 of the street address. | Up to 253 characters in length. | Optional |
- City | Mandatory | City for the street address. | Up to 255 characters in length. | Optional |
- State | Mandatory | State for the street address. | Up to 255 characters in length. | Optional |
- Postcode | Mandatory | Postcode for the street address. | Up to 10 characters in length. | Optional |
- Country | Mandatory | Country for the street address. | Up to 255 characters in length. | Optional |
- Phone # 1 | Mandatory | Phone number for the street address. | Up to 21 characters in length. | Optional |
- Phone # 2 | Mandatory | Mobile number. | Up to 21 characters in length. | Optional |
- Fax # | Mandatory | Fax number. | Up to 21 characters in length. | Optional |
Mandatory | Email address. | Up to 255 characters in length. | Optional | |
- WWW | Mandatory | Website. | Up to 255 characters in length. | Optional |
Addr 2 - Line 1 | Mandatory | Line 1 of the billing address. | Up to 255 characters in length. | Optional |
- Line 2 | Mandatory | Line 2 of the billing address | Up to 253 characters in length | Optional |
- City | Mandatory | City for the billing address | Up to 255 characters in length | Optional |
- State | Mandatory | State for the billing address | Up to 255 characters in length | Optional |
- Postcode | Mandatory | Postcode for the billing address | Up to 10 characters in length | Optional |
- Country | Mandatory | Country for the billing address | Up to 255 characters in length | Optional |
- Phone # 1 | Mandatory | Phone number for the billing address | Up to 21 characters in length | Optional |
- Phone # 2 | Mandatory | Mobile number | Up to 21 characters in length | Optional |
- Fax # | Mandatory | Fax number | Up to 21 characters in length | Optional |
Mandatory | Email address | Up to 255 characters in length | Optional | |
- WWW | Mandatory | Website | Up to 255 characters in length | Optional |
Notes | Mandatory | Any notes about the contact | Up to 255 characters in length | Optional |
Tax ID No. (Australia) | Mandatory | The contact’s ABN number | A valid ABN number | Mandatory. If you do not have this information for the contact, you must at least enter a space. |
GST ID No. (New Zealand) | Mandatory | The contact’s GST number | A valid GST number | Mandatory. If you do not have this information for the contact, you must at least enter a space. |
Once you’ve prepared your data, you can import it into MYOB Essentials. See Importing contacts into MYOB Essentials.
Ready to import? See Importing contacts into MYOB Essentials or Importing items into MYOB Essentials.