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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 requirementDetails
Organisation of dataThe 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 rowThe 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 fileThe 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

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.

To open a sample file in Excel

  1. Open Microsoft Excel and go to File > Open.
  2. In the Files of type field, select All Files(*.*) and then locate and open the downloaded sample file.
  3. 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

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 titleDescription of data in this fieldRules for the dataMandatory or optional field
Item NumberMandatoryThe unique ID for the item.Up to 30 characters in length.Mandatory
Item NameMandatoryThe name of the item.Up to 30 characters in length.Mandatory
Income AcctMandatoryThe 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 AcctOptionalThe 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
DescriptionMandatoryA description of the item.Up to 255 characters in length.Optional

Tax Code When Bought

(Australia)

OptionalThe tax rate to be applied when purchasing this item.This must use one of the following codes:
  • ABN (for ABN Not Disclosed - Withholdings)
  • CAP (for Capital Acquisitions)
  • FRE (for GST Free)
  • GNR (for Not Registered)
  • GST
  • INP (for Input Taxed Purchases)
  • N-T (for Not Reportable)
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:

  • S (for Standard)
  • S15 (for Standard 15% GST)
  • N-T (for Exempt)
  • E (for Exempt)
  • Z (for Zero-rated)
  • IMP (GST on Imported Supplies)
Optional

Selling Price

MandatoryThe 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 MeasureMandatoryThe unit of measure for the item.Up to 5 characters in length.Optional
Tax Code When Sold

(Australia)

MandatoryThe tax rate to be applied when selling this item.This must use one of the following codes:
  • ABN (for ABN Not Disclosed - Withholdings)
  • CAP (for Capital Acquisitions)
  • FRE (for GST Free)
  • GNR (for Not Registered)
  • GST
  • INP (for Input Taxed Purchases)
  • N-T (for Not Reportable)
Optional
GST Code When Sold

(New Zealand)

MandatoryThe GST type to be applied when selling this item.

This must use one of the following codes:

  • S (for Standard)
  • S15 (for Standard 15% GST)
  • N-T (for Exempt)

  • E (for Exempt)
  • Z (for Zero-rated)
Optional
Inactive ItemMandatoryThis 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

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 titleDescription of data in this fieldRules for the dataMandatory or optional field
Co./Last NameMandatory

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 NameMandatoryFirst name of the contact.Up to 20 characters in length.Optional
Card StatusMandatoryThe status determines whether the contact is active.

This field should have a value of:

N

Mandatory
Addr 1 - Line 1MandatoryLine 1 of the street address.Up to 255 characters in length.Optional
- Line 2MandatoryLine 2 of the street address.Up to 253 characters in length.Optional
- CityMandatoryCity for the street address.Up to 255 characters in length.Optional
- StateMandatoryState for the street address.Up to 255 characters in length.Optional
- PostcodeMandatoryPostcode for the street address.Up to 10 characters in length.Optional
- CountryMandatoryCountry for the street address.Up to 255 characters in length.Optional
- Phone # 1MandatoryPhone number for the street address.Up to 21 characters in length.Optional
- Phone # 2MandatoryMobile number.Up to 21 characters in length.Optional
- Fax #MandatoryFax number.Up to 21 characters in length.Optional
- EmailMandatoryEmail address.Up to 255 characters in length.Optional
- WWWMandatoryWebsite.Up to 255 characters in length.Optional
Addr 2 - Line 1MandatoryLine 1 of the billing address.Up to 255 characters in length.Optional
- Line 2MandatoryLine 2 of the billing addressUp to 253 characters in lengthOptional
- CityMandatoryCity for the billing addressUp to 255 characters in lengthOptional
- StateMandatoryState for the billing addressUp to 255 characters in lengthOptional
- PostcodeMandatoryPostcode for the billing addressUp to 10 characters in lengthOptional
- CountryMandatoryCountry for the billing addressUp to 255 characters in lengthOptional
- Phone # 1MandatoryPhone number for the billing addressUp to 21 characters in lengthOptional
- Phone # 2MandatoryMobile numberUp to 21 characters in lengthOptional
- Fax #MandatoryFax numberUp to 21 characters in lengthOptional
- EmailMandatoryEmail addressUp to 255 characters in lengthOptional
- WWWMandatoryWebsiteUp to 255 characters in lengthOptional
NotesMandatoryAny notes about the contactUp to 255 characters in lengthOptional

Tax ID No.

(Australia)

MandatoryThe contact’s ABN numberA valid ABN numberMandatory. If you do not have this information for the contact, you must at least enter a space.

GST ID No.

(New Zealand)

MandatoryThe contact’s GST numberA valid GST numberMandatory. 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.