1. Go to the File menu and choose Send to Accountant.
2. Select the options you want for this extract:
   • Resend last extract file? - This will take the previously created file and let you re-send it; or
   • Create new extract file? - This will overwrite the previous extract and create a new one. You can re-create the same extract more than once using this option.
3. Select the financial period you want to extract transactions for (not available if Resending last extract file):
   • Select Start Month - this can be any month within the current financial year. If you want to include Opening Balances, then select 99 - Opening Balance.
   • Select End Month It will default to include the entire financial year. Select from the drop down boxes if you want to alter this.
4. Select how you want to treat previously extracted transactions:
   • Select "Extract only transactions NOT previously extracted" to extract transactions added since your last extract; or
   • Select "Extract ALL transactions in specified range" to extract every transaction within the date range selected.
     You can use the existing file if you just want to copy what you have to an external storage device (CD, USB stick, etc.) or other destination. If you simply want to start again and create a new export file, select the option 'Create new extract file' and 'Extract ALL transactions in specified range'.
5. Select the Type of Output: select MYOB Accountants Office extract file (GL_Extr.dbf)
6. Select how you want to send the extract file to your accountant:
• On Disk
  • This will create a file GL_EXTR.DBF in the path specified in the 'Send Transactions to Accountant on Disk' window
  • Select On Disk and you will be presented with a Send Transactions to Accountant on Disk dialog box, defaulting to A:\. Click OK to begin the extract, or click on the ellipsis button (...) to specify a different drive or file path, then click OK. Once the transactions have been extracted to file, you will be presented with a message saying how many transactions have been extracted, and how many now exist in the transaction file. You can now give this file to your Accountant, either via disk, or by email as an attachment.
• By E-Mail
• An issue has been identified with this option - you'll need to choose the On Disk option instead.

If the client already exists in your MYOB AO General Ledger, disregard Step 1. Ensure the client is in the current financial year, and then continue with Step 2.

Step 1 - Setting up the GL client for importing:

1. At the Select General Ledger selection screen, press F4 to add a new client.
2. Select Copy an existing ledger.
3. Type in the name of the client, for example Clearwater Ltd.
4. Select the appropriate Template Ledger to copy from, for example 50 Exempt Coy Template.
5. Select Copy Asset Schedule.
6. Click Add Ledger. The Ledger Configuration window appears.
7. Enter the Year End Date (for previous year), Link to Client Database (if required), Record Period Balances (if required), and any other features in General Options tab. Click OK.
8. Enter the previous year s Trial Balance as a journal through General Ledger > Transaction Entry.
9. Once posted, select General Ledger > End of Year Processing and roll over into the new year, for example 31/3/08.
10. Take a back up of the AO General Ledger (if you don t have one) before starting the import. Note: Add any new codes to your GL client before importing.
11. Select General Ledger > Accounts Maintenance. Press F4 to add an account. If the account exists in another ledger, then details can be copied. Otherwise, enter the account number and account description, and click OK. Set up other details for the account, for example Account Type, GST Type, End of year Rollover Type, IR10 Keypoint, Mandatory status, etc.

Step 2 - Importing transactions into the ledger

1. Save the .MYE file attached to the email to the Desktop (this can also be received on an external storage device such as CD, USB stick, etc. Double click the .MYE file to import the transactions into the Transaction Store. If you received the GL_EXTR.DBF file on an external storage device, for example CD, USB stick, etc., put the CD/USB stick into the computer.
2. Open the GL client ledger that you want to import into.
3. Click on the Import button. The Choose Type of MYOB Data window appears.
4. Select MYOB Cashbook, and then click Import. Notes: If you have previously imported using this option, then this step will be skipped. To change the import type, use the File > Import > MYOB Ledger (Accountant Link file) menu. If you have previously imported transactions into the Transaction Store for this client and want to delete these transactions before importing again, then click on the Delete Transactions button. In the Delete Client Data from the Transaction Store dialog box, select the client from the drop-down list, and then tick the data extract to be deleted from the list displayed. You can either delete the entire extract, or specify an exact date range by selecting specific dates from the Delete From and Delete To drop-down selections. Then click Delete.
5. Select Client e-mail Transaction Store and choose the relevant client name from the drop-down list. If using an external storage device, for example CD, USB stick etc., containing the GL_EXTR.DBF file, then select the Floppy Disk or Other option, and navigate to the folder where the GL_EXTR.DBF file is. Note: The system is looking for a folder name only - it already knows the name of the file to import. If you want to preview transactions before posting, then tick the box.
6. Click Import. A confirmation message box will display showing the following details:
   • Client Name
   • Start Date
   • End Date
   • Number of transactions to be imported
   • whether previously posted transactions will be included
7. Click Yes to the message Are you ready to import now?.
8. Transactions will now be imported. When it has completed, a message will display confirming how many transactions were posted (i.e.. imported into the ledger.) Click OK.