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ANSWER ID:4185

This page explains how to manually import your MYOB Payroll journals into AccountRight.

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Want to automate this process?

Payroll can integrate automatically with AccountRight as described in Integrating Payroll with your accounting software.

Setup

There are few things that you need to set up, but once this is done it is an easy procedure to complete each pay period.

In your accounting software, you first want to ensure the following:

Make sure that you have the following accounts in your Chart of Accounts:
- Liability account for Wages or Payroll Liability, such as Wages Clearing
- Expense Account for Wages and Salaries, or one for each department
- If you use Job Centres, print a list of all your job codes (this is found in the Accounts tab of the reports index)
Create a folder on your hard drive where MYOB Payroll will save the journal file, such as My Documents\Payroll
Export the chart of accounts from your accounting software ready for use in MYOB Payroll. Make sure the export file is a comma-separated .txt file called "accounts.txt" containing the following fields: account code, account description, and account type (optional), e.g. 2-2000 Wages Liability.
For more information on this, see the Payroll user guide.

The next steps in the setup process depend on what AccountRight version you're using (new or Classic AccountRight).

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title	Setup in If you're using the new AccountRight (v2011 or later)

Go to the File menu and choose Import/Export Assistant.
Select the Export Data option then click Next.
In the Export field, select Accounts.
In the Select Accounts type field, select Account Information. Leave all other settings untouched.
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Click Next.
For the Separate data using option, select Commas.
Deselect the option Include field headers in the file.
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Click Next.
From the list of Available fields, click Account Number, then click Add. Also add Account Name and Header.
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Click Export.
Save the export file with the default name (ACCOUNTS.TXT).
Save the file in the folder created in step 2 aboveearlier.

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title	Setup in If you're using Classic AccountRight (v19 or earlier)

Go to the File menu and choose Export Data then choose Accounts, then choose Account Information.
For the Export File Format field select Comma-separated, and for the First Record is field select Data Record. Leave all other values untouched.
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Click Continue.
Select Account Number, Account Name, and Header, then click Export.
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Save the export file with the default name (ACCOUNTS.txt).
Save the file in the folder created in Step 2 aboveearlier.

With your accounting software set up, it's time to set up MYOB Payroll.

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In Payroll, go to the Tools menu and choose Options then click the Accounting tab.
Choose Other as the Accounting System. Do not select one of the AccountRight options.
In the Path field, click the Browse button (...) and locate find the path for the folder containing where the ACCOUNTS.txt file is located (as created in step 2 above). Note: If you receive a System Error "9/Data type mismatch", see our support note Error: "9 Data type mismatch".earlier).

For the Default General Ledger Code for Payroll Liabilities, select the account for Payroll (wages).

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If the default ledger drop down shows as blank

This means the wrong export fields have been selected in AccountRight, the wrong folder has been selected in the Path field, or the file is not called ACCOUNTS.TXT.

Click OK.
Go to the Maintenance command centre and click Maintain Departments.
For the General Ledger Expense Code, specify the applicable account for each Departmentdepartment.
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If you use Jobs in your Accounting accounting software you can enter the Job number Number as the Cost Centre Costcentre Code in each relevant Departmentdepartment. This needs to be typed exactly the same as the Job Number in your accounting software. Also, the Costcentre Description must match the Job Name in your accounting software.
Go to the Maintenance command centre and click Maintain Pay Codes.
Select the TAX pay code then click the Other tab.
For the General Ledger Liability Code, select your PAYE Liability account.
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The setup is now complete!

Creating the journals

Each time you Finalise the pay, the payroll.txt file is created. This file is in the path located in the path as defined in Tools > Options (the folder created at step 2 above). As with the setup, this process differs depending on your accounting software.

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Use Job centres? Make sure you select the option Include Cost Centres.

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Go to the File menu and choose Import Data then choose Transaction Journals/Export Assistant.
For Select the Import File Format field select Comma-separatedData option then click Next.For
In the First Record is Import field, select Data Record Transaction Journals.
Click Continue.Browse to the Payroll.txt file, Browse and select the Payroll.txt file saved in the folder created in step Step 2 earlier in this support notepage.
Click Open Next.
Click Match All then click Import. Note: In AccountRight Premier/Enterprise, the Allocation Memo needs to be matched manually.
Select the Commas and Data options, then click Next.
Match the fields by clicking Match All or match the fields individually by name, then click Next.
If you want to make a backup of your AccountRight company file, click Back up, otherwise click Import.
Click Close. The imported journal can now be found in your AccountRight company file as a general journal.

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Go to the File menu and choose Import /Export AssistantData then choose Transaction Journals.Select
For the Import Data option then click NextFile Format field select Comma-separated.
In For the Import First Record is field , select Transaction Journals Data Record.
Click Browse and Continue.
Browse to the Payroll.txt file, select the Payroll.txt file saved in the folder created in Step step 2 earlier in this pagesupport note.
Click Next Open.
Select the Commas and Data options, then click Next.
Match the fields by clicking Match All or match the fields individually by name, then click Next.
If you want to make a backup of your AccountRight company file, click Back up, otherwise click Import.
Click Close. Click Match All then click Import. Note: In AccountRight Premier/Enterprise, the Allocation Memo needs to be matched manually.
The imported journal can now be found in your AccountRight company file as a general journal.

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Instead of doing this journal each time you finalise a pay, you may like to do a journal once a month. To do this simply go to the Tools menu and choose Create Journal. Select by month, and if you use Job codes select this option. Then follow the steps above.

After you have imported the wages journal from MYOB Payroll to clear out the Payroll and PAYE Liability accounts, the following transactions need to be entered into your MYOB accounting software:

Go to the Banking command centre and click Spend Money. Select the Pay from Account: option and specify the Cheque account (the Account No needs to be set to your Payroll Liability account (2-xxxx)).
The payment to the IRD for PAYE can also be entered as a Spend Money transaction, with the PAYE liability account selected.

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Integrating Payroll with your accounting software

Payroll user guide

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ANSWER ID:4185

Setup

Creating the journals

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MYOB Payroll User Guide (PDF)

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