Page Comparison - Importing and exporting an accounts list (v.10 vs v.52) - MYOB Business

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You can import an accounts list into MYOB to replace update the default accounts list. This is handy when you're setting up MYOB if you have an accounts list you've exported from another program or have it in a spreadsheet.

You can also export the accounts list from MYOB to use in another program. Exporting is also a quick way to create a template file which you can use to to populate with your accounts info, ready for importing into MYOB. We've also provided a blank template that you can populate with your account details, ready for importing.

Let's step you through it.

To import an accounts list

To import an accounts list into MYOB, the import file must:

be a text (TXT) file
be in tab-separated format
contain a header row for all mandatory fields
be under 20MB

To ensure your import file meets this criteria, we recommend using an import template. See the next task for details on creating an import template.

To import an accounts list

Click your business name and choose Import and data.

On the Import tab, for the Data type choose Chart of accounts.

Click Browse and locate the import file.

Click the import file then click Open.

Select the method for handling duplicate records.

Click Import.

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title	To import an accounts list

export

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title	To export an accounts list

To export an accounts list

Click your business name and choose Import and export data.
Click the Export tab.
For the Data type choose Chart of accounts.
In the Balances from field, choose the year you want the account balances to be reflected from.
Choose the Account balances to be included in the exportan option from the Account balance list (All transactions, Exclude year end adjustments or Year end adjustments only).
Click Export. The file will be exported as a tab-separated TXT file which can be opened in a spreadsheet or text editing program. The first row will be a header row, listing all field headers.

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title	To use an import accounts using a sample template

To

use an

import accounts using a sample template

Need to import an accounts list into MYOB but not sure where to start? The easiest way is to create an import template and populate it with your data, ready for importing.

You can create the template by exporting the accounts list from MYOB. The export file becomes your template.

To use If you've exported your accounts list from another program, it might not be in the right format to import it into MYOB.

So we've created a sample template that contains the required columns (fields) that you can populate with your own account details. Just download the template, open it in Microsoft Excel and update its contents with enter your accounts data. You can , then import the file into MYOB.

OK, let's step you through it.

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title	1. Create Download and modify the import sample template

Click your business name and choose Import and export data.
Click the Export tab.
For the Data type choose Chart of accounts.
In the Balances from field, choose the year you want the account balances to be reflected from.
Choose the Account balances to be included in the export.
Click Export. The file will be exported as a tab-separated TXT file. The first row will be a header row, listing all field headers.

You can now open the export file in a spreadsheet program, like Microsoft Excel, to enter your accounts info.

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title	2. Use the import template

Use the import template

Now that you have a template, you can open it in Excel and replace the contents with your data - ready for importing.

Here's how:

Open Microsoft Excel.
Go to File > Open.
For the type of file, select All Files(*.*). This ensures you'll be able to find your import template which is a text (.TXT) file.
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Locate and open your exported text file. The Text Import Wizard appears.
In Step 1 of the Text Import Wizard, select the Delimited option, then click Next.
In Step 2 of the Text Import Wizard, select the Tab option, then click Next.
In Step 3 of the Text Import Wizard, click Next.
Click Finish. The file contents of your template will be displayed. Notice in our example:
the first cell Right-click this template file and save it to your Desktop: ACCOUNTS.txt
Open a blank workbook in Microsoft Excel.
Click and drag the downloaded sample template onto the the workbook. The file will open in Excel and the contents of the template will be displayed.
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When looking at the file in Excel, note the following:
- the first cell (A1) contains parentheses (brackets) - these need to remain, as they indicate that the import file is from for MYOB.
- the second row (beneath the row with the brackets) is labeled so you can easily work out what type of information is displayed required in each column.
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Delete the data from row 3 down. This is the data from MYOB which you don't need. Remember to leave the brackets on the first row, and the headings on the second row.
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Enter your data in each applicable column. Remember
- when viewing an import file in Excel
:
- each column in the import file represents a field in MYOB.
- each row in the import file represents a different account
- leave the brackets on the first row, and the headings on the second row.
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For more details about each of the columns (fields) in the import file, see the FAQs below.

When you're done, save the template as a text (.TXT) file. If you like, you can give the file a meaningful name, such as "Accounts List Import" or similar.

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Save in the correct format

The easiest way to ensure your template is saved in the right format, after making your changes to the file attempt to close Excel and you'll be prompted to save. Click Yes and accept the default file type Excel suggests. Here's an example:

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Your template is now ready for importing.

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title	32. Import the prepared template

Import

When you import the prepared template

By importing the prepared template you'll overwrite the existing accounts list with the new accounts list from the file. Be sure this is what you want to do before proceeding, your accounts list will be updated. There's no way to undo the changes after importing, so make sure you choose the correct import options.

Click your business name and choose choose Import and export data.
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On the Import the Import tab, for the the Data type choose choose Chart of accounts.
Click Browse Click Browse and locate your import file template.
Click the import file then click click Open.
For Choose the applicable option for If duplicate records are found, select Update existing data.
Click Import.

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. For example, if account 1-2300 exists in MYOB and you try to import an account with the same number, and you choose to:
Update existing data—the information about account 1-2300 in MYOB will be updated.
Reject duplicates—the information about account 1-2300 will be not be imported.

If you want to delete unused accounts in MYOB as part of the import process, select the option Delete unused accounts.

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What's an unused account?

These are existing accounts in MYOB which have never been used in a transaction. Even if you delete an associated transaction, the account can't be deleted. Also, linked accounts can't be deleted.

Click Import.
At the confirmation message, click Import.

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<h2><i class="fa fa-comments"></i>  FAQs</h2><br>

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title	What are the field (column) requirements in the import file?

What are the field (column) requirements in the import file?

The columns in your import file represent the fields in MYOB, for example account number, account name, etc. The information entered into these fields must meet the field requirements to ensure the file imports successfully.

Here's a description of each field.

Field

Description

Account Number

Alphanumeric codes and special characters are supported. Maximum of 10 digits.

Example 1-2300

Account Name

Up to 60 characters. Alphanumeric characters supported.

Example Petty Cash

Account Type

Asset (header accounts only)

An asset header account, under which sit other asset type detail accounts (Bank, Accounts receivable, Other current assets, Fixed asset, Other asset)

Bank

Money in the bank, for example, in a cheque or savings account.

Accounts receivable

Money owed to you by your customers.

Other current asset

Assets that, if required, can be turned into cash within a year. These may include your term deposits.

Fixed asset

Assets which have a long life, for example, buildings, cars and computers.

Other asset

Other assets you own such as loans made to others and goodwill.

Liability (header accounts only)

A liability header account, under which sit other liability type detail accounts (Credit card, Accounts payable, Other current liability, Long term liability, Other liability)

Credit card

Repayments required to service credit card debt.

Accounts payable

Money owed by you to your suppliers.

Other current liability

Money owed by you that is due in less than a year, for example, GST.

Long term liability

Money owed by you that is due in more than one year, for example, a business loan.

Other liability

Other money you owe.

Equity

The business’s net worth, that is, its assets minus its liabilities. Common equity accounts are current year earnings, retained earnings and shareholders’ equity.

Income

Revenue from the sale of goods and services.

Cost of sales

The direct cost of selling your goods and providing services, for example, purchase costs and freight charges.

Expense

The day-to-day expenses of running your business, for example, utility bills, employee wages and cleaning.

Other income

Other revenues, for example, interest earned on savings and dividends paid from shares.

Other expense

Other expenses, for example, interest charged.

Header

Enter H if the account is a header account.

Leave the cell blank for non header (detail)
accounts

Parent Account Number

For all accounts, enter the corresponding header account number.

For example, if the header account is 1-2300 Sales and the detail account being imported is 1-2301 Professional services, enter 1-2300 as the parent account number.

If your accounts don't have header accounts, enter the default parent account number based on the type of account being imported.

For asset accounts use 1-0000
For liability accounts use 2-0000
For equity accounts use 3-0000
For income accounts use 4-0000
For cost of sales accounts use 5-0000
For expense accounts use 6-0000
For other income accounts use 8-0000
For other expense accounts use 9-0000

Tax Code (Australia)

ABN

No ABN Withholding (47%)

CAP

Capital Aquisition (10%)

EXP

GST Free Exports (0%)

FRE

GST Free (0%)

GNR

GST (Non-Registered) (0%)

GST

Goods & Services Tax (10%)

GW

Consolidated WEG & WET (0%)

INP

Input Taxed (10%)

ITS

Input Taxed Sales (0%)

LCG

Consolidated LCT & GST (0%)

LCT

Luxury Car Tax (33%)

N-T

Not Reportable (0%)

VWH

Voluntary Withholdings (20%)

WEG

GST on Wine Equalisation Tax (13%)

WET

Wine Equalisation Tax (29%)

Tax Code/GST Code (New Zealand)

S15

Standard (15%)

S

Standard (13%)

E

Exempt (0%)

Z

Zero-Rated (0%)

IMP

Import Duty (100%)

N-T

No Tax (0%)

Inactive Account

If the account being imported is an inactive account, leave this cell blank or enter Y.

For active accounts, enter N.

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If the Inactive Account field is omitted from the import file, then accounts will be imported as a inactive.

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Versions Compared

Old Version 10

New Version Current

Key

To import an accounts list

To export an accounts list

To

import accounts using a sample template

Use the import template

What are the field (column) requirements in the import file?

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