ANSWER ID:9391

This support note provides descriptions and solutions to error messages and warnings that may be encountered when importing data from RetailManager into your MYOB accounting software.

The following error occurs when RetailManager does not have a linked account for one or more tax codes:

Follow the below steps to rectify this problem.

1. In RetailManager, go to the Admin menu and choose Set Tax Codes.
2. Click the first tax code in the list (It is usually FRE) to display the Tax Code Information window.
3. Enter the corresponding MYOB account number in the A/C for tax on Sales field. If you are unsure what the account number is, you can find it in your MYOB Chart of Accounts. If you can not find it in your MYOB Chart of Accounts, you can simply create a new account.
4. Click Commit.
5. Repeat this process for all tax codes in your list with the exception of GNR and INP. These two tax codes do not require or allow you to enter an account number.

The following error occurs because you have not entered a 5 digit MYOB account number into the Accounting option window in RetailManager:

Follow the below steps to rectify this problem.

1. Go to the Setup menu choose Options, Accounting then Chart of Accounts.
2. If you have any fields that are blank, enter the corresponding account number from your MYOB Accounting software. If you are unsure what the account number is, you can find it in your MYOB Chart of Accounts. If you can not find it in your MYOB Chart of Accounts, you need to create a new account.
3. Click Apply then Close. You should now be able to export your 'Retail.txt' file out of RetailManager.

Error occurred exporting journal entries in CExport:MYOBJournal. Class does not support Automation or does not support expected interface

This error typically occurs when there are more than 30 sessions to be exported. Check how many sessions you are attempting to export. If it is more than 30 sessions, you will need to change some of the sessions to Exported.

To do this:

1. Double-click the session number.
2. Click Yes to change the session to exported.
3. Click Yes to include the PurchasesReturns dated in this session.

Identifying the cause or import errors

When you import from RetailManager, the following window alerts you if any errors were encountered during the import:

As the message says, you can check the import log file for details of errors. This allows you to identify and fix errors in the retail.txt file before attempting to import again.

Depending on your version of MYOB accounting software, the import log file will have the name MYOBLOG.TXT or MYOBPLOG.TXT. This file will be stored in the folder where your accounting software is stored, for example, C:Premier19MYOBPLOG.TXT.

The import log file can be opened in a text editing program such as Notepad. When opened, scroll down to the bottom of the file and you will see details of the error as shown in the following example:

A description of some of the most common errors are provided below.

Opening the retail.txt file

When the cause of the import error is known, you can usually fix it by modifying the contents of the retail.txt file as described in the solutions contained in this support note.

To modify the retail.txt file, it can be opened and modified using Notepad as shown in the following example:

The retail.txt file can also be opened and modified using Microsoft Excel as described below.

1. Open Microsoft Excel.
2. Go to the File menu and choose Open. The Open window appears.
3. Ensure the type of files that can be seen is set to All Files (*.*).
4. Locate the retail.txt file. This will be in your MYOB accounting software folder, for example C:/Premier19/retail.txt.
5. Click the retail.txt file then click Open. The Text Import Wizard appears.
   
6. Click Finish and the contents of the file will be displayed. See our example below.
   
7. When you have made the required changes, click Save. The following message will appear.
   
8. Click Yes.

Warning 92 - Phone or Fax Number too long: Truncated

This warning means that a telephone or fax number for a supplier in RetailManager had too many characters and has been shortened so that it can be imported into your MYOB Accounting software. Simply open the supplier card in your Accounting software and make any necessary adjustments.

Warning 138 - Amount is zero: line ignored

There may be a Last Cost Variance in the Retail.txt file which has a value of $0. The MYOB Accounting software will ignore this line.

Warning 251 - Foreign currency transaction must specify an exchange rate current exchange rate substituted

This warning will only appear if you use Multicurrency in MYOB Premier/AccountRight Premier. It can be ignored as Premier will substitute the current exchange rate.

Error -10 Invalid date

The date format in Retail.txt file is different to the date format in your MYOB accounting software.

Solution

[Australia only]

If you are exporting from one computer and importing into another, check that the date format is identical on both computers. To check this, go to Start choose Settings, Control Panel then double-click Regional Settings. Make sure that your computer is configured to 'English Australian'. Also, go to the Date tab and make sure that the short date style is identical on both computers. Click Apply then OK and restart your computer.

[New Zealand only]

If you are exporting from one computer and importing into another, check that the date format is identical on both computers. To check this, go to Start choose Settings, Control Panel then double-click Regional Settings. Make sure that your computer is configured to 'English New Zealand'. Also, go to the Date tab and make sure that the short date style is identical on both computers. Click Apply then OK and restart your computer.

If this does not solve the problem, you may have entered an incorrect date into the Invoice Date field of a Goods Received in RetailManager. Open the Retail.txt file in Notepad. Locate and adjust the incorrect date/s. Save and close the file and attempt the import again.

Error -11 Transactions dated before the beginning of your financial year may not be imported

A transaction or number of transactions, are dated before the current financial year in your MYOB accounting software. A possible cause of this problem could be an incorrect date being entered into the Invoice Date field of a Goods Received in RetailManager. Also, if you are exporting data from RetailManager which was part of the previous financial year, this error will appear.

Solution

Open the Retail.txt file in Notepad.

If you can see transactions dated before the beginning of your financial year, you will need to delete those transactions from the file. Save and close the file and attempt the import it again.

There may also be a Purchase (Goods Received) that has an incorrect date entered. Locate and adjust the incorrect date/s. Save and close the file and attempt the import it again.

Error -13 Transactions dated before your posting complete date may not be imported

Your MYOB Accounting software has Locked Periods turned on.

Solution

In your MYOB accounting software, go to the Setup menu choose Preferences click the Security tab and look at the Lock Periods option. If it is selected, deselect it and attempt the import again.

Error -14 Invalid account

An account number in RetailManager does not exist in the Accounts List in your accounting software.

Solution

In RetailManager, go to the Setup menu, choose Options, Accounting then Chart of Accounts. In your MYOB accounting software, print out your Accounts List. Compare the Chart of Accounts screen against the Accounts list, and you will find that an account number that you have in RetailManager does not exist in your Accounts List.

If the accounts in RetailManager match what's in your accounting software, it could mean there was an issue exporting the Retail.txt file from RetailManager. Try re-exporting the Retail.txt file from RetailManager, then attempt the import again in your accounting software.

Error -15 Account number not found in list of postable accounts

The account number/s specified in RetailManager through the Tools menu in Options under Accounting can not be found in the MYOB Chart of Accounts or they are linked to a header account.

Solution

Open the Retail.txt file in Notepad. Locate the problem account number and adjust it so it matches the corresponding account number in your MYOB Chart of Accounts. Save and close the file and attempt the import it again.

If all of the account numbers in the Retail.txt file do match up to your MYOB Chart of Accounts, it is highly likely that you have linked RetailManager to a Header Account. Header Accounts can be distinguished in your MYOB accounting software by their bold lettering. MYOB accounting software will not import data into a header account. You must adjust the account number in the Retail.txt file, save and close the file and attempt the import again.

Error -16 Invalid Debit Amount

This usually means that a Barcode was scanned into the 'sell price' field on a sale reversal in RetailManager and committed. This is similar to error -17 except the debit amount is affected.

Solution

Open the Retail.txt file in Notepad or Microsoft Excel. Locate the problem amount(s) and change them to what they should be.

Error -17 Invalid Credit Amount

This usually means that a Barcode was scanned into the 'sell price' field on a sale in RetailManager and committed. If this transaction is not reversed, it results in an abnormally large Till Shortage and Sales income in the Retail.txt file.

Solution

Open the Retail.txt file in Notepad or Microsoft Excel. Locate the problem amount(s) and change them to what they should be.

Error -19 Unbalanced transaction

This occurs when the debits and credits in the journal entries of the Retail.txt file are out of balance. It usually appears if the accounting export was interrupted or the computer crashed while exporting. MYOB accounting software will not import a journal entry that does not balance.

Solution

The first step to try in rectifying this error is to re-export your sessions out of RetailManager again. To do this, go to the File menu choose Accounting Export, and double-click the Session No. of the journal you wish to export again. Now you can reattempt to import into your MYOB accounting software.

If this does not fix the problem, one or more lines of the journal entry will need to be re-created manually using cashup reports from RetailManager. This can be quite difficult to rectify and if you are not confident that you can fix it, it is recommended to contact MYOB RetailManager Support.

Open the Retail.txt file in Microsoft Excel so you can view the Retail.txt file in a spreadsheet format. Browse through the file and ensure that the debits and credits for each day's journal entry balance. You will need to refer to your RetailManager cashup reports (Sales Summary and Cash Summary) to find the missing information that is causing the journal to be unbalanced. Once found, manually edit the journal entry in the Retail.txt file and make sure it balances. Save and close the file and attempt the import again.

Error -26 Card not found

This occurs if you are trying to import a purchase from RetailManager and the supplier does not have a card set up or the supplier name is spelt slightly differently in your MYOB accounting software.

Solution

If the supplier does not exist in your MYOB accounting software, create one by going to the Cards File command centre and click Card List. Click the Supplier tab then click New. Please make sure the supplier name entered matches the supplier name entered in RetailManager. Attempt the import again.

If the supplier name is spelt slightly differently, go to the Cards File command centre and click Card List. Click the Supplier tab and double-click the supplier in question. Edit the name so it matches the supplier name entered in RetailManager. Attempt the import again.

Error -29 Invalid tax amount

This can be caused by the tax information being out of alignment in the Retail.txt file. It usually appears if the accounting export was interrupted while exporting and mainly affects the purchases, not the journal entries.

Solution

Open the Retail.txt file in Microsoft Excel so you can view the Retail.txt file in a spreadsheet format. Browse through the file and ensure that the alignment of the tax codes in the purchases section is correct.

Once adjusted and re-aligned, save and close the file and attempt the import again.

Error -38 Default account for freight charges not specified

This means that you do not have a linked account specified for freight in your MYOB accounting software.

Solution

Open your MYOB accounting software and go to the Setup menu choose Linked Accounts and then Sales Accounts. Make sure the option I charge Freight on Sales is selected and an account number is specified. Go to the Setup menu choose Linked Accounts and then Purchases Accounts and make sure the option I pay Freight on Purchases is selected and an account number is specified.

Error -81 Tax code linked account missing

This error means that the tax code mentioned in the MYOBLOG.txt file does not have a linked account in you MYOB accounting software.

Solution

In your MYOB accounting software, go to the Lists menu choose Tax Codes and click the arrow next to the tax code in question. Make sure that the tax code has a linked account for tax paid and collected.

Error -84 Foreign Currency Linked Account is missing

This error can be quite misleading. The log definition indicates that there is a multi currency linked account missing, however it may not actually relate to multi currency at all and can affect an Accounting user just as it may affect a Premier user. Check the Linked Accounts for each currency (if appropriate), but also check the Sales/Purchases Linked Accounts and also Tax Code Linked Accounts. For the Sales/Purchases Linked Accounts, ensure that all selected options have an account number associated with them. For Tax Codes, check that where required, accounts are linked to the code. There will probably be at least one missing somewhere in these areas.

Error -84 - Liability account for customer deposits is missing

Within the setup of Purchases Linked Accounts in MYOB Accounting, Accounting Plus and Premier (or their AccountRight equivalents) there is an option that can be selected I track deposits paid to suppliers. Once this is selected the user is required to enter an account number from their General Ledger. Error 84 is an MYOB error that indicates that the abovementioned option has been selected but no account number listed. The reason you would not expect to see this very often, if at all, is that MYOB will not ordinarily let you exit the Purchases Linked Accounts window if you have selected this option but not added an account.

Error -87 Invalid tax code for this transaction

Tax codes of this type cannot be used on sales transactions and should only be used on purchases. This transaction will be rejected by the accounting program.

Solution

A common cause of this error is that the 'Tax code if none assigned' option in the Setup menu via Options under Accounting in RetailManager has been set incorrectly. Change the tax code to N-T then re-export the sessions.

Open the Retail.txt file using notepad or excel then check the tax codes on all the journal transactions (type 3). If the tax code has been used in a sale then you need to change the tax code to the correct one for the sale. This is usually GST. It is also a good idea to track down the particular transaction in RetailManager to find out if one of the stock items is listed with an incorrect tax code.

Error -121: The Tax code is invalid: Importing cancelled

This error is caused by a tax code specified in RetailManager that is not also set up in your accounting software.

Solution

The myoblog.txt / myobplog.txt file will display the tax code that is causing the error. In your MYOB accounting software, create the tax code through the Lists menu under Tax Codes. Ensure that the correct tax code has been setup and if required, set the linked accounts for tax collected & tax paid.

Error -122: Mandatory Inc-Tax Amount is invalid or blank

This error usually occurs against a Goods Received transaction because a barcode number of an item was accidentally scanned into the 'Expected' field and then committed.

Solution

Open the Retail.txt file in Notepad or Microsoft Excel. Locate the Goods Received in question. The Goods Received will appear with a number 2 preceding the name of the supplier. Once the offending transaction has been located, find the incorrect dollar amount and edit it. Save the file and attempt to re-import.

Error -127: Transaction dated before your lock period date may not be imported: Importing cancelled

This error occurs when you have locked periods set in your accounting software.

Solution

Turn off all locked periods. To do this go to the Setup menu choose Preferences, click the Security and clear the Lock periods option. Having done so attempt the import again.

Error -169: Job not found in list of detail jobs

A job number has been specified for the store in RetailManager that does not exist or is a header (non-postable) job in accounting program.

Solution

Check that the job number specified in RetailManager via the Setup menu through Options under Accounting is correct. Check in your accounting software that the job number has been created and is a detail type job so that transactions can be posted to it.

Error -171: A category is required

If Category bTracking is enabled and set with the option 'Required', it will prevent the importing of the retail.txt file from RetailManager.

Solution

Change the option in your MYOB accounting software 'Not Required' via the Setup menu through Preferences under the System tab. The retail.txt will then import.

Error -241: Supplier not found. Purchase order not imported

This error indicates you have a supplier in RetailManager which is not setup in your MYOB accounting software.

Solution

Setup the supplier in your MYOB accounting software, ensuring the supplier name matches the name in the retail.txt export file. Note that this may be a truncated version of the supplier name in RetailManager as the retail export process has a 30 character limit for supplier names. Once the supplier exists in your MYOB accounting software, the retail.txt will then import.

Error -243: More than 1 supplier found. Purchase order not imported

This error indicates the Retail.txt file includes a Purchase (or Goods Received) for a Supplier for whom there are two Supplier cards in your accounting software that have identical names, regardless of the case used in the name. In other words, if you have a supplier card for Bob Smith and another for bob smith these will be seen as the same and the import will fail.

Solution

There are two possible solutions for this situation.

1. Open the duplicate card that you do not want the purchase to go against and make a change to the name. For example, you could add a period (full stop) to one of the cards or you could use an identifying abbreviation which would allow for the original name to stay the same.
2. Using the Combine Cards feature, you can combine the two duplicate cards together. However, there are two things to be very clear on before doing this:

• Ensure the two cards are definitely duplicate cards and not just two active cards with similar names. Remember once combined, cards can not be "un-combined".
• If indeed they are duplicate cards and you are going to combine them, ensure that you're combining the duplicate card into the active card. This means making sure the duplicate card is set to the Secondary Card and the active card is set to the Primary Card. For more information on this option, please see our support note Combining Records: Cards and Accounts.