- Created by BrianQ, last modified by TaelorR on Sep 19, 2017
https://help.myob.com/wiki/x/A4ii
ANSWER ID:30748
To ensure the export/import process goes smoothly, there are a few fields in AccountRight and Payroll which need to match.
Check the following details in AccountRight and Payroll.
Last Name/Code
The Last Name field in the employee's card in AccountRight must be the same as the employee Code in Payroll. This must be in upper case letters, and be a maximum of 8 characters.
The employee Code in Payroll
The Last Name field in AccountRight
Activity ID/PAY CODE
The Activity ID in AccountRight needs to match the PAY CODE in Payroll. This must be in uppercase and be a maximum of 8 characters. The Pay Code in Payroll needs a rate entered for the employee.
The Pay Code in Payroll
The Activity ID in AccountRight
Job Number/Costcentre Code (Optional)
If you use jobs in AccountRight then the Job Number must match the Costcentre Code in Payroll.
The Costcentre Code in Payroll (Maintenance > Maintain Departments)
The Job Number in AccountRight (Lists > Jobs)
- In AccountRight, go to the File menu and choose Import/Export Assistant.
- Choose Export data then click Next.
- In the Export field, select Activity Slips and specify the applicable date range, then click Next.
- For the option Separate data using, select Commas. Also deselect the option Include field headers in the file.
- Click Next.
- Choose the following fields in the order listed by clicking them in the Available fields column, then clicking Add.
The program assumes that the start and stop times will be blank. If they won't be then choose other fields that will be blank. If the times are to be allocated against costcentres/jobs then choose the Job field instead of Stop Time.
Field 1: Date
Field 2: Emp Co./Last Name
Field 3: Activity ID
Field 4: Must be blank (try Start Time)
Field 5: Job or must be blank (try Stop Time).
Field 6: Units
The example below shows that Job has been selected rather than Stop Time.
- Click Export.
- Save the export file in an easily accessible location, for example the Desktop. Make a note of where this file is being saved, and overwrite any previous file if necessary.
- In AccountRight, go to the File menu and choose Export Data then choose Activity Slips.
- In the Export File window, select Comma Separated and Data Record.
Set the applicable date range in the Dated From and To fields, then click Continue.
In the Export Data window, choose the following fields in the order listed by clicking in the Export Order column. The program assumes that the start and stop times will be blank, if they won t be then choose other fields that will be blank.) If the times are to be allocated against costcentres/jobs then choose the Job field instead of Stop Time.
Field 1: Date
Field 2: Emp Co./Last Name
Field 3: Activity ID
Field 4: Must be blank (try Start Time)
Field 5: Job or must be blank (try Stop Time).
Field 6: Units
The example window below shows that Job has been selected rather than Stop Time.
Click Export.
Save the export file in an easily accessible location, for example the Desktop. Make a note of where this file is being saved, and overwrite any previous file if necessary.
- In Payroll, go to the Prepare Pays command centre and click Import Timesheets.
- Click on the ellipsis (...) button then browse to and select the file exported from AccountRight.
- Click Import.
Troubleshooting
Issue | Solution |
---|---|
Error message "PAYCODE NOT VALID FOR EMP" | Add the Pay Code to the employee in Payroll. |
Error message "DEPARTMENT/COSTCENTRE NOT" | Create the Department and Costcentre in Payroll. |
Print Timesheets does not show what I've just imported | Make sure the Current pay ended on date is the same or after the dates of the activities just imported. For example, if an activity has a date of 2/1/09 then the Current pay ended on must be 2/1/09 or later. |
Print Timesheets has a rate of zero for the imported activities | In Payroll, go to the Maintenance command centre and click Maintain Employees. Click the Pay Defaults/Totals tab and check that the Pay Code has a value entered in the Rate column. |
The values imported did not go to the desired Costcentre | Any settings for a Pay Code override what is in the import file. In Payroll, go to the Maintenance command centre and click Maintain Paycodes then click the Other tab. If the Pay Code has nothing set then the employee's default Department and Costcentre are used. |