Preparing to import data from other sources

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Preparing to import data from other sources

note : MYOB AccountRight or BusinessBasics users

If you use MYOB AccountRight or BusinessBasics, see Preparing to import from MYOB AccountRight or BusinessBasics.

You may have lists of contacts or lists of items in a spreadsheet or other file. You may also have this data in other software. To import it into LiveAccounts, you must ensure that it is in the right format.

n Organisation of data—The file should have data organised in the right fields, and the right order. See the sections below for these details of these fields. All mandatory fields must have data.

n Header row—The file should also have a header row. This is a row that contains the field titles (similar to column headings in a spreadsheet). See the sections below for details of the field titles to use. You must use the same titles, including any asterisks, spaces and hyphens.

All mandatory field titles must be in the header row.

n Type of file—The data must be saved in a text file that has data separated by tabs (commonly called a tab-separated or tab-delimited file). Most software (including spreadsheet software) will allow you to export to such a file.

note : Mandatory field titles and optional fields

In some cases, the field title is mandatory but the field data itself is not. In such cases, you must include the field title in the header row, but you can leave the field blank.

Fields required for Items

All mandatory field titles must be in the header row, and spelt as specified below. All mandatory fields must have valid data.

Field titles (header row)	Mandatory or optional title	Description of data in this field	Rules for the data	Mandatory or optional field
Item Number	Mandatory	The unique ID for the item.	Up to 30 characters in length.	Mandatory
Item Name	Mandatory	The name of the item.	Up to 30 characters in length.	Mandatory
Income Acct	Mandatory	The account to which you want sales of this item allocated. In LiveAccounts, this will go into the Allocate to field under Selling Details.	Up to 5 numbers in length. This must match an account number that’s already in LiveAccounts.	Optional
Expense/COS Acct	Optional	The account to which you want purchases of this item allocated. In LiveAccounts, this will go into the Allocate to field under Buying Details.	Up to 5 numbers in length. This must match an account number that’s already in LiveAccounts.	Optional
Description	Mandatory	A description of the item.	Up to 255 characters in length.	Optional
Tax Code When Bought (Australia)	Optional	The tax rate to be applied when purchasing this item.	This must use one of the following codes: ABN (for ABN Not Disclosed - Withholdings) CAP (for Capital Acquisitions) FRE (for GST Free) GNR (for Not Registered) GST INP (for Input Taxed Purchases) N-T (for Not Reportable)	Optional
GST Code When Bought (New Zealand)	Optional	The GST type to be applied when purchasing this item.	S (for Standard) S15 (for Standard 15% GST) N-T (for Exempt) E (for Exempt) Z (for Zero-rated) IMP (GST on Imported Supplies)	Optional
Selling Price	Mandatory	The selling price of the item.	Up to 11 numbers in length. This field should include a dollar sign, and be of the format $xx.xx. (For example, in Microsoft Excel, the field should be formatted as a Currency field.)	Optional
Sell Unit Measure	Mandatory	The unit of measure for the item.	Up to 5 characters in length.	Optional
Tax Code When Sold (Australia)	Mandatory	The tax rate to be applied when selling this item.	This must use one of the following codes: ABN (for ABN Not Disclosed - Withholdings) CAP (for Capital Acquisitions) FRE (for GST Free) GNR (for Not Registered) GST INP (for Input Taxed Purchases) N-T (for Not Reportable)	Optional
GST Code When Sold (New Zealand)	Mandatory	The GST type to be applied when selling this item.	S (for Standard) S15 (for Standard 15% GST) N-T (for Exempt) E (for Exempt) Z (for Zero-rated)	Optional
Inactive Item	Mandatory	This field determines whether the item is inactive.	This field should have a value of: N	Mandatory

Once you’ve prepared your data, you can import it into LiveAccounts. See Importing items into LiveAccounts.

Fields required for Contacts

Field titles (header row)	Mandatory or optional title	Description of data in this field	Rules for the data	Mandatory or optional field
Co./Last Name	Mandatory	Last name or company name. Note: This will be imported into the last name and company name fields in LiveAccounts.	Up to 50 characters in length.	Mandatory
First Name	Mandatory	First name of the contact.	Up to 20 characters in length.	Optional
Card Status	Mandatory	The status determines whether the contact is active.	This field should have a value of: N	Mandatory
Addr 1 - Line 1	Mandatory	Line 1 of the street address.	Up to 255 characters in length.	Optional
- Line 2	Mandatory	Line 2 of the street address.	Up to 253 characters in length.	Optional
- City	Mandatory	City for the street address.	Up to 255 characters in length.	Optional
- State	Mandatory	State for the street address.	Up to 255 characters in length.	Optional
- Postcode	Mandatory	Postcode for the street address.	Up to 10 characters in length.	Optional
- Country	Mandatory	Country for the street address.	Up to 255 characters in length.	Optional
- Phone # 1	Mandatory	Phone number for the street address.	Up to 21 characters in length.	Optional
- Phone # 2	Mandatory	Mobile number.	Up to 21 characters in length.	Optional
- Fax #	Mandatory	Fax number.	Up to 21 characters in length.	Optional
- Email	Mandatory	Email address.	Up to 255 characters in length.	Optional
- WWW	Mandatory	Website.	Up to 255 characters in length.	Optional
Addr 2 - Line 1	Mandatory	Line 1 of the billing address.	Up to 255 characters in length.	Optional
- Line 2	Mandatory	Line 2 of the billing address	Up to 253 characters in length	Optional
- City	Mandatory	City for the billing address	Up to 255 characters in length	Optional
- State	Mandatory	State for the billing address	Up to 255 characters in length	Optional
- Postcode	Mandatory	Postcode for the billing address	Up to 10 characters in length	Optional
- Country	Mandatory	Country for the billing address	Up to 255 characters in length	Optional
- Phone # 1	Mandatory	Phone number for the billing address	Up to 21 characters in length	Optional
- Phone # 2	Mandatory	Mobile number	Up to 21 characters in length	Optional
- Fax #	Mandatory	Fax number	Up to 21 characters in length	Optional
- Email	Mandatory	Email address	Up to 255 characters in length	Optional
- WWW	Mandatory	Website	Up to 255 characters in length	Optional
Notes	Mandatory	Any notes about the contact	Up to 255 characters in length	Optional
Tax ID Number (Australia)*	Mandatory	The contact’s ABN number	A valid ABN number	Mandatory. If you do not have this information for the contact, you must at least enter a space.
GST ID Number (New Zealand)*	Mandatory	The contact’s GST number	A valid GST number	Mandatory. If you do not have this information for the contact, you must at least enter a space.

Once you’ve prepared your data, you can import it into LiveAccounts. See Importing contacts into LiveAccounts.

Sample files

Take a look at our sample files to understand how your data should be organised. Right-click on the links below and choose Save Link As or Save Target As.

n Download a sample Contacts file (Australia)

n Download a sample Items file (Australia)

n Download a sample Contacts file (New Zealand)

n Download a sample Items file (New Zealand)

You can open the downloaded file in any text editor. You can also open it in any spreadsheet software, but be careful not to overwrite the file.