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In order to import a client file, make sure that the configured ledger is an MYOB Ledger or an AE/AO Ledger.

If you need to use ledger data that was prepared using a ledger that cannot be directly connected to, you can load the ledger data by importing an MYE, TXT or CSV file.

An MYE or TXT file contains details about the client’s ledger being imported, and chart of accounts and journal transactions. A CSV file contains either chart of accounts, or chart of accounts and transactions.

There are also two links on this screen: 

How to import an MYE client file

When you import an MYE file, the system identifies any accounts that need to be added to the chart of accounts, and adds all the journal transactions as journals to the ledger.

If your MYE file exceeds the system limit for journal entries (16,000), an error message will display. To address this issue, decrease the number of transactions and consolidate prior period data.

  1. Open the client’s Client Accounting > Trial Balance or Workpapers tab.
  2. From the TASKS bar, click Manage client file imports. The Manage Client File Imports window appears.
  3. Under Choose file type, select .MYE.
  4. In the Select file to import field, click the ellipses button () and browse to the location of the .MYE file you want to import.
  5. Select the .MYE file and click Open. The location and name of the import file displays in the Select file to import field.
  6. Click Next. A message displays with details of the client’s name, start date and end date.
  7. Click Yes. The system validates the file format.

Continue to Select account mapping options.

How to import a TXT client file

When you import a TXT file, the system identifies any accounts that need to be added to the chart of accounts, and adds all the journal transactions as journals to the ledger.

  1. Open the client’s Client Accounting > Trial Balance or Workpapers tab.
  2. From the TASKS bar, click Manage client file imports. The Manage Client File Imports window appears.
  3. Under Choose file type, select .TXT.
  4. In the Select file to import field, click the ellipses button () and browse to the location of the .TXT file you want to import.
  5. Select the .TXT file and click Open. The location and name of the import file displays in the Select file to import field.
  6. Click Next. A message displays with details of the client’s name, start date and end date.
  7. Click Yes. The system validates the file format.

Continue to Select account mapping options.

How to import a CSV client file

Importing of CSV files is controlled by an XML configuration file, located in the Deploy folder. This file controls the mapping between columns in your CSV file and ledger fields. Additional information can be found in the XML file.

CSV files containing up to 38,000 journal lines are supported. To import a CSV file with more than 38,000 journal lines, separate the CSV file into multiple files, ensuring that each file does not exceed the journal line limit, and perform a separate import for each file. You can also try decreasing the number of transactions and consolidating prior period data.

  1. Open the client’s Client Accounting > Trial Balance or Workpapers tab.
  2. From the TASKS bar, click Manage client file imports. The Manage Client File Imports window appears.
  3. Under Choose file type, select .CSV.
  4. In the Select file to import field, click the ellipses button () and browse to the location of the .CSV file you want to import.
  5. Select the type of mapping to use from the Select template dropdown.

    Choose the template that matches the client’s source file. If you’re not sure which one to select, consult your IT administrator or contact MYOB Support.

    The options are Default Template, Quickbooks 2014 Template and Quickbooks online Template. If there are any other options listed, that means they have been customised for your site.

  6. Click Next. The system validates the file format.

  7. Continue to Selecting account mapping options.

Using the default MYOB template

To successfully import 3rd party transactions, the file containing the exported transactions need to follow the default import format. Below are the default template specifications for the contents of the import file. The file needs to match these specifications to be able to import the transactions. These are normally in CSV file format, which you can create using Microsoft Excel.

The column names in your CSV file must be in the first line of your CSV file.

Some ledger fields are mandatory and some are optional, as shown in the following table.

Column name    Maps toMandatory/optional
account codeAccountCodeMandatory
account nameAccountNameOptional
account typeAccountType

Optional

Note: The following values are valid:
Income, Other Income, Liability, Equity, Expense, Other Expense, Assets, Cost of Sales, Uncategorised

account type groupAccountTypeGroupOptional
tax codeTaxCode

Optional
The valid code values (and their definitions) are:
  • NA (No tax implied)
  • (Australia) CAP (Capital acquisitions)
  • (Australia) EXP (Export sales)
  • (Australia) FRE (GST free)
  • GST (Goods & Services Tax)
  • (New Zealand) E (Exempt)
  • (Australia) GNR (Not registered)
  • (Australia) INP (Input taxed purchases)
  • (Australia) ITS (Input taxed sales)
  • NTR (Not reportable).
  • (New Zealand) Z (Zero rate)
  • (New Zealand) I (GST on imported supplies).
If no value is entered, the default value of NA is used.
transaction referenceTransactionReferenceId

Optional
transaction descriptionTransactionDescription

Optional
transaction dateTransactionDate

Optional (mandatory if TransactionAmount is mapped)

The following formats are both valid:
  • dd/mm/yyyy
  • dd-mm-yyyy
transaction amountTransactionAmountOptional

Note: The file should be balanced:
Sum of Amount = $0
Sum of Amount for each unique Date = $0

No special characters are allowed ($ or ',')
Signage is allowed (+, -)
Using the QuickBooks Transaction detail template

The provided QuickBooks Transaction detail template works with the following versions of QuickBooks (Windows and Mac):

  • QuickBooks 2016
  • QuickBooks 2015
  • QuickBooks 2014

We only support a single amount field, and not separate debit and credit fields.

Generating a CSV file from QuickBooks

In QuickBooks, perform the following:

  1. Select Edit > Preferences from the menu bar.
    The Preferences window displays.
  2. Select Accounting in the left-hand toolbar, and then select the Company Preferences tab.
  3. Make sure that the Use account numbers option is ticked (and the Show lowest subaccount only option, if you are using subaccounts), and click OK.
  4. Windows: Select Reports > Accountant & Taxes > Transaction List by Date from the menu bar.
    Mac: Select Reports > Accountant & Taxes > Transaction Detail by Date from the menu bar.
    The Transaction List by Date report will display in the main window.
  5. Click Hide header in the toolbar at the top of the main window.
  6. Select the range of dates and the sort order from the toolbar.

    If you wish to use the Account Type and Tax Code fields in your template, you will need to add them manually.
    Click Options in the toolbar at the top of the main window, and then select the Account Type and Sales Tax Code columns.

  7. Windows: Select Excel > Create new worksheet in the toolbar.
    Mac: Click Export in the toolbar.
    The Send Report to Excel window displays.
  8. Select the Create a comma separated values (.csv) file option, and click Export.
    The Create Disk File window displays.
  9. Type a file name and choose the location to save your .CSV file.
  10. Click Save.
    You can now import the CSV file into AE/AO Ledger.
Importing transactions from Quickbooks Online into AE/AO Ledger

In order to meet the specifications for this file to be imported, the CSV file exported from QuickBooks Online needs to be modified and the file MyobCsvMaps-System.xml updated to create a new mapping template.

For details on how to import transaction into AE/AO Ledger using a Default MYOB template or a QuickBooks Transaction detail template (Quickbooks version 2014, 2015 and 2016), refer to KB 37963: How do I comply with the specifications for importing transactions exported from a 3rd party product in AE/AO Ledger?

First, we have to create the CSV file:

  1. Log into your QuickBooks Online client and open the Intuit QuickBooks Home page.
  2. Ensure the client's QuickBooks Online file has the 'enable account codes' option ticked in the configuration.
  3. From the navigation bar click Reports.
  4. In All Reports under Accountant Reports, produce the Journal Report in Excel and click "Customize report". Uncheck the option to include all the Headers.


  5. In Excel add a new column called Amount, then populate this with the data from the Debit-Credit columns.
  6. Populate the Date column for each row with data in it. All records having non zero Amount and Account must have have a Date.

    Excel has a function that can be used to get data populated correctly for the non-contiguous rows, such as the Date that is missing from some of the rows in the file.


  7. Select the column range that needs to be filled for non-contiguous range of blank cells (for example B3:B2000).
  8. Press F5 to show the Goto dialog.
  9. Click Special then select Blanks and click OK.
  10. With the non-contiguous range of blank cells selected, without selecting anything else, type = and the cell that is the start of the range and press Ctrl + Enter. In the example type =B3 here.
    Now the Excel file is ready to be converted and saved as a CSV.

Next, we'll need to update the MyobCsvMaps.xml file. The existing options for importing a CSV file Default MYOB Template or the QuickBooks 2014 Template will not support this File.  Therefore, you will need to add new Template in the MyobCsvMaps.xml file located in the Deploy Folder:

  1. In the Deploy folder, rename the existing MyobCsvMaps-System.xml to MyobCsvMaps-System.xml.old
    The location of the Deploy folder can be found at \\SERVER\CENTRAL or \\SERVER\MYOB\MYOBAE\AESQL\Central\Deploy (where SERVER is your server name).
  2. Save the MyobCsvMaps-System file pinned to this page to your Deploy folder.
    Note that this will overwrite any previous modifications that were made to the MyobCsvMaps.xml file.

Finally, we'll import the CSV file:

  1. Run the Import Client File wizard. See "How to import a client file" above.
  2. In the Select Template drop-down step, select "QBOL".
  3. Continue with the remaining steps in "How to import a client file".