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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:
- View/Edit mapping template, where you can view and modify the mapping template for the most recently imported client accounts. See Viewing and editing the mapping template.
- Delete previous import, where you can delete the previously imported client file, and all its transactions and journal entries. See Deleting an imported client file.
Importing an MYE or TXT file
An MYE or TXT file contains details about the client’s ledger being imported, chart of accounts and journal transactions.
When you import these files, Client Accounting identifies accounts that need to be added to the chart of accounts, and adds all the journal transactions as journals to the ledger.
To import an MYE file that exceeds 16,000 journal entries, decrease the number of transactions and consolidate prior-period data.
- Click the Client Accounting > Trial Balance (Workpapers) tab.
- On the TASKS bar, click Import client file or Manage client file imports depending on your version.
- An import wizard appears.
- In Choose file type, click either .MYE or .TXT.
- In the Select file to import field, browse for the .MYE or .TXT file to import.
- Click Next. A message appears with details of the client’s name, start date and end date.
- If the client's details are correct, click Yes. The system validates the file format.
- If you want to map the client’s chart of accounts to the ledger chart of accounts, tick The chart of accounts in the file being imported is different to the chart in the ledger – I want to specify how to map the accounts to the ledger checkbox.
Do not tick this checkbox if the client’s chart of accounts is the same as your chart of accounts.
- If you want to include consolidated transactions so that you have one transaction per account on a monthly/annual basis, tick the Consolidate imported transactions into single monthly or annual transactions for each account checkbox.
- Click Next. The Map Accounts window appears.
- Select the accounts on the Practice ledger chart that correspond to each account on the accountant's chart.
- If required, adjust the ledger accounts to align the balances with the equivalent accountant's accounts.
- If you want to import all transactions in the file:
- Do not tick the Consolidate imported transactions into single monthly or annual transactions for each account checkbox.
- Click Next.
Click Next. The Import Wizard closes.
- Click Finish. The accounts are posted to the ledger.
Importing a CSV file
A CSV file contains either a chart of accounts, or chart of accounts and transactions.
When importing a CSV file, an XML configuration file in the Deploy folder controls the mapping between the CSV file columns and ledger fields.
For more information on CSV templates, including a sample template that you can download, see KB 37963: Complying with the specifications for importing transactions exported from a third-party product.
For specific details about importing Quickbooks Online CSV files, check out KB 38166: Complying with the specifications for importing transactions exported from a third-party product.
The CSV file you're going to import needs to have no more than 38,000 journal entries. If you've got more, either:
- separate the CSV file into multiple files and import each file separately, or
- consolidate prior period data to decrease the total entries.
You can watch us stepping through this procedure in the Import prior year balances chapter in the Adding data to MYOB Ledger video.
- Go to the Client Accounting > Trial Balance (Workpapers) tab.
- On the TASKS bar, click Import client file or Manage client file imports depending on your version. The import wizard's Select File window appears.
- Select the .CSV radio button.
- Click the Select file to import field's ellipsis [...] button, and browse to and open the CSV.
In the Select template dropdown, select the type of mapping template that matches the client’s source file.The default options are Default Template and Quickbooks 2014 Template. If other options are listed, they have been customised for your site. If you’re not sure which one to use, contact IT or MYOB Support.
Click Next. The import wizard's Select account mapping options window window appears.
If you want to map the client’s chart of accounts to the ledger chart of accounts, select The chart of accounts in the file being imported is different to the chart in the ledger – I want to specify how to map the accounts to the ledger checkbox.Do not select this checkbox if the client’s chart of accounts is the same as your chart of accounts.
- If you want consolidated transactions so that you have one transaction per account on a monthly/annual basis, select the Consolidate imported transactions into single monthly or annual transactions for each account checkbox and select the Monthly or Annually radio button.
- Click Next. The Map Accounts window appears. Some accounts are mapped by the system, but you need to map any unmapped accounts indicated by a question mark [?] icon.
- If any accounts with a question mark [?] icon, click the blank Map to cell and select the account to map to.
Click Next. The Preview window appears.
- Click Finish. A message asks if you want to post all the file data to the ledger.
- Click Yes. The accounts are posted to the ledger and an import summary message appears.
- Click OK.
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 to||Mandatory/optional|
Note: The following values are valid:
|account type group||AccountTypeGroup||Optional|
The valid code values (and their definitions) are:
|transaction date||TransactionDate||Optional (mandatory if TransactionAmount is mapped)|
The following formats are both valid:
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
We only support a single amount field, and not separate debit and credit fields.
In QuickBooks, perform the following:
- Select Edit > Preferences from the menu bar.
The Preferences window displays.
- Select Accounting in the left-hand toolbar, and then select the Company Preferences tab.
- 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.
- 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.
- Click Hide header in the toolbar at the top of the main window.
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.
- Windows: Select Excel > Create new worksheet in the toolbar.
Mac: Click Export in the toolbar.
The Send Report to Excel window displays.
- Select the Create a comma separated values (.csv) file option, and click Export.
The Create Disk File window displays.
- Type a file name and choose the location to save your .CSV file.
- Click Save.
You can now import the CSV file into AE/AO Ledger.
Importing transactions from Quickbooks Online into AE/AO Ledger
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: Specifications for importing transactions exported from a 3rd party product into Accounts
- Log into your QuickBooks Online client and open the Intuit QuickBooks Home page.
- Ensure the client's QuickBooks Online file has the 'enable account codes' option ticked in the configuration.
- From the navigation bar click Reports.
- In All Reports under Accountant Reports, produce the Journal Report in Excel and click "Customize report". Uncheck the option to include all the Headers.
- In Excel add a new column called Amount, then populate this with the data from the Debit-Credit columns.
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.
- Select the column range that needs to be filled for non-contiguous range of blank cells (for example B3:B2000).
- Press F5 to show the Goto dialog.
- Click Special then select Blanks and click OK.
- 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.
- 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).
- 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.
- Run the Import Client File wizard.
- In the Select Template drop-down step, select QBOL.
- Continue with the remaining steps for importing a client file.