Page tree

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 18 Next »


 

 

You may need to import ledger data if you want to use data from a ledger that you can't directly connect to, or if you're migrating to another ledger, such as MYOB Ledger.

You can add your current-year data by importing transactions from the following file formats:

  • MYE (MYOB AccountRight or MYOB Essentials)
  • TXT
  • CSV
To import a client file, make sure the ledger is configured as an MYOB Ledger.

For more info on two of the options you may come across: 

On this page...

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.

To import an MYE or TXT client file
  1. Go to the Client Accounting > Trial Balance (Workpapers) tab.
  2. On the TASKS bar, click Import client file or Manage client file imports depending on your version.

    An import wizard appears.
  3. In Choose file type, click either .MYE or .TXT.
  4. In the Select file to import field, browse for the .MYE or .TXT file to import.
  5. Click Next.
  6. If the client's details are correct, click Yes.
  7. 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.
  8. If you want to include 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.
  9. Click Next. The Map Accounts window appears.
  10. Select the accounts on the Practice ledger chart that correspond to each account on the accountant's chart.
  11. If required, adjust the ledger accounts to align the balances with the equivalent accountant's accounts.
  12. If you want to import all transactions in the file:
    1. Do not tick the Consolidate imported transactions into single monthly or annual transactions for each account checkbox.
    2. Click Next.
  13. Click Next.

  14. 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 of the Adding data to MYOB Ledger video.

To import a CSV client file
  1. Go to the Client Accounting > Trial Balance (Workpapers) tab.
  2. On the TASKS bar, click Import client file or Manage client file imports depending on your version.

    An import wizard appears.
  3. Select the .CSV radio button.
  4. Click the Select file to import field's ellipsis [...] button, and browse to and open the CSV.
  5. 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.
  6. Click Next.

  7. 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.
  8. 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.
  9. 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.
  10. If any accounts with a question mark [?] icon, click the blank Map to cell and select the account to map to.
  11. Click Next. The Preview window appears.

  12. Click Finish. A message asks if you want to post all the file data to the ledger.
  13. Click Yes. The accounts are posted to the ledger and an import summary message appears.
  14. Click OK.

 

Using the default MYOB template

To successfully import third-party transactions, the file containing the exported transactions needs 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.

Mandatory and optional ledger fields
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.

To generate a CSV file from QuickBooks
  1. In QuickBooks, select Edit > Preferences from the menu bar.
  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 selected and, if you're using subaccounts, the Show lowest subaccount only option is selected.
  4. Click OK.
  5. Windows: Go to Reports > Accountant & Taxes > Transaction List by Date.
    Mac: Go to Reports > Accountant & Taxes > Transaction Detail by Date.
  6. Click Hide header in the toolbar at the top of the main window.
  7. Select the range of dates and the sort order from the toolbar.

    If you want to use the Account Type and Tax Code fields in your template, you 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.

  8. Windows: Go to Excel > Create new worksheet.
    Mac: Select Export in the toolbar.
  9. Select the Create a comma separated values (.csv) file option, and click Export.
  10. Enter a file name and choose the location to save your CSV file.
  11. 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

To create the CSV file
  1. Log into your QuickBooks Online client and open the Intuit QuickBooks homepage.
  2. Ensure the client's QuickBooks Online file has the Enable account codes option selected in the configuration.
  3. From the navigation bar, click Reports.
  4. In All Reports under Accountants Reports produce the Transaction Lists with splits report in Excel and click Customize report.
  5. Uncheck include all the Headers & Footers and ensure that following columns are selected at a minimum.
    • Date
    • Memo
    • Description
    • Account
    • Amount
  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.

    1. In Excel, select the column range that needs to be filled for non-contiguous range of blank cells. For example B3:B2000.
    2. Press the F5 key on the keyboard to open the Goto dialog.
    3. In the Goto dialog, click Special and select Blanks and click OK.
    4. With only the noncontiguous range of blank cells selected, type = and then cell that is the start of the range. For example =B3. Then press CTRL + ENTER on the keyboard.
    5. Save the file in the format .CSV.

    While you're in excel, check that the sum of all transactions are $0, and that your debits and credits balance.

To import the CSV file
  1. From your client's Client Accounting > Trial Balance (Workpapers) tab, click Manage Client File Imports located on the TASKS bar.
  2. In the Import Wizard, select the option .CSV under Choose file type.
  3. In the Select file to import field, click the ellipses button () to browse and select the .CSV file to import. Then click OK.
  4. Select the mapping Quickbooks Online Template from the Select template dropdown menu.
  5. Click Next, then proceed to mapping your accounts.

If you're having issues importing into AE/AO ledger, make sure that the sum of all transactions are $0 in the .CSV file, and that your debits and credits balance.