MYOB Export/Import

MYOB EXPORT

This section covers the process of exporting your DebtCol financials into MYOB. 

Accounting > MYOB Export

IMPORTANT: You must first have your General Ledger account codes created and mapped inside the DebtCol program before this process can work.

When Trust refunds, transfers and client invoices have all been generated, these transactions will be ready to export into your MYOB account.

  1. From the DebtCol MYOB Export process, choose Entire Database from the export options select box then click Run.
  2. The program will collate data into three separate files; invoice, money and payment
  3. You will be asked by the program where you wish to save these files. Take note of the location you save the files because when you open MYOB you will need to locate them to import them.

IMPORTANT: Once you have run the export in DebtCol, the transactions included will no longer be available in the DebtCol export as they will have been marked as done. It is critical that you import the transactions into MYOB from the three files generated if DebtCol and MYOB are to reconcile

MYOB IMPORT

This section provides a step by step guide to importing the MYOB files into MYOB. These files were created by DebtCol MYOB export process.

Importing the Invoice file – Invoices

NOTE: Before you import data you should make a backup of your MYOB company file.

1.   In MYOB, go to the File menu, choose Import Data and then choose the Sales, then Service Sale.

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2.   Ensure the import file format is Tab-delimited, First Record is set to Header Record, the method for handling duplicate records should be to Reject Them. Identify Customers by option should be Co./Last Name.

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3.   Click Continue. The Open window appears.

4.   The file containing the word Invoice will contain all the client invoices. Locate and select the file from the location you saved them to earlier and click Open. The Import Data window appears.

5.   Match the import fields with fields in the AccountRight fields column. To do this:

a)   If all the fields in the import file match those in the AccountRight Fields column, click Match All to match all fields simultaneously.

b)   Click the name of a field in the Import Fields column.

c)    Click the matching field in the AccountRight fields column.

The import field you selected appears in the Matching Import Field column.

NOTE: Some fields must be imported. Fields that have an asterisk (*) next to them must have matching import fields assigned to them.

6.   Click Import to import the data.

7.   If you get a warning or an error message indicating that the import was not successful, refer to the import log in your MYOB program folder for a list of errors or warnings. This is a text file – readable by most word processors and text editors – which list the problems encountered during the import. It is called MYOBLOG.txt.

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8.   Click OK.

Importing the Money file – Trust Receipts

NOTE: Before you import data you should make a backup of your MYOB company file.

1.   In MYOB, go to the File menu, choose Import Data and then choose the Receipts, then Receive Money.

2.   Ensure the import file format is Tab-delimited, First Record is set to Header Record, the method for handling duplicate records should be to Reject Them. Identify Customers by option should be Co./Last Name.

3.   Click Continue. The Open window appears.

4. The file containing the word Money will contain all the trust receipts. Locate and select the file from the location you saved them to earlier and click Open. The Import Data window appears.

NOTE: The trust refunds and transfers are not imported. These must be done manually in MYOB after the import is complete.

5.   Match the import fields with fields in the AccountRight fields column. To do this:

a)   If all the fields in the import file match those in the AccountRight Fields column, click Match All to match all fields simultaneously.

b)   Click the name of a field in the Import Fields column.

c)    Click the matching field in the AccountRight fields column.

The import field you selected appears in the Matching Import Field column.

NOTE: Some fields must be imported. Fields that have an asterisk (*) next to them must have matching import fields assigned to them.

6. Click Import to import the data.

7.   If you get a warning or an error message indicating that the import was not successful, refer to the import log in your MYOB program folder for a list of errors or warnings. This is a text file – readable by most word processors and text editors – which list the problems encountered during the import. It is called MYOBLOG.txt.

8. Click OK

Importing the Payment file – Payment of Invoices

NOTE: Before you import data you should make a backup of your MYOB company file.

1.   In MYOB, go to the File menu, choose Import Data and then choose the Receipts, then Receive Payments.

2.   Ensure the import file format is Tab-delimited, First Record is set to Header Record, the method for handling duplicate records should be to Reject Them. Identify Customers by option should be Co./Last Name.

3.   Click Continue. The Open window appears.

4.   The file containing the word Payment will contain all the payments of client invoices. Locate and select the file from the location you saved them to earlier and click Open. The Import Data window appears.

5.   Match the import fields with fields in the AccountRight fields column. To do this:

a)   If all the fields in the import file match those in the AccountRight Fields column, click Match All to match all fields simultaneously.

b)   Click the name of a field in the Import Fields column.

c)    Click the matching field in the AccountRight fields column.

The import field you selected appears in the Matching Import Field column.

NOTE: Some fields must be imported. Fields that have an asterisk (*) next to them must have matching import fields assigned to them.

6.   Click Import to import the data.

7.   If you get a warning or an error message indicating that the import was not successful, refer to the import log in your MYOB program folder for a list of errors or warnings. This is a text file – readable by most word processors and text editors – which list the problems encountered during the import. It is called MYOBLOG.txt.

8.   Click OK.