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Importing and Exporting Data

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  • MYOB Help 1095

    Importing and ExportingTable of Contents

    Chapter 1: Importing and Exporting Overview 1097Importing data into MYOB Premier 1097Exporting data from MYOB Premier 1105Blank lines must appear between sales, purchases and journal entries when importing 1101How customer and supplier terms are imported and exported 1112How sales with payments are imported and exported 1112Working with ODBC 1113

    Chapter 2: Importing data into MYOB Premier 1116To import data to Premier 1116To import an MYOB Accountants Office Accounts List 1118To import QIF information 1118To import RetailManager information 1120To import from CaseWare 1125

    Chapter 3: Exporting data 1122To export data from Premier 1122To export MYOB Premier data for use with MYOB Accountants Office 1123To export to CaseWare 1124To export data for use in personalised letters 1125To export a list of customers who have unpaid invoices 1126To export Premier data for use with Ceedata 1127To export Premier data for use with HandiLedger 1127To export Premier data for use with Solution 6 MAS 1128

    Chapter 4: Importing & Exporting notes & warnings 1130

    Chapter 5: Field descriptions for importing and exporting 1135

  • 1096 www.myob.com.au

    Accounts Fields 1135Activities Fields 1137Activity Slips Fields 1139Cards Fields - Customer 1141Cards Fields - Supplier 1145Cards Fields - Employee 1150Cards Fields - Personal 1152General Journal Entries Fields 1206Items Fields 1154Jobs Fields 1157Transaction Journals Fields 1159Purchases Fields - Service 1160Purchases Fields - Item 1164Purchases Fields - Professional 1169Purchases Fields - Miscellaneous 1172Sales Fields - Service 1178Sales Fields - Item 1183Sales Fields - Professional 1189Sales Fields - Time Billing 1193Sales Fields - Miscellaneous 1198Tax Code List Fields 1205Spend Money Fields 1202Receive Money Fields 1175

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1097

    C h a p t e r 1

    Importing and Exporting Overview

    Importing and Exporting Overview;overview:Importing and Exporting

    MYOB Premier allows you to take various information entered in other software programmes and incorporate it into your companys company file. You can also incorporate information entered in one MYOB software company file into another MYOB software company file. This process is called importing data.

    You can take various information entered in MYOB Premier and use it in other software programmes or in other MYOB software company files. This process is called exporting data.

    Importing data into MYOB Premierimporting:types of information you can import

    You can import the following types of information into the MYOB system:

    Tax Code ListAccountsItemsJobsAll types of cardsGeneral Journal entries, including tax information and GST/BAS reporting selectionTransaction Journals entries (no tax information or GST/BAS reporting selection)DisbursementsReceiptsAll types of sales and paymentsAll types of purchases and paymentsActivitiesActivity SlipsMYOB Accountants Office Accounts ListRetailManager journals, purchases and suppliersCaseWare journal entriesQuicken Interchange Format (QIF) account names and journal transactions

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    Step by stepTo import data to Premier on page 1116To import QIF information on page 1118To import from CaseWare on page 1125To import an MYOB Accountants Office Accounts List on page 1118To import RetailManager information on page 1120

    Import file formatsImporting and exporting > Importing data into MYOB Premier >>

    import files

    Before you start the import process in MYOB Premier, youll export the data you want from the software programme youve used to create the data. For example, if youve used a spreadsheet programme to track your data in the past, you should use that spreadsheet programme to export the information you want to use in Premier. Remember which format you select, since youll be asked to select one file format during the import process. When you save the file, choose a name and location for the file that you can remember and find easily, since youll be asked to find the file during the import process.

    Tab-delimited and comma-separated filesThe data you want to import must be stored in a file, known as an import file, that uses either the tab-delimited or comma-separated file format. These formats are described below:

    import files:tab-delimited files;tab-delimited text files

    Tab-delimited files contain fields that are separated by tab characters. For example, if a tab character appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Tab-delimited files are often used by popular spreadsheet and worksheet programmes.

    import files:comma-separated text files;comma-separated text files

    Comma-separated files contain records that are separated by commas. For example, if a comma appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Comma-separated files are often used by popular database programmes.

    import files:header records;header records

    Header and Data recordsBefore you begin the process to import, youll choose whether the first record in the import file is a header record or a data record.

    Header records are usually used as titles in import files; for example, some header records of customers might be titled Customer Name", Address and Telephone Number". Header records dont contain actual data.

    import files:data records;header records

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1099

    Data records are actual information that you want to include in your Premier company file. If you indicate that your import files first record is a data record, that record and all other records will be imported into Premier.

    How to handle duplicate records when importingimport files:duplicate records;duplicate records, importing

    Use the Duplicate Records field to indicate whether you want to reject duplicate records, add them to your company file or update existing records.

    Tax codes, accounts, jobs, activities or item records If youre importing tax codes, accounts, jobs, activities or item records, you cant have tax codes, accounts, jobs, activities or items with identical numbers. If you attempt to import an account, tax code, activity or item with a duplicate number, Premier will either reject the number or update the records unique information in your company file, depending upon your selection here.

    For example, if Item #100 already exists in your company file and you select Update Existing Record here, when you import information about a different Item #100, the information about Item #100 in your company file will be changed to reflect the information thats in the import file.

    If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

    Spend Money or Receive Money transactions If youre importing Spend Money or Receive Money transactions, you have the choice to reject duplicate transactions or add them to your company file.

    If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

    Customers, suppliers, employees or personal contacts In Premier, you can have customers, suppliers, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, Premier will reject the name, update the records unique information or add a new record to your company file, depending upon your selection here.

    For example, if a record for Eileen Martin already exists in your company file and you select Update Existing Record, when you import information about another Eileen Martin, the information about Eileen Martin in your company file will be changed to reflect the information thats in the import

  • 1100 www.myob.com.au

    file. If you select Add Them instead, a new Eileen Martin record will be included in your company file when you import.

    If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

    Sales If youre importing Sales, you have the option to reject duplicate transactions or add them to your company file. Each sale is checked for duplicates according to your selection in the Preferences window.

    In this window you can choose to warn for duplicate invoice numbers only, customer PO numbers only or warn for either duplicate invoice numbers or duplicate customer PO numbers. When you import sales, each sale will be checked for duplicates according to your selection.

    If youve marked the preference Warn for Duplicate Invoice Numbers, imported sales will be checked for duplicated invoice numbers only. If youve marked the preference Warn for Duplicate Customer PO Numbers, your imported sales will be checked for duplicate customer PO numbers only. If youve marked the preference Warn for Duplicate Invoice and Customer PO Numbers, your imported sales will be checked for either a duplicate invoice number or a duplicate customer PO number. If you havent marked the preference, each sale will be checked for either a duplicate invoice number or a duplicate Customer PO number; that is, your imported sales will be checked as if you had selected Warn for Duplicate Invoice and Customer PO Numbers on Recorded Sales in the Preferences window.

    If the Invoice or Customer PO field is blank, the field is not considered a duplicate.

    If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

    Purchases If youre importing Purchases, you have the option to reject duplicate transactions or add them to your company file. When you import purchases, each purchase will be checked for duplicates according to your selection.In this window you can choose to warn for duplicate purchase order numbers only, supplier invoice numbers only or warn for either duplicate PO numbers or duplicate supplier invoice numbers. When you import purchases, each purchase will be checked for duplicates according to your selection.

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1101

    If youve marked the preference Warn for Duplicate Purchase Order Numbers, imported purchases will be checked for duplicated purchase order numbers only. If youve marked the preference Warn for Duplicate Supplier Invoice Numbers, your imported purchases will be checked for duplicate supplier invoice numbers only. If youve marked the preference Warn for Duplicate PO and Supplier Invoice Numbers, your imported purchases will be checked for either a duplicate PO number or a duplicate supplier invoice number. If you havent marked the preference, each purchase will be checked for either a duplicate PO number or a duplicate supplier invoice number; that is, your imported purchases will be checked as if you had selected Warn for Duplicate PO and Supplier Invoice Numbers on Recorded Purchases in the Preferences window.If the Purchase Order or Supplier Invoice field is blank, the field is not considered a duplicate.

    If you choose to reject duplicate records, the information thats rejected will be placed in the Import Log report, which is created at the time you import.

    Note: How to edit your import file to update check boxes on page 1131

    Blank lines must appear between sales, purchases and journal entries when importingrecords:defined;importing:separate sales, purchases and journal entries;importing:troubleshooting sales, purchases and journal entries

    In MYOB Premier, a record is a collection of information about individual parts of accounting data. For example, information about a single sale or purchase is stored as a record.

    When importing sales, purchases and journal entries, a blank line must be entered between each record, that is, there must be a line between each sale, purchase or journal entry. A blank line indicates the end of the record when it is imported into an MYOB company file.

    If no blank line is entered to separate each record, all of your records could be imported as one long record instead of individual records.

    Importing from an MYOB company fileIf youre importing information that was exported from another MYOB software company file, a blank line was entered between records in the file during the export process.

  • 1102 www.myob.com.au

    Importing from another software programmeIf youre importing information that was exported from another software programme, be sure the file has a blank line between each type of record. If the file you wish to import doesnt have a blank line between each record, you may want to open the file using a text editor (such as Notepad or Microsoft Word) or a word processing or spreadsheet programme and insert the blank line. You can create a blank line by inserting an ENTER or RETURN between each record.

    An exampleThe following illustration shows an import file with no blank lines between the records. In this case, all of the sales will be imported as only one sale.

    The following illustration shows the same import file with blank lines inserted between the records. Each sale will be viewed separately and four sales will be imported.

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1103

    The Import Log reportimporting:Import Log report;Import Log report

    During the importing process, the Import Log report is created. This report (titled myobplog.txt) lists information about any problems that occurred during the importing process, as well as information about rejected duplicate records. This report is created as a text file, and can be opened in a text editor like Notepad. It is located in the same place as your company file. The errors and warnings that occurred during the import process are listed at the bottom of the report and correspond to the number in front of each record.

    Each time you import, a new Import Log report (titled myobplog.txt) is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.

    Step by stepTo import data to Premier on page 1116

    Importing Accountants Office Information into Premierimporting:Accountants Office Accounts List;Accountants Office:importing Accounts List;accounts list:importing from Accountants Office

    If your accountant uses MYOB Accountants Office, an accounting solution widely used by public accountants in practice, you can easily import the Accountants Office Accounts List used by your accountant into your MYOB Premier company file.

    After you import your accountants Accounts List, the accounting information you export will match the accounts list used by your accountant; this enables an easy exchange of information from Premier to Accountants Office.

    Before you begin the import process, you must obtain from your accountant a text file (files with an extension of .txt) containing an accounts list from Accountants Office. To learn how to create the file, check the Accountants Office documentation.

    Note: If you plan to enter an AccountantLink Code (optional) on page 1130

    Step by stepTo import an MYOB Accountants Office Accounts List on page 1118To export MYOB Premier data for use with MYOB Accountants Office on page 1123Importing and Exporting Overview - Importing Accountants Office Information

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    Importing QIF information into Premierimporting:QIF information;QIF information:importing

    Banking information from Quicken (account names and journal transactions) can be imported into Premier. To properly import QIF information, youll need to create a QIF file that contains banking information only. Refer to your Quicken documentation for information about creating QIF files.

    If other information, such as information about investments, is included in the file you attempted to import, an alert message will appear during the import process to explain that the file cant be imported into MYOB Premier.

    Note: If you use the categories option on page 1130

    Step by stepTo import QIF information on page 1118

    Importing from RetailManagerImporting and exporting > Importing data into MYOB Premier >>

    importing:from Retail Manager;Retail Manager:importing from

    Version 4.3 or higher. If you use RetailManager 4.3 or higher, you can easily import journals, purchases and suppliers into your Premier company file. In Premier, select the I Use RetailManager preference. In RetailManager, use the Accounting Export function to export a file named retail.txt to your MYOB Premier folder. When you open your Premier company file, new transactions in the retail.txt file will be automatically imported into Premier. For more information about exporting to Premier, refer to your RetailManager documentation.

    Version previous to 4.3. If youre using a version previous to RetailManager 4.3, you can import transactions using the Import function of Premier. Access the import function by choosing Import Data from the File menu; from the submenu that appears, choose Transaction Journals. To import supplier cards, choose Import Data from the File menu; choose Cards and then choose Supplier Cards. To import purchases, choose Import Data from the File menu; choose Purchases and then choose Service Purchases.

    Before you import RetailManager information to Premier, ensure that you use the same tax codes and rates in Premier and RetailManager.

    Step by stepTo import RetailManager information on page 1120Importing and Exporting Overview - Importing RetailManager sales, purchases and suppliers into Premier

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1105

    Exporting data from MYOB Premierexporting:types of information you can export

    You can export the following types of information from the MYOB system:

    Tax Code List

    Accounts

    Items

    Cards

    Jobs

    General Journal Entries (including tax information and GST/BAS reporting selection)

    Transaction Journals entries (no tax information or GST/BAS reporting selection)

    Spend Money transactions

    Receive Money transactions

    Sales and payments

    Purchases and payments

    Activities

    Activity Slips

    Company information, accounts and journal entries to CaseWare

    Accounting information to MYOB Accountants Office

    Accounting information to CaseWare, Ceedata, HandiLedger and Solution 6 MAS

    Step by stepTo export data from Premier on page 1122To export MYOB Premier data for use with MYOB Accountants Office on page 1123To export to CaseWare on page 1124To export data for use in personalised letters on page 1125

  • 1106 www.myob.com.au

    To export a list of customers who have unpaid invoices on page 1126To export Premier data for use with Ceedata on page 1127To export Premier data for use with HandiLedger on page 1127To export Premier data for use with Solution 6 MAS on page 1128

    Choosing an export file format in the Export File windowexport file formats

    When you export information from MYOB Premier you can export in a tab-delimited or comma-separated file format. These formats are described below:

    export file formats:tab-delimited files;tab-delimited text files

    Tab-delimited files contain fields that are separated by tab characters. For example, if a tab character appears between Brewster and 300 Roundhill Drive in a file of customer names, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Tab-delimited files are often used by popular spreadsheet and worksheet programmes.

    export file formats:comma-separated text files;comma-separated text files

    Comma-separated files contain records that are separated by commas. For example, if a comma appears between Brewster and 300 Roundhill Drive in a file of customer names, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Comma-separated files are often used by popular database programmes.

    If youre exporting data from Premier for use in another software programme, use the format that is accepted by that programme. (If youre not sure which format is accepted, check the documentation that came with the software programme.)

    If youre exporting data for use in another MYOB software company file, you can choose either format, since MYOB software accepts both. (To make the process easy, comma-separated is automatically selected in Premier. Comma-separated is also automatically selected during the import process.)

    Choosing other export options in the Export File window Accounts. If youre exporting accounts, select to export account balances

    from the current or previous financial year, then select the period whose ending balances you want to export.

    Customer, supplier, employee or personal cards. If youre exporting customer, supplier, employee or personal cards, you can restrict the people whose records you export by entering identifiers and postcodes.

    If you enter more than one identifier in the Identifier field, records will be exported only for those people who have been assigned all the identifiers you entered.

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1107

    If you enter a partial postcode in the Postcode field, records will be exported for all people whose postcodes match the sequence of numbers you entered.

    Transaction journal entries. If youre exporting transaction journal entries, choose the journal you want to export from. You can also select a time period to restrict the journal entries to export.

    If youre exporting transactions from the Receipts journal, you can even choose which type of receipt you wish to export -- Receive Money, Customer Payments, Supplier Refunds or All.

    If youre exporting transactions from the Disbursements journal, you can also choose which type of disbursement you wish to export -- Spend Money, Pay Employees, Pay Bills, Customer Refunds or All.

    Sales or purchases. If youre exporting sales or purchases, you can restrict the transactions you export by the identifiers assigned to the customers and suppliers with which you conducted the transactions. You can also select a time period to restrict the sales and purchases to export. In addition, you can choose the layout of sales or purchase orders (service, item, professional or miscellaneous) you want to export and the status of sales and purchases (invoice/bill, order or quote).

    Step by stepTo export data from Premier on page 1122

    Working with your company file and CaseWare Importing and exporting > Exporting data from MYOB Premier >>

    exporting:working with your company file and CaseWare;importing:working with your company files and CaseWare;CaseWare:importing and exporting files

    Accountants routinely ask their clients to provide their financial information in an electronic format that can be loaded into the accountants' software programmes. This makes it easier for them to examine and analyse the clients' records. After examining and analysing clients records, the accountant may make adjustments to the records that need to be entered into MYOB Premier.

    If your accountant requests an electronic copy of your accounting records, you can use MYOB Premier to create a comma-separated text file that can be read by CaseWare, a client write-up software package that is popular among accountants.

    The file that is created through the export process contains your company information, detail account information and journal entries, if you wish.

  • 1108 www.myob.com.au

    If your accountant makes adjusting journal entries that he wants you to enter into your Premier company file, you can also use Premier to import an electronic copy of the journal entries that your accountant gives you. All transactions will be imported as General Journal entries.

    Step by stepTo export to CaseWare on page 1124To import from CaseWare on page 1125Importing and Exporting Overview - Exporting data from MYOB Premier - Working with your company file and CaseWare

    Exporting information for use with MYOB Accountants OfficeImporting and exporting > Exporting data from MYOB Premier >>

    exporting:information for use with Accountants Office;Accountants Office:exporting information for use with

    You can export your accounting information to a compressed tab-delimited text file that can be read by MYOB Accountants Office, an accounting solution widely used by public accountants in practice. You can export your accounts list -- account number, account name, account opening balance and Accountant Code, journal entries, sales invoices and purchase orders to MYOB Accountants Office.

    You can export your accounting information for use with MYOB Accountants Office by choosing AccountantLink from the File menu and then choosing Send to MYOB Accountants Office selection from the submenu, or by clicking the Send to MYOB Accountants Office button located in the Accounts Command Centre.

    In the Reporting Period window, select the period fro which you want to export transactions. (To select a range of months, hold down the mouse button while you move the cursor over the range of months.)

    Its important not to include dates youve included in a previous export, since this would result in double-counting your transactions. As a precaution, you should tell your accountant which period youve selected.

    EmailingYou can choose to email the information as an attachment to an email message or you can save the information to disk.

    exporting:information for use with Accountants Office:emailing as an attachment;Accountants Office:exporting information for use with:emailing as an attachment;emailing:information for use with Accountants Office

    If you choose to email the file as an attachment to an email message, you can enter a linked card in the Linked Card for Accountant field; the email address entered on the card will be entered automatically on the email message. The name given automatically to the file is MYOBAO.MYE.

    exporting:information for use with Accountants Office:saving to disk;Accountants Office:exporting information for use with:saving to disk

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1109

    Save to diskIf you choose to save the information to a disk, a Save dialog box will be displayed. The name that appears automatically for the file is in the form COMPANYNAME.mye. You can change the file name if you want, but you must use the .mye extension.

    Step by stepTo export MYOB Premier data for use with MYOB Accountants Office on page 1123

    Related topicsTo import an MYOB Accountants Office Accounts List on page 1118Importing and Exporting Overview - Exporting data from MYOB Premier - Exporting information for use with MYOB Accountants Office

    Using AccountantLink to export your accounting information for use with CaseWare, Ceedata, HandiLedger and Solution 6 MASImporting and exporting > Exporting data from MYOB Premier >>

    exporting:information for use with Ceedata;exporting:information for use with HandiLedger;exporting:information for use with Solution 6 MAS;Ceedata:exporting information for use with;HandiLedger:exporting information for use with;Solution 6 MAS:exporting information for use with

    In addition to exporting your accounting information for use with CaseWare, MYOB Premiers AccountantLink function enables you to export your accounting information for use with Ceedata, HandiLedger and Solution 6 MAS.

    If your accountant uses any of these software packages, you can export your accounting information from Premier in the appropriate format and save the file to a disk. Your accountant will then be able to import the information on the disk for use with the software package.

    Step by stepTo export to CaseWare on page 1124To export Premier data for use with Ceedata on page 1127To export Premier data for use with HandiLedger on page 1127To export Premier data for use with Solution 6 MAS on page 1128Using AccountantLink to export your accounting information

    Creating personalised letterspersonalised letters:creating;exporting:card information to create personalised letters

    Communication with your business contacts is essential to the success of your business. Personalised business letters and mailers show your contacts that you really appreciate their business. This can generate more sales for your company.

    The files you export from the Card File contain the information you enter in the Card Information window. They include the cards name, addresses, phone and fax numbers, contact name, salutation and, if applicable, balance and overdue balance amounts.

    exporting:card information to create personalised letters:using OfficeLink

  • 1110 www.myob.com.au

    Using OfficeLinkUsing MYOB OfficeLink, you can seamlessly export card information from Premier and import it into your word processing software to create personalised correspondence for the people you do business with. Even if you haven't installed OfficeLink, you can create a mail-merge file that can be used with your word processing programme to create personalised letters. This process is more time-consuming, however. You should take advantage of OfficeLinks capabilities if you can.

    If you havent installed OfficeLink, but are using an OfficeLink-compatible word processing programme and would like to begin using OfficeLink, youll need to reinstall your MYOB programme.

    exporting:card information to create personalised letters:without OfficeLink

    Without OfficeLinkWithout installing OfficeLink, you still can export card information from MYOB Premier and import it into your word processing software to create personalised correspondence for the people you do business with.

    Two fields in the Card File Entry window, Contact Name and Salutation, can be helpful if you intend to create personalised letters using your word processing software.

    If a card is indexed by a company name rather than an individual name, you can enter the name of a contact person in the Contact Name field. Then, when you import the cards data, you can send letters to a specific person at that company.

    Similarly, by using the Salutation field, you can enter a preferred name for your contact person. This will be used in the salutation instead of their formal name.

    Step by stepTo export data for use in personalised letters on page 1125

    You can save a file in any of five formats file formats for personalised letters;personalised letters:file formats

    In Premier, you can save a file in any of five formats:

    file formats for personalised letters:tab-delimited files;personalised letters:file formats:tab-delimited files;tab-delimited text files

    Tab-Delimited Text FileWhen you save information in tab-delimited format, the individual pieces of information are separated by tab characters. For example, if the last name Brewster and the address 300 Roundhill Drive appears in a report of customer names, a tab character will appear between Brewster and 300 Roundhill Drive in the file.

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1111

    file formats for personalised letters:comma-separated text files;personalised letters:file formats:comma-separated text files;comma-separated text files

    Comma-Separated Text FileWhen you save information in comma-separated format, the individual pieces of information are separated by commas. For example, if the last name Brewster and the address 300 Roundhill Drive appear in a report of customer names, a comma will appear between Brewster and 300 Roundhill Drive in the file. (Individual pieces of information that actually contain commas are surrounded by quotation marks.)

    file formats for personalised letters:text;personalised letters:file formats:text;text file formats

    TextWhen you save information in text format, the individual pieces of information are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. (The degree of similarity between the file's appearance and the report's printed appearance depends on the type of computer and the fonts you're using in the report.)

    file formats for personalised letters:HTML formatted files;personalised letters:file formats:HTML formatted files;HTML formatted text files

    HTML Formatted Text FileWhen you save information in HTML (HyperText Markup Language) format, the information can be viewed with a web browser. The file's default three-digit extension will be .HTM.

    file formats for personalised letters:PDF files;personalised letters:file formats:PDF files;PDF files

    PDF (Portable Document Format)When you save information in a PDF file format, the information can be viewed using Adobe Acrobat Reader, a free application distributed by Adobe Systems. It is available at www.adobe.com.

    Step by stepTo export data for use in personalised letters on page 1125

    Creating personalised letters using exported datapersonalised letters:using exported data;exporting:using exported data to create personalised letters

    You can create personalised letters using data exported from Premier. To import your Premier data into your word processing programme, youll need to refer to the documentation that accompanied your word processing software.

    Idea: Try searching for mail-merge in your word processing softwares documentation on page 1131

    OfficeLink templates for personalised letters:where to find them

    If you want to use the model business letters you installed with Premier, youll find those documents in the Letters folder inside the folder where Premier resides on your hard disk. These documents are available in a few different formats so you can edit them using your word processing software to suit the needs of your business.

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    To export data for use in personalised letters on page 1125To export a list of customers who have unpaid invoices on page 1126

    How customer and supplier terms are imported and exportedterms:importing;terms:exporting;importing:terms;exporting:terms

    When you export customer cards, supplier cards and all types of sales and purchases from your MYOB company file, you have the option to include or exclude terms in the file that you export.

    When importing into an MYOB company file, though, terms must always be added to customer and supplier cards and all types of sales and purchases. If you included terms along with your cards, sales and purchases in the file you wish to import, those terms will be imported.

    If you didnt include terms in the file you wish to import, terms are added automatically according to the two methods:

    Customer and supplier cardsIf the Payment is Due field is blank or invalid when importing customer and supplier cards, the default Payment is Due field for customers and suppliers will be substituted. (To see the default Payment is Due for customers and suppliers, click on the Terms button on the Sales or Purchases tab in the Preferences window of Premier.)

    If other Terms fields are blank or invalid, terms typically associated with the Payment is Due field will be substituted.

    Sales and purchasesIf the Payment is Due field is blank or invalid when importing sales and purchases, the Payment is Due entry entered in the Credit Terms window of the customer or supplier card will be substituted. If other Terms fields are blank or invalid, terms typically associated with the Payment is Due field will be substituted.

    How sales with payments are imported and exportedpayments:sales:importing;payments:exporting;importing:payments;exporting:payments

    If youre importing or exporting sales to which a single payment has been applied, the amount of the payment will be imported or exported. You can also import or export the payment method and the payment method details, if you want.

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1113

    If youre importing or exporting sales to which more than one payment has been applied, the total amount paid will be imported or exported, but no payment method or payment details will be imported or exported.

    Working with ODBCODBC, defined

    The MYOB ODBC Direct driver is a Windows-compatible component that enables access to your MYOB business information. When you install the driver, it acts as an interface between the MYOB database and other applications, interpreting requests and providing information from the database using the most popular database industry standard, Open DataBase Connectivity (ODBC). For more information, refer to the documentation that accompanies MYOB ODBC Direct.

    The Components of the MYOB ODBC Direct productThe MYOB ODBC Direct product includes:

    The ODBC Direct driver

    Full Installation and setup instructions

    Testing and support information

    Sample data dictionary information

    A tutorial demonstrating data access using MYOB ODBC Direct and Microsoft Word

    (Be aware that you must restart your computer to complete the Premier v8 installation process.) (which includes restarting your computer)When you register MYOB ODBC Direct, you have unlimited access to your core MYOB business database.

    For instructions on how to register MYOB ODBC Direct, follow the instructions contained in the ODBC help file.

    MYOB ODBC DeveloperPackMYOB ODBC DeveloperPack is designed for the solutions developer, the Management Information Systems (MIS) analyst and the Independent Software Vendor (ISV). It is an essential resource developing and distributing 3rd party applications using the MYOB ODBC driver.

  • 1114 www.myob.com.au

    It contains ready-made solutions, important developer information, and the entire MYOB accounting data dictionary. You will also receive access to webnet, a web forum for discussion and sharing resources with other developers.

    Upgrade to the MYOB ODBC DeveloperPack and begin developing your own MYOB business solutions today!

    Header Account entriesWhen importing or exporting a Header Account into the Account Type field, you must use one of the following entries:AssetLiabilityEquityIncomeCost of SalesExpenseOther IncomeOther Expense

    Import/Export Account Type field - Header Account entries

    Detail Account entriesWhen importing or exporting a Detail Account into the Account Type field, you must use one of the following entries:

    BankAccounts ReceivableOther Current AssetFixed AssetOther AssetCredit CardAccounts PayableOther Current LiabilityLong Term LiabilityOther LiabilityEquityIncomeCost of SalesExpenseOther IncomeOther Expense

    In addition, the first digit in the Account Number field must match the account type:

  • Chapter 1 Importing and Exporting Overview

    MYOB Help 1115

    1 = Asset1 = Bank1 = Accounts Receivable1 = Other Current Asset1 = Fixed Asset1 = Other Asset2 = Liability2 = Credit Card2 = Accounts Payable2 = Other Current Liability2 = Long Term Liability2 = Other Liability3 = Equity4 = Income5 = Cost of Sales6 = Expense8 = Other Income9 = Other Expense

    Import/Export Account Type field - Detail Account entries

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    C h a p t e r 2

    Importing data into MYOB PremierImporting data to MYOB Premier

    4 To import data to Premier importing:data to Premier

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    Before you begin the import process, you must have created a file containing information you want to import into MYOB Premier -- an import file. Know the location of the import file before you begin.

    1. Make a backup of your company file.

    2. Choose Import Data from the File menu and select the type of information you want to import from the Import Data sub-menu. The Import File window will appear.

    3. In the Import File Format field, select the file format of the import file you are about to import. (Import file formats on page 1098)

    4. In the First Record Is field, select whether the first record in the import file is a header record or a data record. (Import file formats on page 1098)

    5. Depending upon the type of information youre importing, more fields may appear in the Import File window. (How to handle duplicate records when importing on page 1099)

    6. After youve made your selections in the Import File window, click Continue. A dialog box appears, allowing you to locate your import file. Locate the file, highlight it and click OK.

  • Chapter 2 Importing data into MYOB Premier

    MYOB Help 1117

    7. The Import Data window appears. In this window, youll match the information in the import file with its corresponding fields in Premier. To do this, highlight the name of a field in your import file from the Import Fields column.

    Next, click the field in the MYOB Premier Fields column that you want to match the import field with. When you click the MYOB Premier Fields column, the import field you selected will appear in the Matching Import Field column. If you want to remove an import fields name from the Matching Import Field column, simply click the import fields name.

    Note: Some fields must be imported on page 1131

    If all the fields in the import file match the fields in the MYOB Premier Fields column, you can match all the fields at one time by clicking the Match All button at the bottom of the window.

    8. When youre finished matching fields, click the Import button to begin the importing process.

    9. When the import process is finished, a window will appear, describing the number of records that were imported.

    If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created. This report (titled myobplog.txt) lists information about any problems that occurred during the importing process, as well as information about rejected records.

    Note: The Import Log report is created each time you import on page 1131

    Related topicsImporting data into MYOB Premier on page 1097The Import Log report on page 1103Blank lines must appear between sales, purchases and journal entries when importing on page 1101Import file formats on page 1098To make a backup on page 157

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    4 To import an MYOB Accountants Office Accounts List importing:Accountants Office Accounts List;Accountants Office:importing Accounts List

    Importing and exporting > Importing data into MYOB Premier > Importing Accountants Office Information into Premier on page 1103 >>

    Note: If you plan to enter an AccountantLink Code (optional) on page 1130

    1. Make a backup of your company file. See To make a backup on page 157 to learn how.

    2. Choose AccountantLink from the File menu, then choose Receive from MYOB Accountants Office > Lists of Accounts from the submenu.

    3. An alert message appears explaining that, if necessary, during the importing process, MYOB Premier may amend the level of some accounts, and that after the importing process is complete, you can return the levels to the level of your choice. Click Yes if you want to continue with the importing process; click No if you want to import at a later time.

    4. A standard open window displays. Use this window to find the text (.txt) file that contains the Accountants Office accounts list. The default name of the file is MYOB _SET.TXT; however, your accountant may have renamed the file.

    5. Click Open.

    When the import is complete a message will show the number of records imported. If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created. This report (titled myobplog.txt) lists information about any problems that occurred during the importing process, as well as information about rejected records.

    Note: The Import Log report is created each time you import on page 1131

    Related topics

    Importing Accountants Office Information into Premier on page 1103To import an Accountants Office Accounts List

    4 To import QIF information importing:QIF information:importing

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

  • Chapter 2 Importing data into MYOB Premier

    MYOB Help 1119

    Before you begin the import process, you must have created a file containing the Quicken or QuickLine data you want to import into MYOB Premier -- an import file. See your Quicken or QuickLine documentation to learn how to do this.

    Note If you use the categories option on page 1130

    1. Make a backup of your company file. (To make a backup on page 157)

    2. Choose Import Data from the File menu, then choose Quicken (QIF) File from the Import Data sub-menu.

    3. A dialog box appears, allowing you to locate the QIF file you want to import. Locate the file, highlight it and click OK. The import process begins.

    If you receive an alert message during the import process, the file you attempted to import contained invalid information. See Importing QIF information into Premier on page 1104 to learn which Quicken information is valid.

    4. When Premier determines that the QIF file contains the proper data, two situations may occur:

    If all your QIF account information corresponds with Premier accounts, a window will appear, describing the number of records that were imported. This window probably wont appear the first time you import a QIF file; however, when this window appears, the import process is complete.

    If your QIF account information doesnt correspond with Premier accounts, the Choose an Account window will appear. Use the following instructions to work with this window.

    5. Premier checks each account in the QIF file when you import the file. If Premier finds an account in the QIF file that doesnt match any Premier account, the Choose an Account window appears. In this window, youll need to choose an Premier account, or create a new Premier account, to track the information about the QIF account.

    When Premier finds an account in the QIF file that doesnt match an MYOB Premier account, the Choose an Account window will display the name of the account in the QIF Account field or QIF Category field. (The QIF Account field will appear if this is the first time youve seen the Choose an Account window; the QIF Category field will appear after the

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    first time youve seen the Choose an Account window.)

    In the MYOB Account field, enter the Premier account that best matches the account displayed in the QIF Account field or QIF Category field. If you want, you can click the search icon next to the MYOB Account field to open a search list of accounts to choose from.

    6. When the account you want to use is displayed in the MYOB Account field, click OK.

    If additional QIF accounts need to be matched with Premier accounts, the Choose an Account window will appear for each QIF account that needs to be matched. Follow the instructions in step 7 for each QIF account until all the accounts are matched.

    7. When all QIF accounts are matched to Premier accounts, a window will appear, describing the number of records that were imported.

    If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created. This report (titled myobplog.txt) lists information about any problems that occurred during the importing process, as well as information about rejected records.

    Note: The Import Log report is created each time you import on page 1131

    Related topicsImporting QIF information into Premier on page 1104The Import Log report on page 1103To make a backup on page 157

    4 To import RetailManager information importing:from Retail Manager;Retail Manager:importing from

    Importing and exporting > Importing data into MYOB Premier > Importing from RetailManager on page 1104 >>

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    1. In MYOB Premier, Choose Preferences from the Setup menu. Click the System tab, if it isnt already selected.

    2. Mark the selection I Use RetailManager.

    3. Exit your company file and Premier.

    4. Export the retail.txt file from RetailManager.

  • Chapter 2 Importing data into MYOB Premier

    MYOB Help 1121

    5. Reopen your Premier company file. Premier will automatically check for the retail.txt file in the MYOB Premier folder on your hard disk. If there are transactions in the file that need to be imported, they will be imported automatically.

    Related topicsImporting from RetailManager on page 1104To import RetailManager information

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    C h a p t e r 3

    Exporting dataExporting data from Premier

    4 To export data from Premier exporting:data from Premier

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    1. Make a backup of your Premier company file. (To make a backup on page 157)

    2. Choose Export Data from the File menu, and select the type of information you want to export from the Export Data sub-menu. The Export File window will appear.

    3. In the Export File Format field, select the file format you want to use for the export file. You can choose either the tab-delimited file format or the comma-separated file format.

    4. In the First Record Is field, select whether you want the first record in the export file to be a header record or a data record.

    Header records are usually used as titles in export files; for example, some header records in an export file of customers might be titled Customer Name", Address and Telephone Number".

    Data records are pieces of actual Premier information.

    5. Depending upon the type of information youre exporting, more fields will appear in the Export File window. After youve made your selections in the Export File window, click Continue. The Export Data window opens.

    6. In the Export Data window, choose the Premier fields you want to export, and the order in which you want to export them. To do this, click on the first field you want to export in the MYOB Premier Fields column. The title

  • Chapter 3 Exporting data

    MYOB Help 1123

    Field 1 will appear in the Export Order column next to the field you selected, and the field name will also appear at the top of the Export Fields column on the left side of the window.

    Follow this process for each field you want to export.

    Note: Some fields must be exported for use with an MYOB product import on page 1130

    If you want to remove a fields name from the Export Fields column, click on the fields name in the MYOB Premier Fields column.

    If you want to export all the fields in the order theyre shown in the MYOB Premier Fields column, click the Match All button. If you want to clear all the selections in the Export Fields column, click the Unmatch All button.

    7. When youre finished selecting fields, click the Export button. A window appears, allowing you to name the export file that will be created, as well as assign a location to the file.

    Name your export file, select a location for it and click OK. The exporting process begins.

    Related topicsExporting data from MYOB Premier on page 1105

    4 To export MYOB Premier data for use with MYOB Accountants Office exporting:information for use with Accountants Office;Accountants Office:exporting information for use with

    Importing and exporting > Exporting data from MYOB Premier on page 1105 > Exporting information for use with MYOB Accountants Office on page 1108 >>

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    1. Make a backup of your MYOB Premier company file.

    2. Choose AccountantLink from the File menu and then choose Send to MYOB Accountants Office from the submenu that appears. (If you like, you can choose to click the Send to MYOB Accountants Office option in the Accounts Command Centre.) The Reporting Period window appears.

    3. Select the period of the transactions you want to be exported. (To select a range of months, hold down the mouse button while you move the cursor over the range of months.)

    Its important not to include dates youve included in a previous export, since this would result in double-counting your transactions. As a

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    precaution, we recommend that you tell your accountant the period youve selected.

    4. Choose the method you want to use to send the information.

    If you want to send the file as an attachment to an email message, you can enter a linked card in the Linked Card for Accountant field and then click the e-mail button. (If youve entered an email address on the card, the email address will appear automatically when the email is created by your email programme.)

    If you want to save the file to disk, click the Disk button. A save dialog box appears, allowing you to enter a name and location for the export file. The name that appears automatically is XXX.mye (Company.mye). You can change the file name if you want, but you must use the .mye extension.

    5. When youre satisfied with your entries, click the Save button (Disk) or the Send button (Email).

    Related topicsExporting information for use with MYOB Accountants Office on page 1108To export MYOB Premier data for use with MYOB Accountants Office

    4 To export to CaseWare exporting:working with your company file and CaseWare;CaseWare:importing and exporting files

    1. Make a backup of your MYOB Premier company file.

    2. Choose AccountantLink from the File menu; then choose Send To CaseWare from the sub-menu. The Export File/Export to CaseWare window appears.

    3. If you want to export Premier journal entries in addition to company and account information, be sure the Include Journal Entries in Export File box is marked. (Keep in mind, however, that exporting journal entries may take some time, and probably will create a very large export file.)

    4. From the Dated to End Of list, choose the most recent month you want to include in the file. All journal entries from the first day of the financial year to the last day of the month you selected will be included in the text file.

    5. When you're ready to create the CaseWare export file, click the Export button.

  • Chapter 3 Exporting data

    MYOB Help 1125

    6. A dialog box appears, allowing you to enter a name and location for the export file. Make entries in the dialog box, then click Save to begin creating the CaseWare export file.

    7. When the file has been created, you're ready to send the file to your accountant, who can then import it into CaseWare.

    Related topicsWorking with your company file and CaseWare on page 1107

    4 To import from CaseWare importing:working with your company files and CaseWare;CaseWare:importing and exporting files

    Importing and exporting > Importing data into MYOB Premier > Working with your company file and CaseWare on page 1107 >>

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    1. Make a backup of your MYOB Premier company file.

    2. Choose AccountantLink from the File menu, then choose Receive from CaseWare from the sub-menu. A standard Open dialog box appears.

    3. Use the Open dialog box to find the file your accountant has given you.

    4. When you locate the file, highlight it and then click Open. The importing process begins immediately.

    Related topicsWorking with your company file and CaseWare on page 1107The Import Log report on page 1103Keyword: Case Ware

    To import from CaseWare

    4 To export data for use in personalised letters personalised letters:creating;exporting:card information to create personalised letters

    The Forms Selection - Create Personalised Letters window should be displayed.

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    1. In the Create Personalised Letters window, make selections about the data you want to export and then click OK. The Review Cards Before Exporting window appears.

    2. In the Review Cards Before Exporting window, all cards whose data fit the criteria you entered in the Create Personalised Letters window appear in the list with a mark next to them in the Export field.

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    If you don't want to export the data for a card, click in the Export field next to the card to remove the mark that appears there.

    3. When youve marked all cards whose data you want to export, click Export. In the window that appears, select one of the four formats for the file. After youve made your selection, click the Save button.

    4. The Save As window appears. Using this window, name the export file that will be created and assign a location to the file. Click OK to create the mail-merge file.

    Youre now ready to merge the export files data with your word processing softwares documents.

    Related topicsCreating personalised letters on page 1109

    4 To export a list of customers who have unpaid invoicesexporting:list of customers who have unpaid invoices;unpaid invoices:exporting list of customers with unpaid invoices

    personalised letters:creating;exporting:card information to create personalised letters

    The To Do List window should be displayed.

    1. Click the A/R (Accounts Receivable) tab to display a list of all your unpaid receivables.

    If you want to view detail about a specific sale, click the zoom arrow to the left of the customers name.

    2. Click the Action column for each customer in the list you want to send a letter, then click the Disk button at the bottom of the window.

    3. A window appears, listing the formats in which you can save the file. Select one of the formats.

    4. The Save As window appears, allowing you to specify a name and location for the export file. Enter this information, then click OK to create the export file.

    Youre now ready to merge the export files data with your word-processing softwares documents.

    Related topicsCreating personalised letters (OfficeLink) on page 994Choosing an export file format in the Export File window on page 1106

  • Chapter 3 Exporting data

    MYOB Help 1127

    4 To export Premier data for use with Ceedata exporting:information for use with Ceedata;Ceedata:exporting information for use with

    Please note that this task requires single-user access. See Single-user file locking on page 136 for more information.

    1. Make a backup of your MYOB Premier company file.

    2. Choose AccountantLink from the File menu and then choose Others. Choose Ceedata from the submenu that appears. The Export File window opens with Ceedata Format as the Export File Format.

    3. Select the journal you want to export from the Source Journal menu. You can choose these individually to export each journal as a separate file or you can select All to export all journals as one file.

    4. Enter the date range of the transactions you want to be exported.

    Its important not to include dates youve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the date range youve selected.

    5. Click the Export button.

    A save window appears and the file name CEEDATA.TFR will automatically be entered. You can change the name, if you want, but be sure the extension remains .TFR. When youre satisfied with the name and location of the file, click Save.

    Related topicsUsing AccountantLink to export your accounting information for use with CaseWare, Ceedata, HandiLedger and Solution 6 MAS on page 1109

    4 To export Premier data for use with HandiLedger exporting:information for use with HandiLedger;HandiLedger:exporting information for use with

    Please note that this task requires single-user access. See Single-user file locking on page 140 for more information.

    1. Make a backup of your MYOB Premier company file.

    2. Choose AccountantLink from the File menu and then choose Others. Choose HandiLedger from the submenu that appears. The Export File window opens with HandiLedger Format as the Export File Format.

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    3. Select the journal you want to export from the Source Journal menu. You can choose these individually to export each journal as a separate file or you can select All to export all journals as one file.

    4. Enter the date range of the transactions you want to be exported.

    Its important not to include dates youve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the date range youve selected.

    5. Click the Export button.

    A save window appears and the file name HANDILED.TXT will automatically be entered. You can change the name, if you want, but be sure the extension remains .TXT.

    Related topicsUsing AccountantLink to export your accounting information for use with CaseWare, Ceedata, HandiLedger and Solution 6 MAS on page 1109

    4 To export Premier data for use with Solution 6 MAS exporting:information for use with Solution 6 MAS;Solution 6 MAS:exporting information for use with

    Please note that this task requires single-user access. See Single-user file locking on page 140 for more information.

    1. Make a backup of your MYOB Premier company file.

    2. Choose AccountantLink from the File menu and then choose Others. Choose Solution 6 MAS from the submenu that appears. The Export File window opens with Solution 6 MAS Format as the Export File Format.

    3. Select the journal you want to export from the Source Journal menu. You can choose these individually to export each journal as a separate file or you can select All to export all journals as one file.

    4. Enter the date range of the transactions you want to be exported.

    Its important not to include dates youve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the date range youve selected.

  • Chapter 3 Exporting data

    MYOB Help 1129

    5. Click the Export button.

    A save window appears and the file name SOLUTION.TXT will automatically be entered. You can change the name, if you want, but be sure the extension remains .TXT.

    Related topicsUsing AccountantLink to export your accounting information for use with CaseWare, Ceedata, HandiLedger and Solution 6 MAS on page 1109

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    C h a p t e r 4

    Importing & Exporting notes & warnings

    If you plan to enter an AccountantLink Code (optional)If you plan to enter or import an AccountantLink Code, which is an optional field, select the preference: Display AccountantLink Code in Edit Accounts. To select the preference, mark Display AccountantLink Code in Edit Accounts in the Windows view of the Preferences window. For more information about the AccountantLink code, see AccountantLink Code (optional).

    Note: If you plan to enter an AccountantLink Code (optional)

    If you use the categories optionIf youve chosen Turn on Category Tracking in the System view of the Preferences window of Premier, you must first turn off the option before importing your QIF information into Premier.

    If you dont turn off the option, youll receive an error message and no transactions will be imported.

    Note: If you are importing QIF information and use the categories option

    Some fields must be exported for use with an MYOB product importexporting:data from Premier:some fields must be exported

    When you import information into an MYOB product, certain fields must have valid matching fields. If you plan to use this export file with an MYOB product, be sure to match the necessary fields:

    If a Premier field has an asterisk (*) next to it, you must assign a matching export file field to it.

    If two Premier fields have a caret (^) next to them, you must assign a matching export field to one or both fields.

    Note: Some fields must be exported for use with an MYOB product import

  • Chapter 4 Importing & Exporting notes & warnings

    MYOB Help 1131

    Some fields must be importedimporting:data to Premier:some fields must be imported

    If a Premier field has an asterisk (*) next to it, you must assign a matching import file field to it.

    If two Premier fields have a caret (^) next to them, you must assign a matching import field to one or both fields.

    Note: Some fields must be imported

    The Import Log report is created each time you importEach time you import, the Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.

    Note: The Import Log report is created each time you import

    Try searching for mail-merge in your word processing softwares documentationmail-merging

    The process of importing data into a word processing programmes document is often referred to as mail-merging a document. If youre having trouble finding help, check for that term in your word processing programmes documentation.

    Idea: For help with importing data into a word processing programme, try searching for mail-merge in that programmes documentation

    How to edit your import file to update check boxesWhen you import cards, items, jobs, activities or accounts, you can use the Update Existing Record selection in the Duplicate Records field to update the status of your cards, items, jobs, activities and accounts.

    In addition, for jobs you can update the Reimbursable and the Header/Detail options when importing.

    You may want to use this feature if, for example, you have a group of cards that youve created for one-time sales or purchases and you want to change the cards status to inactive after using them. Instead of marking each card individually, you can change the status by using the importing feature.

    The process consists of three parts. You first export your card information, then you edit the status information in a text editor, such as WordPador a spreadsheet, such as Excel. Finally, you import the edited card information selecting Update Existing Record in the Duplicate Records field.

    Use this information to edit the import file before importing. Use one of the following to select an option, deselect an option or not change the option.

    Enter the letter N: An N will deselect the check box.

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    Leave the field blank: A blank will not update the check box.

    Any non-blank character (other than N) will select the check box.

    Keyword: duplicate, radio buttons, button

    Note: How to edit your import file to update check boxes

  • Chapter 5 Import/Export Fields

    MYOB Help 1133

    C h a p t e r 5

    Import/Export FieldsField descriptions for importing and exportingimporting:list of fields;exporting:list of fields

    See the following detailed descriptions of each field:

    Please note: Each of the selections below opens in a larger window.

    Accounts Fields on page 1135Activities Fields on page 1137Activity Slips Fields on page 1139Cards Fields - Customer on page 1141Cards Fields - Supplier on page 1145Cards Fields - Employee on page 1150Cards Fields - Personal on page 1152General Journal Entries Fields on page 1206Tax Code List Fields on page 1205Items Fields on page 1154Jobs Fields on page 1157Purchases Fields - Item on page 1164Purchases Fields - Miscellaneous on page 1172Purchases Fields - Professional on page 1169Purchases Fields - Service on page 1160Receive Money Fields on page 1175Sales Fields - Item on page 1183Sales Fields - Miscellaneous on page 1198Sales Fields - Professional on page 1189Sales Fields - Service on page 1178Sales Fields - Time Billing on page 1193Spend Money Fields on page 1202Transaction Journals Fields on page 1159

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  • MYOB Help 1135

    C h a p t e r 5

    Field descriptions for importing and exportingAccounts Fields

    accounts:fields for importing and exporting;importing:accounts fields;exporting:accounts fields

    ACCOUNTS Field Description and Character Limits

    *Account Number 5 characters, numeric. May (optionally) have a non-numeric separator between the first digit and the last 4 digits, for example, 1-1234.

    Account Name 30 characters, alphanumeric.

    Header 1 character. Any non-blank character signifies that it is a Header Account. A blank indicated a Detail Account.

    Balance 15 characters (including numbers, currency signs, commas, negative signs). If no decimal entered, Premier appends .00. If more than 2 decimal places, Premier rounds to nearest cent.

    When exporting, Premier exports the balance shown in the Current Balance field of each account.

    When importing, Premier enters the balance in the Opening Balance field of each account.

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    Account Type 25 characters, alphanumeric.

    See Header Account entries on page 1114 and Detail Account entries on page 1114 for more information about what you can enter in the Account Type field.

    Last Cheque Number

    7 characters, alphanumeric

    Tax Code Up to 3 characters, alphanumeric

    Currency Code 3 characters, alpha. Must match a preexisting currency code in the Currency List. If a foreign currency account, must have an exchange account specified.

    Exchange Account 5 characters, numeric. May (optionally) have a non-numeric separator between the first digit and the last 4 digits, e.g., 1-1234. Must be a local currency account. Must be same account classification (Asset, Liability, etc.) as the foreign currency account.

    Inactive Account If the field is blank or the letter N appears in the field, the account wont be marked; the account will have an active status.

    If the field contains a Y or any non-blank character (other than N), the account will be marked; the account will have an inactive status.

    AccountantLink Code

    Up to 9 characters

    BSB Number 7 characters, numeric

    B/Account Number

    20 characters, alphanumeric

    B/Account Name 20 characters, alphanumeric

    Company Trading Name

    16 characters, alphanumeric

    ACCOUNTS Field Description and Character Limits

  • Chapter 5 Field descriptions for importing and exporting

    MYOB Help 1137

    *This is a Required Field: When importing, this field must have a valid matching import field.

    Activities Fieldsactivities:fields for importing and exporting;importing:activities fields;exporting:activities fields

    Create Bank Files 1 character. Any non-blank character will bring up the Bank Code, Direct Entry User ID and Direct Entry File fields used to enter electronic payments

    Bank Code 3 characters, alphabetical

    Direct Entry User ID

    6 characters, numeric

    Self Balancing Transaction

    1 character.

    Description 255 characters, alphanumeric

    Classification for Statement of Cash Flow

    1character, alpha, for all account types EXCEPT Bank, Income, Expense, Cost of Sales and Header accounts.

    Use one of these codes:O - OperatingI - InvestingF - FinancingE - Exclude from Statement for Cash Floe

    Subtotal header Accounts

    1 character, alphabetical

    Y - yesN - no

    ACCOUNTS Field Description and Character Limits

    ACTIVITIES Field Description and Character Limits

    *Activity ID 30 characters, alphanumeric

    Activity Name 30 characters, alphanumeric

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    Description 255 characters, alphanumeric

    Use Desc. On Sale 1 character. This field is available only for chargeable activities. Any non-blank character signifies that the description should be used on the invoice instead of the item name.

    Non-Hourly 1 character. Any non-blank character signifies that the Type of this activity is Non-Hourly. Blank field indicates Hourly. (Wont update information on existing records.)

    Non-Chargeable 1 character. Any non-blank character signifies that the Status of this activity is Non-Chargeable. Blank field indicates Chargeable. (Wont update information on existing records.)

    Use Rate 1 character, alpha. This field is available only when an activity is hourly and chargeable. Use one of the following letters to indicate which rate to use:E Employee Billing RateC Customer Billing RateA Activity Rate

    Activity Rate 11 digits, including 4 decimal places. This field is available only for chargeable non-hourly activities, and hourly activities when the Use Activity Rate has been specified.

    Income Acct. 5 characters, numeric. Required for chargeable activities. Must match a preexisting account in your MYOB software company file. May (optionally) have a non-numeric separator between the first digit and the last 4 digits, for example, 1-1234.

    Tax Code When Sold

    3 characters, alphanumeric. Must match a preexisting tax code in the Tax Code List.

    Unit of Measure 5 characters, alphanumeric (May be entered for non-hourly activities. Hour is automatically entered for hourly activities.)

    ACTIVITIES Field Description and Character Limits

  • Chapter 5 Field descriptions for importing and exporting

    MYOB Help 1139

    *This is a Required Field: When importing, this field must have a valid matching import field.

    Activity Slips Fieldsactivity slips:fields for importing and exporting;importing:activity slips fields;exporting:activity slips fields

    Inactive Activity If the field is blank or the letter N appears in the field, the activity wont be marked; the activity will have an active status.

    If the field contains a Y or any non-blank character (other than N), the activity will be marked; the activity will have an inactive status.

    ACTIVITIES Field Description and Character Limits

    ACTIVITY SLIPS Field Description and Character Limits

    *Emp. Co./Last Name

    Must match a preexisting employee card or supplier card in your MYOB software company file. If a company name (no first name), 50 characters, alphanumeric. If a last name, 30 characters, alphanumeric. (If the card is an individual, must match both the first and last name in this format: the last name followed by a comma and a space, followed by the first name.)

    Emp. First Name 20 characters, alphanumeric

    Slip ID 8 characters, alphanumeric

    Date 10 characters, alphanumeric. Follows date convention of your system. Allows any non-numeric as a separator between months, days and years.

    *Activity ID 30 characters, alphanumeric. Must match a preexisting Activity ID in your MYOB software company file.

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    *This is a Required Field: When importing, this field must have a valid matching import field.

    Cust. Co./Last Name

    Must match a preexisting customer card in your MYOB software company file. If a company name (no first name), 31 characters, alphanumeric. If a last name, 15 characters, alphanumeric. (If the card is an individual, MYOB Premier matches the last name followed by a comma and a space, followed by the first name.)

    Cust. First Name 15 characters, alphanumeric

    Units 11 characters, numeric, including 2 decimal places

    Rate 11 characters, numeric, including 2 decimal places. Available only for chargeable activities.

    Job 15 characters, alphanumeric. Must match preexisting job in your MYOB software company file. Available only for chargeable activities.

    Notes 255 characters, alphanumeric

    Adjustment Dollars 11 characters, numeric, including 2 decimal places. Available only for chargeable activities.

    Adjustment Units 11 characters, numeric, including 2 decimal places. Available only for chargeable activities.

    Already Billed Dollars

    11 characters, numeric, including 2 decimal places. Available only for chargeable activities.

    Already Billed Units

    11 characters, numeric, including 2 decimal places. Available only for chargeable activities.

    Start Time 7 characters, numeric in the form hh.mm. Available only for hourly activities.

    Stop Time 7 characters, numeric in the form hh.mm. Available only for hourly activities.

    ACTIVITY SLIPS Field Description and Character Limits

  • Chapter 5 Field descriptions for importing and exporting

    MYOB Help 1141

    Cards Fields - Customercards:fields for importing and exporting:customer;importing:cards fields:customer;exporting:cards fields:customer

    CARDS - CUSTOMER Field Description and Character Limits

    ^Co./Last Name If a company name (no first name), 50 characters, alphanumeric. If a last name, 30 characters, alphanumeric.

    First Name 20 characters, alphanumeric

    ^Card ID 15 characters, alphanumeric. Must be a unique ID. If you try to import an ID that already exists, the ID *None will be assigned.

    Card Status If the field is blank or the letter N appears in the field, the card wont be marked; the card will have an active status.

    If the field contains a Y or any non-blank character (other than N), the card will be marked; the card will have an inactive status.

    Currency Code 3 characters, alpha. Must match a preexisting currency code in the Currency List. If no code specified, local currency substituted.

    The Addr field to the Salutation field repeat for each of the five addresses allowed per card entry.

    Addr 1 (2-3-4-5) - Line 1 - Line 2 - Line 3 - Line 4

    Total Address field (lines 1 to 4) cannot exceed 255 characters, alphanumeric

    -City Cannot exceed 255 characters, alphanumeric

    State Cannot exceed 255 characters, alphanumeric

    -Postcode 10 characters, alphanumeric

    -Country 255 characters, alphanumeric

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    -Phone #1 21 characters, alphanumeric

    -Phone #2 21 characters, alphanumeric

    -Phone #3 21 characters, alphanumeric

    -Fax # 21 characters, alphanumeric

    -Email 21 characters, alphanumeric

    -WWW 21 characters, alphanumeric

    -Contact Name 25 characters, alphanumeric

    -Salutation 15 characters, alphanumeric

    Picture File name of the graphic. 255 characters, alphanumeric.

    Notes 255 characters, alphanumeric

    Identifiers 10 characters, alpha only

    Custom List 1 30 characters, alphanumeric

    Custom List 2 30 characters, alphanumeric

    Custom List 3 30 characters, alphanumeric

    Custom Field 1 30 characters, alphanumeric

    Custom Field 2 30 characters, alphanumeric

    Custom Field 3 30 characters, alphanumeric

    Billing Rate 10 characters, numeric including 4 decimal places

    Terms - Payment is Due

    1 character, numeric. Use one of these codes to indicate when payment is due:0 - COD 1 - Prepaid2 - In a Given # of Days3 - On a Day of the Month4 - # of days after EOM5 - Day of Month after EOM

    CARDS - CUSTOMER Field Description and Character Limits

  • Chapter 5 Field descriptions for importing and exporting

    MYOB Help 1143

    - Discount Days 3 characters, numericbased on the code you enter in the Payment is Due field. If you choose code 0, 1, 2 or 4 to indicate Payment is Due, enter a number of days from 0-999. If you choose code 3 or 5, use a date from 1-31. (EOM=31)

    - Balance Due Days

    3 characters, numericbased on the code you enter in the Payment is Due field. If you choose code 0, 1, 2 or 4 to indicate when payment is due, use a number of days from 0-999. If you choose code 3 or 5, use a date from 1-31. (EOM=31)

    - % Discount 2 characters, numeric before a decimal point and 2 characters, numeric after a decimal point.

    - % Monthly Charge

    2 characters, numeric before a decimal point and 2 characters, numeric after a decimal point.

    Tax Code 3 characters, alphanumeric.Must match a preexisting tax code in the Tax Code List.

    Credit Limit 7 characters, numeric before a decimal point and 2 characters, numeric after a decimal point.

    Tax ID No. 19 characters, alphanumeric

    Volume Discount% 2 characters, numeric before a decimal point and 2 characters, numeric after a decimal point.

    Sales/Purchase Layout

    S indicates Service, I indicates Item, P indicates Professional and M indicates Miscellaneous invoice or purchase order layout. T indicates Time Billing invoice layout.

    CARDS - CUSTOMER Field Description and Character Limits

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    Price Level 1 character, numeric. Enter one of these numeric characters to indicate the price level of the customer:0 - Base Selling Price1 - Price Level A2 - Price Level B3 - Price Level4 - Price Level D5 - Price Level E6 - Price Level F

    Payment Method 20 characters, alphanumeric.

    Payment Notes 255 characters, alphanumeric. Available only if a Payment Method is entered.

    Name on Card 50 characters, alphanumeric. Available only if a credit card or debit card payment method type is entered.

    Card Number 25 characters, alphanumeric. Available only if a credit card or debit card payment method type is entered.

    Expiry Date 5 characters in the format mm/yy. Available only if a credit card or debit card payment method type is entered.

    BSB 25 characters, alphanumeric.

    Account Number 25 characters, alphanumeric.

    Account Name 32 characters, alphanumeric.

    A.B.N. 11 characters, numeric with up to 3 spaces.

    A.B.N. Branch 11 characters, numeric.

    Account 5 characters, numeric. May (optionally) have a non-numeric separator between the first digit and the last 4 digits, for example, 1-1234.

    Salesperson 31 characters, alphanumeric

    CARDS - CUSTOMER Field Description and Character Limits

  • Chapter 5 Field descriptions for importing and exporting

    MYOB Help 1145

    ^Conditional Fields: When importing, one or both fields must contain valid entries for matching fields in the company file.

    Cards Fields - Suppliercards:fields for importing and exporting:suppliers;importing:cards fields:suppliers;exporting:cards fields:suppliers

    Salesperson Card ID

    15 characters, alphanumeric

    Comment 255 characters, alphanumeric.

    Shipping Method 20 characters, alphanumeric

    Printed Form 255 characters, alphanumeric

    Freight Tax Code 3 characters, alphanumeric.Must match a preexisting tax code in the Tax Code List.

    Use Customers Tax Code

    1 character. Any non-blank character signifies that the customers tax code will be used on sales.

    Receipt Memo 255 characters, alphanumeric

    CARDS - CUSTOMER Field Description and Character Limits

    CARDS - SUPPLIER Field

    Description and Character Limits

    ^Co./Last Name If a company name (no first name), 50 characters, alphanumeric. If a last name, 30 characters, alphanumeric.

    First Name 20 characters, alphanumeric

    ^Card ID 15 characters, alphanumeric

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    Card Status If the field is blank or the letter N appears in the field, the card wont be marked; the card will have an active status.

    If the field contains a Y or any non-blank character (other than N), the card will be marked; the card will have an inactive status.

    Currency Code 3 characters, alpha. Must match a preexisting currency code in the Currency List. If no code specified, local currency substituted.

    The Addr field to the Salutation field repeat for each of the five addresses allowed per card entry.

    Addr 1 (2-3-4-5) - Line 1 - Line 2 - Line 3 - Line 4

    Total Address field (lines 1 to 4) cannot exceed 255 characters, alphanumeric

    -City Cannot exceed 255 characters, alphanumeric

    State Cannot exceed 255 characters, alphanumeric

    -Postcode 10 characters, alphanumeric

    -Country 255 characters, alphanumeric

    -Phone #1 21 characters, alphanumeric

    -Phone #2 21 characters, alphanumeric

    -Phone #3 21 characters, alphanumeric

    -Fax # 21 characters, alphanumeric

    -Email 21 characters, alphanumeric

    -WWW 21 characters, alphanumeric

    -Contact Name 25 characters, alphanumeric

    -Salutation 15 characters, alphanumeric

    CARDS - SUPPLIER Field

    Description and Character Limits

  • Chapter 5 Field descriptions for importing and exporting

    MYOB Help 1147

    Picture File name of the graphic. 255 characters, alphanumeric.

    Notes 255 characters, alphanumeric

    Identifiers 10 characters, alpha only

    Custom List 1 30 characters, alphanumeric

    Custom List 2 30 characters, alphanumeric

    Custom List 3 30 characters, alphanumeric

    Custom Field 1 30 characters, alphanumeric

    Custom Field 2 30 characters, alphanumeric

    Custom Field 3 30 characters, alphanumeric

    Billing Rate 10 characters, numeric including 4 decimal places

    Cost Per Hour 10 characters, numeric including 4 decimal places

    Terms - Payment is Due

    1 character, numeric. Use one of these codes to indicate when payment is due:0 - COD 1 - Prepaid2 - In a Given # of Days3 - On a Day of the Month4 - # of days after EOM5 - Day of Month after EOM

    - Discount Days 3 characters, numericbased on the code you enter in the Payment is Due field. If you choose code 0, 1, 2 or 4 to indicate Payment is Due, enter a number of days from 0-999. If you choose code 3 or 5, use a date from 1-31. (EOM=31)

    CARDS - SUPPLIER Field

    Description and Character Limits

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    - Balance Due Days

    3 characters, numericbased on the code you enter in the Payment is Due field. If you choose code 0, 1, 2 or 4 to indicate when payment is due, use a number of days from 0-999. If you choose code 3 or 5, use a date from 1-31. (EOM=31)

    - % Discount 2 characters, numeric before a decimal point and 2 characters, numeric after a decimal point.

    Tax Code 3 characters, alphanumeric.Must match a preexisting tax code in the Tax Code List.

    Credit Limit 7 characters, numeric before a decimal point and 2 characters, numeric after a decimal point.

    Tax ID No. 19 characters, alphanumeric

    Payment Method 20 characters, alphanumeric

    Payment Notes 255 characters, alphanumeric. Available only if a Payment Method is entered

    Name on Card 50 characters, alphanumeric. Available only if a credit card or debit card payment method type is entered

    Card Number 25 characters, alphanumeric. Available only if a credit card or debit card payment method type is entered.

    Expiry Date 10 characters, alphanumeric. Available only if a credit card or debit card payment method type is entered

    BSB 25 characters, alphanumeric.

    Account Number 25 characters, alphanumeric.

    Account Name