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PP - Exporting to MYOB

This lesson covers the exporting of PrintPoint Sales information From PrintPoint and the Importing IntoMYOBThis lesson presumes that you have already created the invoices or Invoice proformas and are ready toExport the data to MYOB.

The lesson also presumes that the export scripts for Printpoint to MYOB have been correctly installed.Refer to the lesson on setting up the export in the manual.

Invoice List View

Click the Imp/Exp button and select Export to MYOB

PP - Exporting to MYOB - 1

Confirm dialog

PrintPoint examines the Invoice table and determines which invoices have not been exported yet.

If you want to export all this invoices that have not been exported then click OKOtherwise click Cancel and highlight the invoices you want to export (use the Command or Ctrl key(Mac or Windows) to make the selection)and click the Select button [3] and choose the Selecthighlighted option.

Finally click the Exp/Imp button selecting Export to MYOB...

Export has not been properly setup

If the export scripts etc have not been properly setup you will get a message similar to this then youneed to refer to the lesson on Setting up to export to MYOB


Customers to be imported

If there are new or modified customers in PrintPoint that have invoices to be imported into MYOB, thenyou will be notified that there is a Customer file ready to be imported into MYOB BEFORE you importthe Invoices.

Remember: The Customer must exist in MYOB before you can import Invoices for that Customer. Alsoremember that the Customer Name is the identifier that MYOB uses to uniquely identify the customer.The names must be identical, the name in PrintPoint must match exactly, the name in MYOB.

(If the names look identical check for leading or trailing spaces in the name in PrintPoint)(If you do happen to create duplicated Customers in MYOB (small difference in Name) you can mergethe "customers' into a single customer entry.)


Export Complete

If there are no errors during the export then this message is displayed

If there are errors then PrintPoint will alert you and the export will not happen and the invoices will notbe marked as exported.

The Invoice List view

This is the Invoice list view after exporting.

Note there may not be a column "is_exported" in your list. You can customize the list view by clickingthe List view editor button [1] and using the Editor to add or remove columns from the list view. See thePrintPoint Manual for instructions.


MYOB - Card Import

If there are Customers to be imported, then the first step in MYOB is to go to the File Menu and selectImport Data > Cards > Customer Cards


MYOB - Import File

In this screen make sure that the options are set as shown, then click Continue


MYOB - File Browser

MYOB asks you to locate the file to be imported. The screen will be similar to this for Mac and Windowswill display the usual browser window. The click Open

Note: Windows may start in the My Documents folder. You need to locate the folder you created in PrintPoint. The file name will have the date appended to the Name you nominated in PrintPoint.


MYOB - Import Data screen

MYOB presents a screen where you match the fields in MYOB with the fields exported from (in thiscase) PrintPoint.Click Match All, then Click Import and the

We have taken care to export the fields in the same order as they are expected in MYOB with blankfields so the fields will match exactly. If MYOB change the field order or add new fields we will issue anew version of the Import script when we find out about the change.


MYOB - Import confirmation

When the import is completed MYOB will display the results of the import.

Records imported with warnings are safe imports because a warning tells us that MYOB knows what todo. The usual warning is that the Sales Rep name is not known in MYOB. (MYOB uses the full nameand we only export the initials.)

If there are Records skipped then you need to consult the MYOBLOG (Windows) or Account EdgeImport Log (Mac) file. This file is found in the MYOB or Account Edge folder. The best applications toopen this file with are Excel or Numbers because the listing will be displayed in the column formatwhich is easy to read.

The explanation of the Errors and Warnings is found at the bottom of the listing. The first column hasthe error codes. The explanations are pretty clear, usually

NOTE: if there are records skipped then you must look at the log file before proceeding toimport the Invoices. There is only one log file and it gets overwritten by the next import.

Also after examining the Log file, besure to exit from the file (CLose it or exit from Excel). MYOBobjects when doing an import and the log is open.


MYOB - Import Confirmation

When the import is completed MYOB will display the results of the import.

Records imported with warnings are safe imports because a warning tells us that MYOB knows what todo. The usual warning is that the Sales Rep name is not known in MYOB. (MYOB uses the full nameand we only export the initials.)

If there are Records skipped then you need to consult the MYOBLOG (Windows) or Account EdgeImport Log (Mac) file. This file is found in the MYOB or Account Edge folder. The best applications toopen this file with are Excel or Numbers because the listing will be displayed in the column formatwhich is easy to read.

The explanation of the Errors and Warnings is found at the bottom of the listing. The first column hasthe error codes. The explanations are pretty clear, usually

NOTE: if there are records skipped then you must look at the log file before proceeding toimport the Invoices. There is only one log file and it gets overwritten by the next import.

Also after examining the Log file, be sure to exit from the file (CLose it or exit from Excel).MYOB objects when doing an import and the log is open.


Excel - Opening the Log file

When you try to open a Text file in Excel, you will be presented with this screen. Click the Finish button(when opening the MYOB log file) to open the file as shown in the next screen.


Excel - Listing of Log File

This sample shows the layout of the log file.

At the bottom of the list is the detail of what the errors were. The negative numbers are the skippedinvoices, in this case all but one of the invoices.

The positive numbers are the warnings which have been imported as indicated.
