MYOB Debtor Upload Specifics

Each accounting package and the Abtrac accounting integration is slightly different. For notes on a MYOB upload see below.

Invoice numbers are created in MYOB from the Abtrac import file.

Credit notes are created when an invoice total is a negative number.

Invoice numbers in Abtrac must be 8 digits or less to import to MYOB.

Abtrac exports to MYOB Service and Professional sales register types only.

If you wish to export Client address details you must choose a Service sales import.

Clients and Jobs must exist in both Abtrac and MYOB before an import occurs.

If a Job number does not exist in MYOB the import will continue without the job, but if the Client does not exist the import will fail.

Optionally you can export based on the MYOB Card ID and Abtrac’s System Code for each client, rather than Client Name.

Please Note :

1. Abtrac matches MYOB: ‘Co.Last Name’ with Abtrac: ‘Client Name’ not ‘Name on Invoice’.

2. Customer Purchase Order – If you choose to import Order Numbers you will receive an import warning if the order number has already been used for that Client. You can change this setting in MYOB to only warn for duplicate invoice numbers (and not Order Numbers) from MYOB>Preferences>Sales>

3. You cannot import data into MYOB when more than one user is logged in.

(This applies to AccountRight Premier and AccountRight Enterprise)

4. Terms are based on a formula in MYOB and as such hard coded to your upload routine, not linked to your Abtrac Invoice Due Date.

GL Numbers need to be set in Abtrac and must match exactly with MYOB Account Numbers before your import occurs.

Tax Codes will also need to be specified for each MYOB integration.

Before your import routine is configured the Abtrac team will require the following information

1. Your MYOB Product and Version Number (or Year)

2. Please specify the follow fields/options

Do you require a single or multiple line export? Single Multiple
Do you use Professional or Service sales? Professional Service
Will you link to MYOB using Company Name or Card ID? Company Card ID
Delivery Status in MYOB To be Printed & Emailed Already Printed or Sent…..
Do you need an Order Number No Yes
If so please specify:
Do you require specific terms on your MYOB invoice? No Yes
If so please specify:
Do you wish to import your Abtrac Invoice Heading as the first line of your MYOB Invoice?….. No Yes

3. Account Numbers and GST Codes from MYOB.

Tax

Please supply Abtrac with copies of your Tax Codes.

This information can be retrieved from MYOB> Lists > GST Codes.

Chart of Accounts

The upload routine links to MYOB- Co./Last Name and Account Numbers.

Before your MYOB upload is configured you will need to add any relevant invoice account numbers to : Abtrac > System Management > Invoice Settings

Any subsequent additions to these GL Codes will automatically apply to future uploads.

4. Once Abtrac has received your accounting information, and discussed any ‘special cases’ that may apply to your business (including confirming whether you require a single or multiple line export); we will create a test file to import into MYOB.

5. From Abtrac go to System Management > Administrator > Upload Debtors

Export the file to your specified location and then open MYOB to import invoices.

6. From MYOB choose File > Import Data > Sales

And then depending on your decision from 2 select either > Service Sales or > Professional Sales

7. Your MYOB Import File settings will be :

Tab Deliminated, Header Record, Reject Duplicates and Identify by Co./Last Name.

8. Select Continue and then browse to the location where your Abtrac upload file was stored in step 5,

and choose to Open the file. Then select Match All to match fields simultaneously, and choose Import.

9. For most versions of MYOB you’ll receive a message confirming that your data has been imported successfully.

MYOB Import Problems.

The majority of import problems occur when Clients or Account Numbers in MYOB are not present/configured in Abtrac (or vice versa).

If you receive a warning or an error message indicating that the import was not successful, your MYOB error log will indicate which fields are missing or do not match with existing MYOB settings.

The error log is saved in your MYOB folder and is usually called MYOBLOG.txt (or MYOBPLOG.txt in AccountRight Premier and AccountRight Enterprise).

Abtrac KB# 2003