Knowledge Base

MYOB Accounting Data Export Setup

Version Note: The Accounting Data Export feature exports MYOB files formatted for direct upload to MYOB Desktop v19+ and MYOB AccountRight 2018+.

Before you begin

Before you can use the Retail Express Accounting Data Export (formatted to work with MYOB AccountRight) you will need to ensure the following items have been completed:

  1. Create a MYOB File
  2. Update your MYOB Payment Methods
    If the Payment Method names don't match between each system you will encounter errors during the import of transactions

Note: MYOB is case-sensitive, so you will need to match the formatting exactly as per Retail Express e.g. VISA is not the same as Visa.

Create a MYOB file

Create a MYOB file (for assistance with MYOB setup refer to MYOB - Create a Company File or contact MYOB Support directly)

Update Payment Method Names

Check the names in Retail Express

  1. Log into Retail Express
  2. Navigate to Settings > Payment Types
  3. You will see a list of payment types in a table:
    mceclip1.png

For detailed information on this screen refer to the Settings - Payment Types article

 

Update the Payment Method names in MYOB

  1. Open MYOB
  2. Navigate to Lists > Sales and Purchases Information > Payment Methods
  3. You will see a list of your existing Payment Methods
  4. Double click a Payment Method to open it for editing
  5. Update the Payment Method name
    mceclip2.png
  6. Click OK 

For assistance with MYOB setup, see: MYOB - Create a Payment Method or contact MYOB Support directly.

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Step 1 - Download the Setup Files from Retail Express

Retail Express exports the setup files in a compressed format so the file is smaller and faster to download. Before importing these files into MYOB, these files will need to be extracted.

Note: If you don't extract the files you will be unable to import the files into MYOB.

To download and extract the setup files ready for MYOB:

  1. Navigate to Settings > Integrations > Accounting Data Export
  2. Ignore the filters (these are used later when exporting data, not the Setup files)
  3. Click Download Setup Files
  4. Click Save or Save As
  5. Browse to your preferred location
  6. Click Save
  7. Open the location where your files were downloaded
  8. Right-click the downloaded file
  9. Select Extract All
    mceclip0.png
  10. Select a location for the files to be extracted to
    Note: Remember this location when selecting the files to be imported into MYOB
  11. Click Extract

You will see four .TXT files, the correct for direct import to MYOB. These files will be called either Accounts, CustomerCards, Jobs, or SupplierCards, with the date of the extract included in the filename.

2018-08-10_14_44_23-RefactorSerup.png

Note: These files are exported as comma-separated values (CSV).  If there are any commas (,) in your Outlet or Supplier names, you may receive errors on import.

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Step 2 - Import the Setup files into MYOB

Each of the 4 setup files will need to be imported into MYOB, selecting the appropriate Import Field and Accounts Type during the import process.

Retail Express
Setup File 		Sample Export Filename*MYOB Import FieldMYOB Accounts Type
AccountsAccounts20190806.TXTAccountsAccount Information
CustomerCardsCustomerCards20190806.TXTCardsCustomer Cards
JobsJobs20190806.TXTJobs-
SupplierCardsSupplierCards20190806.TXTCardsSupplier Cards

* The file names will display different dates depending on the date the file was exported from Retail Express.

Click on the heading below for information on detailed steps on importing each of these files.

Accounts

  1. Navigate to File > Import/Export Assistance > Import Data
  2. Click Next
  3. Select the MYOB Import Field of Accounts
  4. Select the matching MYOB Accounts Type field of Account Information
    mceclip4.png
  5. Click Browse
  6. Navigate to where you saved the files in step 3, and select the Accounts file
  7. Click Next
  8. Select the "Data is separated by" option of Commas
    Note: These files are exported as comma-separated values (CSV).  This means that if there are any commas (,) in your Outlet or Supplier names, you may receive errors on import.
  9. For the "The first line of the file contains" option select Headers or Labels
  10. For the "If data you are importing already exists in this company file" option select Reject the Import data
  11. Click Next
  12. Click Auto match
  13. Click Next
  14. You will be prompted to perform a Backup
    Note: We always recommend performing a backup at this point, should you need to restore data for any reason
  15. Once the backup has been completed, click Import
  16. The import will be processed
  17. If you need to import another file click Import more data, otherwise click Close

Customer Cards

  1. Navigate to File > Import/Export Assistance > Import Data
  2. Click Next
  3. Select the MYOB Import Field of Cards
  4. Select the matching MYOB Accounts Type field of Customer Cards
    mceclip5.png
  5. Click Browse
  6. Navigate to where you saved the files in step 3, and select the CustomerCards file
  7. Click Next
  8. Select the "Data is separated by" option of Commas
    Note: These files are exported as comma-separated values (CSV).  This means that if there are any commas (,) in your Outlet or Supplier names, you may receive errors on import.
  9. For the "The first line of the file contains" option select Headers or Labels
  10. For the "If data you are importing already exists in this company file" option select Reject the Import data
  11. For the "Match Cards using their:" option select Co./Last Name
    mceclip7.png
  12. Click Next
  13. Click Auto match
  14. Click Next
  15. You will be prompted to perform a Backup
    Note: We always recommend performing a backup at this point, should you need to restore data for any reason
  16. Once the backup has been completed, click Import
  17. The import will be processed
  18. If you need to import another file click Import more data, otherwise click Close

Jobs

  1. Navigate to File > Import/Export Assistance > Import Data
  2. Click Next
  3. Select the MYOB Import Field of Jobs
    mceclip8.png
  4. Click Browse
  5. Navigate to where you saved the files in step 3, and select the Jobs file
  6. Click Next
  7. Select the "Data is separated by" option of Commas
    Note: These files are exported as comma-separated values (CSV).  This means that if there are any commas (,) in your Outlet or Supplier names, you may receive errors on import.
  8. For the "The first line of the file contains" option select Headers or Labels
  9. For the "If data you are importing already exists in this company file" option select Reject the Import data
    mceclip9.png
  10. Click Next
  11. Click Auto match
  12. Click Next
  13. You will be prompted to perform a Backup
    Note: We always recommend performing a backup at this point, should you need to restore data for any reason
  14. Once the backup has been completed, click Import
  15. The import will be processed
  16. If you need to import another file click Import more data, otherwise click Close

Supplier Cards

  1. Navigate to File > Import/Export Assistance > Import Data
  2. Click Next
  3. Select the MYOB Import Field of Cards
  4. Select the matching MYOB Accounts Type field of Supplier Cards
    mceclip11.png
  5. Click Browse
  6. Navigate to where you saved the files in step 3, and select the SupplierCards file
  7. Click Next
  8. Select the "Data is separated by" option of Commas
    Note: These files are exported as comma-separated values (CSV).  This means that if there are any commas (,) in your Outlet or Supplier names, you may receive errors on import.
  9. For the "The first line of the file contains" option select Headers or Labels
  10. For the "If data you are importing already exists in this company file" option select Reject the Import data
  11. For the "Match Cards using their:" option select Co./Last Name
    mceclip12.png
  12. Click Next
  13. Click Auto match
  14. Click Next
  15. You will be prompted to perform a Backup
    Note: We always recommend performing a backup at this point, should you need to restore data for any reason
  16. Once the backup has been completed, click Import
  17. The import will be processed
  18. If you need to import another file click Import more data, otherwise click Close

Frequently Asked Questions

What's the difference between an "Error" and a "Warning" during import

During the import, you may encounter an error or a warning. Typically this means:

WarningThe Import has continued but there is something you should be aware of e.g. Invalid Tax Code, default substituted
ErrorThere was an issue with the import so that it will reject those lines from the import (the remainder of the import will continue to be processed).

If you review the error log there will be a code to help you identify the appropriate record affected by the warning or error.

For example, looking at the below import log, there was an error (id -24) related to the Brand Collective line (import did not continue), and a warning (ID 257) related to the Gibson Brands line (import continued)

mceclip13.png

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