Knowledge Base

Retail Express

MYOB AccountRight Accounting Data Export

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

The Accounting Data Export window provides access to the setup files for the integration as well as the data files that contain the information from a date range.

Creating the Accounting Data Export Files

Initial Setup

https://player.vimeo.com/video/292254383

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:

Create a MYOB File
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

Log into Retail Express
Navigate to Settings > Payment Types
You will see a list of payment types in a table:

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

Update the Payment Method names in MYOB

Open MYOB
Navigate to Lists > Sales and Purchases Information > Payment Methods
You will see a list of your existing Payment Methods
Double click a Payment Method to open it for editing
Update the Payment Method name
Click OK

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

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:

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

rtaImage - 2023-07-08T220751.055.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.

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 Field	MYOB Accounts Type
Accounts	Accounts20190806.TXT	Accounts	Account Information
CustomerCards	CustomerCards20190806.TXT	Cards	Customer Cards
Jobs	Jobs20190806.TXT	Jobs	-
SupplierCards	SupplierCards20190806.TXT	Cards	Supplier 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

Navigate to File > Import/Export Assistance > Import Data
Click Next
Select the MYOB Import Field of Accounts
Select the matching MYOB Accounts Type field of Account Information
Click Browse
Navigate to where you saved the files in step 3, and select the Accounts file
Click Next
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.
For the "The first line of the file contains" option select Headers or Labels
For the "If data you are importing already exists in this company file" option select Reject the Import data
Click Next
Click Auto match
Click Next
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
Once the backup has been completed, click Import
The import will be processed
If you need to import another file click Import more data, otherwise click Close

Customer Cards

Navigate to File > Import/Export Assistance > Import Data
Click Next
Select the MYOB Import Field of Cards
Select the matching MYOB Accounts Type field of Customer Cards
Click Browse
Navigate to where you saved the files in step 3, and select the CustomerCards file
Click Next
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.
For the "The first line of the file contains" option select Headers or Labels
For the "If data you are importing already exists in this company file" option select Reject the Import data
For the "Match Cards using their:" option select Co./Last Name
Click Next
Click Auto match
Click Next
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
Once the backup has been completed, click Import
The import will be processed
If you need to import another file click Import more data, otherwise click Close

Jobs

Navigate to File > Import/Export Assistance > Import Data
Click Next
Select the MYOB Import Field of Jobs
Click Browse
Navigate to where you saved the files in step 3, and select the Jobs file
Click Next
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.
For the "The first line of the file contains" option select Headers or Labels
For the "If data you are importing already exists in this company file" option select Reject the Import data
Click Next
Click Auto match
Click Next
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
Once the backup has been completed, click Import
The import will be processed
If you need to import another file click Import more data, otherwise click Close

Supplier Cards

Navigate to File > Import/Export Assistance > Import Data
Click Next
Select the MYOB Import Field of Cards
Select the matching MYOB Accounts Type field of Supplier Cards
Click Browse
Navigate to where you saved the files in step 3, and select the SupplierCards file
Click Next
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.
For the "The first line of the file contains" option select Headers or Labels
For the "If data you are importing already exists in this company file" option select Reject the Import data
For the "Match Cards using their:" option select Co./Last Name
Click Next
Click Auto match
Click Next
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
Once the backup has been completed, click Import
The import will be processed
If you need to import another file click Import more data, otherwise click Close

General Ledger Accounts Created

The standard GL Accounts created in the setup file are as follows:

Account Number	Account Name	Account Type
19990	RE Clearing	Bank
19998	RE Inventory	Other Asset
19980	RE Petty Cash	Other Asset
19997	RE In Transit	Other Asset
19996	RE Accounts Receivable	Other Asset
29996	RE Gift Voucher	Other Current Liability
29998	RE Duty	Other Current Liability
29997	RE Layby	Other Current Liability
49995	RE Surcharges	Income
49996	RE Freight	Income
49998	RE Sales	Income
59998	RE Cost of Sales	Cost of Sales
59997	RE Stock Adjustments	Cost of Sales
59996	RE Direct Costs	Cost of Sales
59999	RE Purchase Variance	Cost of Sales
69997	RE Cash Variance	Expense

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:

Warning	The Import has continued but there is something you should be aware of e.g. Invalid Tax Code, default substituted
Error	There 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)

rtaImage - 2023-07-08T220838.348.png

Accounting Data Export

Export files from Retail Express

Log into Retail Express
Navigate to Settings > Integrations > Accounting Data Export
Use the Filters as required to refine the results
Click Export Accounting Files to export the selected transactions
Click Start Processing
The file will be created according to the selected options and filters.
Once the file has been processed ready for download click Download Files

Filters

Most of the filters are self-explanatory, however, see the detailed information below for the more advanced filtering explanations.

Field	Details
Export Date From/To	These dates are inclusive and relate to the date the transaction was entered into Retail Express e.g. if you entered a payment on the 1st of July but backdated the payment to 30th of June, you will need to extract the 1st of July to extract the payment.
Accounting Method	Only the Accrual Method is supported - please confirm this method suitability with your bookkeeper or accountant.

Transaction Types

Transaction Type	Details
Sales	Two files are generated for sales: ServiceSales will include a summarised daily transaction for stock fulfilled, as well as surcharges, layby, debtors and voucher movements. ReceiptPayments will include Summarised daily payments for all transactions, except for direct debits which upload individually.
Purchases	The ServicePurchases file includes a summary per purchase order. Once received, a purchase will be created with total costs for items, miscellaneous costs and freight. Any duty applied to purchase orders will be in the GeneralJournal file
Transfers	Inter-store transfers are included in the GeneralJournal file. Transfers between stores will run through an ?In Transit? account on the date of dispatch at the sending store and the date of receipt at the receiving store
Stock Adjustments	Included in the GeneralJournal file, consists of the buy price value for all adjustments including manual, stock take and mass upload. Cost adjustments will result in adjustments to correct stock value
Cash Variances	Included in the GeneralJournal file, journaled as a daily total to an expensing account
Petty Cash/Money In Money Out	Included in the GeneralJournal file, journaled as a daily total to a clearing account for expensing

Extract the Export Files

Retail Express exports the 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 extract the files:

Open the location where your files were downloaded
Right-click the downloaded file
Select Extract All
Select a location for the files to be extracted to
📋 Note: Remember this location when selecting the files to be imported into MYOB
Click Extract

Uploading Journals

The GeneralJournals.TXT file will include:

Stock adjustments
Inter-store transfers
Cash up variances
Petty cash
Duty on purchases

To begin the upload:

📋 Note: It is recommended that you take a backup of your MYOB file before performing any new import

Open MYOB to the main screen
Navigate to File > Import/Export Assistant
📋 Note: For MYOB Desktop navigate to File > Import Data > General Journal Entries
Select Import Data
Click Next
Select General Journal Entries from the Import drop-down
Click Browse
Navigate to the location of the saved GeneralJournals.TXT file exported from Retail Express
Click Next
You will be prompted to configure the import format
📋 Note: once these settings have been selected initially they should remain selected automatically during future imports
Select Commas from the "Data is separated by" option
Select Headers or Labels
Click Next
The Match Fields screen will be displayed
Select Auto Match
📋 Note: For MYOB Desktop select Match All
Click Next
You will be prompted to create a Backup prior to importing the data
📋 Note: We always recommend creating a backup prior to import
Once the import is complete the Conclusion screen will be displayed providing a summary of the number of records imported successfully, and any warnings or errors.
Click the link to view the log file if required

Uploading Purchases/Bills

To begin the upload:

📋 Note: It is recommended that you take a backup of your MYOB file before performing any new import.

Open MYOB to the main screen
Navigate to File > Import/Export Assistant
📋 Note: For MYOB Desktop navigate to File > Import Data > Purchases > Service Purchases
Select Import Data
Click Next
Select Purchases from the Import drop-down
Select Service Purchases
Click Browse
Browse to the location of the saved ServicePurchases.TXT file
Click Next
You will be prompted to configure the import format
📋 Note: once these settings have been selected initially they should remain selected automatically during future imports
Select Commas from the "Data is separated by" option
Select Headers or Labels
Click Next
The Match Fields screen will be displayed
Select Auto Match
📋 Note: For MYOB Desktop select Match All
Click Next
You will be prompted to create a Backup prior to importing the data
Once the import is complete the Conclusion screen will be displayed providing a summary of the number of records imported successfully, and any warnings or errors.
Click the link to view the log file if required

📋 Note: As the discount and payment terms are held against the supplier in MYOB you will likely receive warnings that the default values have been used for these fields. This is expected as this information is not available for export from Retail Express.

📋 Note: If you have entered the same supplier invoice number on two different purchase orders in Retail Express, the second purchase order will be rejected by MYOB and you will have to enter it manually.

Uploading Sales

To begin the upload:

📋 Note: it is recommended that you take a backup of your MYOB file before performing any new import

Open MYOB to the main screen
Navigate to File > Import/Export Assistant
📋 Note: For MYOB Desktop navigate to File > Import Data > Sales > Service Sales
Select Import Data
Click Next
Select Sales
Select Service Sales from the Type drop-down
Click Browse
Browse to the location of the saved Servicesales.txt file
Click Next
You will be prompted to configure the import format
📋 Note: Once these settings have been selected initially they should remain selected automatically during future imports
Select Commas from the "Data is separated by" option
Select Headers or Labels
Click Next
The Match Fields screen will be displayed
Select Auto Match
📋 Note:;For MYOB Desktop select Match All
Click Next
You will be prompted to create a Backup prior to importing the data
Once the import is complete the Conclusion screen will be displayed providing a summary of the number of records imported successfully, and any warnings or errors.
Click the link to view the log file if required