Knowledge Base

Retail Express

MYOB Accounting Data Extraction and Upload

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

This article refers to integrating manually using MYOB format files to either MYOB Desktop or MYOB AccountRight with a local file.

Related: Integrated Data

Before you begin

If this is your initial upload to MYOB, ensure your MYOB file is set up correctly for integration - see Accounting Data Export - How to Setup MYOB
Retail Express uses a default GL Account list that cannot be individually configured (you can change your existing GL codes in your accounting system to match if you require transactions to appear directly in your existing accounts). Refer to the Accounting Data Export - How to Setup MYOB article for more information.
As of February/March 2023, we now present accounting data as already inclusive of tax (for applicable transaction types). This is to avoid rounding discrepancies previously incurred when the accounting package calculated tax independently, sometimes resulting in small variances between each system’s “tax-inclusive” total.

Export files from Retail Express

Log into Retail Express
Navigate to Settings > Integrations > Accounting Data Export
Click Download Setup Files to access the installation files
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

Uploading Payments/Receipts

📋 Note: Sales should be imported before Payments

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 > Receipts > Receive Payments
Select Import Data
Click Next
Select Receive Payments
Click Browse
Browse to the location of the saved ReceiptPayments.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: MYOB does not allow payments (refunds) to be applied to credits through the upload. If your total sales for the day in a specific store are negative, for example, if you refunded more than you sold, you will need to enter the refund manually

📋 Note: Any rejected payments will be shown in the log file and can be manually entered by following these steps from MYOB for Receiving payments and Settling customer credits - recording a refund. For further assistance with manually entering payments into MYOB, please contact MYOB support.