Retail Express can export accounting data for use with MYOB after the required company file, payment methods and setup records have been configured. The setup process ensures that information exported from Retail Express can be matched to the correct accounts, customers, suppliers and jobs in MYOB.
In this video we look at how to setup the MYOB accounting package with Retail Express through the Retail Express integration. Before getting started there are some steps that your Bookkeeper or Accountant will need to be performed prior to integrating the two systems.
Chapters
Timestamp | Chapter |
|---|
00:01 | Overview |
00:07 | Before You Begin |
00:32 | Understanding the Setup Process |
00:52 | Creating the MYOB Company File |
01:04 | Matching Payment Methods |
01:24 | Reviewing Payment Types in Retail Express |
02:00 | Reviewing Payment Methods in MYOB |
02:21 | Downloading the MYOB Setup Files |
03:23 | Importing the Setup Files into MYOB |
03:44 | Selecting the Correct Import Types |
04:35 | Importing the Accounts File |
04:52 | Configuring the Import Options |
05:11 | Matching Fields and Completing the Import |
05:46 | Importing the Remaining Setup Files |
06:19 | Completing the Setup |
Transcript
Setting up MYOB for use with Retail Express involves creating or confirming the MYOB company file, matching the payment methods in both systems, downloading the Retail Express setup files and importing all four files into MYOB.
Before You Begin
Before commencing a new accounting integration, discuss the requirements with your accountant or bookkeeper.
Confirm that MYOB is suitable for the needs of the business and that the company accounts and balances are up to date.
Some manual housekeeping tasks may need to be completed by an accountant or bookkeeper before moving to a new accounting package or beginning the integration.
Understanding the Setup Process
The setup process involves four main steps:
- Create or confirm the MYOB company file.
- Create payment methods in MYOB that match the payment types in Retail Express.
- Download the MYOB setup files from Retail Express.
- Import the setup files into MYOB.
Complete each step before beginning the regular accounting-data export process.
Creating the MYOB Company File
The first step is to create or confirm the MYOB company file.
You can use an existing MYOB company file or create a new one. The appropriate option will depend on the business’s accounting arrangements.
After confirming that the company file is available, continue to the payment-method configuration.
Matching Payment Methods
The payment methods in MYOB must match the enabled payment types in Retail Express.
Review the payment types currently used in Retail Express and create corresponding payment methods in MYOB.
The payment-method names are case-sensitive. Copy each name exactly as it appears in Retail Express, including its use of uppercase and lowercase letters.
Reviewing Payment Types in Retail Express
In Retail Express, navigate to: Settings > Payment Types
Review the payment types that have the Enabled option selected.
Each enabled Retail Express payment type must have a corresponding payment method in MYOB.
Record or copy the names exactly as displayed so they can be recreated correctly in MYOB.
Reviewing Payment Methods in MYOB
Log in to MYOB and navigate to:
Lists > Sales and Purchases Information > Payment Methods
Review the existing payment methods and create or update them as required.
Confirm that the names match the corresponding Retail Express payment types exactly.
After the payment methods have been configured, continue by downloading the setup files from Retail Express.
Downloading the MYOB Setup Files
In Retail Express, navigate to: Settings > Integrations > Accounting Data Export
The Accounting Data Export screen is used to download the initial setup files. It is also the location used to export accounting files after the integration is ready.
Select Download Setup Files.
Retail Express downloads the setup files in a ZIP file.
Open the ZIP file and note where the files are stored. You will need to locate each file when importing it into MYOB.
The download contains four setup files in the correct format for MYOB.
Importing the Setup Files into MYOB
Return to MYOB and navigate to: File > Import/Export Assistant
Select Import Data, then select Next.
Each Retail Express setup file must be imported using the corresponding MYOB import type.
Selecting the Correct Import Types
The process of matching a Retail Express setup file to the corresponding MYOB fields is referred to as mapping.
Use the following MYOB import options for the setup files:
Retail Express setup file | MYOB import option | MYOB information type |
|---|
Accounts | Accounts | Accounts Information |
Customers | Cards | Customer Cards |
Suppliers | Cards | Supplier Cards |
Jobs | Jobs | Jobs |
Select the relevant import and information types before browsing for each file.
Importing the Accounts File
Begin with the Accounts setup file.
In the MYOB Import/Export Assistant, select: Accounts > Accounts Information
Browse to the location where the Retail Express setup files were saved.
Select the Accounts file, open it and select Next.
Configuring the Import Options
Configure the import using the following settings:
- Select Data is separated by commas.
- Confirm that the first line of the file contains headers or labels.
- When imported data already exists in the company file, select the option to reject the import data.
Select Next to continue.
Matching Fields and Completing the Import
MYOB automatically matches the import fields from the Retail Express file with the corresponding MYOB fields.
Select Match All, then select Next.
MYOB prompts you to create a backup. Creating a backup before each import is recommended.
After completing or confirming the backup, select Import.
When the import has finished, select Import More Data to continue with the next setup file.
Importing the Remaining Setup Files
Repeat the import process for the remaining files.
For the customer file, select: Cards > Customer Cards
For the supplier file, select: Cards > Supplier Cards
For the jobs file, select: Jobs
Browse for the corresponding Retail Express file during each import and repeat the same import process.
Completing the Setup
Import all four setup files before beginning the MYOB integration:
- Accounts
- Customers
- Suppliers
- Jobs
After all four files have been imported successfully, the initial MYOB setup is complete and the business can begin exporting its accounting data from Retail Express.