If you've been using a spreadsheet program or another accounting program to keep track of your accounts, you may want to use the same account numbers, names and so on in MYOB Accounting Plus. You can use the instructions below to import your existing accounts into your Accounting Plus company file.
Importing data is a somewhat advanced activity in MYOB Accounting Plus. If you don't feel comfortable completing the following procedure, you can contact an MYOB Certified Consultant for assistance. (See the list of Certified Consultants that you received with your MYOB Accounting Plus package to find one in your area. You can also refer to the MYOB UK Website ( http://www.myob.co.uk ) for a regularly updated version of that list.)
For information about how individual accounts fields are handled during the import process, refer to Accounts Fields.
The data you export must be stored in a file, known as an import file, that uses either the Tab-delimited File Format or Comma-separated File Format.
Although problems don't often occur when you import data, you'll be making changes to your company file that will be difficult to undo. As a precaution, we strongly recommend that you make a backup of your company file before you begin importing information into it. If you need more information about backing up your company file, see the Your Company File section of MYOB Help. (To view Help, choose MYOB Help from the Help menu.)
In the Accounts portion of the Easy Setup Assistant, display the Set up the Accounts List to meet your business needs window, then click the Import button.
In Accounting Plus, you can't have accounts with identical numbers. If you attempt to import an account with a duplicate number, Accounting Plus will either reject the number or add the record's unique information to your company file, depending upon your selection here. You may recall that you selected an accounts list when you created your company file; we suggest that you select Update Existing Record, since you'll want the information from your previous account to appear in Accounting Plus. If you choose the Reject Them selection and you have accounts with the same account numbers, the information about your previous accounts won't be brought into Accounting Plus.
For example, say account 1-1000 already exists in your company file and you select Update Existing Record here. When you import information about your previous account 1-1000, the information about the account 1-1000 in your company file will be changed to reflect the information that's in the import file.
If you choose to reject duplicate records, the information that's rejected will be placed in the Import Log report, which is created at the time you import.
Then click the Accounting Plus field in the Accounting Plus Fields column that you want to match the import field with. When you click the Accounting Plus Fields column, the import field you selected will appear in the Matching Import Field column.
If you want to remove an import field's name from the Matching Import Field column, simply click the import field's name.
Note: The Account Number field must be imported. Accounting Plus fields whose names have an asterisk (*) next to them must have matching import file fields assigned to them. When you import accounts, the account number is the only field that must be imported.
If all the fields in the import file match the fields in the Accounting Plus Fields column, you can match all the fields at one time by clicking the Match All button at the bottom of the window.
During the importing process, the Import Log report is created. This report, titled MYOBPLOG.TXT, lists information about any problems that occurred during the importing process, as well as information about rejected duplicate records. This report is created as a file, and is located in the same place on your computer as your company file.
Each time you import, the Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.