How do I export my receipts into MYOB AccountRight V19?


Before you start it is a good idea to remove the default Shoeboxed set categories first.


To do so please:

  1. Click on your name icon
  2. Choose "Settings"
  3. Choose "International"
  4. Then untick "Show Australian Tax Categories" and hit save

This guide was written for AccountRight Standard, version 19 of MYOB. Since there are many versions of MYOB, these directions may not be entirely accurate for your system but the concept is the same.

Shoeboxed’s integration with MYOB works by assigning Shoeboxed receipts into the appropriate MYOB account code, then exporting into your MYOB account as Miscellaneous Purchases.

The MYOB V19 integration consists of 3 steps:

  1. Importing Your MYOB Chart of Accounts.
  2. Categorise your receipts.
  3. Exporting Receipts.

1. Importing Your MYOB Chart of Accounts.

Go to MYOB, then select File > Export > Account > Account Information, and Click Continue.

 export_chart_of_Account.png

Then click Match All.

 export_chart_of_Account2.png

Then click Export and save the MYOB (ACCOUNTS.TXT) file locally.

Go to your receipts tab then choose Export all button and choose Other.


Scroll to the bottom of the page where you can see (Import Chart of Account).

From the Shoeboxed Export Expense page, scroll down to the Import Chart of Accounts option. Choose MYOB from the drop down button, then use the Choose File button to browse to the ACCOUNT.TXT file and then click Import.

Once done you will see the number of chart of account categories that are successfully imported.

(Note Shoeboxed will not import any accounts that doesn't have a corresponding Account Code.)

2. Categorising your Receipts.

Go to your receipts tab and then start categorising your receipts using the MYOB chart of accounts category (you will notice that there's the word "MYOB" in front).

You can use the Vendors filter to select vendors that belongs to same category and make sure that all items are displayed and select all by ticking the check box on the top left hand side and assign a particular category.



Whilst you are categorising your documents you will notice a pop up box asking you if you would like to create rules for future receipts with same vendors to be allocated the same particular category.

VIDEO TUTORIAL ON HOW TO SET RULES UP FOR FUTURE RECEIPTS FROM THE MANAGE CATEGORY PAGE.
https://vimeo.com/104579435

3. Exporting Receipts.

Select the "Export All" from your receipt tab and choose "Other".

Alternatively you can select the individual receipts you want exported and select the Export Selected.

 

Either option will take you to the "Export Expenses" page. Select MYOB to proceed.


If you want to export within a date range, you can use the Date Range feature in the Export Expenses page itself.



Note: The Date Range is based on the date of issue of the receipt

You can either use the "Send to MYOB" button but we recommend using the "Verify & send to MYOB".  The verification page provides an easy way to check, recode your receipts or add any missing codes before exporting.


If you click Send to MYOB, you will skip the verification stage. Otherwise, you will be taken to this screen where you can add category or modify them.

During the verification process if you notice any yellow flag you can safely ignore them as they are only for information about the gst, but if there's a red flag this meas that the GST amount is more than 10%. Please use the (Calc GST) button to correct it before exporting as MYOB doesn't allow any items with GST higher than 10%.

Then click the Finish Export button where your MYOB Export files (vendors.txt, receipts.txt and README.txt) will be downloaded to your computer in a Zip file.

Please go ahead and unzip the file first before proceeding.


 

Import Vendors

Import Vendors first as AccountRight will reject any receipts from unknown vendors.

  To import vendors in MYOB, select Import/Export Assistant >> Import Data

 

To import vendors, select Import Supplier Cards, under the path File > Import Data > Cards > Supplier Cards.

 

 In the Import File screen, select the following options:

  • Tab-Delimited
  • Header Record
  • Reject Duplicates
  • Co./ Last Name

Click Continue and select the vendors text file found in the MYOB Export folder.

 

Then match the Co./Last Name field to the corresponding Co./Last Name field in your account (single click the Co./Last Name under the "Import fields" then single click under "Matching Import Field") and click Import.

 

If the import is successful, you will receive this confirmation.

 


Import Receipts

Select Import Miscellaneous Purchases the path under File > Import Data > Purchases > Miscellaneous Purchases.


 In the Import File screen, select the following options:

  • Tab-Delimited
  • Header Record
  • Reject Duplicates
  • Co./ Last Name

Click Continue and select the Receipts text file found in the MYOB Export folder.

Then you will need to match the following fields up.

  • Co./Last Name > Co./Last Name
  • Date > Date
  • Description > Description
  • Amount > Amount
  • Inc-Tax            Amount > Inc-Tax Amount
  • Allocation Account # > Allocation Account #
  • GST Code > Tax Code
  • GST Amount > GST Amount
  • Supplier Invoice > Tax Invoice Number

 

If the import is successful, you will typically receive this notice with warnings.

 

Check that the receipts have been successfully added: sometimes the warning is due to certain fields being empty at the time of importing (such as GST, which is not always present on a receipt).

If both imports were performed successfully, the receipts should be updated to your specified account.

 



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