How do I export my receipts into MYOB AccountRight 2013, 2014 and 2015?

This guide shows the Shoeboxed file based integration for AccountRight Standard or Plus, version 2013 and 2014 of MYOB. 

Please note:

  • This FAQ is for file / desktop based AccountRight 2013, 2014 & 2015 i.e when it's not in live mode.
  • AccountRight Basics does not include support for Bills, and therefore cannot be used with Shoeboxed at this time.

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


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 "Account Settings"
  3. Choose "International"
  4. Then untick "Show Australian Tax Categories" and hit save

      


MYOB Integration requires 3 steps.

  1.   Importing Your AccountRight Chart of Accounts
  2.  Categorising your Receipts.
  3.   Exporting Receipts

1. Importing Your AccountRight Chart of Accounts:

First, export your Chart of Accounts from AccountRight and save it locally.

(Note each account from your AccountRight Chart of Accounts will be imported as a Shoeboxed Accounting category.)

 To do so, go to AccountRight, then select File >> Import/Export Assistant >> Export  Data and click Next

 

Then choose Account >> Account information data type and click Next

and click Next again

 

Then click the Add All button.

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

Open this file and verify if it begins with {}, if so please delete the whole line including the {}

Hence your file should start with the fields headers: Account NumberAccount NameHeaderBalanceAccount TypeLast Cheque NumberTax Code..................etc.

Login to Shoeboxed and Click on the Receipts Tab Menu

Select "Export All" from the Receipts tab and choose "Other".


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 

Then Choose Cards > Supplier Cards. And choose the Vendor.txt file

Make sure to choose "Reject the import data" as seen in the image below:

In the Import File screen, select the following options:

  • Tab-Delimited
  • Header or Labels Record
  • "Reject the Import data" for duplicates (VERY IMPORTANT) 
  • Co./ Last Name

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.

 

Import the Receipts

Select in MYOB the path Import/Export Assistant >> Import Data >> Purchases>> Miscellaneous Purchases and select the receipts.txt file to import

In the Import File screen, select the following options:

  • Tab-Delimited
  • Header or Labels Record
  • "Reject the Import data" for duplicates (VERY IMPORTANT) 
  • Co./ Last Name

You will then need to match the following fields up.

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



 Then Click Next and the import will happen.

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).




Video Tutorial
https://vimeo.com/104980541

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