Import from MYOB

In this help note, we provide the steps to start migrating data from your MYOB Software into Saasu. Please note that we support MYOB imports, so long as you are able to export data into a CSV file from the MYOB product. We are unable to support importing from a product that does not offer an export data option like Microsoft Essentials. Alternatively, you can format your Data into CSV as per the Saasu Import format CSV guidelines before importing your data to Saasu file.

Import Chart of Accounts

First, export the data from your MYOB file to be imported into Saasu. Note that Saasu skips all header Accounts during the import process. In a future release, we will add headers into this process. Where an Account Type is Bank in your MYOB export file, Saasu will import the record as a Bank Account. Otherwise, the record will be treated as a normal allocation/coding type Account. See also: Import Accounts screen help.

Export from MYOB:

  1. Open your MYOB data file and select File >  Import/Export Assistant > This will open Import/ Export Assistant pop up window > choose Export Data –  The Export File dialog will display.
  2. Select Comms on the Export File Format field > tick the checkbox for the option “Include file headers in the file”.
  3. Click on Next option – The Export Data dialogue will display fields you want to export. Click Add All > Click on Export button.
  4. Click Export to save your MYOB Accounts as a file on your desktop. This usually saves the exported file as.TXT on your computer. Saasu allows import data as a CSV file format. In that case, you need to either save this by entering CSV as an extension to the filename while saving or maybe convert this TXT file to CSV by opening it in the Excel (Spreadsheet) Programme and save it as CSV before importing to Saasu. Please make sure the first row in the exported CSV should be heading row of all the columns.
  5. Sign into the Saasu File you want to work with.
  6. Click View > Accounts in the Main Menu.
  7. Click the Import option at the top of the Accounts List screen.
  8. On the Import Accounts screen, select MYOB as the File Format you wish to import.
  9. Click Browse to select the file containing MYOB Accounts which you have saved on your computer as CSV.
  10. Because Saasu and MYOB Tax Codes differ, you need to specify how MYOB Tax Codes are mapped to Saasu Tax Codes within your CSV. If you did not customise MYOB Tax Codes yourself, Saasu will use the pre-selected mappings to import default tax code data.
    Example:

    MYOB Tax Codes Saasu Tax Codes
    Sales  Purchases
    N-T No Tax Code No Tax Code
    GST G1 – GST Sale G11 – GST Exp
    FRE G1, G3 – GST Free Sale G11, G14 – GST Free Exp

    Please note that chart of accounts which has CAP tax codes assigned as default within your MYOB CSV file will get imported without this default code due to Simpler BAS Reporting requirement by the ATO. Please note that when importing chart of accounts via MYOB CSV file, Saasu does not import Header accounts as well as any Inactive accounts.

Import Customers and Suppliers

Saasu doesn’t treat Customers and Suppliers differently so you will import both MYOB export files into Saasu’s Contacts area. Saasu doesn’t de-duplicate Contacts during the import process for you so if you want to clean up your contacts list, we suggest doing this in your MYOB file and then exporting it for import into Saasu. NOTE: Only import a max of 500 records at once

  1. Open your MYOB data file.
  2. In MYOB, select File >  Import/Export Assistant> Export Data > Customer Cards > Click on Next – The Export File dialog will display.
  3. Select Comma-separated in the Export File Format field.
  4. Tick the checkbox to include Field Headers in the export file.
  5. Ignore Balance from the option. It will not be used during the import.
  6. Click Continue – The Export Data dialogue will display.
  7. Click Match All to export all fields.
  8. Click Export to save your MYOB Customers as a file on your desktop.
  9. Repeat the above steps in MYOB for File > Import/Export Assistant > Supplier/Employee Cards
  10. Open this file in a spreadsheet program and rearrange the columns to match Saasu’s format (including changing the header names). Learn more about Saasu’s Contact CSV format.
  11. Go into your Saasu file and navigate to View > Import or Export > Contacts.
  12. This will open the Import contacts page.
  13. From the Import Contacts screen, select Spreadsheet (CSV) from the first drop down.
  14. Click Browse to select the file containing the Customers data you have formatted and saved as CSV.
  15. Click Import.
  16. Repeat the above steps to import the Suppliers file that you exported from MYOB to your desktop.

Import Inventory Items

MYOB uses account numbers to reference Accounts in its exported Inventory Item file. Therefore, you need to upload a CSV file containing MYOB Accounts for Saasu to determine which one to use. If the Account referenced by an Inventory Item does not exist in your File, Saasu will add that Account to your File automatically. Otherwise, it will use the one that is already in your File.

  1. Export your Inventory Items from MYOB to your desktop by selecting File >  Import/Export  Assistant >  Select Items from drop-down list > Click on Next.
  2. Ensure you export all fields, comma-separated, and tick the checkbox to “Include field headers in the file”. Save exported file as CSV.
  3. Sign into the Saasu File you want to work with.
  4. Select View > Items from the Main Menu.
  5. Click the Import option at the top of the Items List screen.
  6. From the Import Items screen, select MYOB as the File Format you wish to import.
  7. Click Browse to select the file containing the Inventory Items you exported from MYOB to your desktop.
  8. Click Browse to select the CSV file that contains the MYOB accounts details.
  9. Click Import.

Enter Opening Balances, Enter Transactions or Import Transactions

Different approaches you can take are:

  • Opening Balances Approach– Enter the closing balances from MYOB into the opening balance area in Saasu. Go to View > Accounts > Opening Balances.
  • Data enter the old Transactions– If you have a small amount of data in your old file, this approach can be the quickest. Even if you spread the data entry out over a few weeks doing just a few transactions each day, it can ease the time and financial burden while saving you technical issues when importing data.
  • Import Transactions Approach– Before importing transactions into Saasu you should have your contacts, accounts, and inventory Items set up (or imported). Saasu references these things when it imports transactions. Always keep your Inventory Item codes in Purchasing, Logistics, or Point-of-Sale (POS) systems the same as your Saasu file. This will ensure transactions come across to Saasu correctly during the import process.

Example: Importing Purchase Items from MYOB file ITEMPUR.txt

  1. From your MYOB file choose Import/Export  Assistant > Export Data > Purchases > Item Purchases.
  2. Choose Dated From as the date range for transactions you want to import.
  3. Leave the other options in this MYOB screen as they are >> Click on Next.
  4. Choose Comma-separated as the Export File Format and tick the checkbox to include field headers in the file > Click on Next.
  5. Choose “Add All ” in the screen that maps Export Fields to MYOB Fields.
  6. Click Export.
  7. Saasu and MYOB Tax Codes differ, so you will need to open this spreadsheet and replace MYOB Tax Codes (generally called ‘GST’) with Saasu specific ones. Example: a Purchase with GST will use the Saasu Tax Code G11. Save changes.
  8. Go to Saasu and select View > Import and Export > Import Transactions.
  9. Select Purchase Items as the data you would like to import and browse for the file you have just exported.
  10. Choose MYOB Item Purchase as the format you are bringing in.
  11. Click Import.

Saasu will report back the amount of successfully imported transactions or it will display a list of errors to help you troubleshoot why this hasn’t worked.

Some final Important details

Unpaid Sales and Purchases

If you imported these transactions, you may not need this step. Enter any unpaid Purchases or Sales into Saasu so that your receivables (Accounts Receivable) and payables (Accounts Payable) are accurate. You will need these entries so that you can apply payments to them as they come in. Otherwise you won’t have transactions to apply those payments to.

Getting your Tax and Subscription Information right

Go to Settings and use the links at the top of the Settings page to update User, Subscription, File identity and Tax Code areas for your business situation according to your requirements.

Cross Checking with your old System

Run a Trial balance report for your new Saasu file and tick it off against one from MYOB. Some accounts may have different names but the net result should balance if all your data has been moved across.

When I imported, Saasu created Multiple Contact Records for the Same Contact. How do I fix this?

If you try and delete a contact it will let you delete it if there are no associated transactions. If there are associated transactions, Saasu will ask you which contact record you want the associated transactions moved to before deleting this contact for you. This helps you consolidate transactions against a single contact (which is your goal) where similar records exist from your old system.

How do I see my imported transactions?

Go to the Purchase List screen and filter for transactions as All Paid & Unpaid and for All Types, All Contacts that were modified today (other date that you did your import task).

Troubleshooting Errors

Error While Importing Transactions

If you are getting an error when trying to import your transactions list, such as ‘Account number not found’, please double check the data file exported from MYOB as Saasu does not accept line entries without account codes, but we can accept $0 fields.

Suggested fix:

  1. Update the MYOB exported .TXT file extension to be .CSV
  2. Open the file using EXCEL (or spreadsheet software)
  3. Create a NEW column (A) – a brand new column to the far left, and name it ‘SORT NUMBER’
  4. Number all the rows from 1 – 100 etc … all the way until it reaches the end of the last row of text
  5. Find the header row named ‘Account #’ (it should be column ‘N’ or ‘O’), then sort the spreadsheet by this column, so that any lines without account codes appear immediately
  6. Now you need to create a new account code so that these ‘non-account related’ transactions can be imported (check with your Accountant about this step)
  7. Enter the account code into all the empty rows in ‘Account #’
  8. Now re-sort the spreadsheet by column (A)’SORT NUMBER’ so that the data is in the original order
  9. Save changes, delete column (A) ‘SORT NUMBER’ and re-save
  10. Now import the first 50 rows
  11. Once above is successful, import the rest