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Import from MYOB

1. Import Chart of Accounts

First, export your data from your MYOB file and then import that file 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 > Export Data > Accounts – The Export File dialog will display.
  2. Select Comma-separated on the Export File Format field.
  3. On the First Record is field, select Header Record. Ignore the Balance from option. It will not be used during the import.
  4. Click Continue – The Export Data dialogue will display. Click Match All to export all fields.
  5. Click Export to save your MYOB Accounts as a file on your desktop.
  6. Sign into the Saasu File you want to work with.
  7. Click View > Accounts in the Main Menu.
  8. Click the Import option at the top of the Accounts List screen.
  9. On the Import Accounts screen, select MYOB as the File Format you wish to import.
  10. Click Browse to select the file containing the Accounts you exported from MYOB from your desktop.
  11. Because Saasu and MYOB Tax Codes differ, you need to specify how MYOB Tax Codes are mapped to Saasu Tax Codes. If you did not customise MYOB Tax Codes yourself, you can use the pre-selected mappings.

2. 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 > Export Data > Cards > Customer Cards – The Export File dialog will display.
  3. Select comma-separated in the Export File Format field.
  4. If the First Record is field, select Header Record.
  5. Ignore Balance from 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 > Export Data > Cards > Supplier Cards.
  10. Sign into the Saasu File you want to work with.
  11. Click Contacts in the Main Menu.
  12. Click the Import option at the top of the Contacts List screen.
  13. From the Import Contacts screen, select MYOB as the File Format you wish to import.
  14. Click Browse to select the file containing the Customers you exported from MYOB to your desktop.
  15. Click Import.
  16. Repeat the above steps to import the Suppliers file that you exported from MYOB to your desktop.

3. Import Inventory Items

MYOB uses account numbers to reference Accounts in its exported Inventory Item file. Therefore, you need to upload a 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 > Export Data > Items.
  2. Ensure you export all fields, comma-separated, and that the first row is a header record.
  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 Import.

4. Enter Opening Balances, Enter Transactions or Import Transactions

Different approaches you can take are:

Example: Importing Purchase Items from MYOB file ITEMPUR.txt

  1. From your MYOB file choose Export Data > Purchases > Item Purchases.
  2. Choose Comma-separated as the Export File Format.
  3. Choose Dated From as the date range for transactions you want to import.
  4. Leave the other options in this MYOB screen as they are.
  5. Choose Match 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.

5. 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

import-errors

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 a 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