Importing MYE files into General Ledger

This support note applies to:

AO Classic General Ledger (AU)
AO Classic (NZ)

Article ID: 24400

There are four steps involved when importing transactions into the General Ledger module of Accountants Office from an MYOB data file.

The information below relates to the following products:

MYOB AccountRight
MYOB AccountRight Classic (v19 and earlier)
MYOB AccountEdge
MYOB Essentials Accounting (including Cashbook and Connected Ledger)

If you've exported an .MYE file from a 3rd party software, you can also use this article - just skip task 2.

Before you begin...

Before importing client transactions into the General Ledger module of Accountants Office, you need to ensure that:

The client's general ledger is created in the General Ledger module of Accountants Office.
The dates of the transactions, which are to be imported, fall within the same date range as the ledger.
The ledger should be configured to record period balances. To check if Record Period Balances is selected, from the General Ledger menu, select Options.

1. Set up the client ledger in the General Ledger module

Create a new client general ledger or use an existing client ledger. For example, "Clearwater Pty Ltd" with a new client path as CLWTR001, copying from the 15 Small Company Template.
From the General Ledger menu, select Options.
In the Ledger Configuration window, ensure the Record Period Balances checkbox is selected and the Year End Date is for the correct period.
Click OK.

2. Export the transactions from the MYOB data file

When exporting the transactions from AccountRight, AccountEdge or Essentials, you'll need to export the transactions in a .MYE format. For step-by-step information on how to export the transactions in an .MYE file format, refer to the following:

If you are exporting from...	refer to...
AccountRight (eg. 2017.2)	Provide information to your accountant
AccountRight Classic (v19 and earlier)	Provide information to your accountant
AccountEdge	Provide information to your accountant
Essentials Accounting	Export for accountants

3. Extract the transactions from the MYE file into Accountants Office

Locate the .MYE file you have saved in the previous task.
Double-click the file. The Processing MYE file window appears.
Click OK. The MYE file is extracted and two FOXPRO files are created within the same folder.

This process imports the transactions into the Connect folder of the Data folder of Accountants Office. For example, M:\MYOBAO\Data\Connect.

4. Import the transactions into your client's general ledger

Open the clients' general ledger that was created earlier in Accountants Office.
Follow the menu path File > Import > MYOB Accounting Ledger (Accountant Link File). The Import from MYOB Accountant Link window appears.
At the Client e-mail Transaction Store field, click the drop-down list and select your client's name.

If nothing appears in the Client e-mail Transaction Store, check that the year end date of the general ledger is the same as the year end of the data file. Also, ensure that Record Period Balances is selected in the Ledger Configuration window.
Select the Use Customised Account Code conversion Template option and tick Preview Template file prior to import?. Then click Import.
Select Create a new Custom Template and click OK.
Click Yes.The Account Code Conversion window appears. This window allows you to map the MYOB AccountRight, AccountEdge or Essentials chart of accounts to the corresponding Accountants Office account codes.
Match the MYOB AccountRight, AccountEdge or Essentials account codes, shown in the Old Code column, to the General Ledger account codes by typing them in the New Code column.

If you are unsure of the account numbers, press F9 to see a list of accounts in the current ledger.

Account code mapping is a necessity as MYOB AccountRight, AccountEdge and Essentials all have an "x-xxxx", 5 digit account code format, which simply appears as xxxxx during the mapping. The General Ledger module of Accountants Office has an "xxx/xx" 3 digit, account code format, with an additional 2 digits for sub-codes, on a standard chart. Mapping ensures that the account values are posted to the correct accounts.
Once you have mapped all account codes, click Import. A message appears advising how many transactions have been posted.

If you intend to import transactions for this same client again in future, save the template before clicking OK.
Click OK.

The imported transactions appear on your ledger.