import invoices from a third party program to a specific myob account

[Watty2487]

We are a small NFP using third party software to generate client invoices which we then import into MYOB as a CSV. We want these imported amounts to go to a specific MYOB account and not the standard default account. We have tried to include the MYOB specific account number into the CSV but it does not work. Looking for a solution so we can easilt identify this particular group of sales.

[Mike_James]

Hi @Watty2487 , are you importing these transactions as service or item sales?

[Watty2487]

Hi Mike, thanks for getting in touch.

We are importing the invoices as sales.

[Mike_James]

Hi @Watty2487 , my question was, are they item or service sales?

[Watty2487]

Sorry, item sales

[Mike_James]

Hi @Watty2487 , thanks. Every item in AccountRight (and the new Essentials) has a GL account for income pre-set, so every sale using that item code will allocate revenue to the same GL account. If you want imported sales to go to a specific GL account, you will either need multiple item codes, or have imported sales distinguishable in some way (eg use a different journal memo - instead of "Sale; xyz customer", use "Import; xyz customer"), then use the find transaction screen to filter for these entries in a month, and journal the total revenue from one acount to the other. 

[Watty2487]

Thanks Mike, we will give it a go and let you know how this works.

[Watty2487]

Hi Mike, I have attached a CSV report that we are trying to import as I mentioned above. I am sorry but I don't quite get what you mean by a different journal memo. The attached may help. Cheers.

[Mike_James]

Hi @Watty2487 , thanks for attaching the CSV.

I note that the column layout is designed to suit version 19.x of AccountRight, as per this help page: https://help.myob.com.au/prem19/win/impexptables.htm. However, the current version of AccountRight will attempt to import this file correctly. 

If this sale were entered manually, the journal memo field would read"Sale; Care Connect - COMPACKS". In your import file, the journal memo is blank, It would be useful to amend it to read "Import; Care Connect - COMPACKS", then these sales can be easily filtered using Find transactions. 

I note there is a cardID column. If you are matching on the customer name this column should be unmatched during the import. If you are matching on the card id, the customer name should be unmatched.

I note that the job code column reads 4-0205. This may be the account number that you want the sales to appear in, but it will be interpreted as a job code, so this code must pre-exist in the file or you will get import errors. If you do have this value set up as a job (as well as all possible values that the import file may contain), then you could run a job P&L to find the sales amounts to be transferred to other GL accounts, per your original question. However, if you do not want to use a job code in the import, this column should be blank, or should be unmatched during the import.

The column headed Terms contains a text phrase. This column does not match any of the available Terms columns, and should be unmatched. 

The item code icrm is linked to a particular GL income account, and this cannot be changed during import, hence my suggestion to use journals to transfer sales amounts to other accounts. 

If you have any questions please post again.

[Watty2487]

Mike, this looks like it has worked. We will be doing a big import next week and will load the journal memo as suggested. It worked on the test I did and I was able to search for the transaction and located it. I will get back to you next week. Cheers.