Forum Discussion

epautomotive's avatar
6 months ago
Solved

Importing Sales Service Invoices with no amounts -URGENT PLEASE

I recently purchased an existing buisness (Mechanical repairs and service) where the original owner had to supply a new laptop with the company data. As we had to get a new ABN etc we had to install our own copy of MYOB and try to transfer the previous sales history. The issue we are having is we cannot transfer the invoices (3 years worth) without the sale amounts transferring over with it causing havoc in my financials.

We only need the invoice information as it contains important customer history.

Can someone help please.

  • Hi epautomotive , the sales transactions from the previous file cannot be transferred as they are, because as you have seen they will generate all the same accounting entries in the new file. 

     

    I'm assuming you are not responsible for collecting the old customer accounts.

     

    One option is to keep a copy of the old file as a read-only file (if the previous owner will allow that). 

     

    Another option is to export the sales invoices, then modify the accounting and GST details in that file (best done in Exccel then re-saved as a new text file) before importing them to the new file. Basically the account numbers on every line have to be set as the debtors account, and GST codes set as N-T. Also the amounts paid column can be set as zero throughout, and the GST and GST on Freight amounts must be set as zero.

     

    This way all the sales accounting entries take place in your debtors control account.

     

    Then after importing, your receivables reports will show all those invoices as owing, so record a single payment against each customer for the total of their account, dated prior to the start of your operations. Then record a single general journal on the same date to transfer the total of those payments out of your bank account, into the debtors account (debit debtors, credit bank). That should clear the GL.

     

    Invoices can't be imported prior to the opening date in your new file, so you may need to start a new file with an older date in order to bring in 3 years of data.

     

    Note especially that if invoices include 'header' or 'blank' lines, those lines will not transfer via importing.

3 Replies

  • Mike_James's avatar
    Mike_James
    Ultimate Partner

    Hi epautomotive , the sales transactions from the previous file cannot be transferred as they are, because as you have seen they will generate all the same accounting entries in the new file. 

     

    I'm assuming you are not responsible for collecting the old customer accounts.

     

    One option is to keep a copy of the old file as a read-only file (if the previous owner will allow that). 

     

    Another option is to export the sales invoices, then modify the accounting and GST details in that file (best done in Exccel then re-saved as a new text file) before importing them to the new file. Basically the account numbers on every line have to be set as the debtors account, and GST codes set as N-T. Also the amounts paid column can be set as zero throughout, and the GST and GST on Freight amounts must be set as zero.

     

    This way all the sales accounting entries take place in your debtors control account.

     

    Then after importing, your receivables reports will show all those invoices as owing, so record a single payment against each customer for the total of their account, dated prior to the start of your operations. Then record a single general journal on the same date to transfer the total of those payments out of your bank account, into the debtors account (debit debtors, credit bank). That should clear the GL.

     

    Invoices can't be imported prior to the opening date in your new file, so you may need to start a new file with an older date in order to bring in 3 years of data.

     

    Note especially that if invoices include 'header' or 'blank' lines, those lines will not transfer via importing.

      • Earl_HD's avatar
        Earl_HD
        MYOB Moderator

        Hi epautomotive,

        Thank you so much for your post. 

        I would like to check if you're still having this issue? If so, please feel free to post again and one of us will be happy to assist you.

        Regards,
        Earl