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Accounting setup & export for MYOB (#ACTSEMYOB01)

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20151001 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.3.2 (and higher)   Video
  • StorMan DOES NOT support the cash accounting method; only accruals.
  • This article refers to accounting terminology and requires setup in both StorMan & your accounting software. You may wish to have your accountant on hand during the setup process.
  • This article assumes that you already have MYOB setup with your account information & general ledger. If not, please view the first 5 minutes of the video (at the end of this article) for basic MYOB setup information. StorMan is not responsible for the accuracy or relevancy of this information, as MYOB is not our product. Please seek advice from your accountant for correct MYOB setup procedures.

Setting up an export to MYOB - Before you begin...

The set-up procedure described assumes that you are using an accrual method of accounting and that you are using a MYOB product (find out which ones we support, via our Accounting FAQ) which allows you to import data.

 

Which versions of MYOB are supported?

  • MYOB Accounting
  • MYOB Professional
  • MYOB Premier
  • MYOB AccountRight

 

Setup Instructions

  1. Select Maintenance, then System Setup.
  2. Select the Accounting tab.

  3. In the Accounting & Financial Data Collection section, select either MYOB Old (if exporting to a MYOB version released prior to 2014), or MYOB New (if exporting to a MYOB version released after 2014) from the dropdown next to Configure for export to.
  4. Click OK.
  5. Now we need to configure the revenue and prepaid journal export. Select Maintenance, then Analysis Codes.

  6. Ensure you are viewing the Charges screen (you can change this using the dropdown at the bottom of the window), then double-click the analysis code you wish to edit (find out about adding / editing analysis codes: #ANLADET01).
  7. Enter the GL Code that you wish to use; these should correspond to the MYOB account codes that you want those revenue items to map to.
  8. When done, click Done to save & close.

  9. Now select Accounting, then Chart of Accounts. You will need to set up the accounts as you want them to be imported into MYOB. You will need to set up all of your income accounts, such as rental fees, late fees, merchandise and these should all be of account type P (see example for Rental Fee below)...

    P account type

  10. Once complete, please add the following 3 additional account types...

    • Account Type B1 – this will be your bank account (see Figure 2).
    • Account Type A – this will be your prepaid income account. It will be an ‘Other Current Liability’ account type in MYOB (see Figure 3).
    • Account Type D – this will be your Debtors / Customer Receivables account type. This will be an ‘Other Current Asset’ account type in MYOB (see Figure 4).
    Note: Example screenshots for these 3 account types are below (figures 2, 3 and 4), as well as a screenshot from the MYOB Chart of Accounts (figure 5) so you can see how these tie in to what is in MYOB...

    Figure 2 - An example 'B1'-type account:B1 account type

    Figure 3 - An example 'A'-type account:A account type

    Figure 4 - An example 'D'-type account: D account type

    Figure 5 - An example from the MYOB Chart of Accounts:MYOB Chart of Accounts

  11. Click Done to save & close.
  12. Next, we will need to setup the export of receipts. Select Maintenance, then Analysis Codes.
  13. Ensure you are viewing the Receipts screen (you can change this using the dropdown at the bottom of the window), then double-click the analysis code you wish to edit (find out about adding / editing analysis codes: #ANLADET01).
  14. Enter the Banking analysis code that you wish to use. The code you enter should not be longer than 5 characters. If you are prompted whether you'd like to add this item to the suppliers table, select Yes. Repeat this process for any other Receipt analysis codes that you wish to export from. Note: If you come across any receipt items that you do not wish to export, you will need to select the 'Do not export to Accounting Package' option for those items.
  15. When you are finished editing your receipt analysis codes, click OK and Done to save & close the Analysis Code section.
  16. Under Accounting, select GL Receipts.
  17. You will now need to add a Description for each of the Receipt banking analysis codes you have just added (in Step 14). Double-click each one (that you've just added) to open it, then set the description accordingly.Note: For any receipts that you wish add together (or "sum" - for example, cash & cheque's, because these are generally always taken to the bank together as part of a banking deposit), you will need to enter the word ‘SUM’ in the method box (as shown in the screenshot above). For items that you want to appear separately, such as direct debits, leave the method box blank. Note: The GL Program Ref box is equivalent to the ‘Payment Method’ in MYOB. When done, close the window and return back to the main StorMan dashboard.
  18. Once you have completed the above tasks, your system should be setup.

    Checklist for StorMan:

    • Have you setup GL Codes under Maintenance, then Analysis Codes?
    • Have you setup the Chart of Accounts under Accounting, then Chart of Accounts - including a debtors, prepaid and bank account, and income accounts that tie-in with the GL Codes set up for charges under Maintenance, then Analysis Codes?

 

I've finished the setup. How do I export my data to MYOB?

  1. In StorMan, go to Accounting, then Export to GL Program.
  2. The revenue journal should now be created after you have closed off at the end of the month. Receipts can be exported as often as required and you can enter a date range to select the receipts to export. Please note that MYOB will allow you to import the same data twice, so be aware of this when selecting the data you are wanting to import.
  3. To import data to MYOB, switch over to MYOB and select File, then Import Data. For revenue, use the General Journal Entries import item. For receipts, use the Receive Money import item (as shown below).
  4. Match the headers from the import file to the headers listed in MYOB (as shown below). The import file will not contain as many headers as the list that MYOB presents. MYOB Import screen Note: In your accounting software each month, you will need to reverse the prepaid journal on the first day of the following month.

Troubleshooting MYOB import errors

If there is an error on import, MYOB will create a MYOBLOG file which gives more detail on the errors and why the import failed. Most of these are self-explanatory and should identify any discrepancies between the StorMan / MYOB setup.

If MYOB complains that the linked tax accounts are missing, please check that for every tax code in MYOB you have set up a linked account for Tax Collected and Tax Paid (even for tax codes you do not use). If these are not set up the import will fail.

If you experience date problems, please see this date-fix article on a third-party website.

For other issues, please try the import FAQ on the MYOB support website

 

What if we have specific questions?

Please check our accounting FAQ via #ACTFAQ01 or contact our Technical Support team.

 

Video:

On Wednesday November 24th, 2010 we held a free StorMan PowerSession webcast on the topic of Setting up & Exporting to MYOB. You can download / view the webcast recording below...

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If this article requires an update or needs more information, please contact support@storman.com.

Thank you for your assistance!

 

 


 

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