MYOB EXO Export

 

Back Office > Data Export > Data Portal > MYOB EXO

 

Description

 

This feature is used to export Supplier Invoices to MYOB EXO.

 

SwiftPOS will export the following:

 

  1. Purchase Journals Export - When selected SWIFTPOS will export transaction data associated with the following:

 

    1.  Supplier Invoices - All completed Invoices.

 

To Be Considered

 

  1. Note : All assigning tabs MUST HAVE Accounts assigned. Unassigned Accounts may cause errors. The assigning tabs are:
    1. Inventory Accounts
    2. Freight Accounts
    3. Surcharge Accounts
    4. Discount Accounts
    5. Rounding/Misc Charges Accounts
  2. Note : Do NOT try and post to MYOB EXO Heading Accounts or other accounts that cannot accept posting in the MYOB EXO Account List.
  3. Use the Exclude from Export Account (listed as the last entry in the Account drop down lists in the mapping tabs) to ensure specific  Location/Master Group and Location entries are excluded from being exported. Note : Caution must be taken when using the Exclude from Export Account, as it can potentially result in unbalanced Journals being generated and these will NOT successfully import into MYOB EXO.

 

Pre-Requisites

 

  1. To make use of this feature, sites will need to be registered for the General Ledger MYOB EXO interface. This may incur an additional charge. To confirm charges, email registrations@swiftpos.com.au.
  2. Ensure that the MYOB EXO Data Export Path is configured for those Location Groups (Venues) for which transactions will be exported for subsequent importation into MYOB EXO.
  3. Ensure that the Post Financial Data option is selected for those Locations for which Purchase Journal related data is to be exported.
  4. Follow the Setup instructions below before commencing with the export of any data.
  5. Ensure MYOB EXO is backed up before importing from SwiftPOS. In the event something goes wrong, then at least the MYOB EXO data can be restored from the backup.
  6. It is recommended that all types of Transactions are tested and imported into MYOB EXO. It maybe necessary to enlist the assistance/expertise of an accountant to ensure that from the MYOB EXO end, all transactions are posted correctly.
  7. Once testing of all types of Transactions has completed, the MYOB EXO Export can be optionally included as part of the End of Day process. For more information ...

 

Setup

 

  1. In SwiftPOS Back Office > Data Export > Data Portal > MYOB EXO > Settings - Create the MYOB EXO Accounts required to assign/map SwiftPOS combinations found in the tabs to the right. For example, Inventory Accounts, Freight Accounts, Surcharge Accounts, Discount Accounts and Rounding/Misc Charges tabs. The screenshot below provides an example of the Accounts required for an initial Export. Obviously this list can be customised and added to, to suit the requirements of individual sites and their corresponding MYOB EXO Account list (Chart of Accounts). Note : Account Codes added must consist of 9 numeric digits and must be unique.
     

 

Accounts

 

This tab is accessed from here and is used to configure a list of MYOB EXO Accounts that will be used by the Export feature to assign/map to SwiftPOS Location/Master Group combinations and SwiftPOS Locations in the tabs to the right.

 

Grid

 

  • MYOB EXO Accounts - Lists the MYOB EXO Accounts that have been added to support the Export of data.
  • Description - Displays the Description given to the MYOB Accounts created.

 

Footer

 

  • Add Row - Select to add a row to the grid
  • Delete Row - Select to delete the currently selected row.
  • Tax Codes:
     
    • Tax - Displays/Enter the tax code used in MYOB for normal sales. In Australia, this would be set to GST.
    • Tax Free - Displays/Enter the tax code used in MYOB for sales that do not include tax. The default value in MYOB is FRE.
    • Non Taxable - Displays/Enter the tax code used in MYOB for payment of wages, bank fees etc. The default value in MYOB is N/T.

 

As a guide and at a minimum the Accounts needed to be available/configured in MYOB AR are as follows:
 

  1. Asset Type Accounts
    1. Inventory - Accounts to which Stock Sales generated transaction data can be posted.
  2. Income Type Accounts
    1. Surcharge - An Account to which Supplier Invoice related Surcharges  can be posted.
  3. Expense Type Accounts
    1. Freight - An Account to which Supplier Invoice related Freight Charges can be posted.
    2. Discounts - An Account to which Supplier Invoice related Discounts can be posted.
    3. Rounding/Misc Charges - An Account to which Supplier Invoice related Rounding/Misc Charges can be posted.

 

Note : For sites with multiple Locations, they may choose to create Location specific Accounts. Obviously this list will vary from site to site and will also be dependent on the site's specific Chart of Accounts (Account List). Liaise with Accountants to ensure the Accounts required are configured correctly.

 

  1. Assign the MYOB EXO Accounts created in step 1 above to each of the Location/Master Group combinations, by assigning the appropriate Inventory Accounts. This can be done by using the tab below. Using the Inventory Accounts, Freight Accounts, Discount Accounts and Rounding/Misc Charges tabs to the right of the Accounts tab, assign/map the Location/Master Group entries in the grid of each tab, to the appropriate MYOB EXO Accounts (as created in step 1 above). This can be done by using either the Quick setup options available in the header section of the tabs, or by selecting from the drop down list of Accounts, listed on the right hand side of the grid in the Inventory Accounts tab. Note : All grid entries in each of the tabs MUST BE assigned/mapped to MYOB EXO Accounts.
     

 

 

 

 

 

These screenshots are an example of the assignments/mappings required for one Location. This will need to be repeated for all other Locations in a multi Location site.

 

Note : It is highly recommended that ALL grid entries in ALL tabs are assigned/mapped to a MYOB EXO Account. Use the Exclude from Export Account (listed as the first entry in the Account drop down lists in the assigning/mapping tabs) to ensure specific  Location/Media, Location/Master Group and Location entries are excluded from being exported. Note : Caution must be taken when using the Exclude from Export Account, as it can potentially result in unbalanced Journals being generated and these will NOT successfully import into MYOB EXO.

 

Operation

 

  1. Backup your MYOB EXO data.
  2. Prior to exporting for the first time, it maybe necessary to ensure that all transactions to date are marked as exported. Previous years transactions may not need to be exported and therefore will need to be marked as exported. This can be done by using the Mark ALL as Exported buttons in the screen below.
  3. Once all transactions have been marked as exported, then reset transactions for the specific dates that need to be exported to MYOB EXO. This can be done using the Reset buttons in the screen below.
  4. Export for both the Purchase Journals for the dates reset. The export files generated will be CSV files, and by default files will be written to the MYOB EXO Data Export Path specified against each Location Group (Venue).
  5. Note : Once all the setup (above) has been completed, it is highly recommended to initially export to MYOB EXO manually (ie. NOT as part of the End of Day). Once all problems have been identified and resolved, then it can be included as part of the End of Day process.

 

 

This screen is accessed from SwiftPOS Back Office > Data Export > Data Portal > MYOB EXO > Export, and is used to facilitate the export of Purchase Journal data from SwiftPOS. The Purchase Journal data includes completed Supplier Invoice data.

 

Purchase Journals

 

  • Location Group - Select from the drop down list the Location Group (Venue) for which data will be exported.
  • Export Path - Displays the MYOB EXO Data Export Path set against the selected Location Group (Venue). Select the Open Folder icon to open the folder to view the content.
  • Trading Date - Select from the drop down list of dates the date for which and export file is to be created.  Note : Once exported, the data exported will be marked as exported and the date will be removed from the drop down list. This will ensure that the same data is not exported multiple times.
  • Export - Select to invoke the export. Once completed a prompt will be displayed confirming completion. A file named in the format DDMMYYYY_INV.CSV will be generated and written to the Export Path specified above.
  • Reset - Select a Trading Date to ensure that Purchase Journal related transactions for that date are flagged as NOT Exported, so that they can be exported again. Note : Resetting is limited to a single date at a time. Also, when Resetting and exporting Journals again, be sure that they DO NOT result in duplicate Journals when imported into MYOB EXO.
  • Mark ALL as Exported - Select to ensure ALL Purchase Journals (Supplier Invoices) in SwiftPOS are marked as exported. Note : This is usually recommended when initially configuring SwiftPOS to export to MYOB EXO for the first time (see setup above) and there is a requirement that all previous Purchase Journal related transactions are marked as Exported.

 

Related Topics

 

  1. Data Export
  2. Import/Export Overview

 

Published 28 Mar 2024