Back Office > Data Export > Data Portal > MYOB Greentree

 

Description

 

This feature is used to export SwiftPOS Sales, Stock Movements and Supplier Invoices to MYOB Greentree.

 

Depending on the Export option selected SwiftPOS will export the following:

 

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

 

1. Sales - All Sales, Refunds, Account Charges/Payments, etc. Note : With regards to Account related transactions, the MYOB Greentree export does not export individual Account (Debtor) specific data, but rather exports data that can be imported into MYOB Greentree in a single Debtors Account (and NOT into individual Debtor Accounts).
2. Stock Movements - All Stock Adjustments, Transfers, Wastage and Stocktakes.

 

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

 

1. Supplier Invoices - All completed Invoices. Note : Suppliers in SwiftPOS will need to be configured in MYOB Greentree prior to importing into MYOB Greentree.

 

To Be Considered

 

1. Note : All assigning tabs MUST HAVE Accounts assigned. Unassigned Accounts may cause errors. The assigning tabs are:
1. Location/Media Clearing Accounts
2. Location/Master Group Sales Accounts
3. Location/Master Group Inventory Accounts
4. Freight Accounts
5. Surcharge Accounts
6. Discount Accounts
7. Location Rounding/Misc Accounts
8. Tax Accounts
2. Stock transfers between Locations that exist in different Location Groups (Venues), is supported when exporting to a single MYOB Greentree Company file. Obviously MYOB Greentree Accounts will need to be configured for the Locations in question.
3. For Location Groups (Venues) that have the Track Individual Location Costs option selected, transfers between Locations will be exported, with the value of the transfer calculated based on the cost of the Products in the From Location (at the time of the Transfer).

 

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Pre-Requisites

 

1. To make use of this feature, sites will need to be registered for the General Ledger MYOB Greentree interface. This may incur an additional charge. To confirm charges, email registrations@swiftpos.com.au.
2. Ensure the GL Account Code Format is set in Global Preferences. This is used to ensure the GL Account when exported is formatted correctly.
3. Ensure the GL Prefix is set for all Locations (within each of the Location Group (Venues) that will be exporting data). This can be configured in the Location Full Edit screen.
4. GL Account Code:
    

 

5. Ensure that the MYOB Greentree Data Export Path is configured for those Location Groups (Venues) for which transactions will be exported for subsequent importation into MYOB Greentree.
6. Ensure that the Post Financial Data option is selected for those Locations for which General Journal and Purchase Journal related data is to be exported. Note : This does NOT apply to Stock Transfers between Locations. These will always be exported regardless of the whether this option is selected or not.
7. Follow the Setup instructions below before commencing with the export of any data.
8. Ensure MYOB Greentree is backed up before importing from SwiftPOS. In the event something goes wrong, then at least the MYOB Greentree data can be restored from the backup.
9. It is recommended that all types of Transactions are tested and imported into MYOB Greentree. It maybe necessary to enlist the assistance/expertise of an accountant to ensure that from the MYOB Greentree end, all transactions are posted correctly.
10. Once testing of all types of Transactions has completed, the MYOB Greentree Export can be optionally included as part of the End of Day process. For more information ...

 

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Setup

 

1. In SwiftPOS Back Office > Data Export > Data Portal > MYOB Greentree > Settings - Create the MYOB Greentree Accounts required to assign SwiftPOS combinations found in the tabs to the right. For example, Location/Media Clearing Accounts, Location/Master Group Sales Accounts, Location/Master Group Inventory Accounts, etc. The tab below provides an example of the basic 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 Greentree Account List (Chart of Accounts). Note : Using the example GL Account Code format outlined in the Pre-Requisites above, Account Codes added would need to be 5 numeric digits and must be unique.
    
    

 

2. Using the Clearing Account, Sales Accounts, Inventory Accounts, Freight Accounts, Surcharge Accounts, Discount Accounts, Rounding/Misc Charges Accounts and Tax Accounts tabs to the right of the Accounts tab, assign/map the SwiftPOS Location/Media, Location/Master Group and Location entries in the grid of each tab, to the appropriate MYOB Greentree Accounts (as created in step 1 above). This can be done by using 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 each of the tabs. Note : All grid entries in each of the tabs MUST BE assigned/mapped to MYOB Greentree Accounts.

 

 

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Operation

 

1. Backup your MYOB Greentree 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. This will need to be done for both General and Purchase Journals.
3. Once all transactions have been marked as exported, then reset transactions for the specific Trading Dates that need to be exported to MYOB Greentree. This can be done using the Reset buttons in the screen below. This will need to be done for both General and Purchase Journals.
4. Export for both the General Journals and the Purchase Journals for the dates reset. The export files generated will be CSV delimited (.CSV) files, and by default files will be written to the MYOB Greentree 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 Greentree 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.
6. In MYOB Greentree import the files generated by the Export. The files generated are named as follows:
    
1. For General Journals - GENERAL-YYYY_MM_DD_HH_MM_SSS.csv
2. For Purchase Journals export files (SERVPUR-YYYY_MM_DD_HH_MM_SSS.csv

 

 

This screen is accessed from SwiftPOS Back Office > Data Export > Data Portal > MYOB Greentree > Export.

 

This screen is used to facilitate the export of General Journal and Purchase Journal data from SwiftPOS. This General Journal data includes both Sales and Stock Movement transaction data, while the Purchase Journal data includes completed Supplier Invoice data.

 

General Journals

 

• Location Group - Select from the drop down list the All or one of the Location Groups for which data will be exported.
• Include in EOD - Select to include as part of the End of Day (EOD) MYOB Greentree Export.
• Sales Only - Select to exclude Stock movements such as; Transfers, Adjustments, Stocktakes, Returns, Wastage, etc. Note : Selecting this option will still include COGS.
• Export Path - Displays the MYOB Greentree Data Export Path set against the selected Location Group (Venue). Select the Open Folder icon to open and view the content. Note : The Open Folder icon will only be displayed if a MYOB Greentree Data Export Path has been configured for the selected Location Group (Venue).
• Trading Date - Select from the drop down list of dates the date for which and export file is to be created. Select the Refresh icon to refresh the drop down list of Trading Dates. 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 similar to GENERAL-2018_06_19_13_14_18_023.csv will be generated and written to the Export Path specified above.
• Reset - Select a Trading Date to ensure that General Journal related transactions for that date are flagged as NOT Exported, so that they can be exported again. Select to display the following prompt:
   

 

• Mark ALL as Exported - Select to ensure ALL General Journal related data in SwiftPOS is marked as exported. Note : This is usually recommended when initially configuring SwiftPOS to export to MYOB Greentree for the first time (see Setup above) and there is a requirement that all previous General Journal related transactions are marked as Exported.

 

Purchase Journals

 

• Similar to the General Journals above, except that it now applies to completed Supplier Invoice related data. When the Export button is selected an export file will potentially be generated that will be named similar to SERVPUR-2018_06_19_13_15_17_019.csv and written to the Export Path specified.

 

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End of Day

 

To ensure General Journals and Purchase Journals are exported daily, ensure the following has been done:

 

1. Complete the steps outlined in the Pre-Requisites above.
2. Ensure the Include in EOD option is selected the General Journals and Purchase Journals.
3. Ensure the MYOB Greentree Export option is selected in the End of Day screen for the Location Groups (Venues) for which transactions will be exported.
4. Confirm the End of Day Run Time is correctly configured.
5. The first time the End of Day runs, check the Event Logs > SwiftPOS Services > End of Day Services. An example of the entries expected to be seen in the Event Log is shown below:
    

 

6. Note : The first time the MYOB Greentree Export runs successfully as part of the End of Day process, the export files generated will contain Journals for ALL Transactions that are NOT marked as Exported. This will mean that once the EOD has processed, there should not be any Trading Dates available for export, when viewed in the Export screen, for each of the Location Groups (Venues) that have the MYOB Greentree Export option selected in the End of Day screen.

 

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File Formats

 

The following are the file formats currently generated by Swiftpos to export to MYOB Greentree Export.

 

1. General Journals
    

 

1. Purchase Journals
    

 

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Related Topics

 

1. Data Export
2. Import/Export Overview

 

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