MYOB (AU & NZ)

MYOB (AU & NZ)

MYOB Preparation Checklist

It is ESSENTIAL you work through the information detailed on this page before uploading your file for conversion. This will ensure that you will have a cleaner conversion to Xero, and highlight if there are any outstanding steps that you will have to complete post-conversion.
  1. If the essential preparation items are not complete you WILL have issues in Xero.
  2. You will notice that some of the items on this list are optional. This is because you may be able to action these items more easily in Xero post-conversion. 
If you have any questions, please feel free to contact our support team via email at support@jetconvert.com.

How to Create a Back-Up of my MYOB File

  1. Firstly, open your MYOB file.
  2. Click on the File menu, and go down to Back Up


  3. If prompted please make sure that you Backup Company File only.
  4. From here, you will get a new Pop Up box prompting you to select where to save the file, and whether or not you wish to have a Password. We suggest saving it to your desktop, or somewhere you are able to find it easily. We also prefer the password section is left blank, as this can cause unnecessary delays in your conversion.
  5. Once you have done this, click on Back Up


  6. If you have saved your file to the desktop, you will see a Zip folder like this.

    Please do NOT attempt to manually change the extension on your file, as this will make it unable to be opened
  7. Our recommendation is that you remove the administrator password prior to uploading the file to avoid any potential issue. (It is the Administrator password, not another user). 
  8. Once you have done this, simply go to our website and load your file following the step by step instructions.
NOTE: Please do not add a password to the zipped folder.

How to Reduce the Size of my MYOB File

  1. In v19 MYOB Account Right you can reduce the file size by selecting File > 'Optimise Company File' .
  2. You can also roll over into the current financial year if you haven't already (keep a backup of the unrolled file in case you want to go back for further history).
This may reduce the file size sufficiently and if it does try uploading again using the smaller file once zipped.
  1. If not, you can contact FGH Tables for a quote.  
NOTE: that if you are successful in getting the file size to less than 800MB it is still a very large file and could take longer than the usual 3 business days to complete. Also, there is no guarantee that we will be able to convert your file, once reduced. Should you be unable to get the file under 800MB we can convert using our custom conversions.

Should I Roll my MYOB File?

  1. When a MYOB file is rolled we are no longer able to extract data at a transactional level, meaning we cannot convert those transactions.
  2. It is OK for you to start a new payroll year in MYOB.
  3. To see what financial year your file is currently in, go to Set Up > Company Information, and the Current Financial Year will be displayed.
If you have already rolled your MYOB file DO NOT ATTEMPT TO ROLL BACK AGAIN. We are unable to convert files that have gone through a rollback.
For example:
If your file is currently in the 2019 financial year, the maximum amount of transactional history we can extract is from the start of the 2019 financial year, so 1 July 2018 for a July to June financial year or 1 January 2019 for a January to December financial year.

What Versions of MYOB can be Converted?

Please see here for what we can convert. Some types of transactions may also lead to conversion issues please see more information about these here.

MYOB AccountEdge conversions

AccountEdge files convert the same way as other MYOB files with the following exceptions:
  1. To convert an AccountEdge file, we use licensed software to convert the file to an AccountRight compatible format. Due to the additional work, the cost of the conversion is not fully subsidised by Xero. It is converted under our Accelerate Package which costs $330 after the Xero subsidy.
  2. If a paid fix has been agreed to and completed on a conversion prior to cancellation we reserve the right to still charge for the fix.
  3. We may not be able to convert your file if you have used deposits against orders in particular if there are multiple deposits applied against an order. In Xero you cannot apply deposits against orders. A deposit paid on an order will result in a payment before the invoice is created.  An order does not have a debit and credit entry and is not structured like an invoice. An order is just a flat document and does not comply with accounting rules. The Macintosh to Windows transformation tool was designed to handle Orders with one payment only.
  4. Sometimes during the conversion of particular versions of Account Edge to a readable format sometimes data is erased and as a result Monthly Comparative Balances history may be limited. 

 Negative Inventory in MYOB Files

We cannot convert a file that has the negative inventory setting enabled.  This means that there are Items that currently have a negative stock on hand.

If there is a negative inventory item this generally occurs when a sale is made however there is no available inventory. In this instance, the MYOB system will record the cost of goods for the item as per the last sale and COGS.

This is a temporary record which cannot be 'finalised' until the purchases have been received for this item and so MYOB creates a negin.dat record to track this item. Once the inventory item is received then MYOB will complete a cost of goods adjustment based on the correct purchase information. The negin.dat tracking record will then be cleared. 

For us to be able to convert correctly we need you to address the negative inventory. The reason is two-fold:
  1. Firstly with Negative Inventory switched on, we cannot complete the conversion using our software tool. 
  2. Secondly, in order to switch off the Negative Inventory Preference (Setup > Preferences > Inventory), Purchases or Adjustments will need to be applied to bring all inventory to a positive or nil balance. When this is completed the negin.dat records will in most cases be cleared, allowing you to switch off the Negative Inventory Preference. 

What you need to do - files with NO items against open orders

The next step for you is to adjust the items with negative inventory and reload the file for conversion. To update this information in MYOB you complete the following:
  1. Prepare a current Inventory value reconciliation report.
  2. Export this report and 'sort' by value so the items with a negative on-hand count appear at the top. This will show you the items that need adjusting.
  3. Make a backup as MYOB may process some transactions that cannot be reversed. Then either process a Purchase, or enter an Inventory Value Adjustment journal to bring the on-hand count to 0 or more. If doing an Inventory Adjustment Journal, it is recommended you use tomorrow’s date and initially leave the adjustment value as $0. 
  4. After processing the Purchases or Inventory Adjustment Journals, it is recommended you review all system transactions generated by MYOB. Look under the Transaction Journal > Inventory tab, with dates set to the date used. You may then need to process adjusting transactions to reverse the effect of the system generated transactions. If unsure, you should consult with your bookkeeper or accountant. 
  5. Switch off the Negative Inventory Preference. If MYOB does not allow you to de-select it this indicates that not all negin.dat records were cleared. The file may need to be repaired to remove these records manually. We can use our third-party provider to repair the file for a fee. Let us know if you would like a quote.

What you need to do - files WITH items against open orders

The next step for you is to adjust the items with negative inventory and reload the file for conversion. To update this information in MYOB you complete the following:
  1. Make a backup as MYOB may process some transactions that cannot be reversed. 
  2. Open the Purchases Register and set the dates from the earliest date the file was used to the latest transaction date, or 1 July 1900 to 31 Dec 9999 if unsure. Select the Orders tab. Identify any Orders with a tick in the Received column. These are Orders for Items marked a Received and sold. As with the Negative Inventory Items, MYOB tracks these Sales until this Order is converted into a Bill. Only then does MYOB finalise the COGS for the sale and clear the negin.dat record. It also reverses a temporary transaction posted to your Inventory Accrual account. Open each Order and convert it to a Bill. Use tomorrow’s date and ensure all Items have N-T as the tax code.
  3. Prepare a current Inventory value reconciliation report.
  4. Export this report and 'sort' by value so the items with a negative on-hand count appear at the top. This will show you the items that need adjusting.
  5. Then either process a Purchase, or enter an Inventory Value Adjustment journal to bring the on-hand count to 0 or more. If doing an Inventory Adjustment Journal, it is recommended you use tomorrow’s date and initially leave the adjustment value as $0. 
  6. After processing the Purchases or Inventory Adjustment Journals, it is recommended you review all system transactions generated by MYOB. Look under the Transaction Journal – Purchases and Inventory tabs, with dates set to the date used. There may be none, or there may be hundreds. You may then need to process adjusting transactions to reverse the effect of the system generated transactions, including a Service Credit to apply against the Supplier balance. If unsure, you should consult with your bookkeeper or accountant. 
  7. Switch off the Negative Inventory Preference. If MYOB does not allow you to de-select it this indicates that not all negin.dat records were cleared. The file may need to be repaired to remove these records manually. We can use our third-party provider to repair the file for a fee. Let us know if you would like a quote.
If successful please reload the file for conversion. 

Multi-Location Files - MYOB

Xero does not accept multiple locations so we are unable to convert files with this feature. If you would like to reduce multiple locations to a single location, FGH Tables may be able to do this for you. However, we cannot guarantee a successful conversion even if you have paid for this service

Verification Errors

The MYOB file will require data adjustments if it shows errors during the MYOB Verification process. This is because the data must be error-free to continue.
  1. What you can do:
    1. If you receive a message from us that we were unable to convert due to the verification it may be possible that you can fix it yourself.
    2. Run 'Verify your Company' from the File menu in MYOB to replicate the errors in the file. If you are unable to fix the errors, MYOB may be able to assist:MYOB Company Data file repair
    3. If you can fix so the file can run through the verification process without erroring then rezip and resubmit your file for conversion.
  1. We can fix for you:
    1. Alternatively, using our Australian based conversion partner, we can fix these errors under our Accelerate Package
    2. Note: If a paid fix has been agreed to and applied to a conversion and you cancel before the conversion is complete we reserve the right to charge you for the fix.

Open Orders With Received Items

If your MYOB file has Orders with Received Items you will need to receive those orders before we can convert the file. This is because an item's value cannot be determined until it is a bill.

All of the Orders with a 'tick' in the Received column are for Inventory and these are Orders than must be converted to a Bill. The tick indicates the user used the Received Items feature under the Inventory Command Centre to tell MYOB these Inventory Items Ordered have been received, however, the Invoice from the Supplier has not been received and the exact cost has not been recognised. What is meant to occur once the Bill arrives is that these Orders should be converted to a Bill. Unfortunately, many users don't do this. 



The way MYOB operates is that it creates a temporary record that cannot be 'finalised' until the order is converted to a bill. Behind the scenes, MYOB creates an inventory tracking record to track this information. Once the inventory item is billed then MYOB will complete a cost of goods adjustment and the tracking record will then be cleared. At the moment in this file, there are tracker records that will need to be addressed prior to the data migration into Xero. 

If these orders are now converted to a Bill it may double up the inventory/Creditors/GST etc. 

Due to this, we need the user/s to make the necessary changes in the MYOB file in addition to any corrections required as only they know what has occurred. For example, have the items actually been received, has the invoice been paid etc, and the correct stock on hand figure. 

One option that has been suggested is that the Orders be converted using the same date, and changed from GST to N-T. This allows the user to see the overall effect by studying transaction on that date, it also avoids unintended BAS implications. 

If all Orders are processed hopefully this will remove the inventory trackers that are prohibiting conversion Once this is complete we can hopefully repair and fix any verification error and any stray inventory trackers in the file. It is also possible that when the orders are converted, that MYOB may delete the issue that is currently causing the Verification error - saving the need for repair.

Multi-Currency in MYOB

We cannot convert files where multi-currency has been used.
If multi-currency has not been used in the file then there is a possibility that you may be able to turn off this feature and re-submit the file for conversion. You will need to have the ability to make adjustments in the MYOB file. Adjustments can not be made if you have the 'Read only' access.

Criteria to remove multi-currency:
  1. No transactions at all in the file using a foreign currency
  2. No balances in any foreign currency accounts
To turn off multi-currency please follow the steps below:
  1. Check any multi-currency accounts for a Balance. If $0 proceed to step 2. 
  2. Delete currencies in the currency table. You can find currencies in the 'Lists' tab
    Note: If you are unable to delete this currency as it is linked to an account you will need to unlink the relevant accounts. This message usually refers to either receivables and/or payable accounts associated with the currency. Once these links have been removed you will need to re-try to delete the currency.
  3. Change any Foreign exchange accounts to AU currency.
  4. Remove any foreign currency linked to your contacts.
  5. Turn-off multi-currency in the file by un-ticking 'I deal with multiple currencies'.
Once the multi-currency has been successfully removed you can re-load your file for conversion at our website here

Files with Linked Accounts Receivable/Payables

If the trade debtor and/or trade creditor(s) have been used as a linked account elsewhere in addition to sales or purchases, the file will require data adjustments. Trade debtors and trade creditors should only be used once within the linked accounts. In Xero Trade Debtors and Trade Creditors can only be used as system accounts for raising invoices and credit notes. 
For example: You might have used one of these accounts as a linked account for the undeposited funds account; or trade debtors for both purchases and sales.

Correct




Deposits Against Orders

There are system differences between MYOB and Xero. For example, in MYOB you can apply deposits against orders whereas in Xero you cannot.

A deposit paid on an order will result in a payment before the invoice is created. An order does not have a debit and credit entry and is not structured like an invoice. An order is just a flat document and does not comply with accounting rules. Deposits paid on orders in MYOB at the time of conversion will result in an Out of Balance.

During the conversion process, our conversion tool will go through the information in the ‘accounts’ and identify any account that has been ‘linked’ in MYOB. For example ‘customer deposits’ linked to ‘trade debtors’’. 

During the conversion ‘orders’ are converted as ‘draft invoices’ and any ‘deposits’ are created into Credit Notes. The Conversion Process creates a Credit Note for the amount deposited. There will be a separate Credit Note for each Deposit and Contact.

In Xero, you will need to determine if the order should stay in 'Draft', be deleted or needs to be approved (processed). If the deposit needs to be allocated against an Invoice in Xero you can complete the following post-conversion:
  1. Identify the draft invoices that need to be approved
  2. Approve the ‘draft Invoice so that this now appears in ‘awaiting payment’
  3. Allocate the Credit Note against the relevant Invoice
If you prefer to have your deposit account separated then you can complete the following:
  1. Create the deposit account in the Chart of Account
  2. Move the balance from the Trade Debtor/Creditor to the relevant deposit account
NOTE: There could be a “deposit out of balance” issue. This can happen if your deposit account is not balanced to all open deposits against orders. If it is balanced, it will be $0 and all deposits show up as credit notes.

INP Tax Codes in MYOB

If transactions have been entered into the source file as Input Taxed then the transactions will convert into Xero as Input Taxed. As an example, if the INP code includes 10% in the source file then we will bring in the transaction and include a second description line to include the 10% portion. 

This will ensure that the tax matches the source file. Please refer to the screenshot attachment below which provides an example comparison of the tax code between MYOB and Xero. 

How the Bill appears in the MYOB file


How the Bill will appear in the Xero Organisation once converted


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