MYOB (AU & NZ)

MYOB (AU & NZ)

MYOB Preparation Checklist

It is ESSENTIAL you work through the information detailed on this page before starting your conversion. This preparation needs to be completed in the file access that you are providing. 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.

Preparing AccountRight Desktop versus AccountRight Online MYOB

If you are requesting us to convert your MYOB Online file then the preparation needs to be done through your internet browser https://www.myob.com/au. Alternatively, if it is a Desktop then do all the preparation in the Desktop file.

Please note the changes you make in the Desktop do not always sync with the Online version which is why this step is very important. For example if doing an Online conversion make sure that the accounting basis is set correctly in the online software and matches the desktop accounting basis.



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 on your desktop.
          Please do NOT attempt to manually change the extension on your file, as this will make it unable to be opened.

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 can we send the source file if the backup zip is corrupted? Click here.

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.
NOTE: If you are successful in getting the file size to less than 800MB it is still 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.

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 $430 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 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.

MYOB Business/Essentials conversions

How to convert a MYOB Business Entity

This procedure is for our regular conversion service where we create the Xero Organisation and transfer it to your nominated Xero subscription email address. If you wish to convert into an existing Xero Organisation please see this knowledge base article here.

Step 1. Pre-conversion preparation

Some 'tidy-up' work is recommended prior to conversion - refer to our File Preparation page. DO NOT start a Xero organisation as we will create it for you as part of our process. If you wish to convert into an existing Xero organisation please see here for more information.

Turn off bank feeds so that we can perform Quality Assurance prior to delivering Xero to you.

Step 2: Register your details. Start the conversion via our website.

2.1 Select MYOB Online  (AUS) and click Load .




2.2 Fill out your details and click Proceed.


Step 3. Grant Jet Convert access to your online company

Go to our website and click the green 'Start Your Xero conversion'. Click the MYOB Online (AUS) button to start your conversion.
When the form appears fill in the contact information for yourself, and the e-mail address to which we should send the Xero subscription link. 
  1. In MYOB Essentials/Business, click your business name and choose Users.
  2. The Users page appears, with a list of all the users for your MYOB Essentials/Business.
  3. Click Create Advisor. The Create Advisor section of the page appears.
      

      4. Enter First Name = 'Jet' and Last Name = 'Convert'.
      5. Choose user type Administrator Access.
      6. Enter email address conversions@jetconvert.com
      7. When you've entered all the necessary details, click Send invitation.
      

You must be an administrator to do this task. Only users with administrator access can create and modify users.
Should you realise you have uploaded the wrong file you can cancel the conversion by selecting the 'Cancel Conversion' button.

Step 4. Select your conversion service

Go to your status page to select your conversion service.  This may just be a matter of seconds or may take a few hours, it depends on the data in your file. The options you will be provided will be specific to your file. Select the service and history option that best meets your needs. Then process payment.

Please see here for more on our packages.

Step 5. Client input

At this point, we have read the source file data and we may require your input to continue, if so we will send you an email. Some of the reasons we might require your input are:
  • You Selected a Premium package and need to complete your Bank Account Mapping
  • You have Non Standard Tax Codes in the Source File that need to be aligned to Xero standard tax codes .
  • You have selected a package that does not accommodate the data in your file and we need your approval on how you would like to proceed.
From here we take up to 5 business days to complete the conversion for MYOB Business/Essentials. Accelerate packages receive priority service so that we deliver as quickly as possible to you.

Step 6. All Done!

On completion of the conversion, you will receive an email with your post-conversion Action Checklist including recommended next steps. It is extremely important that you follow the instructions in this document to get the best outcome with your conversion.

The Xero subscriber is sent an email from @xero.com with a link to take-over the Xero subscription. Click on the link in the @xero.com e-mail and login using the subscriber email provided, or register the subscriber email with Xero if you have not done so before.

ALERTS:
  1. Note for privacy/security some fields are not available these include
    1. Tax File Numbers - will require post conversion entry
    2. Tax Thresholds - will require post conversion entry
    3. Upward Tax Variations/Additional tax amounts - will require post conversion entry
    4. Superannuation USI/SPIN Numbers - matched via name
  2. We can only extract 10 characters for the invoice number field, if you have over this limit we suggest reducing pre conversion.
  3. In some MYOB Online conversions we find that when the data was converted from desktop into the cloud it was completed in full. By this we mean that the financial reports reflect as they should however when you select these numbers and drill down into the transactional data that makes up this number the transactions are sometimes missing or incomplete.
  4. Our conversions are transactional which means of the transactional data is missing then we cannot get the transactional data to match financially. Should this occur our quality assurance team will assess the file and find the point at which the transactional data is complete and offer you a reduced history offering to eliminate the discrepancy.

Here is a link to detailed screengrabs to take you through the steps.

MYOB AccountRight Live/Online conversions

How to convert an online MYOB AccountRight Live entity

This procedure is for our regular conversion service where we create the Xero Organisation and transfer it to your nominated Xero subscription email address. If you wish to convert into an existing Xero Organisation please see this knowledge base article here.


Step 1. Pre-conversion preparation

Some 'tidy-up' work is recommended prior to conversion - refer to our File Preparation page. As there will be no balances you only need to do the mandatory section. DO NOT start a Xero organisation as we will create it for you as part of our process. If you wish to convert into an existing Xero organisation please see here for more information.

Turn off bank feeds so that we can perform Quality Assurance prior to delivering Xero to you.

Step 2: Register your details. Start the conversion via our website.

2.1 Select MYOB Online  (AUS) and click Load .




2.2 Fill out your details and click Proceed.


Step 3. Grant Jet Convert access to your online company

Go to our website and click the green 'Start Your Xero conversion'. Click the MYOB Online (AUS) button to start your conversion.
When the form appears fill in the contact information for yourself, and the e-mail address to which we should send the Xero subscription link. Click Proceed. 
  1. Please ensure when inviting us into MYOB AccountRight Live that you are in the browser version.


  1. In MYOB AccountRight Live, click your business name and choose Users.
  2. The Users page appears, with a list of all the users for your MYOB AccountRight Live.
  3. Click Create User.
  4. Enter First Name = 'Jet' and Last Name = 'Convert'.
  5. Enter email address conversions@jetconvert.com.
  6. Roles and Permissions - Administrator and User Type - Online Admin.
  7. Select Save and Send invitation.
You must be an administrator to do this task. Only users with administrator access can create and modify users.

Please also note that we cannot convert read-only or MYOBs with cancelled subscriptions. The MYOB account must be active for us to convert MYOB into Xero.

Step 4. Select your conversion service

Go to your status page to select your conversion service.  This may just be a matter of seconds or may take a few hours, it depends on the data in your file. The options you will be provided will be specific to your file. Select the service and history option that best meets your needs. Then process payment.

Should you realise you have uploaded the wrong entity you can cancel the conversion by selecting the 'Cancel Conversion' button.

Step 5. Client input.

At this point, we have read the source file data and we may require your input to continue, if so we will send you an email. Some of the reasons we might require your input are:

  • You Selected a Premium package and need to complete your Bank Account Mapping
  • You have Non Standard Tax Codes in the Source File that need to be aligned to Xero standard tax codes .
  • You have selected a package that does not accommodate the data in your file and we need your approval on how you would like to proceed.
From here we take up to 5 business days to complete the conversion for MYOB AccountRight Live. Accelerate packages receive priority service so that we deliver as quickly as possible to you.

Step 6. All Done!
​
On completion of the conversion, you will receive an email with your post-conversion Action Checklist including recommended next steps. It is extremely important that you follow the instructions in this document to get the best outcome with your conversion.

The Xero subscriber is sent an email from @xero.com with a link to take-over the Xero subscription. Click on the link in the @xero.com e-mail and login using the subscriber email provided, or register the subscriber email with Xero if you have not done so before.

ALERTS:
  1. Note for privacy/security some fields are not available these include
    1. Tax File Numbers - will require post conversion entry
    2. Tax Thresholds - will require post conversion entry
    3. Upward Tax Variations/Additional tax amounts - will require post conversion entry
    4. Superannuation USI/SPIN Numbers - matched via name
  2. We can only extract 10 characters for the invoice number field, if you have over this limit we suggest reducing pre conversion.
  3. In some MYOB Online conversions we find that when the data was converted from desktop into the cloud it was completed in full. By this we mean that the financial reports reflect as they should however when you select these numbers and drill down into the transactional data that makes up this number the transactions are sometimes missing or incomplete.
  4. Our conversions are transactional which means of the transactional data is missing then we cannot get the transactional data to match financially. Should this occur our quality assurance team will assess the file and find the point at which the transactional data is complete and offer you a reduced history offering to eliminate the discrepancy.

Here is a link to detailed screengrabs to take you through the steps.

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 items this generally occurs when a sale is made however there is no available inventory. in this instances, the MYOB system will record the cost of goods for the item as per the last sales and COGS.

This is a temporary record which cannot be 'finalised' until the purchase 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.data 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), Purchase or Adjustments will need to be applied to bring all inventory to a positive or nil balance. When this is completed the negin.data 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 data and initially leave the adjustment value as $0.
  4. After processing the Purchases or Inventory Adjustment Journals, it is recommend 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. FGH Tables may be able to assist with this.
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 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 Purchase or Inventory Adjustment Journals, it is recommended you review all system transactions generated by MYOB. Look under the Transactional 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. FGH Tables may be able to assist with this.
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. Alternatively, FGH Tables may be able to assist.

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 that 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 transactions on that date, it also avoid unintended BAS implications.

If all Orders are processed hopefully this will remove the inventory trackers that are prohibiting conversion. 

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 '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.

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 accounts 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 is 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 Accounts.
  2. Move the balance from the Trade Debtor/Creditor to the relevant deposit accounts.
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 link 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


Reconciled, unreconciled and uncoded transactions

During the conversion we can only import transactions that have been coded, unreconciled transactions convert as unreconciled and reconciled transactions are converted as reconciled. Uncoded transactions cannot be converted as they are not associated with an account. 

For unallocated bank transactions in the source file, if there is no chart of accounts assigned against the bank transaction they do not convert. To ensure any uncoded transactions convert you can temporarily assign them all to a holding or clearing account and then recode post conversion. Updates can be completed in bulk using the find and recode function or a manual journal to update post conversion.

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