This set of rules relates to the importing of Service purchases into MYOB from invitbox. Importing of Item Purchases follows a parallel path.
The import routine with images is available here
From the Signed Off tab, select the Export button. The file will download. Save it to your desktop or somewhere that you can easily find it.
Once you have saved it, click Export Complete. Those bills will now move into your invitbox Filing Cabinet.
Please note that if you need to re-export this file you can go to Filing Cabinet and on the right hand side of your screen select Exported Batches, choose the type (Service or Line Item), and then from the list presented choose the export file in question. Then Re-Export to MYOB.
1 - File > Import Data
2 - Select that you are going to import Purchases and that they will be Service Purchases. Then browse and find the .txt or .csv you downloaded from invitbox. We recommend importing a .txt file but it’s your call. Both work.
3 - On the next screen, answer as follows
(1) Data is separated by - Tabs for .txt., Commas for .csv
(2) The first row of the file contains Headers or Labels
(3) If data is duplicated in MYOB choose to … if you are using invitbox as you should you can choose to import duplicate data because invitbox flags duplicates for you. However, please be aware that if you choose this, and you have previously inputted a bill into MYOB, MYOB will import the second bill.
Pay attention to this...
Some suppliers use the same “invoice number” each month (for example, Utility companies) so if you decide to reject duplicates these records will not be imported. Error – 192: Duplicate Supplier Invoice Number
Similarly MYOB will reject duplicate PO numbers if invitbox has extracted them for you. Some suppliers will automatically use the person who ordered the goods each time (e.g. “John”) as a PO number. MYOB will only ever allow one PO number “John” to be imported from any supplier. Error -188: Duplicate Purchase Order Number.
We recommend that you use invitbox religiously from a date – to draw a line in the sand so to speak. If you use invitbox as the only point of entry into MYOB from a date (e.g., the 1st of a month) you will be able to safely import duplicate data because invitbox will flag those duplicates for you prior to your import into MYOB.
(4) Match Cards using Co./Last Name
Click Match All
The first time you do an import routine please scroll down the lists to ensure that fields match. They may be labeled slightly differently but they should refer to similar things. If they are not, revisit Export Mappings and adjust your export fields.
Once you are happy that they are
You may wish to backup your data prior to performing the import. It’s your call. It’s not necessary but once you import data you cannot back it out.
Then simply click Import
After MYOB has imported the data from the file you will be presented with a message. This is to confirm how many bills were imported, and how many rejected.
If you get Error Messages at import saying that bills were imported with warnings, that’s okay. It's a MYOB-ism.
If bills were rejected you should find your MYOBLOG.txt or MYOBPLOG.txt file or and determine why they were rejected, make corrections by either fixing MYOB or editing the invitbox generated .txt file.
You should then edit the invitbox-generated .txt to only contain those bills that were rejected (by removing all other bills that were imported) and then importing that smaller file again using the same import routine as before.
We always recommend that you check the MYOBLOG.txt file to ensure your bills were imported.
Click HERE to find out how to find your error log file.