MYOB Interface Procedure Guideline for Cars+Internet


OVERVIEW

At the end of month the following procedures must be performed. These procedures must be done on the Backup/Report Server (item #8 on the Switchboard). Please bear in mind that the Backup/Report Server is only updated once per day at approximately 4:00 am Pacific time. Consequently, you will not be able to perform the MYOB procedures below until the day following posting the DBRA on your live system.

A. Run the procedure called “MYOB Distribution Report” on the MYOB Interface Menu (synonym = MYOB). The report will be sent to your email account on the Backup/Report Server (item #5 on the Backup Server Switchboard).

This report will provide you with a total for each account that will be imported. You should use this for your control totals. To do this pick two accounts (say 1015 and 4001). Go into MYOB before importing and get the account balances. Add the amount shown on the MYOB Distribution Report to this balance and the result should be what you have in the account after the import is finished.

A suggestion for a control book is as follows

Date

Import to Date

A/c 1015

A/c 4001

Close Bal OK

PURGE RUN

20/1/99

18/01/99






Opening Bal

27500.23

45280.5




Import amt

8275.22

7520.73




Closing Bal

35775.45

52801.23

Yes

Yes

B. Execute procedures that transfer information from the CARS+ & Real World Accounting system (see Attachment A). Check the closing balance for selected accounts as per the above control book approach.

C. Execute the A/R Distribution to General Ledger report in DETAIL with PURGE. Do not do this until you are absolutely certain you have had a successful MYOB import per step B above and the attached instructions.


ATTACHMENT A

The MYOB Data Transfer Procedure.


On CARS+Internet Backup/Report Server:

1. This will overwrite the file created by any previous run of this program. Make sure you have successfully transferred the previous file before running this program.

2. Exit from CARS+ and return to the Switchboard on the Backup/Report server. From the Switchboard, choose ooption #5, "Access Your Emaill Account". You will then see the pine Email Main Menu as shown below. 

    
    
                                      
      

        
       PINE 4.44   MAIN MENU                             Folder: INBOX  No Messages
 
               ?     HELP              -  Get help using Pine
               C     COMPOSE MESSAGE   -  Compose and send a message
               I     MESSAGE INDEX     -  View messages in current folder
               L     FOLDER LIST       -  Select a folder to view
               A     ADDRESS BOOK      -  Update address book
               S     SETUP             -  Configure Pine Options
               Q     QUIT              -  Leave the Pine program 



   Copyright 1989-2002.  PINE is a trademark of the University of Washington.
                   [4 messages expunged from folder "INBOX"]
? Help                     P PrevCmd                 R RelNotes
O OTHER CMDS > [ListFldrs] N NextCmd                 K KBLock

3. Type the letter “C” to Compose a new email message (or you may use the arrow keys to highlight that option and then press enter. You will now see a blank email screen as shown: 

     
     
                                      
       

         
        PINE 4.44   COMPOSE MESSAGE                       Folder: INBOX  No Messages 
 
To     :          
Cc     :          
Atchmnt:               
Subject:               
----- Message Text -----               
               
               



   
                   
^G Get Help  ^X Send      ^R Rich Hdr  ^Y PrvPg/Top ^K Cut Line  ^O Postpone
^C Cancel    ^D Del Char  ^J Attach    ^V NxtPg/End ^U UnDel Line^T To AddrBk

4. In the “To:” field, enter an email address for yourself (or one for your office) that is not connected to Thermeon (i.e. it does not have either “thermeon.com” or “carsplusnet.com” as part of the address). For example, type:

accounts@bus4wdhire.com.au

5. Press enter until the cursor is in the “Attchmnt” field. With the cursor in this field, type:
/var/c+i/cust/bussyd/iq_reports/myob.txt
and press enter. You must type this exactly as shown above. It is case-sensitive. After you press enter, you will see a screen similar to the following: 
      
      
                                      
        

          
         PINE 4.44   COMPOSE MESSAGE                      Folder: INBOX  246 Messages 
 
To     : accounts@bus4wdhire.com.au         
Cc     :          
Atchmnt: 1. /var/c+i/cust/bussyd/iq_reports/myob.txt (7.7 KB) ""             
Subject:               
----- Message Text -----               
               
               



                   
  [File /var/c+i/cust/bussyd/iq_reports/myob.txt attached as type TEXT/plain]
^G Get Help  ^X Send      ^R Rich Hdr  ^Y PrvPg/Top ^K Cut Line  ^O Postpone
^C Cancel    ^D Del Char  ^J Attach    ^V NxtPg/End ^U UnDel Line

6. You may optionally enter a subject on the “Subject” line and/or enter a brief message in the “Message Text” area. This is handy if you save the emails on the receiving end and wish to easily be able to distinguish on month’s email from the next. For example, you could type (highlighted in bold): 

       
       
                                      
         

           
          PINE 4.44   COMPOSE MESSAGE                      Folder: INBOX  246 Messages 
 
To     : accounts@bus4wdhire.com.au         
Cc     :          
Atchmnt: 1. /var/c+i/cust/bussyd/iq_reports/myob.txt (7.7 KB) ""             
Subject: MYOB File for April 2005              
----- Message Text -----               
Attached is the MYOB bile for April 2005.               
               



                   
  [File /var/c+i/cust/bussyd/iq_reports/myob.txt attached as type TEXT/plain]
^G Get Help  ^X Send      ^R Rich Hdr  ^Y PrvPg/Top ^K Cut Line  ^O Postpone
^C Cancel    ^D Del Char  ^J Attach    ^V NxtPg/End ^U UnDel Line

7. When done, type to send the email message. You will be prompted if you really want to send the message. Answer “Y” to send the message. Then type the letter “Q” to quit the Pine email program. Again, you will prompted if you really want to quit; again respond with “Y”.

8. After a few minutes, check your email program for the address you sent this email to. Open the email and instruct the program to save the attachment. If you are using Microsoft Outlook, you do this by clicking “File | Save Attachments”. Note that other email programs (such as Netscape or Eudora) may have different methods for doing this, so you may need to modify this instruction. Be sure to note the full path and directory name where you saved the attachment.

On your local PC:

1. Start MYOB and open the company you wish to update. Ensure that you have an account “9-9999 Warning Data Error Account” that will catch transactions from CARS+ with a zero account number.

2. Click on “File”
Click on “Import Data”
Click on “General Journal Entries”
The transactions are “Comma Separated” and the first record is a “Data Record”.
Click on these fields then click on Continue
3. When the “OPEN” window is displayed:
Change the directory (folder) where you transferred the file.
Example: My Documents
Double click on file myob.txt or whatever unique name you gave the file in Step 7 above.
4. When the “IMPORT DATA” window is displayed:
Click on “Match All"
Click on “Import”
5. Data will now be imported, at the conclusion of which the “Import General Journal Entries” window will be displayed showing a summary of the importation process. That is, how many records were imported without error, how many were skipped (contained errors) and how many were imported with warnings. Note that MYOB calls a group of transactions a record.

6. Click on “OK”.

7. If there were any errors, click on Start, Programs, Accessories.
Click on “Notepad”
Click on “File”
Click on “Open”
Change to directory “c:\myob8” or “c:\premier” (depending on your version of MYOB)
Double click on file “myoblog.txt”
8. Edit the file “myoblog.txt”. The follow are some examples of errors and what is required to correct them.

NOTE: When correcting transactions you must remove the error number & comma (eg -15,) from the start of the line. Each line should start with “
a. Error -15 refers to an account number from CARS+ that has not been defined to MYOB. Correct the account number in CARS+ or add to the chart of accounts in MYOB.
b. Error -18 refers to a transaction having a zero amount which can happen when transactions are summarized in CARS+ before being transferred. Delete the offending line from the transaction file.
c. Only one blank line is required between batches of transactions.
d. At the end of the file are a number of lines that summarize the activity when the file was last imported. All these lines must be deleted so that there are no summary or blank lines following the data.

-18 WILL NOT ALWAYS BE PRESENT

19. The file must be “Saved As” a different file to allow processing to continue, for example fixed1.txt. It would be beneficial to save as a file that does not already exist – by incrementing from 1 onwards. You will then have a record of all the errors and the corrections you have made.

20. “Exit” from “notepad” and return to MYOB.

21. Click on “File”
Click on “Import Data”
Click on “General Journal Entries
”The transactions are “Comma Separated” and the first record is a “Data Record”.
Click on these fields then click on Continue
22. When the “OPEN” window is displayed:
Change to directory “c:\myob8” or “c:\premier” (depending on your version)
Double click on file “fixed1.txt” (or whatever you named the file in Step 19).
23. When the “IMPORT DATA” window is displayed:
Click on “Match All”
Click on “Import”
24. Data will now be imported, at the conclusion of which the “Import General Journal Entries” window will be displayed showing a summary of the importation process. That is, how many records were imported without error, how many were skipped (contained errors) and how many were imported with warnings.
Click on “OK”.
25. Repeat Steps 17 to 24 until all batches have been processed successfully.

26. Within MYOB examine the entries in account 9-9999 and determine why they have been posted there and to what account they should have been posted. Create a journal entry to clear the entry from account 9-9999 and post it to the correct account.

27. YOU SHOULD ENSURE THAT YOUR CARS+ DEBTORS CONTROL ACCOUNT IN MYOB (NORMALLY 1-1040) BALANCES WITH YOUR RW AGED RECEIVABLES REPORT AT ANY TIME. This ensures all entries to this account have been processed through RW e.g. Cheque Refunds etc. Also using the control book you MUST ENSURE that balances for selected accounts are correct.

28. ENSURE YOU RUN A/R DISTRIBUTION WITH A PURGE UP TO THE DATE YOU HAVE JUST IMPORTED.
This will prevent you from double posting the same entries next time you import.