Using the Invoice Exporter and Payment Exporter in VETtrak it is possible to export financial information from VETtrak and import this data into MYOB AccountRight.
3 different report files have been developed matching 3 different types of exports from the MYOB Import and Export Fields web page. These files are listed below and can be downloaded by clicking on the links to the FR3 files.
- Sales - Service Sales
MYOB_Service_Sales_Export_Report.fr3 - Cards - Custom Cards
MYOB_Customer_Cards_Export_Report.fr3 - Receive Payments
MYOB_Receive_Payments_Export_Report.fr3
Before using these reports please review the MYOB Report Field List article to see a description of where each of the columns on this report will populate from. If any of these columns need adjusting to meet your needs please submit a Custom Report Request within the Support Centre for a custom version of these reports.
Export from VETtrak
Once the report files have been downloaded and saved to your reports folder following these steps:
Service Sales Export
- Go to the Utility menu, Finance Utilities and Export Invoices.
- You will now be in the Invoice Exporter Wizard. Click the ... button under Report template to use and navigate to your reports folder where the MYOB_Service_Sales_Export_Report.fr3 file has been saved and select this file. The file and path will now show in this field.
- Click the Search button and you will see a list of invoices. These are invoices in VETtrak that have not yet been exported in an invoice export batch.Note: If this is the first time you have used the invoice exporter you will see every invoice from VETtrak in this list. You can export the entire list of invoices to give these invoices a batch number so that the next time you choose to export invoices using a new batch only newly created invoices that have not yet been exported will show.
- Select the records you want to include in the export under the Use column making sure to leave the blank lines between each record. The blank lines are required for MYOB to recognise the separate invoices when importing. Click Export Results and choose a location to export the file.
- Once you have chosen a file location you will be asked if you want to mark these invoices as exported. In most cases you would select yes but if you were perhaps running a test you might want to select no.
- The file is now ready to be imported into MYOB however if any of the clients or employers included in the invoice export do not yet exist in MYOB as Cards it is recommended that you now run the Customer Cards Export report.
Customer Cards Export
- Go to Report - Custom Reports, navigate to the reports folder where the MYOB_Customer_Cards_Export_Report.fr3 file has been saved and double-click on this file to run.
- You will be prompted to select a batch number. Select the number of the batch you last exported.
If you are unsure what the number of this batch was open the invoice exporter again, select Re-export existing batch and drop down the list of existing batches to see the number allocated to the batch at the time you exported the invoice data.
- Once you have selected the batch number click Ok to generate the data then right click on the page and save as a CSV file. It is recommended to save the file to the same folder you saved your Service Sales Export file.
- You will now have 2 spreadsheets of data for your customer cards and invoices.
Receive Payments Export
- Go to the Utility menu, Finance Utilities and Export Payments.
- You will now be in the Payment Exporter Wizard. Click the ... button under Report template to use and navigate to your reports folder where the MYOB_Receive_Payments_Export_Report.fr3 file has been saved and select this file. The file and path will now show in this field.
- Click the Search button and you will see a list of payments. These are payments in VETtrak that have not yet been exported in a payment export batch.Note: If this is the first time you have used the payment exporter you will see every payment from VETtrak in this list. You can export the entire list of payments to give these payments a batch number so that the next time you choose to export payments using a new batch only newly created payments that have not yet been exported will show.
- Select the records you want to include in the export under the Use column making sure to leave the blank lines between each record. The blank lines are required for MYOB to recognise the separate payments when importing. Click Export Results and choose a location to export the file.
- Once you have chosen a file location you will be asked if you want to mark these payments as exported. In most cases you would select yes but if you were perhaps running a test you might want to select no.
- The file is now ready to be imported into MYOB provided the Customer Cards and Service Sales records have been imported first.
Import into MYOB
The following steps show the expected method of importing data into MYOB. As MYOB is a separate system VETtrak will be unable to provide additional support regarding this process. Further information on importing data into MYOB can be found on MYOB Importing Data web page.
Use the Import/Export Assistant found under the File menu in MYOB.
- Select Import Data
- Set the File Type to match a Customer Cards import or a Service Sales import. Choose to import the Customer Cards first so that Card records exist in MYOB ready for Service Sales records to be added to them. Receive Payments imports should only be used after Customer Cards and Service Sales records have been imported.Note: when selecting the import file, you may need to change the file type selection from Text files (*.txt) to All files (*.*)
Customer Cards Import
Import: Cards
Cards type: Customer Cards
File: Customer Cards CSV file exported from VETtrak
Service Sales Import
Import: Sales
Sales type: Service Sales
File: Service Sales CSV file exported from VETtrak
Receive Payments Import
Import: Receive Payments
File: Receive Payments CSV file exported from VETtrak
- Set the Format to the following:
Data is separated by: Commas
The first line of the file contains: Headers or Labels
If data you are importing already exists in this company file: Reject imported data
Match Cards using their: Card ID
- Click the Auto Match button, the fields in the report have been named so that it will map the fields in the spreadsheet to the MYOB fields.
- Before importing, you are prompted to backup your MYOB database. If you are testing this import process it is highly recommended that you take a backup.
- After importing, the number of successfully and unsuccessfully imported records are shown. You can view a log file of the errors if needed.