The following guide covers importing data into MYOB. We typically find this is normally only required for mass Product updates, for instance the inclusion in MYOB of product categories or barcodes, however on occasion entering Retailer information like Type, Chain, Grade or Sales Territory requires a bulk import. It's important to note that a bulk import is never really required, all it does is speed up the process significantly by allowing you to do all the updates in excel and then simply importing the changes in the excel file (instead of updating each record in MYOB one by one). The screenshots in this guide will be from the MYOB v19.x versions and earlier, however the processes in the newer versions of MYOB are similar.
It's essential to note that Inzant are not MYOB professionals, we've simply done a large number of Inzant Sales implementations with MYOB users and have amassed some level of familiarity with the product over that time. This is designed to be a cut down step-by-step run through for Inzant users on MYOB. If you have any questions or aren't comfortable doing any of the following then please contact your MYOB professional consultant or MYOB themselves for assistance.
Now there are a couple of important things to note before doing an import of product or retailer data into MYOB;
Always take a myob data file backup before doing an import. This is just a standard rule of thumb you should always follow before doing potentially irreversible bulk edits on any system.
Always ensure that if you are importing into an Item or Customer "Custom List" that you have created all the custom list items first, otherwise the import will not work (it will ignore those records). See our guide on this process here
As long as you've factored in the above two considerations you should be ready to start an import. The easiest way to get started is to do an export of your data out of MYOB, and only export the fields you will be editing. This ensures that the file will be in a state MYOB will reimport when the time comes.
Using the MYOB Item export as an example, see below where we've opened the file in excel. Some edits have been made to the data. Before saving the file always sanity check the following;
The right data is in the right columns
If you've been filtering your work that you havent accidentally updated rows you didnt intend to.
If you've been sorting your work that you havent accidentally sorted a subset of the sheet (causing data to get out of alignment).
If you're happy with the above then lets move onto saving the file.
Start the excel file save process as you normally would, but instead of saving it as an excel file type, select the "Text (Tab Delimited)" file type. MYOB requires the file to be either .txt or .csv to import, and in this case we'll be using text (as tabs are generally less common than commas in product / retailer data, so is often more reliable).
Now you have a file ready to import you can open MYOB and start the import process. Click "File" > "Import Data" > "Items" or "Cards" > "Customer Cards".
In the popup dialogue box you will need to specify the file type, first record type & duplicate record setting. The file type you'll be importing will be a "Tab Delimited" file, so select this option. If however you are importing a CSV then please select "Comma delimited".
The "First Record is" setting refers to whether or not the data you are importing has a heading row. You can tell this by reopening the excel version of the file you were editing and seeing if the first row (row 1) is an item or customer record, or if its a row full of field names. Most of the time this will be a row full of field names, so you should select "Header Record".
The duplicate records setting allows you to focus on only importing new data, or importing new data and updating existing data. In most cases you will want to be updating existing data, if so then "Update Existing Record" is the option you want.
You will now be prompted to select a file to import, navigate to where you saved the tab delimited file and select it now, then click "Open".
MYOB will now bring up another dialogue box requiring you to map in the fields in the text file to the fields in MYOB. This requires you to click on the field in the left box titled "Import fields" (when selected the row will go black), and then scroll through the right box to find the appropriate field, then click on the field name.
When the field is linked you will see in the right box 2nd column the name of the import field in the "Matching Import Field" column, see below example. Once complete click the "import" button.
MYOB will now import your data. It's important to note that MYOB V19.x and earlier has a very quick import process, however MYOB Live/AccountRight on premise (current version) is quite a bit slower. After the import is complete you should receive a confirmation message on the screen providing you the results of the import.