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MYOB and the MicroBiz General Ledger merge

When using the GL Merge routine, we are taking the data that is captured at the End of Day (Closeout) routine, and compiling it into several GL transactions. One transaction might include an entry for Sales, Sales Tax, Cash and Credit card receipts. Another entry would involve recognizing the payments that were received on account (this is usually a debit to A/R) and Charges to Account (a credit to A/R). The following notes detail how to transfer this data from the MicroBiz Business Controller program to the MYOB accounting program.

Initial Setup of the General Ledger Merge

1. From the Tools Menu select G/L Merge.
2. Choose the MYOB Versions 6 & 7 Merge; enter posting dates.
3. Name the export file. A simple method is to name it EOD, or GL
4. Choose a Drive and Directory to write the file to. You can use your MYOB folder, or create a new folder.
5. Edit / Browse Accounts to set up the Debits and Credits which will coincide with your Chart of Accounts in your accounting package.
6. The description in the left-hand column describes the data that is captured by the daily closeout.
7. Click on the Edit Button to enter your account name and/or account number for each item that will be posted. Make certain that your credit and debit accounts are complete and accurate. MYOB will not accept an import that does not balance. For example, Merchandise received should have both a debit and a credit account number (there is a cost in purchasing merchandise, but the merchandise is also an asset), as should Cost of Goods.
8. This setup is done one time only and will be used to set up the export file data. Setting this up at one workstation will change the setup for all of the workstations on the network.

Daily General Ledger Merge

1. Once all sales for the day have been processed, choose Close Out from Daily Menu, in order to perform the Daily Closeout of Sales. Choose appropriate reports and select Generate Report.
2. Select G/L Merge from Tools Menu and Post Closeout to the export file selected for your accounting software.
3. Click on OK to continue posting.
4. Click on OK to finish.
5. Open MYOB. Go to file à import data à general journal entries.
6. Click on comma-separated and data record.
7. Click continue. Then choose the Drive, Directory and filename of the General Ledger Merge that you selected in MicroBiz and click OK.
8. If the accounts weren’t posted correctly check the account setup in MicroBiz against the accounts defined in MYOB.
9. Adjustments can be made to the posting file prior to import, but you must be careful in maintaining its format. A text editor may be used.

Questions and Answers on the MicroBiz General ledger Merge

Q. Can I send my A/R detail (by customer) to my G/L ?

A. No. You need to keep your A/R detail at the front counter (in MicroBiz) so that customers who are exceeding their Account Limit can be flagged immediately. MicroBiz is a "front counter" package - Accounting software is more of a "back office" package.

Q. Can I send my Sales by Department detail to the G/L?

A. There is no need, because the reports on the sales detail are done through the MicroBiz program. See the Reports section.

Q. When I try to import my data, I get a message from the G/L package that my transaction does not balance. Why?

A. Most likely - if this is a new setup - is that the entries being created do not balance. There may be a debit, without the appropriate credit. If this is an existing system, where posting has been done before, it may be due to the End of Day data having been edited, or a system crash during the day. Most accounting packages allow you to edit the transaction as you receive it. If necessary, you can use the Edit End of Day option. See Miscellaneous Menu.

Q. I don’t import into my accounting package every day. My accountant comes in to do the imports. Do I need to do anything differently?

A. You will need to change the name of the export file each day, so that you don’t keep over writing yesterday’s general ledger posting. A simple way to do this is to name the file for each day; June2, July16, etc. This way, your accountant will know exactly what each file is. The files should be deleted after the import is completed.

Q. My accounting package is listed, but the merge does not work?

A. Your accounting software manufacturer may have upgraded the version and changed the Import routine. While we try to keep current with these, manufacturers do not always provide us with notice about such changes. If this is the case, please fax us a copy of the latest merge notes from the accounting software manufacturer.

Q. My accounting package is not listed, what do I do?

A. MicroBiz tries to maintain exports for the best selling accounting packages. You can contact us to ask if we do intend to write a merge for that package. Also, you can use the standard export to create a text file and then see if your accounting package will be able to import it. The format is as follows: Trans #, MM/DD/YY , Account name , Acct # , debit $, credit $ Note that NOT both debit and credit amounts are filled in, only one of them will be.

MB0421 1 , 4/21/97 , Sales , 41100 , , 12922.90

MB0421 1 , 4/21/97 , Sales tax , 25000 , , 0

MB0421 1 , 4/21/97 , Cost of goods-INV , 12200 , ,974.82

MB0421 1 , 4/21/97 , Mdse Received-INV , 12200 , 754.99 etc.

Note that the 12200 account has two entries - one is for the COGS for that day, the other is for merchandise that was RECEIVED into the system that day. The 12200 account in this case is the Inventory account. Similarly, the Accounts Receivable account will get two entries!!!!

If you utilize a chart of accounts that is similar to the one provided by the accounting software company, this should be simple to set up.

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