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Importing and exporting categories

You can import categories into MYOB to update the default categories. This is handy when you're setting up MYOB if you have categories you've exported from another program or have it in a spreadsheet.

You can also export categories from MYOB to use in another program. Exporting is also a quick way to create a template file which you can use to populate with your categories info, ready for importing into MYOB. We've also provided a blank template that you can populate with your categories details, ready for importing.

Let's step you through it.

To export categories

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  1. Click the settings menu (⚙️) and choose Import and export data.

  2. Click the Export tab.

  3. For the Data type choose Categories.

  4. In the Balances from field, choose the year you want the category balances to be reflected from.

  5. Choose an option from the Category balance list (All transactionsExclude year end adjustments or Year end adjustments only).

  6. Click Export. The file will be exported as a tab-separated TXT file which can be opened in a spreadsheet or text editing program. The first row will be a header row, listing all field headers.

To import categories using a sample template

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If you've exported categories from another program, it might not be in the right format to import it into MYOB.

So we've created a sample template that contains the required columns (fields) that you can populate with your own category details. Just download the template, open it in Excel and enter your data, then import the file into MYOB.

1. Download and modify the sample template

  1. Right-click this template file and save it to your Desktop: ACCOUNTS.txt

  2. Open a blank workbook in Microsoft Excel.

  3. Click and drag the downloaded sample template onto the workbook. The file will open in Excel and the contents of the template will be displayed.

    Open template

    When looking at the file in Excel, note the following:

    • the first cell (A1) contains parentheses (brackets) - these need to remain, as they indicate that the import file is for MYOB.

    • the second row (beneath the row with the brackets) is labeled, so you can easily work out what type of information is required in each column.

      Template in Excel showing brackets in cell A1

  4. Enter your data in each applicable column. Remember:

    • each column in the import file represents a field in MYOB

    • each row in the import file represents a different category

    • leave the brackets on the first row, and the headings on the second row.
      For more details about each of the columns (fields) in the import file, see the FAQs below.

      Accounts in MYOB Business have been renamed as categories. However, import files still use column headings such as Account Name, Account Number, etc. Import field names will be updated in a future release.

  5. When you're done, save the template as a text (.TXT) file. If you like, you can give the file a meaningful name, such as "Categories List Import" or similar.

2. Import the prepared template

When you import the prepared template, your categories list will be updated. There's no way to undo the changes after importing, so make sure you choose the correct import options.

  1. Go to the settings menu (⚙️) and choose Import and export data.

  2. On the Import tab, for the Data type choose Chart of accounts.

  3. Click Browse and locate your import file template.

  4. Click the import file then click Open.

  5. Choose the applicable option for If duplicate records are found. For example, if category 1-2300 exists in MYOB and you try to import a category with the same number, and you choose to:

    Update existing data—the information about category 1-2300 in MYOB will be updated.
    Reject duplicates—the information about category 1-2300 will be not be imported.

  6. If you want to delete unused accounts in MYOB as part of the import process, select the option Delete unused accounts.

    What's an unused category?

    These are existing categories in MYOB which have never been used in a transaction. Even if you delete an associated transaction, the category can't be deleted. Also, linked categories can't be deleted.

  7. Click Import.

  8. At the confirmation message, click Import.

FAQs

What are the field (column) requirements in the import file?

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The columns in your import file represent the fields in MYOB, for example category code, category name, etc. The information entered into these fields must meet the field requirements to ensure the file imports successfully.

Here's a description of each field.

Accounts in MYOB Business have been renamed as categories. However, import files still use column headings such as Account Name, Account Number, etc. Import field names will be updated in a future release.

Field

Description

Account Number

Alphanumeric codes and special characters are supported. Maximum of 10 digits.

Example 1-2300

Account Name

Up to 60 characters. Alphanumeric characters supported.

Example Petty Cash

Account Type
















Asset

(header categories only)

An asset header category, under which sit other asset type detail categories (Bank, Accounts receivable, Other current assets, Fixed asset, Other asset)

Bank

Money in the bank, for example, in a cheque or savings account.

Accounts receivable

Money owed to you by your customers.

Other current asset

Assets that, if required, can be turned into cash within a year. These may include your term deposits.

Fixed asset

Assets which have a long life, for example, buildings, cars and computers.

Other asset

Other assets you own such as loans made to others and goodwill.

Liability

(header accounts only)

A liability header category, under which sit other liability type detail categories (Credit card, Accounts payable, Other current liability, Long term liability, Other liability)

Credit card

Repayments required to service credit card debt. 

Accounts payable

Money owed by you to your suppliers.

Other current liability

Money owed by you that is due in less than a year, for example, GST.

Long term liability

Money owed by you that is due in more than one year, for example, a business loan.

Other liability

Other money you owe. 

Equity

The business’s net worth, that is, its assets minus its liabilities. Common equity accounts are current year earnings, retained earnings and shareholders’ equity.

Income

Revenue from the sale of goods and services.

Cost of sales

The direct cost of selling your goods and providing services, for example, purchase costs and freight charges.

Expense

The day-to-day expenses of running your business, for example, utility bills, employee wages and cleaning.

Other income

Other revenues, for example, interest earned on savings and dividends paid from shares.

Other expense

Other expenses, for example, interest charged. 

Header

Enter H if the category is a header category.

Leave the cell blank for non header (detail)
categories

Parent Account Number

For all categories, enter the corresponding header category number.

For example, if the header category is 1-2300 Sales and the detail category being imported is 1-2301 Professional services, enter 1-2300 as the parent category number.

If your categories don't have header categories, enter the default parent category code based on the type of category being imported.

For asset categories use 1-0000

For liability categories use 2-0000

For equity categories use 3-0000

For income categories use 4-0000

For cost of sales categories use 5-0000

For expense categories use 6-0000

For other income categories use 8-0000

For other expense categories use 9-0000

Tax Code (Australia)















ABN

No ABN Withholding (47%)

CAP

Capital Aquisition (10%)

EXP

GST Free Exports (0%)

FRE

GST Free (0%)

GNR

GST (Non-Registered) (0%)

GST

Goods & Services Tax (10%)

GW

Consolidated WEG & WET (0%)

INP

Input Taxed (10%)

ITS

Input Taxed Sales (0%)

LCG

Consolidated LCT & GST (0%)

LCT

Luxury Car Tax (33%)

N-T

Not Reportable (0%)

VWH

Voluntary Withholdings (20%)

WEG

GST on Wine Equalisation Tax (13%)

WET

Wine Equalisation Tax (29%)

Tax Code/GST Code (New Zealand)






S15

Standard (15%)

S

Standard (13%)

E

Exempt (0%)

Z

Zero-Rated (0%)

IMP

Import Duty (100%)

N-T

No Tax (0%)

Inactive Account

If the category being imported is an inactive category, leave this cell blank or enter Y. For active accounts, enter N.

If the Inactive Account field is omitted from the import file, then If the category being imported is an inactive category, leave this cell blank or enter Y. For active accounts, enter N.