Predefined Import Scenarios for Migrating Financial Data

To save time on entering documents from your legacy system into MYOB Advanced, you can use the import scenarios that are supplied with the system.

Overview of the Predefined Import Scenarios

Predefined import scenarios are designed to help you prepare for the migration of financial data from a legacy system. You can use them as they are supplied or customize them to suit your implementation needs.

The table below lists the predefined import scenarios that are available on the Import Scenarios (SM206025) form for creating an import scenario and on the Import by Scenario (SM206036) form for importing the data based on the selected scenario. Each of these scenarios can be used to import data to a specific MYOB Advanced form, which is listed in the second column.

Table 1. Predefined Import Scenarios for Migrating Financial Data
Name of Import Scenario	Form to Which Data Is Imported
ACU Import AP Bills	Bills and Adjustments (AP301000)
ACU Import AP Cash Purchases	Cash Purchases (AP304000)
ACU Import AP Payments with Applications	Checks and Payments (AP302000)
ACU Import AP Prepayments	Checks and Payments
ACU Import AR Cash Sales	Cash Sales (AR304000)
ACU Import AR Invoices	Invoices and Memos (AR301000)
ACU Import AR Payments	Payments and Applications (AR302000)
ACU Import AR Payments with Applications	Payments and Applications
ACU Import Customer Locations	Customer Locations (AR303020)
ACU Import Customers	Customers (AR303000)
ACU Import Deferral Schedules	Deferral Schedule (DR201500)
ACU Import Fixed Assets	Fixed Assets (FA303000)
ACU Import GL Transactions	Journal Transactions (GL301000)
ACU Import Proforma	Pro Forma Invoices (PM307000)
ACU Import Project Income	Project Transactions (PM304000)
ACU Import Vendor Locations	Vendor Locations (AP303010)
ACU Import Vendors	Vendors (AP303000)

The predefined import scenarios listed in the table are inactive by default. That is, by default, for each of them, the Active check box is cleared on the Import Scenarios form. Before you can use any of these scenarios for data import on the Import by Scenario form, the Active check box must be selected on the Import Scenarios form.

Import Templates

Because the structure of the uploaded data file must match the structure that is defined in the data provider and used in the import scenario, a data template is provided for each of the predefined import scenarios.

You can download the data template, populate it with the data to be migrated, and then use the prepared file on the Import by Scenario (SM206036) form with the corresponding import scenario. The file names of the data templates correspond to the names of the predefined import scenarios with which they are intended to be used.

To download the data template, you first select the required import scenario on the Import Scenarios (SM206025) or Import by Scenario form and then click Files on the title bar. In the Files dialog box, which opens, you click the template file to be downloaded and then save it to the needed location.

ACU Import AP Bills

You use the ACU Import AP Bills import scenario to import AP bills to the Bills and Adjustments (AP301000) form. You can use this import scenario when migration mode is turned on or off—that is, when the Activate Migration Mode check box is selected or cleared, respectively, in the Posting Settings section of the General tab on the Accounts Payable Preferences (AP101000) form.

When migration mode is turned off, AP bills are imported as unpaid; that is, in the Summary area of the Bills and Adjustments form, the Balance amount of each of the imported bills is equal to its Detail Total. Any outstanding document amount specified in the import source file is ignored. If you want to migrate documents with open balances, migration mode should be activated.

When migration mode is turned on, documents are migrated with their outstanding balances. Be sure that you specify the outstanding balance in the relevant column of the import source file; otherwise, the documents will be migrated with zero open balances and will have the Closed status on release.

ACU Import AP Payments with Applications

The ACU Import AP Payments with Applications import scenario is used to import information about historical AP payments, along with their applications, to the Checks and Payments (AP302000) form. You use this import scenario when migration mode is turned off—that is, when the Activate Migration Mode check box is cleared on the Accounts Payable Preferences (AP101000) form.

ACU Import AP Prepayments

You use the ACU Import AP Prepayments import scenario to migrate prepayments, including balances that have not yet been applied to AP documents, to the Checks and Payments (AP302000) form. You import payments with unapplied balances when migration mode is turned on—that is, when the Activate Migration Mode check box is selected on the Accounts Payable Preferences (AP101000) form. Be sure to specify the unapplied balances in the relevant column of the import source file; otherwise, the AP prepayments will be migrated with zero unapplied amounts and will have the Closed status on release.

ACU Import AP Cash Purchases

You use the ACU Import AP Cash Purchases import scenario to migrate information about historical cash purchases to the Cash Purchases (AP304000) form.

ACU Import Vendor Locations

The ACU Import Vendor Locations import scenario is used to import vendor locations to the Vendor Locations (AP303010) form.

Note: We strongly recommend that vendor locations be imported separately from the main vendor data.

ACU Import Vendors

You use the ACU Import Vendors import scenario to import vendor records to the Vendors (AP303000) form.

Note: Vendor locations are excluded from the data template provided for this import scenario. We strongly recommend that you import vendor locations separately from the main vendor data by using the ACU Import Vendor Locations import scenario.

ACU Import AR Cash Sales

The ACU Import AR Cash Sales import scenario is used to import historical information about cash sales to the Cash Sales (AR304000) form.

ACU Import Customer Locations

You use the ACU Import Customer Locations import scenario to import customer locations to the Customer Locations (AR303020) form.

Note: We strongly recommend that customer locations be imported separately from the main customer data.

ACU Import Customers

You use the ACU Import Customers import scenario to import customer records to the Customers (AR303000) form.

Note: Customer locations are excluded from the data template provided for this import scenario. We strongly recommend that you import customer locations separately from the main customer data by using the ACU Import Customer Locations import scenario.

ACU Import AR Invoices

You use the ACU Import AR Invoices import scenario to import AR invoices to the Invoices and Memos (AR301000) form. You can use this import scenario when migration mode is turned on or off—that is, when the Activate Migration Mode check box is selected or cleared, respectively, in the Posting Settings section on the General tab of the Accounts Receivable Preferences (AR101000) form.

When migration mode is turned off, documents are imported as unpaid; that is, in the Summary area of the Invoices and Memos form, the Balance amount of each of the imported invoices is equal to its Detail Total. Any outstanding document amount specified in the import source file is ignored. If you want to migrate documents with open balances, migration mode should be activated.

When migration mode is turned on, documents are migrated with their outstanding balances. Be sure that you specify the outstanding balance in the relevant column of the import source file; otherwise, the documents will be migrated with zero open balances and will have the Closed status on release.

ACU Import AR Payments

You use ACU Import AR Payments import scenario to migrate AR payments, including balances that have not yet been applied to AR documents, to the Payments and Applications (AR302000) form. Payments with available balances are imported when migration mode is turned on—that is, when the Activate Migration Mode check box is selected on the Accounts Receivable Preferences (AR101000) form. Be sure to specify the available balances in the relevant column of the import source file; otherwise, the AR payments will be migrated with zero available balances and will have the Closed status on release.

ACU Import AR Payments with Applications

The ACU Import AR Payments with Applications import scenario is used to import information about historical AR payments, along with their applications, to the Payments and Applications (AR302000) form. This import scenario is used when migration mode is turned off—that is, when the Activate Migration Mode check box is cleared on the Accounts Receivable Preferences (AR101000) form.

ACU Import Deferral Schedules

You use the ACU Import Deferral Schedules import scenario to import previously configured deferral schedules to the Deferral Schedule (DR201500) form so that revenues and expenses that were deferred in the legacy system could continue to be recognized in MYOB Advanced.

ACU Import Fixed Assets

The ACU Import Fixed Assets import scenario is used to import information about fixed assets to the Fixed Assets (FA303000) form. If you want to allow the import of accumulated depreciation along with other fixed asset data, the Update GL check box must first be cleared in the Posting Settings section on the Fixed Assets Preferences (FA101000) form.

The template provided for this predefined import scenario is designed for importing information about fixed assets to three books. However, the template can be adjusted to reflect the settings of the fixed asset classes to which the imported assets belong.

ACU Import GL Transactions

You use the ACU Import GL Transactions import scenario to import to the Journal Transactions (GL301000) form general ledger transactions that have been exported from a legacy system.

ACU Import Proforma

You use the ACU Import Proforma import scenario to import to the Pro Forma Invoices (PM307000) form pro forma invoices that have been exported from a legacy system. Pro forma invoices are imported when migration mode is turned on—that is, when the Activate Migration Mode check box is selected on the Projects Preferences (PM101000) form.

ACU Import Project Income

You use the ACU Import Project Income import scenario to import to the Project Transactions (PM304000) form project transactions that have been exported from a legacy system. Project transactions are imported when migration mode is turned on—that is, when the Activate Migration Mode check box is selected on the Projects Preferences (PM101000) form.