How to Set Up General Ledger Transfers from Grain Trader to MYOB

Receipts and Payments are exported to individual files, whilst all other transactions (ie Sales and Purchases) are exported to a third file. Receipts and Payments data does not include details of the individual debtor or creditor account because this would expose a high risk of errors (ie debtor/creditor names and/or account identifiers would have to be guaranteed to match to make this of any use). That is, only the amounts are transferred to the control accounts in the GL package. The export files are created automatically if they do not exist at the time a transaction needs to be logged.

At this time the facility supports MYOB® format, however other formats will be provided if required subject to negotiation and provided that both an import facility exists and the import requirements are readily available from the GL package manufacturer/distributor.

There is no way to export historical data; transactions are only exported from the time you activate the export option onwards.

Setting Up Grain Trader

To set up the export facility in Grain Trader, logon as the Admin user then:

1. Insert the relevant General Ledger account numbers (from your accounting package Chart of Accounts) into the relevant columns in both the Purchase and Sales Departments, against each Department that you use.
2. On the Utility menu select Program Options. Select the Program Defaults tab and locate the General Ledger Transfer options block. Tick the checkbox Generate General Ledger Transfer Files and select the appropriate format from the drop-down list. If you are using MYOB or another accounting package that requires it, you will also need to enter the GL Account Number for the Cash At Bank account in the text entry box thus labelled. Then click OK to save the details.

From that point onwards, any sale, purchase, receipt or payment transactions will be logged to the export files, described below.

Note: If you have a "demo" or "test" database, or multiple "real" databases, in the same folder you must move each of them into separate folders and adjust the Grain Trader configuration file to match the new locations, to avoid mixing real and test/demo transactions, or transactions for multiple databases, in the one transfer file. Please contact CDA Support Staff for assistance.

When you wish to import the data:

1. Locate the files in the same directory as the Grain Trader database. Depending on your own preferences, you may wish to move and/or rename the files at this point to ensure no further transactions are logged to these particular files.
2. For MYOB, see the next section for details on the import procedure. Otherwise, consult you accounting package documentation or online Help for instructions on how to import the data.
3. When you are happy that the import procedure has been executed correctly, you MUST either move, delete or rename the Grain Trader export files, otherwise new transactions will be logged to the same files you have just imported and will be re-imported next time you import the file. Most users simply rename the files with a date-based component in the name so that they can always go back to the data if required at some stage in the future. Grain Trader will re-create the files if they don't exist when needed.

Import Procedure - MYOB

This procedure refers to MYOB Accounting, however it should be similar for other editions of MYOB.

1. In MYOB, from the File menu select Import Data, then Transaction Journals.
2. On the next window:
   • for Import File Format select Comma Separated
   • for First Record Is select Data Record
3. Locate the file that is to be imported - ie myobjnl.txt, myobrec.txt or myobpay.txt. Unless you have already moved it this will be in the same folder as your Grain Trader database, eg often f:gt99data.
4. On the next window you need to match the import and MYOB fields. Select Match All. Grain Trader doesn't export a job number (the last MYOB field) so this will not be matched on the MYOB side. All other fields need to be matched - a blank will stop the record from being imported.
5. After MYOB has finished importing it will advise whether it was successful or not. Any errors can be read in the file myoblog.txt in the MYOB folder.
6. Rename the import file (ie myobjnl.txt, myobrec.txt or myobpay.txt), as otherwise new transactions will be appended to the same file that has just been imported and MYOB will import them again with no warnings.

Sample MYOBJNL.TXT

Contents:
Sales & Purchases transactions.

Format:
Plain text file, comma-separated values. Located in the same directory as the Grain Trader database.

Debit Account Line:

Reference, Trans Date, Description, Debit Account no, Amount, 0.00

Credit Account line:

Reference, Trans Date, Description, Credit Account no, 0.00, Amount

Empty line:

Sample:

21212,24-11-00,,,50.00,0.00
21212,24-11-00,,,0.00,50.00

21212,24-11-00,,9765.10,5.00,0.00
21212,24-11-00,,0,0.00,5.00

21213,24-11-00,,,50.00,0.00
21213,24-11-00,,1200.10,0.00,50.00

21213,24-11-00,,0,5.00,0.00
21213,24-11-00,,9765.10,0.00,5.00

21214,24-11-00,027824 CANOLA SEED,11081020,9908.42,0.00
21214,24-11-00,027824 CANOLA SEED,9200.10,0.00,9908.42

21214,24-11-00,027824 CANOLA SEED,9765.10,990.84,0.00
21214,24-11-00,027824 CANOLA SEED,0,0.00,990.84

Sample MYOBREC.TXT

Contents:
Receipt transactions.

Format:
Plain text file, comma-separated values. Located in the same directory as the Grain Trader database.

Debit Account Line:

Reference, Trans Date, Description, Cash At Bank account no, Amount, 0.00

Credit Account line:

Reference, Trans Date, Description, Credit account no, 0.00, Amount

Empty line:

Sample:

12345,27-09-00,Chq Dishonoured,cab,-250.00,0.00
12345,27-09-00,Chq Dishonoured,9880.10,0.00,-250.00

65432,27-09-00,Receipt,cab,250.00,0.00
65432,27-09-00,Receipt,9880.10,0.00,250.00

Sample MYOBPAY.TXT

Contents:
Payment transactions.

Format:
Plain text file, comma-separated values. Located in the same directory as the Grain Trader database.

Debit Account Line:

Reference, Trans Date, Description, Debit Account no, Amount, 0.00

Credit Account line:

Reference, Trans Date, Description, Cash At Bank Account no, 0.00, Amount

Empty line:

Sample:

1038,12-04-01,Cheque Cancelled,9700.10,-200.00,0.00
1038,12-04-01,Cheque Cancelled,cab,0.00,-200.00

0001000,24-11-00,Payment,9700.10,9178.62,0.00
0001000,24-11-00,Payment,cab,0.00,9178.62

0001001,24-11-00,Payment,9700.10,51.50,0.00
0001001,24-11-00,Payment,cab,0.00,51.50

0001002,24-11-00,Payment,9700.10,4452.25,0.00
0001002,24-11-00,Payment,cab,0.00,4452.25

0001003,24-11-00,Payment,9700.10,8304.86,0.00
0001003,24-11-00,Payment,cab,0.00,8304.86

0001004,24-11-00,Payment,9700.10,1964.70,0.00
0001004,24-11-00,Payment,cab,0.00,1964.70

Disclaimer

CDA Software provides information in this document relating to third-party software as a service to clients and in good faith, with the intention that it is accurate and complete within its intended scope. However we can take no responsibility for any interaction between third-party software and CDA Software applications, or failure of functionality described in this document to perform as expected. This document should not be taken as an endorsement or recommendation of any third-party software and your organization should conduct its own evaluation to ensure such software meets your needs.