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Exporting General Ledger Data From MYOB AccountRight

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Jonathon Plowman-Samson
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Exporting general ledger data

1 - Select Reports at the bottom of the screen, and then click Accounts

2 - Select General Ledger [Detail] from the list

3 - Adjust the dates as required

4 - Click Export to Excel

 

myob-1.png

Files exported from MYOB are grouped by account but in order to ingest data into MindBridge, your file needs to be in a continuous ungrouped format. As you can see below the entries are grouped by Account, with all of the individual postings sitting below a single account reference. The objective of the formatting exercise is to get the relevant Account Number and Description to be listed on each row, alongside each individual entry.

 

The image below is an example of the grouped export from MYOB.

 

myob-2.png

 

The image below is an example of the formatted ungrouped version.

 

myob-3.png

 

The data formatting requirements for ingesting data into MindBridge are the same as the data formatting requirements for producing a pivot table in Excel — if you are familiar with pivot tables this may help you to visualise the desired end result.

 

Step by step data formatting guide

1 - Start by deleting all rows above the main column headers and delete any blank columns to the left of your data. There is also a hidden blank row below the column headers. Ensure this is deleted also.

 

Once complete row 1 should contain the column headers, and row 2 should contain the first Account Code and Description. See the below.

 

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2 - Add two new columns for the Account Number and Account Description. Add these as blank columns to the left of your data set and give them titles.

 

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3 - Add a filter to all of your columns. To do this select all the data and click Data > Filter in the Excel toolbar.

 

4 - We now need to remove all the Beginning balance rows as these values represent the sum total of the account groups. In our final ungrouped file, these rows will not be necessary.

 

In Column C filter any row containing the word Beginning. Select all of the rows, and right-click to delete. Once deleted remove this filter.

 

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5 - We now need to transfer the Account Numbers and Descriptions into our newly created Columns A & B. Filter Column C to remove any blank rows. This should leave only the Account Numbers listed in Column C, and Account Descriptions in Column D.

 

myob-7.png

 

6 - In cell A2 add a formula to copy over the values from cell C2 (=C2). In cell B2 create a formula to copy over the values from cell D2 (=D2).

 

Drag these formulas down to copy the formula to all the cells within these two columns. The end result should be an Account Number and Description in every visible cell.

 

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Once complete remove the filter on Column C.

 

7 - We now need to fill in the blank cells in Columns A and B with the relevant Account Numbers and Descriptions.

 

Select all of the data in Column A. Then click Home > Find & Select > Go to Special in the Excel toolbar. From that menu select Blanks and click OK. You should now have only the blank cells highlighted.

 

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8 - Do not click on any single cell and instead click on the formula bar at the top of the screen. In the formula bar enter =A2, once entered click CTRL+Return.

 

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If done correctly all of the blank cells should now be filled with the value above. See image below.

 

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9 - Repeat steps 7 and 8 with the data in Column B. Once complete you should have a value in every row for both columns.

 

myob-12.png

 

10 - Next select all the data in Columns A and B. Right click and click Copy. Right click again and select Paste Special > Values. This will remove all the formulas and leave only the results.

 

11 - Add a filter to Column C and remove all blank rows.

 

12 - Highlight all the visible rows and right-click to delete everything (excluding the header). Once done remove the filter on column C.

 

myob-13.png

 

13 - Finally, delete Column C as this is no longer needed. You should now be left with a valid Account Number and Description in every row. The general ledger is now ready to be imported into MindBridge!

Exporting trial balance data

1 - Select Reports at the bottom of the screen and then select Accounts

2 - Select Trial Balance from the list

3 - Adjust the dates as required.

4 - Select Advanced Filters

5 - Select the checkbox Include Zero Balances

6 - Select Run Report

 

myob-14.png

 

7 - Select the drop-down arrow in the top left corner

8 - Select Export and CSV

9 - Click Save Report

 

Step-by-step formatting guide

The objective of the next formatting exercise is to assign the corresponding Account Number to the Account description in the Trial Balance.

 

The image below is an example of the export from MYOB.

myob-15.png

The image below is an example of the formatted version.

 

myob-16.png

1 - Start by deleting all rows above the main column headers and delete any blank columns to the left of your data. There is also a hidden blank row below the column headers. Ensure this is deleted also.

 

Once complete row 1 should contain the column headers, and row 2 should contain the first Account Code and Account Description.

 

myob-17.png

 

2 - In cell A1, enter Account Number. Change cell B1 to read Account Description. Delete Columns C, D, and G.

 

myob-18.png

3 - You’ll need to find the corresponding account number for each Account. You can either do this manually by keying in the account numbers from the MYOB file or use your completed General Ledger data and utilize a vlookup.

 

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Your trial balance data is now ready to import into MindBridge!

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