Info and Concepts
Aerotrack includes a dedicated tool to export purchases and sales to a text file for the purpose of importing this file into an external accounting package such as MYOB.
Companies with large amounts of purchases transactions will find this feature will save them a great deal of time double entering these into MYOB.
This task is really 3 separate smaller procedures:
- Export of purchases from aerotrack to create a text file.
- Validation of the text file (making sure it has exported correctly).
- Import of the text file into MYOB.
The information currently exported for each Aerotrack purchase contains:
- Purchase no.
- Company ID
- Supplier Ref.
- Purchase Date
- Tax Code
- Description (this also contains your purchase reference)
- GST Amount
- GST Total
Note that no supplier name is exported. The match of aerotrack supplier and MYOB supplier is based on
Aerotrack ‘Company ID’ = MYOB ‘Card ID’
The MYOB Card ID field can be found in the card file. If you open a supplier card you will see the card ID field under the supplier name.
In Aerotrack you will find the company ID as the number beside the company name on the list view form. It can also be found as the number after the supplier name on the purchases detail form. This number is unique to each supplier/customer in Aerotrack and is auto generated and non-editable.
YOU MUST MATCH THE AEROTRACK COMPANY ID AND THE MYOB CARD ID FOR ALL SUPPLIERS BEFORE USING THE EXPORTS FUNCTION. IF YOU DO NOT YOU WILL NOT BE ABLE TO IMPORT RECORDS INTO MYOB.
The reason for using card ID to match supplier names and not using the actual supplier name is that any spelling differences between the two systems (highly likely) would cause import errors. Matching on ID is much safer although it requires this initial setup.
After Exporting the aerotrack records there are optional functions to allow you to print a report of the exported records and also to ‘lock’ the exported records. Before using these functions you should validate that your file has imported correctly into MYOB.
If you are using Quickbooks or Xero accounting software, these are also supported formats. Please contact tech support for setup and training.
The ‘Accounting’ tab panel in system administration. You will need to be an office level 1 password to access this.
Exporting purchases from Aerotrack
- Make sure the accounting software option is set to either ‘MYOB Premier’, ‘MYOB Plus’ or ‘MYOB AccountRight’
- Click the export purchases icon.
- A popup window will appear. You will have to supply a date range for the purchase you wish to export. If you want purchases from a single date enter the same date for start and finish
- Once the dates have been entered Aerotrack will find all purchases that are:
- Between the dates entered
- Status of Bill (not Orders)
- That have not been exported previously
- If you want to show previously exported purchases (be careful) click the button at the bottom of the screen ‘show previously exported purchases’
- You will have to ‘include’ the purchases you wish to export by clicking the checkbox to the right of each line. You can select all/none by clicking the ‘check all/clear all’ buttons under the list.
- When you have finalized and checked your selection click the button ‘export included purchases’.
- A file save dialog will open asking you for a file name and location to save the file. We highly recommend saving all of these files to the same directory and using a consistent naming convention for the file name.
- All exported records will now be tagged “Yes” under the Exported column. This prevents these records from being exported twice.
- DO NOT CLOSE THIS POPUP WINDOW. KEEP IT OPEN WHILE PERFORMING THE NEXT 2 FUNCTIONS.
Validating the exported file.
- Navigate to and open the exported file you just created by right clicking the file and selecting “open with” and then the “WordPad’ option that appears.
- You should see all the purchases exported from aerotrack on a separate line each.
- Save the file by clicking the ‘disk’ icon.
Importing the text file to MYOB.
- In MYOB open the menus File > Import Data > Purchases > Service Purchases
- In the import popup window make sure the selections are:
- Import File Format = Tab Delimited
- First Record = Header Record
- Duplicate Records = Reject Them
- Identify Suppliers By = Card ID
- In the open file dialog box select the location and file created by Aerotrack.
- A popup ‘Import Data” window appears asking you to match the import file fields with the MYOB fields. You do not have to do this manually just click the “Match all” button.
- Click the “Import” button.
- MYOB will now import the records and report any success, failures or warnings for the imported records. It will also create a MYOBLOG text file explaining these in the MYOB directory.
- After a successful import return to Aerotrack on the still open popup window.
- If you want you can now lock all checked purchases to prevent any further changes. Click the button “Lock Included Purchases”.
- You can print a report of the exported purchases by clicking the button “Print Export Report”.
Always check the exported file to make sure that the purchases from aerotrack have been exported correctly. The current version of the export plug-in we use requires you to save this file before importing into MYOB or it will not import any records.
MYOB will take the default terms of the supplier, no terms are exported from Aerotrack.
It is recommended to use multiple monitors when using this function, as it its easier to view both the aerotrack program and your accounting program at the same time.
We highly recommend that you lock the exported records after an export/import.