Professionals Retail Business allows you to export your transactions to the following systems:
M.Y.O.B. - Business basics
Burge Cash manager - Rural
Accomplish cash manager
Professionals Retail Business.
Excel csv file
If you have accounts that split transactions between business and domestic:
With the exception of Professionals Retail Business domestic components of transactions are not exported. The assumption is that either the purpose of the export is for tax calculations, or the software you are exporting to cannot handle such splits.
Use this form to provide your accountant with copies of your transactions for tax purposes if they do not have Professionals Retail Business. Alternatively they can download the demonstration copy from www.professionalsystems.co.nz and copy your last full system back up to it.
Find out from your accountant what software they are using. They need to have your accounts set up on their system as well.
Before you can export transactions you must first do a little bit of work:
1. Obtain a list of account codes from your accountant.
2. Enter the "Accountant Codes" in the Ledger Accounts form. You must enter both "direct" and "balancing" codes. Well, if your accountant is using M.Y.O.B you don't. But you will get a bigger bill because more time will be spent in setting up the import.
3. Enter the matching accountant's code for your Bank Accounts. It will be the one labelled "Bank".
4. If your accountant is using Accomplish you need to provide them with a list of your cash Journal accounts.
The export form appears as follows with MYOB export format selected. In this case you need to enter a cheque and bank account code. Obtain that information from your accountant.
1. Select the export format from the drop down list.
2. Enter the begin and end of period dates. If your accountant wants MYOB format the dates must match the beginning and end of year dates they are using. The default beginning date is the nearest 1 April to the current date. This means if you are in May, the beginning date will be 1 April of the current year. You probably want 1 April of the previous year. Once you enter that date the end of year date will be 12 months from the beginning date.
3. If you select MYOB or Accomplish another panel becomes visible on the right. If this is the first time you have used the export facility the two fields are blank. If not they hold the codes you entered last time. Check that those codes match what your accountant now uses.
Once the export has finished the panel on the right changes to allow copying of the export file(s) to external media (floppy disk, CD, or memory stick). It is best to place the export files somewhere it is easy to find them. Professionals Retail Business saves them into the Retail Business database directory and "knows" they are there so it is easier to copy while using the export facility. If you intend to do the copying later note the file name(s) - MYOB and Professionals Retail Business use two files - and then use file explorer later to copy them.
Warning - although Professionals Retail Business handles GST for payments if using the hybrid and invoicing basis only cash transactions are exported. Make sure all your bills and invoices have been paid before you create the export file. Only those transactions that are within the year beginning and end dates are transferred. This will not have any effect on your G.S.T. You may need to provide your accountant with a report of transactions that were invoiced/charged within the current year but paid outside it.
Exporting to Accomplish and Professionals Retail Business creates files with certain names. When you move those files to the export media do not change the names. Both systems need to find files with those names to carry out the import.