TransPost Help

General Journal Fields

The General Journal import type imports General Journal transactions. The fields correspond to fields on the AccountRight Record Journal Entry form.

General Journal transactions can only be imported using TransPost Plus and TransPost Premier.

There are groups of fields dealing with:

The grey fields are only shown when the All fields radio button is selected.

General Journal details
General Journal No. or Transaction ID to identify the Journal. If omitted MYOB will generate one.
Journal date. If omitted defaults to the current date.

This will be interpreted based on your regional date format, i.e. in Australia, NZ something like d/m/yy or dd-mm-yyyy or similar. Time if present will be ignored. Texts Yesterday or Today or Tomorrow will be interpreted appropriately which can be handy as a default.

Single character code indicating what action is to be applied. The only action code applicable to General Journal transactions is D to delete.

When deleting, the JournalNumber (transaction ID) and Journal Date if necessary are required to uniquely identify the Journal to delete. other details are ignored.

Memo. This corresponds to the Memo shown on the MYOB form above the details, not to be confused with the Memo field on each of the journal lines, which is called AllocationMemo in TransPost
Memo2, Memo3, Memo4, Memo5
These will be concatenated with Memo. They are provided so that Memo can be constucted from multiple input fields.
This corresponds to the Tax Inclusive check box in MYOB. X, Y or 1 indicates the Sale is Inclusive.
This indicates how the journal should be treated in GST (BAS) reports. Use S to indicate Sale (Supply) or P for Purchase (Acquisition).

Use Y if the journal is a year-end adjustment.

Journal Line Details
In the Mapping Details form, Line Details are highlighted to distinguish them from other General Journal data fields that can only have a single value per transaction.
Account (Acct No.) - the account to which the amount is allocated
Memo - specific to the detail line.
Debit or Credit Amount
While AccountRight itself actually expects a Journal line amount to be a value in either a Debit field or a Credit field, the AccountRight API expects a value and an IsCredit indicator. The application generating the data may have taken either of those approaches or some other approach so TransPost accepts various combinations and translates them into the form expected by the API:
  • A single signed value which is deemed to be a credit if negative: Use Amount alone
  • A value and a Credit indicator: Use Amount and map the indicator to IsCredit.
  • Credit and Debit values in separate columns: map Debits to Amount and Credits to CreditAmount
Amount, Debit if positive, Credit if negative. tax-inclusive if TaxInclusive selected (Inclusive set to X or Y), tax-exclusive otherwise.
Credit Amount. Use this if credit amounts in seperate column to debit amounts. tax-inclusive if TaxInclusive selected (Inclusive set to X or Y), tax-exclusive otherwise.
Indicates that a value, either positive or negative, in the Amount field is to be treated as a credit. Use when the data has a column to indicate which lines are Credits. Anything other than N, 0, D(ebit) or "f(alse)", indicates that Amount is a credit and its sign will be ignored.
Job number applicable to the line. Must match a valid active detail job number in MYOB.
Tax code as defined in MYOB. e.g. GST or FRE.

This can also be a choice of tax codes e.g. GST or FRE in which case TransPost will check TaxAmount and apply the first tax code, GST in the example, if it is non-zero and use the second, FRE in the example, if it is zero.

Use Y to indicate that the input tax amount should be used, overriding the usual calculation within AccountRight.
The amount of tax for the item. THis will be applied if OverrideTax is indicated. Otherwise AccountRight will calculate the tax based on the tax code but this may be used to choose which tax code to use when the tax code has been specified as a choice, e.g.GST or FRE. The first tax code applies unless the tax amount is zero, in which case the alternative is used.
Amount when a foreign currency applies. This should only be used if foreign currency amounts are in a different input column to local currency amounts so both need to be mapped separately.
Tax amount when a foreign currency applies. This should only be used if foreign currency tax amounts are in a different input column to local currency tax amounts so both need to be mapped separately.
CurrencyCode for foreign currency sales. MYOB treats local currency and foreign currency transactions differently so we need to identify when the currency is local. A blank currency code implies that the transaction is not foreign. AccountRight preferences currently do not provide for specifying which currency is defined as 'local' Often incoming data, particularly from international ecommerce sites, does not make the distinction between 'local' and 'foreign' and will provide a currency code for all transactions so when using the Australian version of AccountRight 'AUD' will be ignored, effectively treated as local currency. If the New Zealand version of AccountRight is being used 'NZD' will be treated as local currency.
Category is optional. Categories not already on the AccountRight Categories List will be ignored, with a warning, as MYOB's API does not permit adding to the category list on the fly.

Journal Balancing
It often happens that journals fail to be imported because they are out of balance. This can be a source of irritation and create a lot of work tracking down the problem, which often turns out to be that the GST rounding in the application that provided the data has rounded GST slightly differently to AccountRight because AccountRight carries forward rounding though a transaction while many applications merely round line by line.

Whatever the cause of the discrepancy, not knowing what the error is can lead to time wasted on frustrating investigations, sometimes to dicover that one is chasing the odd cent.

We recommend importing General Journals using inc-tax amounts as it reduces this problem however TransPost also provides the ability to balance a journal so that investigations are speeded up. to the correction of a line or two rather than correcting and resubmitting a data file, which is some casesx is quite lengthy.

Account code of an account to which the discrepancy is posted. We recommend creating a specific account for this purpose, so while it has a balance of zero all is well and when there is a problem, whch is logged, resolution of the problem is then a simple journal from that account.
This is an allocation memo to explain that the entry has been added to a journal to create a balance. If not supplied it will default to "Balance to Account: balance to account name".
If GroupLikeMyobImport is set to Y TransPost will take the values on the first line of the transaction and ignore changes in any of these fields until it finds a complete blank line.