TransPost Help

Miscellaneous Purchases Fields

The Miscellaneous Purchases import type imports Miscellaneous purchases.

Purchases may only be imported using Transpost Plus and TransPost Premier.

The fields correspond to fields on the AccountRight Purchases form for Miscellaneous Purchases.

There are groups of fields dealing with:

Apart from fields to identify the Supplier the only mandatory fields are AccountNumber and an Amount field for detail lines and Description for header lines. Any other fields will default as they would in AccountRight.

The grey fields are only shown when the All fields radio button is selected. They are all optional and not commonly used. Many of them are alternatives to other fields.

Single character code indicating what action is to be applied to the purchase. If no action is specified then it is assumed that a new purchase is to be imported.
A - Add
This is the default. It will insert a new purchase. If the purchase is a Bill and an OrderNumber is specified then the purchase order will be marked as converted to a bill.
D - Delete
Deletes the purchase indicated by InvoiceNumber, which must be provided. This is the only action code permitted in TransPost Express.

Note that purchases that have had payments applied cannot be deleted without first deleting the payments.

R - Replace
Updates the purchase indicated by PurchaseNumber, which must be provided, replacing its detail lines. Other values may also be updated
U - Update
Updates the purchase indicated by PurchaseNumber, which must be provided. If there is any detail line data provided it will result in detail line(s) being added to the end of the purchase.
While it is not mandatory, if at all possible it is recommended that the purchase number is specified using a reference number that may be used to reconcile purchases in MYOB with the source of the data. If this is not possible then it may not be possible to uniquely identify the purchase to reconcile it with the source data although in most cases the supplier, purchase date and total will provide a match.
Date of purchase will default to today if not supplied.

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.

Supplier PO No. If the supplier has not provided a purchase order number this can still be a handy field as a place to put a reference or transaction Id coming from the system that generated the data. It can be up to 255 characters.
Indicates what the Purchase Type is. If not supplied Bill is assumed.
  • B - Bill
  • O - Purchase Order

Note that quotes may not be imported.

This specifies an order to be converted as a result of processing this purchase. Details from the order will be treated as defaults for the resulting Invoice. N/A TransPost Express.
Journal memo. If no memo field(s) imported this will default to "Purchase: " followed by the supplier name.
Memo2, Memo3, Memo4, Memo5
These will be concatenated with Memo. They are provided so that Memo can be constructed from multiple input fields.
This corresponds to the Tax Inclusive check box in MYOB. X, Y or 1 indicates the Purchase is Inclusive.

Supplier Identification

The following fields are used to identify the appropriate supplier card for the purchase. The Supplier must be identified somehow so at least one of these fields is required:
If supplier cards have CardIDs this is recommended as the reliable way of identifying the correct supplier card for the purchase. If supplied this will be used and other supplier identification fields will be ignored.
If a CardID is not available then suppliers must be identified by name. If the data contains both company names and personal last names, in different columns, you must use the CompanyName and LastName fields instead.
Name of the supplier if not an individual. Use this instead of CoLastName if supplier organisation names and personal last names are in different input columns.
Last name of the supplier if an individual. Use this instead of CoLastName if supplier organisation names and personal last names are in different input columns.
If the supplier is an individual their first name is also required to identify them.

If there are multiple suppliers with same name, e.g. John Smith, TransPost will use the following fields to select the right one. If only one supplier is identified by name then these fields are ignored.

Match against supplier ABN. The input ABN may contain formatting spaces but they are not necessary. Australia only.
Match against Email address associated with any of the addresses associated with the supplier card. This is a particularly useful identifier as it is unique and generally defined consistently.
Matched with phone numbers associated with any of the addresses associated with the supplier card.
May be used to discriminate between suppliers of the same name.
May be used to discriminate between suppliers of the same name.
May be used to discriminate between suppliers of the same name.
May be used to discriminate between suppliers of the same name.

PurchaseLine Details
In the Mapping Details form, Line Details are highlighted to distinguish them from other purchase data fields that can only have a single value per purchase.
This is used to identify header (H) and subtotal (S) lines. The only fields applicable on these lines are those that make up the description.

Description can be composed from a number of input fields using the Description2 - Description9 fields

Description2, Description2 ... Description9
Extra input fields may be concatenated to assemble a compound description
The expense account code. e.g. 6-1234 or 61234 - the dash is optional as TransPost will add or remove it as appropriate.
Line Amount. tax-inclusive if the purchase is inclusive, tax-exclusive otherwise.
Alternative to Amount that is always tax-exclusive.
Alternative to Amount that is always tax-inclusive.
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.

The amount of tax for the item. Since AccountRight will calculate the tax based on the tax code the only purpose this serves is to decide 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.

Payment Details
A payment can be recorded at the same time as the purchase.
The amount paid, if applicable. For foreign currency purchases, if the amount paid in a Foreign currency is in the same data column as local currency payments TransPost will redirect the value into the appropriate place.
Optional. If AmountPaid is specified this provides the Id No for the payment. MYOB will generate a number if one is not provided.
Acount from which payment is made. If an AmountPaid is specified this must be specified as well.
If ElectronicPayment use X or Y.
Statement texts are only applicable to electronic payments.
Code to attach to electronic payment - only applicable for New Zealand region.
Reference to attach to electronic payment - only applicable for New Zealand region.
If an AmountPaid is applied this is used as the Memo for the resulting payment. If not provided MYOB will set it to Supplier name for Purchase number

These fields correspond to the input on the AccountRight Credit Terms form under the Terms: button:

if not supplied the default terms for the Supplier will be applied. Failing that, the default for Purchases generally will be used.

value betwee 0 and 5 as follows:
  • 0 - C.O.D.
  • 1 - Prepaid
  • 2 - in a Given No. of Days
  • 3 - On a Day of the Month
  • 4 - No. of Days after EOM
  • 5 - Day of Month after EOM
This may be either the number of days (Discount Days) or the day of month (Discount Date), whichever is appropriate to the applicable PaymentIsDue
This may be either the number of days (Balance Due Days) or the day of month (Balance Due Date), whichever is appropriate to the applicable PaymentIsDue
Percentage discount for early payment. Percentage sign (%) is optional.
For Bills only, the above may be calculated from a specific Due Date. TransPost will calculate the number of days from the Bill to the Due Date and set PaymentIsDue to 2 - in a Given No. of Days and BalancedDueDays to the calculated number of days.
Report Taxable Payment - Y to mark payment as Reportable to the ATO. Only applicable if you have set the preference option Report Taxable Payments to Contractors and the purchase is reportable. (Australia only)
Y in this field will cause TransPost to prefill a Purchase Number with zeroes to make it 8 digits.

A lot of data sources drop leading zeroes but AccountRight has historically tended to right fill purchase numbers with zero when entered manually but not via the API which is what TransPost uses. Since an purchase number with leading zeroes does not match one with the same number but without leading zeroes, in some circumstances it is necessary to control this behaviour.

Unlike MYOB Import Assistant, TransPost normally deals with identifying where one purchase ends and the next starts in the data by the fact that some purchase detail, such as PurchaseNumber, SuppleirsNumber, Purchase Date or memo, or any field not part of a detail line changes.

If GroupLikeMyobImport is set to Y TransPost will use the values on the first line of the purchase and ignore changes in any of these fields until it finds a complete blank line, which makes it work like the MYOB Import Assistant

The main use for this is to import data that has been exported from AccountRight using the Export Assistant.

We have not made that the default behaviour because most sources of data do not insert blank lines between data groups and any editing of input data is work and potential mistakes to be discouraged.