Migrating your Payroll from MYOB Accountright to KeyPay

Follow

This guide will provide you with all of the relevant reporting you need to support migrating employee details and opening balances from MYOBs Accountright desktop product to KeyPay. MYOB allows us only to create a simple migration which includes the employee details and aggregate initial values (by pay category). Follow this guide to extract the reports you need and manipulate them in Excel:

The Employment Details Report

  1. From the home screen, choose the payroll area and select Reports
  2. In the Employees section, click the "Employment Details" report and press the "customise" button.
  3. In the customise screen, make sure that "All Employees" is selected and click on the report fields tab.
  4. In the "available fields" window, choose the 'select all' checkbox at the top to ensure that every field is selected.
  5. Press the send to button and choose "Comma Separated Text File". Save this in a location on your computer.

Activity Summary

This report is used to reconcile to the initial values that will later be enter. You will create a record for each employee who has been paid this financial year so that Keypay can be used to issue all of the payment summaries. You'll require the 'Activity Summary' from the beginning of the current financial year to the current date.

  1. Select 'Activity Summary' from the list of Payroll Reports. Press "Customise"
  2. Change the from date to be 01/07/20xx (the beginning of the current financial year). Leave to "To" date as today's date. 
  3. Press the send to button and choose "Comma Separated Text File". Save this in a location on your computer.

Payroll Category Transactions

This report is a detailed view of each pay category the employees have been paid. This report is what will allow you to later import the opening balances into KeyPay.

  1. Under the "Payroll Categories" section, select the "Payroll Category Transactions" report and press "Customise"
  2. Make sure that the "categories" filter says "All". Make sure that the "From Date" is the beginning of the financial year (1 July 20xx) and that the "To Date" is today's date. 
  3. Press the send to button and choose "Comma Separated Text File". Save this in a location on your computer.

Entitlement - Balance Summary

This report summarises the outstanding leave balances and allows you to add these in as part of your initial values import.

  1. Under the "Entitlements" heading, select the "Balance Summary" and choose customise. 
  2. Make sure "All" is selected as the filter option for "Employees". Make sure the date from is the beginning of the financial year e.g. 01/07/20xx and the "To" Date should be today's date.

  3. Press the send to button and choose "Comma Separated Text File". Save this in a location on your computer.

Card List Details

While the "Employment Details" report provides the majority of information for each employee, it does leave off the BSB and Account Number Details of each employee. The "Card List Details" provides this information.

  1. In the reports area, select the "Card" tab. Choose the "Card List Detail" report and select customise.
  2. Under "Card Type", select the "Employee" option to only filter Employee cards. Click the "Report Fields" tab. 

  3. In the "Available Fields" area, click the tick box at the top to make sure all available fields are chosen.

  4. Press the send to button and choose "Comma Separated Text File". Save this in a location on your computer. 

You'll notice with most of these reports that MYOB export will be formatted to reflect MYOBs reporting layouts. When importing data into most systems, including KeyPay, you generally will need to get this data into a table format, where there is one header row with the titles and a series of data rows with no gaps, spaces or subtotals. There is quite a bit of work in getting MYOB into this format, and requires a medium-advanced knowledge of spreadsheet formulas. A few useful formulas and tools are:

  • CONCATENATE - Merge the contents of the text of two or more cells to form one cell
  • TRANSPOSE - Swap the layout of a series of cells e.g. from horizontal to vertical
  • VLOOKUP - look up a value in a vertical series of data and return a matching value
  • Pivot tables - Useful for aggregating and summarising a lot of data.

For some more tips and tricks relating to migrating data, we suggest you read the following blog:
Blog: Tips and Tricks for migrating from old payroll systems

If you have any feedback or questions please contact us via support@yourpayroll.com.au

 

Powered by Zendesk