MYOB Accounting v16 and Accounting Plus v16: User Guide

MYOB Accounting v16 and Accounting Plus v16: User Guide
MYOB Accounting
MYOB Accounting Plus
User Guide
MYOB UK Ltd
Westec House
West Gate
Ealing
London
W5 1YY
Telephone
0845 130 3975 (local)
+44 208 799 0299 (international)
(9:00 a.m. to 5:30 p.m., Monday to Friday)
Website: myob.co.uk
© MYOB Technology Pty Ltd 2007
All rights reserved.
2
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Writers
Information supplied by the member companies of the MYOB group (whether in user
documentation and other literature, video or audio material, training courses, websites,
advice given by staff, or provided by other means) is intended only to illustrate general
principles, and may not be complete, accurate or free of error. As accounting standards,
taxation requirements, legislation and the circumstances of individual businesses vary widely,
this information cannot be considered authoritative and may not apply to your specific
situation. You should obtain competent advice from a qualified accounting, taxation,
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extent permitted by law, member companies of the MYOB group are not liable for any
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data resulting from your application of such information. In the event that any of the above
limitations are found to be unenforceable, the MYOB member company's liability is limited to
the return of any fees or monies paid for the purchase of the product or service.
Marcia Bascombe, Suchitra Govindarajan, Naomi Hall, Claire Mahoney, Steven Rao, Mirjana
Sicevic, David Scrimgeour, John Wilson.
This publication is intended to be used with MYOB Accounting v16 and MYOB
Accounting Plus v16, January 2007.
MYOB Accounting/MYOB Accounting Plus v16, uk
MYOB Licence Agreement
IMPORTANT–READ THIS CAREFULLY BEFORE USE. This is the Software Licence
Agreement (Agreement). As you have purchased the Product (consisting of the
User Documentation and the installation CD or other media containing the
Software), following notification of the Licence you are now legally bound by
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bound by, DO NOT INSTALL THE SOFTWARE but return the Product to the
reseller in its entirety and a full refund of the purchase price will be made. By
installing the Software and keeping the Product you are confirming that you
have purchased the Product subject to this Licence and are bound by its
provisions.
TRIAL VERSION SOFTWARE LIMITATION. If you use this Software on a trial
basis prior to purchase, then additional restrictions govern its use. The Trial
Version is intended to be used only for evaluation purposes and whilst you may
create your own company data files (“Company Files”) you will have access to
your Company Files only for a period of 30 days from the date of creation of
each Company File. Thereafter, you will be able to access the Company Files
created by you only upon your purchase of the full version of the Software
product licence. Upon your purchase of the full version of the Software product
licence, the restrictions in this paragraph (Trial Version Software Limitation)
shall no longer apply, but you acknowledge that your use of the full version of
the Software product licence will be conditioned on your agreeing to the terms
of the Software Licence Agreement accompanying the full version of the
Software product licence.
1
Scope of Licence
MYOB Technology Pty Ltd (the Publisher), through its local publishers and
distribution agents, hereby grants to you, the original purchaser, a paidup, personal, non-exclusive and non-transferable Licence to use the
Software and the User Documentation only in the region, territory or
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subject to the terms and conditions of this Agreement.
a Activation You must register the Software and activate the company
files you create with MYOB. You may only access each company file you
create for 30 days without registering the Software and activating the
file. After 30 days the company file will become read-only until you register and activate the company file. You are entitled to activate up to
five company files. If required, you can obtain additional activations by
contacting MYOB UK Ltd.
User Guide
b Number of Users If you have purchased:
i) a Single User Software Licence then you may use the Software on
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Products.
ii) a Multi-User Software Licence then you may use the Software on
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and activated by you or by another licensed user. You may transfer
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on this network provided that you do not use or permit the usage of
the Software on more than the licensed number of computers or
computer terminals at a time, nor permit the usage of the Software
on more than one network at any one time, nor permit the Software
to be used in respect of company files that you have not activated or
have not been created by you or by another licensed user.
c Updates and Upgrades In the event of an upgrade, update or product exchange, the Licence hereby granted shall automatically transfer
to the new version or product. All rights in respect of the original Product shall lapse and no further use of these shall be permitted.
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not exceeding the number of multi-user Licences you have purchased.
3
Some jurisdictions do not allow the exclusion or limitation of implied
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above limitations or exclusions may not apply to you. This warranty gives
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e Transfers You may not sub-license, lease, rent or lend the Software or
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and the agreement of the transferee to be bound by the terms of this
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Documentation.
f Term The Licence granted in this Agreement is effective until terminated. You may terminate it at any time by destroying the Software and
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together with all copies, or to return them to the Publisher. Termination
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In the event that any of the above limitations or exclusions are held to be
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2
Entire Agreement
This Licence constitutes the entire agreement between the Publisher and
the Licensee and any prior representations, statement or undertaking
howsoever made are expressly cancelled. No amendment or modification
to this Licence shall be valid unless it shall be in writing and signed by an
authorised representative of the Publisher.
g Protection and Security You agree to use your best endeavours and to
take all reasonable steps to safeguard the Software to ensure that no
unauthorised person has access to the Product and that there is no
unauthorised copying or distribution of the Software or User Documentation.
Limited Warranty & Disclaimer
The Publisher warrants that the media on which the Software is recorded
and the User Documentation provided with it are free from defects in
materials and workmanship under normal use for a period of 90 days from
the date of your original purchase. Except for the limited warranty
described above, the Software is sold ‘as is’, and you are assuming the
entire risk as to its quality and performance. It is your responsibility to
verify the results obtained from the use of the Software.
If during the 90-day limited warranty period, you discover physical defects
in the media on which the Software was recorded or in the User
Documentation, the Publisher will replace them at no charge to you,
provided you return the item to be replaced with proof of purchase to the
Publisher. THIS IS YOUR SOLE REMEDY. IN NO EVENT WILL THE
PUBLISHER BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT,
SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF
THE PUBLISHER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES.
4
MYOB Accounting/MYOB Accounting Plus v16, uk
Contents
1: Introduction
9
Learning about MYOB Accounting
Where to start
.............. 9
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Exploring MYOB Accounting
. . . . . . . . . . . . . . . . . . . 13
2: Creating and activating company files
Creating a company file
17
. . . . . . . . . . . . . . . . . . . . . . . 17
Activating a company file
. . . . . . . . . . . . . . . . . . . . . 21
3: Setting up your company file
25
4: Banking
47
Receiving money
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Preparing a bank deposit
Spending money
. . . . . . . . . . . . . . . . . . . . . 49
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Entering transactions in the Bank Register
window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Transferring money between accounts
Tracking petty cash expenses
Importing statements
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Setting up preferences
Setting up accounts
. . . . . . . . . . . . . . . . . . . . . . . . 27
. . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Setting up sales details
. . . . . . . . . . . . . . . . . 55
. . . . . . . . . . . . . . . . . . . . . . . . 56
ATM and Internet transactions
Overview
. . . . . . . . . 54
. . . . . . . . . . . . . . . . 57
Credit card purchases and payments to
credit card providers . . . . . . . . . . . . . . . . . . . 58
5: Sales
61
. . . . . . . . . . . . . . . . . . . . . . . . 32
Setting up purchase details
. . . . . . . . . . . . . . . . . . . . 35
Setting up payroll details . . . . . . . . . . . . . . . . . . . . . . 37
Performing an initial bank reconciliation
. . . . . . . 43
Entering sales
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Recording sales with insufficient on-hand
item quantities . . . . . . . . . . . . . . . . . . . . . . . . 66
Changing the status of a sale
. . . . . . . . . . . . . . . . . 68
Reviewing your sales information
Receiving payments
. . . . . . . . . . . . . 69
. . . . . . . . . . . . . . . . . . . . . . . . . . 70
Printing payment receipts
. . . . . . . . . . . . . . . . . . . . 72
5
Credit control
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Creating customer credits
. . . . . . . . . . . . . . . . . . . . 76
Dealing with a supplier who is also
a customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Accounting for bad debts
. . . . . . . . . . . . . . . . . . . . . 80
8: Stock
123
Basic stock tasks
Creating items
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Making stock adjustments . . . . . . . . . . . . . . . . . . . . 128
Multiple stock locations
6: Purchases
81
Entering purchases
. . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Receiving items without a supplier invoice
Creating a purchase order from a sale
. . . . . 85
. . . . . . . . . 88
Building items
. . . . . . . . . . . . . . . . . . . . . . 129
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Auto-building items . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Count stock
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Reviewing your stock information
Changing the status of a purchase . . . . . . . . . . . . . 88
Setting item prices . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Reviewing your purchase information
. . . . . . . . . 90
Customising stock
. . . . . . . . . . . . . . . . . . . . . . . . . . . 138
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
9: Billing for time
141
Paying suppliers
Creating supplier debits
. . . . . . . . . . . . . . . . . . . . . . 93
Adding finance charges paid
. . . . . . . . . . . . . . . . . . 96
7: Paying your employees
97
Setting time billing preferences
Setting billing rates
Payroll setup tasks
. . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Creating payroll categories
. . . . . . . . . . . . . . . . . . . 98
Creating activities
. . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Creating activity slips
. . . . . . . . . . . . . . . . . . . . . . . . 146
Reviewing and changing activity slips
Creating time billing invoices
Entering employee payroll information
Work in progress
. . . . . . . 103
.................................
Paying your employees
Payroll liabilities
106
. . . . . . . . . . . . . . 142
. . . . . . . . . . . . . . . . . . . . . . . . . . 143
Creating employee cards . . . . . . . . . . . . . . . . . . . . . 103
Timesheets
. . . . . . . . . 149
. . . . . . . . . . . . . . . . . 150
. . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
10: International transactions
153
. . . . . . . . . . . . . . . . . . . . . . 108
. . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Processing termination payments
Reviewing payroll information
............
117
...............
119
Setting up multiple currencies
Exchange rates
. . . . . . . . . . . . . . . . 154
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Tracking currency gains and losses
Miscellaneous transactions
6
. . . . . . . . . . . . 135
. . . . . . . . . . . . 158
. . . . . . . . . . . . . . . . . . . 160
MYOB Accounting/MYOB Accounting Plus v16, uk
11: Reporting VAT
163
Setting up VAT codes
VAT reports
EC sales
. . . . . . . . . . . . . . . . . . . . . . . . 163
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
EC purchases
15: Forms
205
Finding forms
Sending forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Customising forms
. . . . . . . . . . . . . . . . . . . . . . . . . . 210
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Adding and editing elements
. . . . . . . . . . . . . . . . 212
173
16: Contact management
217
12: Lists
Adding a record
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Creating a card
Finding a record
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Keeping in touch with your contacts . . . . . . . . . . 219
Changing a record
. . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Inactivating or reactivating a record
Deleting a record
. . . . . . . . . . 178
. . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Combining records
. . . . . . . . . . . . . . . . . . . . . . . . . . 179
13: Transactions
183
Finding a transaction
. . . . . . . . . . . . . . . . . . . . . . . . 184
Changing or deleting a transaction
Reversing a transaction
Recurring transactions
. . . . . . . . . . . 187
Grouping your contacts
Synchronising your MYOB cards and
your Mac Address Book cards
. . . . . . . . . . . . . . . . . . . . . . . 190
. . . . . . . . . . 231
Customising cards for your needs . . . . . . . . . . . . . 234
Reviewing your contact information
17: Financial control
. . . . . . . . . . 236
237
Tracking financial information
. . . . . . . . . . . . . . . 237
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Auditing your records
. . . . . . . . . . . . . . . . . . . . . . . 244
Reviewing financial information . . . . . . . . . . . . . . 246
. . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Printing report batches
User Guide
195
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Customising reports
. . . . . . . 225
. . . . . . . . . . . . . . . . . . . . . . 189
14: Printing and customising reports
Producing reports
. . . . . . . . . . . . . . . . . . . . . . 223
Synchronising your MYOB cards and
your Microsoft Outlook contacts
Budgets
Quick start
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
. . . . . . . . . . . . . . . . . . . . . . 198
. . . . . . . . . . . . . . . . . . . . . . . . . 200
7
18: End-of-period procedures
Month-end procedures
Year-end procedures
249
. . . . . . . . . . . . . . . . . . . . . . 250
........................
Starting a new financial year
Starting a new payroll year
. . . . . . . . . . . . . . . . . 260
..................
19: Managing user accounts and
company files
Managing user accounts
Backing up and restoring company files
Confirming activated company files
264
267
.....................
Servicing your company file
260
......
268
270
. . . . . . . . . . 274
..................
277
Special considerations for networked
company files . . . . . . . . . . . . . . . . . . . . . . . . 279
A: Importing and exporting data
Exporting data
..............................
283
Importing data
.............................
284
Importing data from MYOB RetailBasics
8
283
......
285
B: Networking company files on
Windows
289
Preparing company files for multiple users
Setting up the network hardware
. . . . 289
. . . . . . . . . . . . . 290
Setting up a company file folder
on a Windows host . . . . . . . . . . . . . . . . . . . . 291
Accessing the shared company file
from Windows workstations
. . . . . . . . . . . 295
C: Networking company files on
Macintosh
297
Preparing company files for multiple users
Setting up the network hardware
. . . . 297
. . . . . . . . . . . . . 298
Setting up a company file folder
on a Mac OS X host . . . . . . . . . . . . . . . . . . . . 299
Accessing the shared company file
from Mac OS X workstations
. . . . . . . . . . . 301
Glossary
303
Index
311
MYOB Accounting/MYOB Accounting Plus v16, uk
1 Introduction
In this user guide, the term MYOB Accounting refers to both MYOB Accounting and MYOB Accounting Plus. Note that some
sections of the user guide apply only to MYOB Accounting Plus, such as Time Billing and International Transactions.
Before you begin using MYOB Accounting, take some time to explore the software and find out about the basic features of navigation
and transaction entry. This chapter provides an overview of your software and describes the tools, resources and primary features of
MYOB Accounting and MYOB Accounting Plus.
Learning about MYOB Accounting
MYOB is committed to developing accounting software that is
easy to use. To that end, your software is accompanied by
comprehensive information resources to help you learn and to
provide support as you set up records and enter transactions.
1 Insert the installation CD.
Manuals
3 Click CD Library.
New users of MYOB Accounting receive:
4 Click the name of the manual you want to view.
z
a User Guide (this publication) as a PDF (Portable Document
Format) file 1 on the installation CD.
z
a printed and PDF copy of the Getting Started guide.
To access the PDF files
2 On the installation window that appears, click Resources.
User Guide
The user guide introduces the principal features, functions and
capabilities of MYOB Accounting. It is designed to be used as a
reference for everyday transaction entry and periodic tasks,
such as issuing invoices, making payments and end-of-period
processing.
A printed copy of the user guide is available on
request.
NOTE :
1
You need a PDF reader to view a PDF file. You can install
Adobe Reader from the installation CD.
9
This guide is intended for use with version 16 of MYOB
Accounting and MYOB Accounting Plus on the Windows and
Macintosh operating systems.
If you purchased MYOB Accounting, some of the features in
MYOB Accounting Plus described in this guide—for example,
Time Billing—will not be relevant to you. You can simply skip
these sections.
This user guide is not intended to be exhaustive. It is
complemented by the online help (see ‘MYOB Help’ below),
which covers all the functions of MYOB Accounting and MYOB
Accounting Plus.
Getting Started guide
The Getting Started guide provides information about:
z
how to install or upgrade MYOB Accounting and MYOB
Accounting Plus
z
new features in MYOB Accounting and MYOB Accounting Plus.
To display MYOB Help
z
In any window, press the F1 key (Windows only).
z
In any window—other than command centre windows—click
Help (
) and choose Help for This Window.
z
Choose MYOB Help from the Help menu. The help menu bar
in the topic that appears always includes these menus: Topics,
Site Tools and Search.
The options available from these menus are described below.
Select...
If you want to...
Topics
•
see descriptions of new features
•
find procedures for setting up the software,
managing company files and managing user
accounts
•
find procedures for performing daily and end-ofperiod tasks, and security and maintenance tasks
•
find procedures for generating reports and forms, and
importing and exporting data
•
see a glossary of terms.
MYOB Help
MYOB Help is a comprehensive online resource that complements
the user guide by addressing all functions and features of MYOB
Accounting, including those used infrequently. It also includes
helpful information for solving common bookkeeping problems.
10
Chapter 1
Introduction
Site Tools
•
(Windows only) •
•
Search
learn how to use MYOB Help
find overviews of MYOB Accounting functions
set the size of the help window.
locate topics by keywords. Searches can be as widely or
as narrowly defined as you like.
MYOB Accounting/MYOB Accounting Plus v16, uk
Help in MYOB windows
Command centre help
Opening MYOB Help from any window—other than command
centre windows—displays descriptions or procedures relevant to
that window. Click Help and choose Help for This Window, Tell
Me How, Tips & Troubleshooting or Search the Help.
The main windows in MYOB Accounting are known as command
centres. A help icon ( ) appears in the top right corner of each
command centre window. For more information, see ‘Command
centres’ on page 13.
These options are described below.
Select...
If you want to....
Help for This
Window
•
see a description of the window, which
includes links to more detailed descriptive and
procedural topics [Overview tab].
•
see a description of each field in the window
[Field tab].
•
display links to topics that give you tips to
solving common problems or that direct you
to other sources of help [Tips tab].
Tell Me How
display a list of procedural topics that tell you how
to perform tasks in the window, or other related
tasks.
Tips &
Troubleshooting
display links to topics that give you tips on solving
common problems or that direct you to other
sources of help.
Search the Help
locate topics by keywords. Searches can be as
widely or as narrowly defined as you like.
User Guide
When you click the help icon, MYOB Help displays a description of
the command centre and its various functions.
Other resources
In addition to MYOB Help, you can also access various web-based
resources. Go to the Help menu and select Additional Resources
on the Web to display the available resources. For example, you
can access a database of frequently asked questions or view a
directory of MYOB Certified Consultants.
Learning about MYOB Accounting
11
Where to start
When you start MYOB Accounting, a welcome window displays
the following options:
z
Open your company file—use this option to open your
company file once it has been created.
z
Create new company file—create a company file for your
business. See Chapter 2, Creating and activating company files,
starting on page 17.
z
Explore the sample company—experiment with a sample
company’s data and learn how to use your software.
z
What’s New in this version—learn about the new features.
z
Exit—close MYOB Accounting.
To explore the Widgets company file
™ Click Explore the sample company in the Welcome to MYOB
Accounting window. A command centre window appears.
A command centre window always appears on your computer
screen when a company file is open. Notice that the name of the
sample company, Widgets Ltd., appears at the top of the window.
Now that the Widgets Ltd. company file is open, you can browse
through the software, explore the transactions that have already
been entered and enter some transactions yourself.
To work through the tutorial
Experiment with a sample company’s data
1 Start MYOB Accounting. A welcome window appears.
Before you create a new company file, we recommend that you
experiment with a sample company’s data. We have provided two
sample company files:
2 Click Open your company file. The Open window appears.
z
Widgets & Co. This file contains sample data for you to
experiment with. You can add, change and remove data, as
well as view and print reports.
z
Tutorial. This file contains data for the online tutorial designed
to teach you how to use MYOB Accounting.
3 Locate the Tutorial folder in your software installation folder, then
select the tutorial.myo file and click Open.
4 Open the tutorial PDF which is located in your software
installation folder. For example:
z
If you are using MYOB Accounting v16 in Windows, go to the
Start menu, choose Programs, MYOB Accounting v16 and
then MYOB Accounting v16 Tutorial PDF.
z
If you are using MYOB Accounting Plus v16 in Mac OS, go to
the MYOB Accounting Plus installation folder and open the
Tutorial.pdf file.
5 Follow the steps in the tutorial. You can read the tutorial on screen
or print it out.
12
Chapter 1
Introduction
MYOB Accounting/MYOB Accounting Plus v16, uk
Exploring MYOB Accounting
You should become familiar with the following tools and aids:
z
‘Command centres’ below
z
‘Calendar’ on page 14
z
‘Calculator’ on page 14
z
‘Zoom arrows’ on page 14
z
‘Search icons’ on page 14
z
‘Mouse shortcuts’ on page 15.
Command centres
There are seven command centres in MYOB Accounting, and
eight in MYOB Accounting Plus, which has the Time Billing
feature. The following is an illustration of the Sales command
centre in MYOB Accounting Plus.
The highlighted icon represents the current command centre,
and the flowchart displayed below the icons illustrates the major
tasks associated with that command centre. (For example, when
the Sales icon is highlighted, tasks such as Enter Sales and
Print/Email Statements—typical tasks you would complete in
relation to sales—appear in the command centre’s flowchart.)
There are four menus at the bottom of each command centre.
The options available from these menus are described below.
Select...
If you want to...
To Do List
record and manage tasks that need your attention,
such as paying invoices to take advantage of earlypayment discounts, or restocking items when stocks
are low.
Find Transactions
view summary information about your accounts,
sales, purchases, cards, items, paycheques and jobs.
Reports
view a list of the available reports.
Analysis
analyse a number of key aspects of your business.
There are two ways of selecting a menu option:
Each command centre contains a row of icons in the top section
of the window. These icons allow you to quickly switch between
command centres.
User Guide
z
Click the menu name to display the window relevant to the
command centre you are in.
z
Click the down arrow
next to the menu name, and select
from a list of the available options for all command centres (not
just the command centre you are currently in).
Exploring MYOB Accounting
13
Calendar
The calendar simplifies date entry. For example, suppose you’re
entering a sale and have promised the goods to the customer on
the last Friday of the month. Rather than figure out the date and
enter it manually, display the calendar in the Promised Date field
and click the date.
To display the calendar, put the cursor in a date field and press
either = (equals) or the SPACEBAR on your keyboard. Select a date
by clicking it, or by using the arrow keys on your keyboard and
then pressing ENTER. The selected date appears in the date field.
You can use the arrow icons
next to the month to display
a different month.
The result appears in the numeric data field. Press ESC to close the
calculator without entering numeric data.
Zoom arrows
Zoom arrows, displayed next to various fields, allow you to display
more detailed information about a specific entry such as a
transaction or customer record.
A white zoom arrow ( ) indicates that you can display more
detailed information about a transaction and make changes to or
delete the transaction.
The current date
appears in a red box.
To close the calendar without selecting a date, press ESC.
Calculator
A pop-up calculator is available to simplify calculating and
entering numeric data, including money amounts, item quantities
and units. The calculator is available from every window where
you enter numeric data. Pressing = (equals) or the SPACEBAR when
the cursor is in a numeric data field displays the calculator. In the
calculator, enter your calculation and then press ENTER.
14
Chapter 1
Introduction
A grey zoom arrow ( ) allows you to display more detailed
information about a transaction, but the information is read-only
(that is, it cannot be changed). If you want to change the
information, you can reverse the transaction and re-enter it (see
‘Reversing a transaction’ on page 189). Alternatively, you can
change your security preference selection to make all transactions
changeable (see ‘Setting up preferences’ on page 27).
Search icons
Search icons ( ) displayed next to various fields allow you to
open selection lists containing records that you have previously
entered, such as customers and delivery methods, or records
provided by default.
MYOB Accounting/MYOB Accounting Plus v16, uk
Select columns
Select columns allow you to select items from a list. Select
columns are indicated by a select icon ( in Windows and
in
Mac) located at the top of the list column. You select a required
item by clicking in the select column next to it. You can select all
listed items by clicking the select icon at the top of the list column,
and clear all selected items by clicking the select icon again.
Mouse shortcuts
You can right-click (Windows) or CONTROL-click (Mac) in a
window to open a shortcut menu with options relevant to the
window and to the location of the pointer.
User Guide
Exploring MYOB Accounting
15
16
Chapter 1
Introduction
MYOB Accounting/MYOB Accounting Plus v16, uk
2 Creating and activating company
files
MYOB Accounting stores your financial data in a company file. You must create this file before you begin recording transactions.
When you create a company file, you initially specify the business name, registration details, company or business number, address
and contact details, and the accounts to be included in your accounts list (also known as a chart of accounts). You must specify the
month in which you intend to begin using MYOB Accounting and the current financial year.
Finally, you must activate your company file so that it is identified as belonging uniquely to the installation of MYOB Accounting
running on your computer.
Creating a company file
When you make entries in MYOB Accounting, that
information is stored in one file called a company file. If you are
setting up your business for the first time, we strongly
recommend that you consult your accountant or an MYOB
Certified Consultant to help set up MYOB Accounting
correctly.
Before you begin
Before you create a new company file, you need the following
information: the last month in your financial year, the current
financial year and your conversion month.
What is your current financial year? In MYOB Accounting,
and according to the standard used by most accountants,
your current financial year takes the name of the calendar year
in which your financial year ends. For example, your financial
year might run from July 2006 to the end of June 2007. Since
the end of the financial year falls in 2007, the financial year is
referred to as the 2007 financial year.
[MYOB Accounting Plus only] Simultaneous access
to company files If more than one user needs to
simultaneously access a company file, set up a shared folder
for the company file on a host computer that all workstations
can access—see Appendix B, ’Networking company files on
Windows,’ starting on page 289 or Appendix C, ’Networking
company files on Macintosh,’ starting on page 297.
NOTE :
17
Make sure you choose the correct financial year. If you are unsure,
check with your accountant.
What is the last month of your financial year? The financial
year of many businesses ends in March, but if your company has a
financial year like in the example above, you’ll need to select
another month, such as June.
The conversion month is the
earliest month in the financial year for which transactions are to
be recorded. For example, suppose you purchase MYOB
Accounting in October but want to record transactions dated
from September 1. In this case, your conversion month is
September. The conversion month determines the opening
balances you will enter when you set up your company file.
What is your conversion month?
To create a new company file
1 Start MYOB Accounting. A welcome window appears.
2 Click Create a new company file. The New Company File
Assistant window appears.
3 Click Next.
4 Complete the fields in this window.
A
B
C
D
E
Using the New Company File Assistant
The New Company File Assistant is a series of interactive
windows that guide you through the process of creating a new
company file.
When using the New Company File Assistant, you can, in most
instances, return to previous windows to review (and sometimes
change) the entries you have made. You can also quit the New
Company File Assistant while you are in any window that has a
Cancel button. If you quit the New Company File Assistant, you
will need to start from the beginning again.
F
A Serial Number
B
Chapter 2
Creating and activating company files
Company Name Type the official name of your business.(a)
C VAT No and
Company No
Type your VAT and company registration
numbers. (a)
D Address
Type your office or mail address.(a)
E
Phone and Fax
Number
Type your office phone and fax numbers.(a)
F
E-mail Address
Type your office email address.(a)
a
18
Type the 12-digit serial number found on the
MYOB Accounting CD envelope or box.
This information can be included on invoices, purchases, statements and other
forms and reports.
MYOB Accounting/MYOB Accounting Plus v16, uk
5 Click Next. Enter information about your financial year and
conversion month.
6 Click Next.
7 On the Please confirm your accounting information page,
check the financial year and conversion month and then click
Next to continue or Back to revise these values.
8 Specify how you would like to build your accounts list.
z
Current Financial Year Remember that the current financial
year is not necessarily the same as the current calendar year.
z
Last Month of Financial Year
financial year.
z
Conversion Month Choose the earliest month in the
financial year for which transactions are to be recorded.
Choose the last month of the
Choose the conversion month carefully You will not
be able to enter transactions that occurred before the conversion
month.
CAUTION :
z
Number of Accounting Periods Choose the preferred
number of accounting periods: 12 or 13. A 13th month is a
fictional period in which you can make end-of-year
adjustments. If in doubt, choose thirteen periods.
NOTE : Thirteen accounting periods When entering end-of-year
adjustments, you must include an asterisk before the date to
signify that it is an entry in the 13th accounting period. For
example, the date you enter may be *31/12/07.
User Guide
If you select:
z
I would like to start with one of the lists provided by MYOB
Accounting, click Next and go to step 9.
z
I would like to import a list of accounts provided by my
accountant …, click Next and go to step 11. Your company
file is created with a minimal default accounts list that allows
you to import the accounts list (chart of accounts) your
accountant prefers you to use.
z
I would like to build my own accounts list …, click Next and
go to step 11. Your company file is created with a default
accounts list.
Creating a company file
19
9 If you chose I would like to start with one of the lists provided
by MYOB Accounting in step 8, choose an already defined
accounts list.
11 If you want to change the name or location of the company file,
click Change. The New window appears.
HINT : [MYOB Accounting Plus only] Storing the company file
in a shared public folder If multiple users will be accessing the
new company file simultaneously, you should save it to a shared
public folder on a host computer that is accessible to everyone
who will be using MYOB Accounting Plus. For instructions on how
to create a shared public folder, see Appendix B, ’Networking
company files on Windows,’ starting on page 289 or Appendix C,
’Networking company files on Macintosh,’ starting on page 297.
a Navigate to the required location and, if necessary, type a file
name.
b Click Save. The Create your company file page appears.
a On the Select your accounts list page, select the type of
industry that best matches your business from the Industry
Classification list.
b Select the type of business that best matches your business
from the Type of Business list. For example, if you offer
employment consulting services, your business would be in the
Service classification and the nearest similar business would be
Consulting Firm.
A suitable accounts list appears. Later you will be able to tailor
this list to meet the exact needs of your business.
c If you want to print your accounts list, click Print.
10 Click Next. The Create your company file page appears.
20
Chapter 2
Creating and activating company files
12 Click Next. MYOB Accounting creates a company file.
NOTE : Trial mode and activation The new company file can be
used for 30 days in trial mode. When the trial period ends, you
must activate the company file to continue entering data into
it—see ‘Activating a company file’ on page 21.
13 On the Congratulations page, you can click either:
z
Setup Assistant to display the Easy Setup Assistant.
z
Command Centre to display the MYOB Accounting
Command Centre window.
14 When you’re ready to set up your company file, continue with
Chapter 3, ’Setting up your company file’, starting on page 25.
MYOB Accounting/MYOB Accounting Plus v16, uk
Activating a company file
After creating a company file, you can open it to enter
transactions and perform any other tasks for 30 days in trial mode.
After the trial period expires, the company file becomes read-only.
You will be able to view transactions, print reports and export
data, but you will not be able to enter data until you activate the
company file.
You only need to
activate or confirm company files which are still in use, that is, you
are or will be continuing to enter transactions into them. Any files
you are no longer entering transactions into do not need to be
activated. This applies to copies of company files and closed
company files from previous financial years.
Activate at any time You do not have to wait until the
trial period ends to activate a file. You can go to the Help menu at
any time and choose Activate Company File, then continue with
either step 5 on page 22 or step 5 on page 23.
Since you should not be adding new transactions to historical
company files anyway, you do not need to activate them.
Remember that you can always open a file, whether it has been
activated or not, in read-only mode. Non-activated files still allow
you to view transactions, print reports and export data—which for
historical files is usually sufficient.
NOTE :
Activation is a process that verifies that you have a legal
installation of MYOB Accounting and allows you to continue
entering transactions into the company file. After activation,
MYOB Accounting reminds you once or twice a year to confirm
the company file—that is, extend its activation—throughout its
working life.
You can initially activate up to five company files. If you need to
create more than five company files (for example, yours is a
bookkeeping business looking after many clients), you can obtain
licence extensions to activate as many additional company files as
required by contacting MYOB Customer Care at
0845 130 3975. Each additional licence extension allows you to
activate a further five files.
Not registered yet? You need to register your software
before you can activate your company file. To register, refer to
your MYOB Accounting Getting Started guide.
NOTE :
User Guide
When files do not have to be activated
If you are using MYOB Accounting Plus and multiple users will be
accessing a company file simultaneously, you only have to activate
the company file from one workstation.
If you restore a currently activated file from a backup file which is
also activated, the file does not need to be activated again. If the
backup file was not activated, you will have to activate it after
restoring it if you want to be able to add transactions to it.
You can activate and
confirm your company file manually—either online via the
Internet or over the phone—or you can set up automatic
confirmation. For more information, see:
Activation and confirmation options
z
‘To activate a company file online’ on page 22
z
‘To activate a company file by telephone’ on page 23
z
‘Confirming activated company files’ on page 274.
Activating a company file
21
To activate a company file online
1 Ensure you are connected to the Internet.
2 Start MYOB Accounting. The Welcome window appears.
3 Click Open a company file. The Open window appears.
4 Select the company file to be activated and click Open. The
Sign-on window appears.
8 Click Continue. The serial number and the company file code are
sent to the MYOB activation server, which returns a confirmation
code and activates the company file.
9 In the Company File Activation – Activated window, click OK.
5 Complete the User ID and Password fields (or leave the latter
blank if you do not have a password) and click OK. The Company
File Activation window appears.
6 Click I want to activate my company file online and click
Continue. The Company File Activation – Online window
appears.
10 Respond to subsequent windows until the Command Centre
appears.
11 If you want to activate another company file:
a Go to the File menu and choose Open. The Open window
appears.
b Select the company file to be activated and click Open.
c Continue from step 5.
7 Type the serial number in the Serial Number field if it is not
already displayed, and press TAB. The code in the Company File
Code field is generated automatically.
22
Chapter 2
Creating and activating company files
MYOB Accounting/MYOB Accounting Plus v16, uk
To activate a company file by telephone
1 Start MYOB Accounting. The Welcome window appears.
The code in the Company File Code field is generated
automatically.
2 Click Open a company file. The Open window appears.
3 Select the company file to be activated and click Open. The Signon window appears.
4 Complete the User ID and Password fields (or leave the latter
blank if you do not have a password) and click OK. The Company
File Activation window appears.
7 Call MYOB on the telephone number displayed under the
Company File Code field and follow the instructions to receive
your confirmation code.
8 Type the confirmation code and click Continue.
Confirmation code used only once After you activate
your company file, the confirmation code cannot be used to
activate or confirm this or any other company file again. You must
get a new confirmation code from MYOB each time to confirm
(unless you set up automatic confirmation).
NOTE :
5 Click I want to activate my company file by phone and click
Continue. The Company File Activation – By Phone window
appears.
6 Type the serial number in the Serial Number field if it is not
already displayed, and press TAB.
9 In the Company File Activation – Activated window, click OK.
10 Respond to subsequent windows until the Command Centre
appears.
11 If you want to activate another company file:
a Go to the File menu and choose Open. The Open window
appears.
b Select the company file to be activated and click Open.
c Continue from step 4 above.
User Guide
Activating a company file
23
24
Chapter 2
Creating and activating company files
MYOB Accounting/MYOB Accounting Plus v16, uk
3 Setting up your company file
This chapter shows you how to set up your preferences, accounts, sales, purchases, items, VAT codes and jobs. You can also set up
your payroll here.
You don’t need to set up all the features at once; if you prefer, you can just set up the minimum for your business and set up the other
areas later. Ideally, you should have the following information:
z
a list of your accounts with their balances
z
a detailed list of your debtors
z
a detailed list of your creditors
z
the balance of your business bank account, and list of uncleared cheques and undeposited receipts, as at your conversion date
z
a list of the stock you sell and their selling price
z
a stock valuation.
Before setting up your accounts, think carefully about what accounting transactions you want to track. For example, if you sell books,
you may want separate income and expense accounts for your fiction and non-fiction book sales. If you run a petrol station, you may
want to track petrol sales separately from oil and consumables.
25
Overview
Before you start entering transactions, you need to set up your
company file. Some tasks can be performed using an Easy Setup
Assistant from the Setup menu; others are performed from the
command centre windows.
Easy Setup Assistant for guided setup tasks
To start the Easy Setup Assistant
™ Go to the Setup menu and choose Easy Setup Assistant. The
Easy Setup Assistant window appears.
MYOB Accounting
has five Easy Setup Assistants:
Assistant
Tasks performed
See
Customise
Customise your preferences
page 27
Accounts
Create accounts and enter opening balances
page 28
Sales
Set up your customers and sales information
page 32
Purchases
Set up your suppliers and purchase
information
page 35
Payroll
Create payroll categories, including wages,
entitlements, expenses and deductions
page 37
These tasks are performed by selecting
options from the MYOB Accounting command centre windows
and menus:
Other setup tasks
z
Setting up bank accounts, see page 43
z
Setting up items, see page 124 (optional)
z
Setting up VAT codes, page 163
z
Setting up categories, see page 238 (optional)
z
Setting up jobs, see page 239 (optional).
26
Chapter 3
Setting up your company file
Continue with ‘Setting up preferences’ on page 27.
MYOB Accounting/MYOB Accounting Plus v16, uk
Setting up preferences
There are numerous preferences that you can set to customise the
way your software operates. The Easy Setup Assistant will guide
you through setting up some of them.
Click Customise in the Easy Setup Assistant window.
The Customise Easy Setup Assistant window appears.
Each step in the assistant contains a list of preferences
that you can set by selecting or deselecting them.
Click Next to move through the windows and click Close when
you have finished. Then continue with ‘Setting up accounts’ on
page 28.
The following are some of the preferences you can set with the
Customise Easy Setup Assistant.
Preference
Description
Use Easy-Fill When
Selecting From a
List
You can use the Easy-Fill feature to quickly enter
account names or numbers, item names or
numbers and card names that you enter frequently.
Easy-Fill will recognise the entry you are making
and automatically fill in the rest of it.
Use Expandable
Data Entry Fields in
Windows
If you enter long descriptions on invoices and
purchases, you can view those descriptions in their
entirety whenever a Description field is active.
Select and Display
Account Name, Not
Account Number
If it is easier to find your accounts by their names
rather than by their numbers, you can set up MYOB
Accounting so you can enter account names. With
this preference set, accounts are sorted
alphabetically based on name.
I Deal in Multiple
Currencies
Set this preference if you want to enable multicurrency accounting. By selecting this option you
can enter transactions in any number of currencies
in addition to your local currency.
Setting other preferences
You can set the preferences not covered by the Customise Easy
Setup Assistant (and change those that are) in the Preferences
window. To display the Preferences window, choose Preferences
from the Setup menu.
Some of the preferences include:
Preference
Description
Warn if Customer has an
Outstanding Credit
Before Applying a
Payment
Select this preference if you’d like to be notified
that a customer has an existing credit
whenever you apply one of the customer’s
payments to a sale.
[Sales tab]
Transactions CAN’T be
Changed; They Must be
Reversed
[Security tab]
Prompt for Data Backup
When Closing
[Security tab]
[MYOB Accounting
Plus only]
User Guide
Warn Before Recording
Post-Dated Transactions
[Security tab]
Use Audit Trail Tracking
[Security tab]
Set this preference if you want to keep a
comprehensive history of the transactions
you’ve entered. You will not be able to edit or
delete incorrect transactions, but will have to
cancel them with reversing transactions.
Set this preference if you want to be reminded
to back up your company file when you close
it.
Set this preference if you want to be notified
whenever you enter a future date as the
transaction date.
Set this preference to activate a tracking system
to record and report details of transactional,
VAT, account and system changes made in your
company file.
Setting up preferences
27
Setting up accounts
The second step in setting up your company file is to set up your
accounts. This includes:
z
reviewing and, if necessary, modifying your accounts list
z
entering your account opening balances.
Account
Account Type
Classification
Asset
The Easy Setup Assistant will help you complete these
tasks quickly. Click Accounts in the Easy Setup
Assistant window. The Accounts Easy Setup Assistant
window appears.
Review your accounts list
There are eight account classifications in the accounts list—Assets,
Liabilities, Capital, Income, Cost of Sales, Expenses, Other Income
and Other Expenses. Each account classification has at least one
account type. The account classifications and account types are
summarised in the following table.
Liability
Description
Bank
Money in the bank, for example, in a
current account.
Accounts
Receivable
Money owed to you by customers.
Other Current
Asset
Assets that can be turned into cash
within a year. These may include your
term deposits and petty cash. Current
assets usually do not significantly lose
their value in the short term.
Fixed Asset
Assets which have a long life, for
example, buildings, cars and computers.
Fixed assets are usually depreciated; that
is, they lose some of their value with age
and use.
Other Asset
Any other assets that are tangible, such
as loans made to others, and intangibles,
such as goodwill.
Credit Card
Repayments required to service credit
card debt.
Accounts Payable
Money you owe to suppliers.
Other Current
Liability
Money owed by you that is due in less
than a year, for example, VAT.
Long Term Liability Money owed by you that is due in more
than one year, for example, an
outstanding mortgage.
Capital
28
Chapter 3
Setting up your company file
Other Liability
Other money you owe.
Capital
The business’s net worth, that is, its
assets minus its liabilities. Common
capital accounts are current year
earnings, retained earnings and
shareholders’ capital.
MYOB Accounting/MYOB Accounting Plus v16, uk
Account
Account Type
Classification
Description
Income
Income
Revenue from the sale of goods or
services.
Cost of Sales
Cost of Sales
Represents the cost of buying raw
materials and producing finished goods
for sale. This includes the raw materials,
labour inputs and business overheads
related solely to the production and
storage of the goods. The cost of sales is
subtracted from your income to
calculate gross profit. Your expenses are
subtracted from your gross profit to
produce net profit.
Expense
Expense
The day-to-day expenses of running
your business, for example, utility bills,
employee wages and cleaning.
Other Income Other Income
Other revenues, for example, interest
earned on savings and dividends paid
from shares.
Other
Expense
Other expenses, for example, interest
charged.
Other Expense
You can review an account’s details by clicking the zoom
arrow ( ) next to the account. As you review an account, you
can:
z
change its type (if it is an asset or liability account)
z
change its number
z
change its name
z
give it a description
z
add bank details (if it is a bank or credit card account).
As you review your accounts, you may realise that you need
additional accounts, or that there are accounts you’ll never use.
You can create or delete accounts in the Accounts Easy Setup
Assistant.
If you chose to import an accounts list when you created your
company file (see page 19), contact your accountant to obtain an
accounts list file and then continue with ‘To import data’ on
page 284.
To create a new account
In the Accounts Easy Setup Assistant, click Next to go to the Set
up the Accounts List to meet your business needs window. This
window displays the list of accounts you selected when you
created your company file with the New Company File Assistant
(see page 18).
1 Click New in the Accounts Easy Setup Assistant window. The
Edit Accounts window appears.
Each account is assigned a level, which indicates its location in
your accounts list hierarchy. The eight account classifications
listed above are the only accounts that can be level 1. Other
accounts can be assigned level 2, 3 or 4.
User Guide
Setting up accounts
29
2 In the Profile tab, select whether the account is a header or detail
account.
z
Header accounts group related detail accounts. The balance of
a header account is the sum of the balances of the grouped
detail accounts. Header accounts appear in bold type. You
cannot post a transaction directly to a header account.
z
Detail accounts are accounts into which you can post
transactions. They are the accounts that appear in the accounts
selection lists of transaction windows.
If you are creating your accounts list from the beginning, it may
be easier to enter all your header accounts before entering your
detail accounts.
3 Select the account type from the Account Type field. The
Account Classification field changes according to the selection
you make. For more information on account classifications, see
‘Review your accounts list’ on page 28.
4 Enter a number for the account in the Account Number field. You
can enter any four-digit number you like. Note that the prefix to
the account number is determined by the account classification:
1- for asset accounts, 2- for liability accounts, 3- for capital
accounts and so on.
5 Press TAB and type a name for the account.
Account opening balances When creating or editing an
account, you are not required to enter opening balances. This is
done later in the setup—see ‘Enter your account opening
balances’ on page 31.
NOTE :
6 Click the Details tab.
7 If you want, type a brief description of the account in the
Description field.
8 In the VAT Code field, select the VAT code that you use most often
with transactions that will be posted to this account.
The VAT code you assign to an account will appear as the default
VAT code in a transaction where you allocate a deposit, cheque, or
a non-item sale or purchase to this account.
For example, you have assigned the VAT code to your Electricity
expense account. When you write a cheque to settle your
electricity bill in the Spend Money window and allocate it to this
account, the VAT code will appear in this window by default.
9 If you are creating a detail balance sheet account (other than an
asset that has the account type of Bank), select an option from the
Classification for Statement of Cash Flows list.
Classifying the accounts allows you to generate a statement of
cash flows. This report shows how your cash position has changed
over time, profit earned, where you received additional cash, and
where your cash was spent. Once accounts are classified, they are
displayed in the section of the report you specified.
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Chapter 3
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MYOB Accounting/MYOB Accounting Plus v16, uk
If you’re unsure about which classification to use, consult your
accountant or an MYOB Certified Consultant.
10 [MYOB Accounting Plus only] If you enter transactions in multiple
currencies, and you have selected this preference in the
Preferences window, type or select the currency for transactions
that will be posted to this account in the Currency field. See
‘Setting up preferences’ on page 27.
11 If you selected Bank or Credit Card in the Account Type list in
step 3 and you want to keep a record of your bank account
number and branch details, click the Banking tab and enter the
details in the Bank Name, Branch Name, Bank Sort Code and
Bank Account Number fields. Copy this information exactly as it
appears on your bank statement or chequebook.
If you make payments using NatWest’s AutoPay service or
Barclays’ Branch-Originated BACS service (BOBS), enter the
electronic banking details in the BOBS/Autopay Account
Number and BOBS/Autopay Reference fields.
12 If you want to enter historical balances, complete the Last FY
column on the History tab. That way you can compare the year’s
monthly account balances with those of the corresponding
months last year.
13 If you want to enter a budget for this account, click Budgets and
complete the fields in the Prepare Budgets window that appears.
For more information on budgets, see ‘Budgets’ on page 241.
14 When you have finished entering the account details, click OK.
The account you created will now appear in your accounts list.
15 When you have finished reviewing your accounts list, click Next to
enter your opening balances.
User Guide
Enter your account opening balances
Unless you are just starting a new business, most of your accounts
probably already have balances. For example, you’ve made sales,
paid suppliers, deposited money in your business’s bank account
and conducted a variety of other business activities that affect
your account balances. In this step, you will enter those balances.
To properly assign opening balances to accounts, you need to
enter the balance of each of your accounts as of the first day of
your conversion month.
z
If your conversion month is the first month of your financial year
(for example, if your financial year runs from April to March and
your conversion month is April), enter the opening balances of
your asset, liability and capital accounts only. (The opening
balances of your income, cost of sales and expense accounts
should be zero.)
z
If your conversion month is not the first month of your financial
year (for example, if your financial year runs from April to
March and your conversion month is August), enter the
opening balances of all your accounts.
To enter opening balances
1 In the Enter your opening balances window of the Accounts
Easy Setup Assistant, enter the account opening balances in the
Opening Balance column.
You should enter opening balances as positive
numbers Don’t, for example, enter your liability account
balances as negative numbers. Enter negative amounts only if
accounts truly have negative balances. As a rule, these will be asset
accounts that record accumulated depreciation.
NOTE :
Setting up accounts
31
z
If this field displays an amount other than £0.00, look at your
opening balances again, as your opening balances are either
incomplete or incorrect. However, you can continue the setup
process if there is an amount in the Amount left to be
allocated field. The amount will be assigned to a special capital
account called Historical Balancing. If you cannot find the
reason why the accounts don’t balance, see MYOB Help.
3 Once you have entered your account opening balances, click
Next and then click Close to close the Accounts Easy Setup
Assistant.
2 Check the amount in the Amount left to be allocated field at the
bottom of the window.
z
If this field displays £0.00, the total of the opening balances you
assigned to your asset accounts equals the total of opening
balances of your liability and capital accounts. Go to step 3.
You have completed setting up your accounts. If you want to
make changes to accounts, or delete any accounts later, you can
do so from the Accounts command centre. See ‘Changing a
record’ on page 177 or ‘Deleting a record’ on page 178.
Setting up sales details
In the Sales Easy Setup Assistant, you can set up information about
your customers and sales.
Before you begin using the Sales Easy Setup Assistant, you may
find it helpful to gather a list of your customers, along with their
addresses, phone numbers and so on. Also, gather a list of all the
sales you’ve made to customers that haven’t yet been fully paid.
The Easy Setup Assistant can help you complete these
tasks quickly. Click Sales in the Easy Setup Assistant
window. The Sales Easy Setup Assistant appears.
32
Chapter 3
Setting up your company file
Set up a default layout
In the Sales Easy Setup Assistant, click Next to go to the Choose
sale layout window. Choose the sale layout that you expect to use
most often. For example, if you have a wholesale business, choose
the Item layout since this is designed for item sales. This layout will
be assigned to all new customer cards, but you can change the
sale layout for a customer at any time, either on the customer’s
card or when recording a sale made to that customer.
When you have finished, click Next.
MYOB Accounting/MYOB Accounting Plus v16, uk
Set up default selling details
Set up linked accounts for sales
In the Decide on selling details window, set the most frequently
used price level. Also, choose an income account and specify a
default credit limit for all your customers. Remember that you can
change these selections for any of your customers at any time.
Review the default accounts that will be used to track your
customer receipts and undeposited funds.
When you have finished, click Next.
If you want to use different linked accounts to the ones displayed,
type or select those accounts in the account fields. The accounts
you select must be bank accounts.
When you have finished, click Next.
Select default VAT codes
In the Assign VAT code to your customers window, select the
VAT codes that you use most often with sales and carriage. For
more information on VAT codes and how to assign them to your
customers, see ‘Setting up VAT codes’ on page 163.
When you have finished, click Next.
Set up a default payment method and credit
terms
Enter the credit terms you generally extend to your customers and
the default payment method. These entries will be used as the
default when you create new customer cards, but you can change
them any time.
When you have finished, click Next.
User Guide
Create customer cards
In the Build your customer list window, enter information about
each of your customers. You need to create a record for each
customer, but you can choose to enter as little or as much
information as you like in these records. Note that any
information you enter on a customer card takes precedence over
similar information entered in earlier steps in the Sales Easy Setup
Assistant.
If you’ve kept customer information in other software, you may be
able to import that information. For detailed instructions on how
import customer cards, see ‘Importing data’ on page 284.
In the Build your customer list window, you can also make
changes to or delete cards. If you want to add, make changes to
or delete customer cards later, you can do so from the Card File
command centre. For more information, see ‘Changing a record’
on page 177 or ‘Deleting a record’ on page 178.
Setting up sales details
33
To create customer cards
1 In the Build your customer list window, click New. The Card
Information window appears.
2 Enter details about your customer. You don’t have to complete all
the tabs in this window; however, we recommend that you fill in
the Profile and Selling Details tabs now. You can complete the
others later from the Card File command centre.
C
Customer terms
The credit terms you entered earlier appear here by
default. You can override them here for this
customer.
D
Credit Limit & Hold Click to open the Credit Limit & Hold window.
where you can enter the customer’s credit limit.
3 When you have finished, click OK to return to the Sales Easy Setup
Assistant. The card you created appears in the customer list.
4 Repeat from step 1 for each customer card you want to create.
When you have finished creating your customer list, click Next.
Enter historical sales
A
B
Historical sales are those sales you’ve made that haven’t been paid
in full as at the start of the first day of your conversion month.
1 In the Enter historical sales for your customers window, click
Add Sale. The Historical Sale window appears.
C
D
2 Type or select the name of the customer and press TAB.
3 Enter the details of the outstanding sale.
A
Selling information
The selections you make here will be used, by
default, on quotes, orders and invoices that you
create for this customer. You can override these
selections when recording the sale.
B
VAT information
The customer’s VAT information is entered here.
If the customer’s VAT status takes precedence over
that of the item or service being sold, select the Use
Customer’s VAT Code option.
4 Click Record. The Enter historical sales for your customers
window appears.
5 Repeat from step 1 for each historical sale you want to record.
6 When you have finished entering your historical sales, click Next.
7 Click Close to close the Sales Easy Setup Assistant.
When you create a quote, order or invoice, MYOB
Accounting will use the VAT code assigned to the
customer as the default. This VAT code will override
the item’s VAT code in an item sale, and the
allocation account’s VAT code in a non-item sale.
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Chapter 3
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MYOB Accounting/MYOB Accounting Plus v16, uk
Setting up purchase details
In the Purchases Easy Setup Assistant, you can set up your supplier
information and other information related to purchases. You’ll
find these steps very similar to those you completed for your
customers and sales.
The Purchases Easy Setup Assistant can help you
complete these tasks quickly. Click Purchases in the
Easy Setup Assistant window. The Purchases Easy
Setup Assistant appears.
Set up a default layout
In the Choose purchase layout window, choose the purchase
layout you expect to use most often. For example, if you have a
retail business, choose the Item layout since this is designed for
item purchases. This layout will be assigned to all new supplier
cards, but you can change the purchase layout for a supplier at
any time, either on the supplier’s card or when recording a
purchase from that supplier.
When you have finished, click Next.
Set up default buying details
Select default VAT codes
In the Assign VAT codes to your suppliers window, select a
default VAT code to assign to new supplier cards. For more
information on VAT codes, see ‘Setting up VAT codes’ on
page 163.
When you have finished, click Next.
Set up default credit terms
In the Set up payment information window, enter the credit
terms that your suppliers generally extend to you.
When you have finished, click Next.
Set up linked account for purchases
In the Select the account to pay your suppliers window, select
the default account that will be used to pay your suppliers in the
Account for Paying Suppliers field. The account you select must
be a bank or credit card account.
When you have finished, click Next.
In the Decide on buying details window, select the expense
account to which your purchase transactions will be most often
posted. If you intend to use multiple accounts for purchases, leave
this field blank. Remember that you can change these selections
for any of your suppliers at any time.
When you have finished, click Next.
User Guide
Setting up purchase details
35
Create supplier cards
In the Build your supplier list window, enter information about
each of your suppliers. You need to create a record for each
supplier, but you can choose to enter as little or as much
information as you like in these records. Note that any
information you enter in a supplier’s card takes precedence over
similar information entered in earlier steps of the Purchases Easy
Setup Assistant.
If you’ve kept supplier information in other software, you may be
able to import that information into MYOB Accounting. For
information on how to import cards, see ‘Importing data’ on
page 284.
In the Build your supplier list window, you can also make
changes to or delete cards. If you want to add, make changes to
or delete supplier cards later, you can do so from the Card File
command centre. For more information, see ‘Changing a record’
on page 177 or ‘Deleting a record’ on page 178.
A
B
C
A Buying information The selections you make here will be used, by
default, on quotes, orders and purchases that you
create for this supplier. You can override these
selections when recording a purchase.
B Credit limit and
VAT information
If the supplier’s VAT status takes precedence over that
of the item or service being purchased, select the Use
Supplier’s VAT Code option.
To create supplier cards
When you create a quote, order or purchase, MYOB
Accounting will use the VAT code assigned to the
supplier as the default. This VAT code will override
the item’s VAT code in an item purchase, and the
allocation account’s VAT code in a non-item
purchase.
1 Click New. The Card Information window appears.
2 Enter details about your supplier. You don’t have to complete all
the tabs in this window; however, we recommend that you fill in
the Profile and Buying Details tabs now. You can complete the
others later from the Card File command centre.
Your credit limit with this supplier and the supplier’s
VAT information are entered here.
C Credit terms
The credit terms you entered earlier appear here by
default. You can override them here for this supplier.
3 Click OK when you have finished to return to the Purchases Easy
Setup Assistant. The card you created now appears in the supplier
list.
4 Repeat from step 1 for each supplier card you want to create.
When you have finished creating your supplier list, click Next.
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Chapter 3
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MYOB Accounting/MYOB Accounting Plus v16, uk
Enter historical purchases
4 Click Record.
Historical purchases are those purchases that haven’t been paid in
full as at the start of the first day of your conversion month.
5 Repeat from step 1 for each historical purchase you want to
record.
1 In the Enter historical purchases for your suppliers window,
click Add Purchase. The Historical Purchase window appears.
6 When you have finished entering your historical purchases, click
Next.
2 Type or select the name of the supplier and press TAB.
7 Click Close to close the Purchases Easy Setup Assistant.
3 Enter details of your outstanding purchase.
Setting up payroll details
In the Payroll Easy Setup Assistant you can load your tax tables,
review your payroll categories and linked accounts, and enter
details about your employees, such as their tax status, recurring
paycheque and pay history.
The Payroll Easy Setup Assistant can help you complete
these tasks quickly. Click Payroll in the Easy Setup
Assistant window. The Payroll Easy Setup Assistant
appears.
Load tax tables
Payroll taxes are amounts that are calculated and deducted from
employee pays according to the rules established by HM Revenue
& Customs. These rules are set out in the payroll tax tables that
accompany MYOB Accounting.
You should load the payroll tax tables before you pay your
employees.
In the Load payroll tax tables into your company file window,
click Load Tax Tables. Once the tax tables are loaded, click Next.
User Guide
Tax tables are current at the time we produce your
software As tax laws change from time to time, it’s essential that
you load the most up-to-date payroll tax tables. To check that you
have loaded the latest tax tables, click Check for Updates
(Internet access is required). Check the MYOB UK website for
payroll tax table updates.
NOTE :
Enter and confirm the payroll year
1 Enter the current payroll year and click Next.
2 Confirm the current payroll year and click Next.
Set up general payroll information
1 In the Full Work Week Hours field, enter the number of hours in
your company’s typical working week (not the hours in a pay
period). The number you enter here will be used as the default to
calculate wages and payable amounts on paycheques. You can
override this on each employee’s card or paycheque as necessary.
2 Enter your tax district name, number and tax reference.
Setting up payroll details
37
3 If you receive small employer’s relief, select the Small Employer’s
Relief (SER) option.
4 When you have finished, click Next.
Review the payroll categories
Each paycheque can have up to five categories: wages,
entitlements, deductions, employer expenses and taxes.
Set up default linked accounts
Payroll category
Description
In the Assign linked accounts for your payroll transactions
window, review the current linked account selections.
Wages
All monies paid to an employee for labour or services
rendered on an hourly, salary or other basis.
Entitlements
Items such as holiday and sick leave, which
employees accrue under the terms of their work
agreement.
Deductions
Monies withheld by the employer and paid to other
organisations on behalf of the employee, for
example, union fees.
Employer Expenses
All employer-paid benefits, for example, NI
employer contributions.
Taxes
Amounts withheld by the employer from an
employee’s paycheque and paid to a statutory
authority, for example, PAYE Income Tax and NI
employee contributions.
Account for…
Description
Cash Payments
The current account you use to hold cash wage
amounts until they are cleared.
Cheque Payments
The bank account you use to write paycheques.
Electronic Payments
The clearing account you use to temporarily hold
amounts to be paid electronically.
Employer Expenses
The account for recording your employer
expenses.
Wages Paid
The default account for recording the gross wages
and salaries paid to employees.
Deductions &
Expenses
The default account to which the amounts
withheld from paycheques are allocated.
You should review the details of each wage, deduction,
entitlement and employer expense to make sure it matches the
way you do business.
To change a linked account, click the search icon ( ) next to it
and select another account from the accounts list.
When you have finished, click Next to continue.
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Chapter 3
Setting up your company file
MYOB Accounting/MYOB Accounting Plus v16, uk
To view, create, edit and delete payroll categories
Create employee cards
To…
Do this…
In the Build your employee list window, you need to create a
record for each employee.
View
1 Select the category type from the Select Category Type
list.
2 Click the zoom arrow ( ) next to the category. The
Information window for that category appears.
3 Change the information as required and then click OK.
Create
1 Select the category type from the Select Category Type
list.
2 Click New […]. An information window for the selected
category appears.
If you’ve kept employee information in a spreadsheet or other
software program, you may be able to import that information
into MYOB Accounting. However, note that employees’ payroll
information cannot be imported. For more information on how to
import cards, see ‘Importing data’ on page 284.
In the Build your employee list window, you can also edit and
delete cards.
3 Enter the payroll category details and then click OK.
For more information about creating payroll categories, see
‘Creating payroll categories’ on page 98.
Edit
1 Select a category type from the Select Category Type list.
2 Select a payroll category and click Edit for that category.
For example, to edit a wage category, click Edit Wage.
3 When you have finished editing the category, click OK.
Note: Base Hourly and Base Salary payroll categories
The Base Hourly and Base Salary payroll categories are the
fixed categories for paying employee wage amounts. You
can only change the name of these payroll categories.
For more information about payroll categories, see ‘Creating
payroll categories’ on page 98.
Delete
To create an employee card
1 In the Build your employee list window, click New. The Card
Information window appears.
2 Enter the employee’s last name and then press TAB.
3 Enter other relevant profile information about the employee.
If you want to, you can complete the full profile
information (address, email, etc.) later, through the Card File
command centre.
NOTE :
1 Select a category type from the Select Category Type list.
2 Select the payroll category you want to delete and click
Delete for that category. For example, to delete a wage
category, click Delete Wage.
Note: You cannot delete or create a tax type If you
select Taxes, you cannot delete a tax type or create a new
tax type.
When you have finished reviewing, adding, editing and deleting
your payroll categories, click Next.
User Guide
Setting up payroll details
39
To enter payroll information
1 Click the Payroll Details tab.
c In the Pay Frequency field, select the employee’s pay
frequency.
d In the Hours in [...] Pay Period field, type the number of hours
in the employee’s normal pay period.
e If the employee’s wage expense account is different from the
default account, in the Wages Expense Account field type or
select the required account.
f Click in the select column ( Windows or
Mac) next to
each wage category that applies to the employee.
You enter the employee’s details by first clicking the section name
down the left side of the window—for example, Wages—and
then completing the fields.
2 First, enter the employee’s details in the Personal Details fields.
Enter wage information
3 Click Wages and enter the wage information for this employee:
a Select the employee’s pay basis.
When you select a pay basis, the corresponding payroll
category for paying wage amounts is automatically selected in
the Wage list. If you select Hourly, the Base Hourly wage
category (or the name you assigned to this category) is
selected. If you select Salary, the Base Salary wage category
(or the name you assigned it) is selected.
b Enter the employee’s annual salary amount or hourly wage
rate.
40
Chapter 3
Setting up your company file
Enter Entitlements, deductions and expense
information
4 Click Entitlements and click in the select column next to each
required entitlement category.
5 Click Deductions and click in the select column next to each
required deduction category.
6 Click Employer Expenses and click in the select column next to
each required expense category.
MYOB Accounting/MYOB Accounting Plus v16, uk
Enter tax information
7 Click Taxes and enter the employee’s National Insurance and tax
details.
a Enter the employee’s National Insurance number, table letter
and tax code.
b If the employee’s tax is calculated on the amount earned in a
pay period, rather than on a cumulative basis (the standard
calculation basis), select the Week 1/Month 1 option.
c If the employee is a director and their National Insurance
contributions are calculated on a cumulative basis, select the
Director option and enter the tax week they became a director.
d Click in the select column next to each required tax category.
The default values are determined by the payroll categories
selected and values entered in step 3 to step 7 above.
9 Enter the recurring pay details:
a [Timesheet option only] If you want to pay employees from
timesheet entries only, deselect the Use Recurring Pay values
in addition to Timesheet for Pay Calculation option.
b If necessary, change the employee’s default paycheque details
by overriding the values that appear in the Hours or Amount
column next to a payroll category.
Enter recurring pay details
8 Click Recurring Pay. The employee’s default recurring paycheque
details appear.
NOTE : Payroll categories with a calculated value The value of
a payroll category with Calculated displayed in the Hours or
Amount column is automatically calculated when you process a
paycheque. Calculated values include tax amounts and
entitlement hours where hours are calculated as a percentage of
the gross hours paid.
c [Optional] Click the Job column next to the payroll category
and enter the job number.
User Guide
Setting up payroll details
41
Enter pay history information
You can enter the pay history for the employee now, or you can
complete this later through the Card File command centre.
10 Click Pay History to enter the employee's pay history for the
current payroll year:
z
z
If the employee has been paid by another employer this payroll
year, enter the details in the Previous employments pay and
Previous employments tax fields.
If you have already paid the employee in the current payroll
year, type the amounts you have paid in the Activity column
next to the relevant payroll categories. You can enter pay
history for specific months, quarters or for the year to date
based on the selection you make in the Show Pay History for
list.
Amounts entered in the Pay History window appear on reports
not derived from payroll activity. They are not recorded as
transactions in your accounts.
Enter payment method information
12 Click Banking Details tab and select the method you use to pay
the employee.
If you are paying employees using NatWest’s AutoPay service or
Barclays’ Branch-Originated BACS service (BOBS), enter the
employee’s bank account details.
13 Click OK. The Payroll Easy Setup Assistant window appears and
the card you created will now appear in the employee list.
14 Repeat from step 1 for each employee.
Set up timesheets
When you have finished creating the employee cards, click Next
in the Payroll Easy Setup Assistant window. The Decide if you’ll
use timesheets window appears.
If you want to use timesheets to record hours worked by hourly
employees, select the timesheet preference and enter timesheet
details.
Enter time billing information
11 [MYOB Accounting Plus only] If you use the Time Billing feature to
track the time the employee spends on work for clients, click Time
Billing and enter the employee’s time-billing rate and cost per
hour. For more information, see Chapter 9, ‘Billing for time’,
starting on page 141.
42
Chapter 3
Setting up your company file
Note, you can pay employees from timesheets only or in addition
to recurring pay details. For more information, see step 9 a on
page 41.
When you have finished, click Close to close the Payroll Easy
Setup Assistant, and then close the Easy Setup Assistant.
MYOB Accounting/MYOB Accounting Plus v16, uk
Performing an initial bank reconciliation
To ensure the accuracy of your business records, you should keep
the record of your bank account balances in MYOB Accounting
matched up with your bank statements. This task is called
reconciling accounts.
If your business traded prior to your conversion month (that is,
the earliest month in the financial year for which transactions are
to be recorded in your MYOB company file) and you have
uncleared banking transactions as at the first day of your
conversion month, you need to perform an initial bank
reconciliation.
Uncleared banking transactions are those transactions
(withdrawals and deposits) that have been recorded in your
previous accounting system but have not been cleared by your
bank as at the start of your conversion month.
If you need to perform an initial bank reconciliation, complete the
steps below.
Step
Action
See
1
Identify uncleared withdrawals and deposits
below
2
Record uncleared withdrawals and deposits in your
company file
below
3
Reconcile
page 45
Step 1: Identify uncleared withdrawals and
deposits
Compare your banking source information (such as your
chequebook and deposit book) with your bank statements for the
period that includes your conversion date. If you find transactions
that have not been cleared by your bank as at this date, you will
need to record the details of these transactions in your company
file.
For example, in December 2006, the month prior to your
conversion month, you wrote a cheque for £1,000 and deposited
£500 you received from a customer. If these transactions did not
appear on your December bank statement, you need to record
both transactions in your company file.
Step 2: Record uncleared withdrawals and
deposits in your company file
You need to record uncleared transactions in such a way that the
opening bank account balance is not affected. To do this, you
need to post a debit and a credit of equal amounts against the
applicable bank account for each transaction.
To enter uncleared withdrawals
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
2 In the Account field, type or select the bank account you want to
reconcile.
3 In the Cheque No. field, enter a reference number for the
withdrawal.
User Guide
Performing an initial bank reconciliation
43
4 In the Date field, type the first day of your conversion month. For
example, if your conversion month is January 2007, enter
01/01/07.
5 In the Amount field, type the amount of the withdrawal.
6 In the Acct No. field, type or select the bank account you want to
reconcile. This must be the account entered in step 2 on page 43.
3 In the ID No. field, enter a reference number for the deposit.
4 In the Date field, type the first day of your conversion month. For
example, if your conversion month is January 2007, enter
01/01/07.
5 In the Amount Received field, type the amount of the deposit.
7 In the VAT field, select the N-T tax code.
6 In the Acct No. field, type or select the bank account you want to
reconcile. This must be the account entered in step 2 above.
8 If required, enter details of the withdrawal in the Memo field.
7 In the VAT field, select the N-T tax code.
8 If required, enter details of the deposit in the Memo field.
9 Click Record.
10 Repeat from step 3 above, for each uncleared withdrawal.
To enter uncleared deposits
9 Click Record.
10 Repeat from step 3 above for each uncleared deposit.
1 Go to the Banking command centre and click Receive Money.
The Receive Money window appears.
2 In the Account field, type or select the bank account you want to
reconcile.
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Chapter 3
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MYOB Accounting/MYOB Accounting Plus v16, uk
Step 3: Reconcile
1 Go to the Banking command centre and click Reconcile
Accounts. The Reconcile Accounts window appears.
6 For each uncleared deposit, click the select column next to the
withdrawal.
2 In the Account field, select the bank account you want to
reconcile.
3 In the New Statement Balance field, enter the closing bank
balance as at the last day prior to your conversion month.
(In this example, the closing balance as at 31 December 2007 is
£20,500.)
4 In the Bank Statement Date field, enter the first date of your
conversion month. (For example, if your conversion month is
January 2007, enter 01/01/07.) Your uncleared transactions
appear.
When each uncleared transaction is selected, $0.00 appears in the
Out of Balance field.
7 Click Reconcile. A confirmation window appears.
When you recorded uncleared transactions, the same account
was debited and credited with the same amount. Therefore, an
uncleared transaction appears as both a deposit and a withdrawal.
z
To print a report, click Print Report. When the report is printed,
click Reconcile.
z
To reconcile without printing a report, click Reconcile.
5 For each uncleared withdrawal, click the select column next to the
deposit.
z
To change any details you entered in the Reconcile Accounts
window, click Cancel.
User Guide
Performing an initial bank reconciliation
45
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Setting up your company file
MYOB Accounting/MYOB Accounting Plus v16, uk
4 Banking
This chapter shows you how to record the cheques you have written, the cheques and credit card payments you have received, your
credit card purchases, your credit card payments and your ATM and Internet banking withdrawals and transfers.
You can record the details of any number of bank and credit card accounts. If you are familiar with a manual multi-column cashbook
system, you can think of your software as having the capacity to run many cashbooks with an infinite number of columns.
Receiving money
In MYOB Accounting, the term receiving money specifically
refers to recording receipts other than payments relating to
invoices. These receipts include capital injections, interest,
adjustments and so on. These can be entered using the
Receive Money window or by selecting the Receive Money
transaction type in the Bank Register window.
You receive money
No
In the Receive Money window, you can record credit card
payments, electronic payments, cash and cheque payments.
Note that in MYOB Accounting, invoices are processed
through the Sales command centre, so any payments
received against invoices you have issued need to be entered
using the Receive Payments window or by selecting the
Receive Payment transaction type in the Bank Register
window. See ‘Receiving payments’ on page 70 for more
information.
The options for recording receipts and invoice payments are
summarised in the following diagram.
47
Is it in
response to an
invoice you
issued?
Yes
Option 1
Record the payment
in the Receive Money
window [Banking command
centre]
Option 1
Record the payment
in the Receive Payments
window [Sales command
centre]
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Receive Money
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Receive Payment
You can print payment receipts for
payments entered in the Receive Money and Bank Register
windows. For more information about printing payment receipts,
see ‘Printing payment receipts’ on page 72.
Printing payment receipts
To receive money
There are two ways to record money you have received where no
invoice was issued:
z
in the Receive Money window
z
in the Bank Register window.
The Receive Money window lets you record more details about
the receipt and allocate it to more than one account. This is the
procedure covered in this section. If you want to use the Bank
Register window—which lets you record a receipt with minimum
details—see ‘To enter a transaction in the Bank Register window’
on page 53.
1 Go to the Banking command centre and click Receive Money.
The Receive Money window appears.
2 Choose one of the following:
z
Deposit to Account In the Deposit to Account field, type or
select the required bank account.
z
Group with Undeposited Funds Choose this option if you
want the deposit to be recorded in the undeposited funds
account. After you have grouped all the deposit transactions
you want, you can make one bank deposit for all the
undeposited funds. For more information, see ‘Preparing a
bank deposit’ on page 49.
3 If the deposit amount included VAT, select the VAT Inclusive
option.
4 In the Payor field, type or select the payor’s name.
5 In the Amount Received field, enter the amount received.
6 Type the date of the transaction.
7 If you want to record the payment method:
a In the Payment Method field, select the payment method.
b If you want to record additional details about the payment,
such as a cheque number, click Details and record the details in
the Applied Payment Details window that appears.
8 Type a description in the Memo field to help you identify the
payment later.
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9 Allocate the amount to the appropriate account or distribute it to
a number of accounts.
A
B
C
D
E
A
Type or select an account to which you want to assign the payment
or part of the payment.
B
Type the amount you want to assign to each account. The total
amount in this column must equal the amount in the Amount
Received field before you can record the transaction.
C
[Optional] Assign the amount to a job by entering the job code here.
D
[Optional] Type a memo for each line item you enter in the
transaction.
E
The VAT code that is linked to the allocation account appears here
automatically. You can change it or delete it if necessary.
10 If you want to view or change the VAT amounts assigned to the
transaction, click the zoom arrow ( ).
11 If you want to assign the transaction to a particular category,
select a category from the list.
For more information about categories, see ‘Setting up
categories’ on page 238.
12 If you want to store the deposit as a recurring transaction, click
Save as Recurring. In the Edit Recurring Schedule window,
enter the necessary information and click Save.
For more information see ‘Recurring transactions’ on page 190.
13 Click Record.
Preparing a bank deposit
When you receive payments that you want to deposit in a batch
(such as credit card, cash and cheque payments), you need to
post the payments to a temporary holding account until you
create a bank deposit. This holding account is known as an
Undeposited Funds account.
You can post a customer payment to the undeposited funds
account by selecting the Group with Undeposited Funds option
in the Receive Money window or Receive Payments window
when recording a payment.
A bank batch deposit transfers funds from the Undeposited Funds
account to the account of your choice as a single transaction. You
can record the deposit in the Prepare Bank Deposit window.
User Guide
To prepare a bank deposit
1 Go to the Banking command centre and click Prepare Bank
Deposit. The Prepare Bank Deposit window appears.
2 In the Deposit to Account field, enter the account into which the
funds selected in the Prepare Bank Deposit window will be
deposited.
3 If you want to group payments by payment method:
a Select the payment method in the Select Receipts by field.
b Type or select one or more payment types in the adjacent field.
4 Enter a date to display undeposited funds up to and including that
date.
Preparing a bank deposit
49
5 Type a description in the Memo field to help you identify the
payment later.
6 Select the receipts you want to include in the bank deposit by
clicking in the Deposit column next to the transaction.
If you want to select or deselect all receipts, click the (
the top of the Deposit column.
) icon at
8 In the Fees and Cash Back and/or the Adjustment for Excess
Funds fields:
a Enter the adjustment amount.
b Type the date and an ID number.
c Select an expense or income account—as appropriate—for the
adjustment amounts.
d Type a description in the Memo field and complete other fields
as necessary.
e Click Record.
7 [Optional] If you need to enter an adjustment transaction—for
example, to record credit card transaction fees—click Deposit
Adjustment. The Bank and Deposit Adjustments window
appears.
If you need to record additional adjustments or fees, click
Deposit Adjustment again.
9 Click Record to record the transaction.
Spending money
The term spending money refers specifically to recording payments
for transactions for which purchases have not been created. These
include capital drawings, bank charges, telephone bills and so on.
These types of payment can be entered in the Spend Money
window or by selecting the Spend Money transaction type in the
Bank Register window.
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Chapter 4
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The Spend Money window lets you record more details about the
payment and allocate the payment to more than one account.
This is the procedure covered in this section. If you want to use the
Bank Register window—which lets you record a payment with
minimum details—see ‘To enter a transaction in the Bank Register
window’ on page 53.
MYOB Accounting/MYOB Accounting Plus v16, uk
If you want to make a payment to a supplier for a purchase, you
will need to enter the payment using the Pay Suppliers window
or by selecting the Pay Purchase transaction type in the Bank
Register window.
To spend money
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
The options for recording payments are summarised in the
following diagram.
You pay money
(other than pay salaries and wages)
No
Is it in
response to a
purchase recorded
in the Purchases
command centre?
Yes
Option 1
Record the payment
in the Spend Money
window [Banking command
centre]
Option 1
Record the payment in
the Pay Suppliers
window [Purchases command
centre]
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Spend Money
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Pay Purchase
2 In the Account field, type or select the bank account that will be
used to pay this cheque.
3 If you want the amount to be VAT inclusive, select the VAT
Inclusive option.
Make your selection now Don’t select or deselect the
VAT Inclusive option after you enter an amount in the Amount
field.
NOTE :
4 Complete the details in the cheque area of the window, just as you
would if you were writing a paper cheque.
5 If you want to change the default payee address, type or select the
payee’s address in the Payee field.
User Guide
Spending money
51
6 Allocate the payment to an account.
A
B
C
Complete the payment
D
E
A
Type or select the account to which you want to assign the cheque
amount.
B
Type the allocation amount.
C
[Optional] Enter a job code to assign the cheque amount to a job.
D
[Optional] Type a memo for each line item you enter in the transaction.
E
The VAT code that is linked to the allocation account appears here
automatically. You change or delete it if necessary.
7 If you want to view or change the VAT amounts assigned to the
transaction, click the zoom arrow ( ).
8 If your payment covers more than one account, repeat from
step 6. You would do this, for example, when paying for the
purchase of a number of different items: postage, magazines,
stationery, etc.
9 If you want to assign the payment to a particular category, select
a category from the Category list. For more information about
categories, see ‘Setting up categories’ on page 238.
Recap transaction Before you record this transaction,
you can use the recap transaction feature to view the journal
entries that will be created when the transaction is recorded. This
is useful for confirming that the journal entries are being posted to
the correct accounts. To recap, choose Recap Transaction from
the Edit menu.
NOTE :
HINT : Save the payment as a recurring transaction If you
want to store the payment as a recurring transaction click Save as
Recurring. In the Edit Recurring Schedule window, enter the
necessary information and click Save. For more information, see
‘Recurring transactions’ on page 190.
10 If you are paying by cheque and have already written a cheque,
select the Cheque Already Printed option.
11 If you want to send remittance advice in a batch, select an option
from the Remittance Advice Delivery Status list.
After you have recorded a number of payments, say, the day’s
payments, you can print or email remittance advices in a batch.
For more information, see ‘Sending forms’ on page 207.
12 If you want to print a cheque or remittance advice now, click Print
and select the form type you want to print. Note that the
payment is recorded before it is printed.
13 Click Record.
To void a cheque
Follow the steps below to void a cheque that you have not yet
recorded in MYOB Accounting.
If you want to make changes to a cheque you have already
recorded, see ‘Changing or deleting a transaction’ on page 187.
1 Display the Spend Money window and choose the cheque
account from which you want to void the cheque.
2 Enter the cheque number you want to void in the Cheque No.
field and leave all other fields blank.
3 Click Record and then click OK to confirm that you want to void
the cheque.
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Entering transactions in the Bank Register window
You can enter the following transactions in the Bank Register
window: cheques, deposits, payments to suppliers, payments
from customers, sales and purchases.
To enter a transaction in the Bank Register window
1 Go to the Banking command centre and click Bank Register. The
Bank Register window appears.
The Bank Register window provides a fast and convenient way to
enter multiple transactions. For example, you can record a
customer payment, pay for a purchase and then write a cheque
without having to open multiple windows and switch between
them. As transactions can be recorded with minimum detail, you
save time when entering a batch of transactions.
Sending remittance advice to a supplier You cannot
use the Bank Register to record payments to suppliers for who you
want to print or email remittance advice. You need to enter the
transaction through the Spend Money window, see ‘To spend
money’ on page 51.
NOTE :
You
can also use the Bank Register window to import your bank and
credit card statements. If a statement contains any transactions
that you have not entered, you can add them quickly in the Bank
Register window. For more information, see ‘Importing
statements’ on page 56.
Importing your online bank and credit card statements
2 In the Account field, select the bank or credit card account that
will be used for this transaction.
3 In the lower part of the window, select the transaction type from
the Type list.
4 If you select Pay Purchase, Spend Money or Enter Purchase
from the Type list, enter a cheque number (or other transaction
reference) in the Cheque No field.
5 If you select Receive Payment, Receive Money or Enter Sale
from the Type list, enter a transaction reference in the adjacent
ID No field.
6 In the Date field, type the date of the transaction.
7 In the Card field, type or select the card for this transaction.
User Guide
Entering transactions in the Bank Register window
53
8 In the Amount field, enter the total amount of the transaction,
including VAT.
11 If you are entering a sale or a purchase, select the appropriate VAT
code in the VAT field.
9 If you want to allocate the amount to only one account, select an
account in the Account field.
12 [Optional] Assign the payment to a job by entering the job code
in the Job field. Note that this is not applicable for Pay Purchase
and Receive Payment transactions.
10 If you want to allocate the amount to more than one allocation
account, click Split. The corresponding transaction window will
appear, and you can then allocate the amount to multiple
accounts of your choice.
You can also use Split to:
z
apply payments to a particular invoice or purchase
z
enter the payment method
z
print the transaction.
When the Split option is not available If the transaction
type is Enter Sale or Enter Purchase, the Split option is not
available. To open the transaction window, you need to record the
transaction, then click the zoom arrow ( ) next to the transaction
in the Bank Register window.
NOTE :
13 [Optional] If you want to record the purpose of the transaction,
type a description in the Memo field.
14 If you want to store the transaction as a recurring transaction, click
Save as Recurring. In the Edit Recurring Schedule window,
enter the recurring transaction details and click Save.
(Note that this option is available only for Spend Money and
Receive Money transactions.)
For more information about saving and using recurring
transactions, see ‘Recurring transactions’ on page 190.
15 Click Record.
Transferring money between accounts
You can transfer money between bank accounts, including bank
and credit card accounts, using the Transfer Money window.
To transfer money between accounts
1 Go to the Accounts command centre and click Transfer Money.
The Transfer Money window appears.
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2 Enter a date for the transfer.
3 In the Transfer Money From field, enter the account from which
the funds will be paid.
4 In the Transfer Money To field, enter the account into which the
funds will be paid.
5 In the Amount field, enter the amount to be transferred.
6 If you want to record the purpose of the transaction, type a
description in the Memo field.
7 If you want to store the transaction as a recurring transaction, click
Save as Recurring. In the Edit Recurring Schedule window,
enter the details about the recurring transaction and click Save.
For more information about recurring transactions, see ‘Recurring
transactions’ on page 190.
8 Click Record.
Tracking petty cash expenses
Most businesses keep a small amount of cash handy at the office
for miscellaneous expenses—postage, staff amenities, and so on.
You can track this petty cash amount separately by using a petty
cash account and allocating any miscellaneous expenses to that
account.
Check your accounts list for an account named ‘Petty Cash’. If it
doesn’t exist, you need to create it. For information on creating an
account, see ‘Adding an account’ on page 174.
To transfer money to your petty cash account
1 Go to the Accounts command centre and click Transfer Money.
The Transfer Money window appears.
2 In the Transfer Money From field, type or select the account to
which you are transferring money.
3 In the Transfer Money To field, type or select the petty cash
account.
4 Enter the amount you are transferring in the Amount field and
click Record.
User Guide
Tracking petty cash expenses
55
To allocate expenses to the petty cash account
Let’s assume you spent £10.00 on stationery and £30.00 on
postage from your petty cash float. You would record this
transaction in the following way.
1 Go to the Banking command centre and click Spend Money.
2 In the Account field, type or select the Petty Cash account.
3 Enter the date and amount of the expense.
4 Enter the expenses as line items and allocate them to the relevant
expense account (in this example, the Office Supplies account
and the Postage account).
5 Since you do not need to print a cheque for this transaction, select
the Cheque Already Printed option.
6 Click Record.
Importing statements
Before you import your bank or
credit card statement, you need to download the statement file
from your bank.
If you have an online banking facility, you can use the Get
Statement feature to import bank statement or credit card
statement files. MYOB Accounting automatically matches
transactions on your statement with the transactions you enter in
your company file. Matched transactions will be marked as
cleared for reconciliation, making it easy for you to reconcile your
accounts.
Download your statement
If some transactions cannot be matched, you have the option of
matching them manually with uncleared transactions, adding
them or skipping them altogether. Unmatched transactions are
usually account fees and penalty charges applied by the bank.
To import your statement
Your bank’s website should provide instructions on downloading
this file. The following file formats are supported: OFX, QFX, QIF
and OFC.
1 Go to the Banking command centre and click Bank Register. The
Bank Register window appears.
2 In the Account field, type or select the account that corresponds
to the bank or credit card statement.
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3 Click Get Statement. The Open window appears.
specified account. Select the transaction that you want to
match with the statement transaction and click Match. The
transaction will be marked as cleared. Repeat this step for each
transaction that you want to match.
4 Select the downloaded statement file and click Open. The Get
Statement window appears.
5 Click OK. The statement transactions are automatically matched
with the transactions in your company file by using the cheque
number and amount as the criteria for matching payments and
deposits. If:
z
there are unmatched transactions, the Unmatched Statement
Transactions window appears. Go to step 6.
z
all your transactions match, then these transactions will be
marked as cleared in the Reconcile Accounts window. You can
ignore the rest of this procedure.
6 Choose what you want to do with the unmatched transactions.
z
If you want to match a transaction, select it and click Match
Transaction. The Match Transaction window appears, listing
the uncleared transactions in your company file for the
z
If you want to add a transaction to your company file, select it
and click Add Transaction. The Spend Money window or the
Receive Money window (depending on the type of transaction
you are adding) appears. Enter the details of the transaction
and record it. The transaction is shown as cleared. Repeat this
step for each transaction you want to add.
Match or add all transactions We recommend you
finish adding or matching every transaction in the unmatched
transaction list before you click Done. Otherwise, if you re-open
the statement file, the original unmatched statement list would
appear in the Unmatched Statement Transactions window.
CAUTION :
7 When you have finished matching and adding transactions, click
Done. A list of all the transactions that were cleared appears.
ATM and Internet transactions
To record ATM withdrawals
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
2 Select the account from which you withdrew money.
3 In the Cheque No. field, enter a non-numeric word or phrase to
describe the withdrawal.
User Guide
That way you will know the transaction isn’t an actual cheque
when you view it in a list or on a report. This will also allow you to
skip the transaction when you print a range of numbered
cheques.
4 Complete the other fields in the window.
5 Click Record.
ATM and Internet transactions
57
To record Internet or phone-banking transfers
Supplier payments If you are entering a payment to a
supplier for a recorded purchase, you should enter it in the Pay
Suppliers window. See ‘Paying suppliers’ on page 91.
NOTE :
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
an actual cheque when you view it in a list or on a report. This will
also allow you to skip the transaction when you print a range of
numbered cheques.
4 Complete the other fields in the window.
5 Type the receipt number in the Memo field.
2 Select the account from which you transferred money.
6 Since you do not need to print a cheque for this transaction, select
the Cheque Already Printed option.
3 In the Cheque No. field, enter a non-numeric word or phrase to
describe the transfer. That way you will know the transaction isn’t
7 Click Record.
Credit card purchases and payments to credit card providers
Recording purchases made using a credit card
The method you use to record a purchase made using a credit
card depends on whether you have entered a purchase for the
transaction using the Purchases window. If you have, then record
the payment in the Pay Suppliers window. If you have not
entered a purchase, record the credit card purchase in the Spend
Money or Bank Register window.
Before you begin recording credit card purchases, create a liability
account for each credit card you will use. Name the accounts
VISA, American Express, etc. These accounts will keep track of the
amount owed to the credit card provider. For information on
creating an account, see ‘To create a new account’ on page 29.
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Chapter 4
Banking
To record a credit card purchase in the Pay
Suppliers window
1 Go to the Purchases command centre and click Pay Suppliers.
The Pay Suppliers window appears.
2 In the Account field, type or select the credit card account you
want to use.
3 In the Supplier field, type or select the supplier’s name.
4 Type the amount of the credit card purchase In the Amount field.
5 Change the memo and payment date if necessary.
MYOB Accounting/MYOB Accounting Plus v16, uk
6 In the scrolling list in the bottom half of the window, indicate
which purchases are covered by the payment by entering the
payment amounts in the Amount Applied column.
7 Since you do not need to print a cheque for this transaction, select
the Cheque Already Printed option.
8 Click Record.
To record a credit card purchase in the Spend
Money window
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
2 In the Account field, type or select the credit card liability account
you want to use.
Recording payments to credit card providers
When the time comes to pay your credit card provider, you use
the Spend Money window to record a payment from your bank
account to your credit card liability account.
To record a payment to a credit card provider
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
2 In the Account field, select the bank account you want to use to
make this payment.
3 In the Card field, type or select the credit card provider’s name.
4 Type the payment date in the Date field.
5 Type the amount you want to pay.
3 Type the date, amount of the credit card purchase and payee.
4 Type a comment in the Memo field to provide a brief description
of the purchase you are recording.
5 Allocate the payment to an account. This is usually an expense
account.
6 [Optional] Type a comment in the Memo field to provide a brief
description of the payment you are recording.
7 In the scrolling list area of the Spend Money window, enter the
liability account you have created to track purchases made with
this credit card.
8 Click Record.
6 Click Record to record the credit card purchase.
User Guide
Credit card purchases and payments to credit card providers
59
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5 Sales
This chapter explains how to enter information about sales to your customers. You record a sale by specifying the customer’s details,
the invoice layout (item, service, professional, time billing or miscellaneous), the status of the sale (quote, order or invoice) and the
details of the items or services sold. The chapter also explains the various ways of sending an invoice, how to record customer
payments, how to issue a customer credit, and how to analyse sales activities with a variety of reports and other analytical tools.
Entering sales
You enter a sale as a quote, order or invoice.
z
z
z
You can enter a sale in the Sales window and in the Bank
Register window.
A Quote records a price you have quoted to a customer,
without creating a transaction. A quote has no impact on
your stock levels and can be changed to an order or an
invoice when your customer is ready to buy.
Entering a sale in the Sales window—the procedure discussed
in this chapter—allows you to record more details about the
sale than entering it in the Bank Register window. To use the
Bank Register window, see ‘To enter a transaction in the Bank
Register window’ on page 53.
An Order is a sale where no services or goods have been
delivered. While orders don’t affect your financial figures,
they do affect your committed stock numbers. Orders don’t
create transactions unless the customer has paid you a
deposit. An order can be changed to an invoice.
Entering a sales transaction
Complete the following steps to enter a sales transaction:
An Invoice is usually created when you deliver the items or
services the customer ordered. It will update the
appropriate accounts, including the account for tracking
debtors. Invoices can be open (unpaid), closed (paid) or
credit (negative sale). An invoice can’t be changed to a
quote or an order.
Step
61
Action
See
1
Enter information about the customer
page 62
2
Choose the type of sale
page 62
3
Enter the items or services you are selling
page 62
4
Enter additional information about the sale
page 64
5
Complete the sale
page 64
Step 1: Enter information about the customer
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears.
2 In the Customer field, type or select the customer’s name and
press TAB.
Customer credit limits and accounts on hold You may
not be able to record sales for customers who have exceeded their
credit limit or whose account has been placed on hold. For more
information, see ‘Credit control’ on page 73.
NOTE :
The terms and deliver-to address shown in the Sales window are
the details recorded in the customer’s card.
3 Complete the fields as described in the table below:
B
C
A
A
B
62
D
If you want to change a customer’s delivery address, click the down
arrow next to the Del. to field and select another address from the
customer’s card. Alternatively, type the address in the Del. to field.
Click the zoom arrow ( ) to change the credit terms for this sale
only. Note that if you want to change the credit terms for all future
sales to this customer, you must make that change on the Selling
Details tab of the customer’s card.
C
If the customer gave you a purchase order for this transaction, enter
that purchase order number here.
D
If you are entering prices that include VAT, select the VAT Inclusive
option. Do not change this setting after you enter an amount in the
Amount column.
Chapter 5
Sales
Step 2: Choose the type of sale
In this step, choose the required status and layout for the
transaction you are creating. The layout displayed in the Sales
window is determined by the default selection you made when
setting up sales details (using the Sales Easy Setup Assistant) or
when creating the customer’s card.
1 Check if the default layout is appropriate. There are five layouts:
Service, Item, Professional, Time Billing and Miscellaneous. The
layout determines what fields appear on the Sales window. If you
want to change the default layout:
a Click Layout. The Select Layout window appears.
Miscellaneous layout The Miscellaneous layout is used
only for sales where a printed form is not needed.
NOTE :
b Select the appropriate layout and click OK.
2 Select the status from the list in the top left corner of the window:
Quote, Order or Invoice.
Step 3: Enter the items or services you are
selling
The scrolling list in the middle of the Sales window is where you
enter details of what you are selling. In this area you enter item
numbers, activity ID numbers, descriptions, account numbers (or
names depending on your selection in the Preferences window)
and other information to describe the transaction.
One row in the scrolling list is one line item of the transaction. You
can enter as many line items for a sale as you want. The fields that
appear in the scrolling list differ depending on the layout you are
using.
MYOB Accounting/MYOB Accounting Plus v16, uk
The following illustration briefly describes the line-item entries
you can make for a sale with an Item layout and an Invoice status.
The following illustration shows the line item entries for a sale with
a Service layout and an Invoice status. These fields also appear in
the Professional and Miscellaneous layouts.
Item
A
B
C
D
E
F G H
I
J
A
Deliver
Type the quantity to be delivered.
B
Backorder
Type the quantity of the item to be placed on backorder. An
order for this amount will be created automatically when
you click Record.
C
Item
Number
Service
A
C
D
E
A
Description Enter a description of the goods or services being sold.
B
Acct No. or
Name
Enter the account to which the sale is to be allocated.
C
Amount
Type the amount you are charging for this service
Job
[Optional] Type or select a job number to assign a line item
to a job.
VAT
Type or select a VAT code.
Type your item number or select it from your item list.
D
Description
A description of the item appears automatically. You can
change this if you want.
D
E
Location
[MYOB Accounting Plus only] If you sell this item from
multiple locations, select the location where the item will be
delivered from. For more information, see ‘Multiple stock
locations’ on page 129.
E
F
Price
The price of the item appears automatically. You can
change this if you want.
G
Disc%
[Optional] Enter a volume discount as a percentage.
H
Total
The total price of the items is calculated automatically.
I
Job
[Optional] Type or select a job number here to assign a line
item to a job.
J
VAT
Type or select a VAT code for the line item.
User Guide
B
NOTE :
Add lines, subtotals and headers to sales transactions
You can add lines, headers and subtotals to invoices to make it
easy to separate and subtotal different groups of line items on one
invoice. For more information, see ‘Adding and deleting
transaction lines, subtotals and headers in sales transactions’ on
page 65.
Entering sales
63
Step 4: Enter additional information about the
sale
NOTE : Recap transaction Before you record this transaction,
you can use the recap transaction feature to view the journal
entries that will be created when the transaction is recorded. This
is useful for confirming that the journal entries are being posted to
the correct accounts. To recap, choose Recap Transaction from
the Edit menu.
The fields that appear at the bottom of the Sales window depend
on the type of sale you are creating.
Step 5: Complete the sale
A
After you have finished entering the details in the Sales window,
there are several ways to complete the transaction.
B C
A
Salesperson,
Promised Date
B
Invoice Delivery
Status
If you want to print or email the invoice in a batch,
select the required delivery method from the list.
C
Journal Memo
The journal memo is generated automatically. You
can change this if you want.
D
VAT
Click the zoom arrow ( ) if you want to view or
change the VAT amounts assigned to the sale.
E
Carriage
Enter carriage charges.
F
Paid Today
Type the amount of money the customer paid you
at the time of the sale or, if you are creating an
order, how much money the customer gave you as
a deposit.
Deliver Via,
G
Payment Method
Type or select the payment method. Click Details
if you want to enter details about the payment. For
example if you are being paid by credit card, you
can record the credit card number, expiry date and
other details.
H
Carriage VAT
Select the VAT code for the carriage charges.
Chapter 5
Sales
HINT : Save the sale as a recurring sale.
Click Save as
Recurring. In the Edit Recurring Schedule window, enter the
necessary information and click Save. For more information, see
‘Recurring transactions’ on page 190.
G H
Enter optional information, such as the name of
the salesperson, a comment, delivery method,
promised date of goods or services. Enter text or
click the search icon ( )to choose from the Select
From List window.
Comment,
64
D E F
z
If you want to record the sale without printing or sending it,
click Record (for a sales quote, click Save Quote).
z
If you want to record the sale and create a purchase order, click
Create PO. The quote or order is recorded and the purchases
window appears. For more information, see ‘To convert a sales
order to a purchase’ on page 89.
z
If you want to record the sale and print, send or save it as a PDF,
complete the relevant procedure below.
To…
Action
Print
Click Print. For more information about printing, see Chapter 15
‘Forms’, starting on page 205.
Email
Click Send To and choose Email. Review and make entries in the
Email window and click Send. The email, which will include a PDF
(Portable Document Format) attachment, will be sent to the
Outbox of your default email software. Send the email from your
email software.
Fax
Click Send To and choose Fax. A window from your fax software
appears. Send the fax, using your fax software as you normally do.
Save as
PDF
Click Send To and choose Disk. In the window that appears, enter
a name and location for the PDF file and click Save.
MYOB Accounting/MYOB Accounting Plus v16, uk
Adding and deleting transaction lines,
subtotals and headers in sales transactions
You can add and delete transaction lines, headers and subtotals in
sales transactions.
To insert a blank line
To insert a subtotal
1 In the Sales window, click in the line below the items to be
subtotalled.
2 Go to the Edit menu and choose Insert Subtotal. A line appears
displaying the subtotal of the amounts that appear above the
subtotal line and below the last subtotal, if there is one.
1 In the Sales window, click in the line below where the blank line is
to appear.
2 Go to the Edit menu and choose Insert Line. A blank line will
appear in the scrolling list with the cursor positioned in the
Description column.
To delete a blank line, line item, header or subtotal
To insert a header
1 In the Sales window, click anywhere in the blank line, line item,
header or subtotal you want to delete.
You can group several line items by inserting a header.
2 Go to the Edit menu and choose Delete Line.
1 In the Sales window, click in the line below where the header is to
appear.
2 Go to the Edit menu and choose Insert Header. A blank line will
appear in the scrolling list with the cursor positioned in the
Description column.
3 Type the text for the header. The text appears in grey.
4 Press TAB to complete the header entry.
User Guide
Entering sales
65
Recording sales with insufficient on-hand item quantities
If you track item quantities and values, and you want to record a
sales invoice for an item with insufficient on-hand quantities, you
can:
z
record the sale and allow a negative on-hand item quantity and
value to be recorded for the item
z
build, buy or backorder the item.
Allow negative on-hand quantities and values
If you want, you can set a preference to allow the recording of
sales with insufficient on-hand quantities. With this preference set,
the sale of an item that is not in stock results in a negative on-hand
item quantity and value.
This feature affects your inventory reporting Allowing
negative item amounts to be recorded in your inventory affects
the reporting of inventory values and cost of goods sold. This
feature may not be suitable for some businesses. Consult your
accountant or financial adviser or before using this option.
NOTE :
When you record the sale of an item with insufficient on-hand
quantities, an estimated item cost is recorded for the sale. The
estimated cost used depends on the item information available, as
described in the following table.
Cost type
Description
Average cost Average cost is used if you have sufficient on-hand stock for
which an average price can be determined. For example, if
you have ten units of an item on-hand, but make a sale for 12
units, average cost is based on the value of the ten units in
stock.
66
Chapter 5
Sales
Last Cost
Last cost is used if the average cost is unavailable. For
example, if you have purchased an item before but currently
have none on-hand, the last purchase price is used.
Standard
Cost
Standard cost is used if you have never purchased an item
before, and you have entered a standard cost in the item
information card.
Zero cost
Zero cost is used if you have never purchased the item before
and you select this option when recording the sale.
When you record a purchase to replenish the items, a journal
entry automatically records the price variation between the
estimated cost and the actual cost, if there is one.
To allow the recording of sales with insufficient
on-hand quantities
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
2 Click the Inventory tab and select the Allow the Sale of Items
with Insufficient On-Hand Quantities option.
Build, buy or backorder items
If you attempt to record a sales invoice with an insufficient onhand quantity (see ‘Complete the sale’ on page 64), and you
don’t allow the recording of sales with insufficient quantities, the
Backorder List window appears. In this window, you need to
build or buy the required quantity, or create a customer sales
order (backorder) for the unavailable quantity, before you can
record the sale.
MYOB Accounting/MYOB Accounting Plus v16, uk
Before you can auto-build an item in the
Backorder List window, you need to set up your item details. For
more information, see ‘Auto-building items’ on page 132. If you
want to record a bill using this window, you need to enter a
default supplier for the item. For more information, see ‘Creating
items’ on page 124.
Before you begin
To build, buy or backorder items in the Backorder
List window
4 Decide what you want to do:
To...
Do this...
Auto-build
items
1 Click in the Build column next to the item you want to autobuild and then click Build. The Auto-Build Items window
appears.
2 Click Build Items. The Build Items window appears.
3 Click Record to build the finished item.
Record a
purchase
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears.
2 Enter the details of the sale. For more information, see ‘Entering
sales’ on page 61.
3 Click Record. If you have insufficient on-hand quantities of an
item or you do not allow negative on-hand stock, the Backorder
List window appears.
1 Click in the Buy column next to the item you want to
purchase and then click Buy. The Enter Purchases window
appears.
2 Select Purchase as the status from the list in the top left
corner and complete the purchase.
For information about completing the purchase, see
‘Entering purchases’ on page 81.
Record a
1 Click in the Backorder column next to the item you want to
sales order
place on backorder.
2 Click Backorder. The Sales window reappears with the
Deliver and Backorder columns adjusted. A sales order is
automatically recorded for the item when you record the
invoice.
Multiple items with insufficient quantities You can use
the Backorder List window to perform the following tasks; build,
buy or backorder. However, you can only perform one of these
tasks at a time and in the following order: build, buy and then
backorder. For example, if you want to backorder some items and
buy others, you need to buy the required items first and then
return to this window (by clicking Record in the Sales window
again) to complete the backorder.
NOTE :
5 Complete the sale. For more information, see ‘Complete the sale’
on page 64.
This window lists items that are either out of stock or would be as
a result of recording the sale.
User Guide
Recording sales with insufficient on-hand item quantities
67
Changing the status of a sale
The following sale types can be converted:
Sale type
Can convert to… See
Quote
•
order
•
invoice
Order
•
invoice
Invoice
The status of an invoice cannot be changed.
To convert a quote to an order or
invoice, below.
To convert an order to an invoice,
below.
If you want to convert several orders simultaneously, see ‘To
simultaneously convert several orders to invoices’ below.
To convert a quote to an order or invoice
1 Go to the Sales command centre and click Sales Register. The
Sales Register window appears.
window that you want quotes to be deleted once they are
converted to orders or invoices.
To convert an order to an invoice
1 Go to the Sales command centre and click Sales Register. The
Sales Register window appears.
2 Click the Orders tab and select the order you want to convert.
3 Click Change to Invoice. The Sales window appears displaying
the sale with an Invoice status.
4 Make any changes you want to make. For example, you may want
to change the transaction date to today’s date.
5 Click Record to record the invoice.
To simultaneously convert several orders to invoices
2 Click the Quotes tab and select the quote you want to convert.
z
If you want to convert the quote to an order, click Change to
Order.
z
If you want to convert the quote to an invoice, click Change to
Invoice.
The Sales window appears displaying the sale with an Order or
Invoice status.
3 Make any changes you want to make in the window. For example,
you may want to change the transaction date to today’s date.
4 Click Record. The new order or invoice is created.
The original quote will remain in the Sales Register window
unless you have indicated in the Sales view of the Preferences
68
Chapter 5
Sales
1 Click To Do List from any command centre. The To Do List
window appears.
2 Click the Orders tab to display a list of all your orders. If you want
to view the details of a specific order, click the zoom arrow ( ) to
the left of the customer’s name.
3 Select the orders you want to convert to invoices by clicking in the
select column.
4 Click Record as Actual. A window appears, requiring you to enter
a date for the selected transactions. This is the date that the
transactions will be recorded in your sales journal.
5 Enter a date and click OK.
MYOB Accounting/MYOB Accounting Plus v16, uk
Reviewing your sales information
There are several tools that you can use to review your sales
information.
Tool
Description
See
To Do List
The To Do List displays all open sales, recurring
sales and orders sorted by overdue dates.
below
Analyse
Debtors
The Analyse Debtors window displays ageing
information for all open invoices.
below
Analyse Sales
The Analyse Sales window provides a graphical
snapshot of your sales activities.
below
Sales reports
Sales reports help you keep track of your sales
activities.
page 70
History lets you view seven years of sales history
for an item, a customer or an employee.
page 70
Sales history
Sales Register The Sales Register window gives you a
complete picture of your sales activity—open
and closed invoices, orders, quotes, returns,
credits and so on.
a Select those customers by clicking in the select column (
Windows and
in Mac) next to the customer’s name.
in
b If you have installed OfficeLink, click Mail Merge to create the
letter directly in your word processor. Otherwise, click Disk,
choose a file format and click Save.
To analyse your debtors
Find Transactions helps you find individual sales page 184
transactions quickly.
Transaction
Journal
The Transaction Journal lists journal entries of
your sales and other transactions.
page 186
To view a list of all unpaid sales sorted by days
overdue
1 Click To Do List in any command centre. The To Do List window
appears.
User Guide
3 If you want to send a collection letter to customers with overdue
payments:
page 184
Find
Transactions
2 Click the Debtors tab. A list of all unpaid sales appears.
The Overdue column shows the number of days an invoice is
overdue. (A negative number in the Overdue column indicates
that the payment is not yet due.) The number of days an invoice is
overdue is calculated by checking the original date of the invoice,
comparing it to today’s date and looking at the customer’s credit
terms.
1 In any command centre, select Debtors from the Analysis list.
The Analyse Debtors window appears.
2 Click Filters and choose the time periods and any other criteria
you want to apply.
3 Click OK. The information you selected appears in the Analyse
Debtors window.
To analyse your sales activities
The Analyse Sales window provides various illustrations—as
graphs or as lists—of your sales activities.
1 In any command centre, select Sales from the Analysis list. The
Analyse Sales window appears.
Reviewing your sales information
69
2 Click Filters and choose the sales figures, time periods and other
criteria you want to apply.
3 Click OK. The information you selected appears in the Analyse
Sales window.
4 Select the display options in the Analyse Sales window to view
charts showing your sales activities.
2 Click the Sales tab. Select from the list of available sales reports.
For information on displaying, customising and printing your
reports, see Chapter 14 ‘Printing and customising reports’,
starting on page 195.
To view sales history
You can view sales history for an item, a customer or an employee.
To view sales reports
There are several sales reports that can help you track your sales
activities. For example, you can run an Aged Debtors Summary
report to view your customers’ current balances sorted by ageing
periods. The Sales Item Summary report shows you which stock
items are selling best. The Referral Source report is useful for
finding out which referral source is bringing your business the
most money.
1 Go to the Reports menu at the top of the screen and choose
Index to Reports. The Index to Reports window appears.
1 Display the Item Information window for an item or the Card
Information window for a customer or an employee.
2 Click the History tab.
The History view displays a total of seven years sales history for
the item or card: the five years preceding the current financial
year (as displayed in the Company Information window), the
current financial year and the next financial year.
NOTE : Employee sales history To record an employee’s sales
history, you need to select that employee as the sales person when
you record a sale on the Sales window.
Receiving payments
When customers make payments against invoices, you record the
payments in the Receive Payments window. You can record the
payments against one or more of the customer’s outstanding
invoices. If you don’t want to create an invoice for a customer, you
can enter the customer payment in the Receive Money window.
See ‘To receive money’ on page 48.
methods and discounts) for each payment, the Bank Register
window can save you time. Note that when you use the Bank
Register window for customer payments, the entire payment is
automatically allocated to the oldest invoices first. For more
information, see ‘Entering transactions in the Bank Register
window’ on page 53.
You can also record payments from your customers in the Bank
Register window. If you have several customer payments and
don’t want to record detailed information (such as payment
The options for recording receipts and invoice payments are
summarised in the following diagram.
70
Chapter 5
Sales
MYOB Accounting/MYOB Accounting Plus v16, uk
z
You receive money
No
Is it in
response to an
invoice you
issued?
Yes
Option 1
Record the payment
in the Receive Money
window [Banking command
centre]
Option 1
Record the payment
in the Receive Payments
window [Sales command
centre]
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Receive Money
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Receive Payment
Group with Undeposited Funds. Select this option if you are
receiving a credit card payment or you want the deposit to be
recorded in the undeposited funds account.
After you have grouped all the deposit transactions you want,
you can then make a bank deposit. For more information, see
‘Preparing a bank deposit’ on page 49.
3 In the Customer field, type or select the customer’s name.
4 Type the amount received.
Customer payments at point of sale If customers make
payments when purchasing merchandise or services and you are
issuing them an invoice, you can enter the payment amount in the
Paid Today field of the invoice. See ‘Enter additional information
about the sale’ on page 64.
NOTE :
5 If you want to record the payment method, select the method in
the Payment Method field. Click Details if you want to enter
further details about the payment. For example, if you are being
paid by credit card, you can record the credit card number and
expiry date.
6 If you want, change the memo text and payment date. You can
change the ID number that is automatically generated. However,
we recommend that you use the default number to make sure you
don’t use duplicate IDs.
To record payments against invoices
1 Go to the Sales command centre and click Receive Payments.
The Receive Payments window appears.
2 Select the account you want to deposit the payment to.
z
Deposit to Account. Select this option and select the required
bank account.
User Guide
Receiving payments
71
7 In the scrolling list in the bottom half of the window, indicate
which sales are covered by the payment by entering amounts in
the Amount Applied column. If the customer is paying a deposit
for an order, the word Order will show in the Status column.
A
A
Discount
B
C
B
Amount Applied
Enter how much of the customer payment you
want to apply to each sale in this column.
C
Finance Charge
If part of the payment was used to pay finance
charges, type the finance charge amount here. See
‘Finance charges’ on page 75 for more
information.
D
Out of Balance
Keep in mind that the amount you apply in the
Amount Applied column will accumulate in the
Total Applied field. The Total Applied amount
(plus finance charges) must equal the amount that
appears in the Amount Received field in the top
half of the window before you can record the
transaction. The Out of Balance amount must be
zero before you can record the transaction.
D
If you intend to award an early-payment discount
for a sale, assign the discount to the appropriate
invoice in this column. Note that you won’t be able
to assign a discount to an invoice that is not being
settled in full. If you want to give the customer a
discount, you can give them a customer credit. See
‘Creating customer credits’ on page 76.
If a customer overpays, the full amount should still be entered in
the Amount Received field and in the Amount Applied column.
When you record the payment, a credit invoice for the overpaid
amount is created automatically. This can either be refunded to
the customer or applied to a future invoice. For more information,
see ‘Settling credit notes’ on page 78.
8 Click Record to record the customer payment.
Printing payment receipts
For each cash receipt transaction you record, a corresponding
receipt can be printed. Receipt transactions can be recorded using
the following windows:
z
Bank Register
z
Receive Money
z
Receive Payments
z
Sales (New Invoice and New Order using Paid Today)
z
Settle Returns & Debits (Receive Refund view).
72
Chapter 5
Sales
Receipts cannot be printed for:
z
Reversed receipt transactions
z
Voided receipts
z
Bank transactions such as bank deposits or interest earned.
Payment receipts correspond directly to receipt transactions. That
is, when you record a receipt transaction, the information you
entered in the transaction can be printed on a payment receipt.
MYOB Accounting/MYOB Accounting Plus v16, uk
Because of this relationship, if you change, reverse or remove a
receipt transaction, the payment receipts that have been printed
may no longer be valid.
To print payment receipts
1 Go to either the Sales or Banking command centre and click
Print Receipts. The Review Receipts Before Printing window
appears.
3 Type the number of receipts you want to print in the Print field.
4 If you want to filter the information to be displayed on the
customer receipt, click Advanced Filters. For more information,
see ‘Advanced filters’ on page 209.
5 Click in the select column ( in Windows and
each receipt you want to print.
in Mac) next to
6 Click Print.
2 If you print receipts on pre-printed stationery, type the number of
the first receipt in the Number of First Receipt in Printer field.
Credit control
In your MYOB accounting software, you can control credit by:
If you want to enforce credit limits, you can set preferences to:
z
setting and enforcing customer credit limits; see ‘Credit limits’
below
z
warn users before recording a sale that will exceed a customer’s
credit limit
z
placing customer accounts on hold; see ‘Credit holds’ on
page 75
z
z
adding finance charges to customer statements; see ‘Finance
charges’ on page 75.
prevent certain users from recording a sale that will exceed a
customer’s credit limit. When you use this preference, you set
an override password to allow approved users to record the
sale.
Credit limits
A credit limit is the maximum amount of credit you allow a
customer to charge to their account. You can set a default credit
limit for all new customers (see page 33) or set a specific credit
limit for a single customer.
To set or change the credit limit for a single
customer
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the Customer tab and select the customer for whom you
want to set a credit limit.
3 Click Edit. The Card Information window appears.
4 Click the Selling Details tab.
User Guide
Credit control
73
5 Click Credit Limit & Hold. The Credit Limit & Hold window
appears.
To prevent the recording of a sale when a customer
exceeds the credit limit
1 Log in to your MYOB accounting software as the Administrator.
2 Go to the Setup menu and choose Preferences. The Preferences
window appears.
3 Click the Sales tab.
4 Select the If Credit Limit is Exceeded on Sale preference and
select Prevent Unless Overridden from the list. The Credit Limit
Override Password window appears.
6 Type the customer’s credit limit in the Credit Limit field.
7 Click OK. The Card Information window reappears.
8 Click OK to return to the Cards List window.
To receive a warning when a customer exceeds the
credit limit
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
2 Click the Sales tab.
3 Select the If the Credit Limit is Exceeded on Sale preference and
choose Warn and Continue from the list.
5 Enter the override password and password confirmation.
6 Click OK. The Preferences window reappears.
NOTE : Changing the credit limit override password You can
change the credit limit override password in the Credit Limit
Override Password window (choose Preferences from the Setup
menu, click the Sales tab and then click Set Override).
4 Click OK.
7 Click OK to close the Preferences window.
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Chapter 5
Sales
MYOB Accounting/MYOB Accounting Plus v16, uk
Credit holds
You can place a credit hold on a customer’s account to prevent
further sales being made to the customer. For example, you may
want to place a customer on credit hold when the customer’s
account is overdue.
To place a customer on credit hold
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the Customer tab and select the customer whom you want
to place on credit hold.
3 Click Edit. The Card Information window appears.
4 Click the Selling Details tab.
5 Click Credit Limit & Hold. The Credit Limit & Hold window
appears.
Recording sales to customers on credit hold If you
want to record a sale to a customer on credit hold, you need to
remove the credit hold. To do this, deselect the Place this
customer on Credit Hold option in the Credit Limit and Hold
window on the customer’s card.
NOTE :
Finance charges
Finance charges are amounts added to an outstanding balance as
a penalty for late payment. A finance charge is added to a
customer’s statement. The amount paid by a customer to cover
the charge is then recorded in the Receive Payments window.
For each open invoice,
MYOB Accounting calculates its due date using the terms
specified in the Selling Details tab of the Card Information
window. The overdue balance is then increased by 1/30th of the
monthly charge for late payment for every day it is overdue. The
monthly charge is calculated by multiplying the amount overdue
by the % Monthly Charge for Late Payment value you specified
in the customer’s card.
How finance charges are calculated
If, during the overdue period, the customer makes a partial
payment, the finance charge is adjusted accordingly.
Setting up, charging and recording finance charges
6 Select the Place this customer on Credit Hold option.
Before you can apply finance charges, you need to specify an
account for tracking late-payment charges. Go to the Setup
menu, choose Linked Accounts and then Sales Ledger
Accounts. Select the I assess charges for late payment option
and select an income account to record the late payment charges.
7 Click OK. The Card Information window reappears.
8 Click OK to return to the Cards List window.
User Guide
Set the percentage you will be charging for late payments in the
% Monthly Charge for Late Payment field of the Selling Details
tab of each customer card.
Credit control
75
To record a finance charge
Deleting finance charges
To record the finance charge owed by a customer on a statement,
select the Add Finance Charges to Amount Due option in the
Advance Filters window. For more information about customer
statements, see ‘Send customer statements’ on page 257.
When you enter a finance charge in the Receive Payments
window, two transactions are recorded—the full customer
payment, including the finance charge, is recorded in the receipts
journal and a transaction for the finance charge is recorded in the
sales journal.
When your customer pays the late-payment charge, enter the
amount in the Finance Charge field of the Receive Payments
window. For more information, see ‘To record payments against
invoices’ on page 71.
Although the history of finance charges is not tracked, you can
perform an account inquiry (using Find Transactions) on the
income account you have set up to record late charges.
The finance charges payable by your customers only appear on
their statements, so you may want to keep copies of the
statements sent to customers.
Therefore, if you want to delete a finance charge payment, you
must delete both transactions. If only one entry is deleted, the
Debtors Reconciliation Summary report may show an
out-of-balance amount equal to the finance charge. When you
delete one of the entries, you are reminded to delete the other
entry for the finance charge. Note that a warning appears even
though you may have already deleted the corresponding invoice
or payment.
Creating customer credits
Recording credits
You can create a customer credit note in the following ways:
Before you create a customer credit for the first time, you need to
have an account for tracking returns and allowances. Check your
accounts list for an income account named ‘Sales Returns and
Allowances’. If it doesn’t exist, you need to create it. For more
information about creating an account, see ‘To add an account to
your accounts list’ on page 174.
z
Reverse an existing sale. Use this method if the customer has
paid for the entire sale.
z
Manually create a credit. Use this method if you are crediting
the customer for part of a sale.
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To reverse a sale
Before you can reverse an invoice, the transaction must be
unchangeable, that is, the Transactions CAN’T be Changed;
They Must Be Reversed option must be selected in the Security
tab of the Preferences window.
6 Select the account to be credited. This is normally an income
account called ‘Sales Returns and Allowances’.
7 In the Amount field, type the amount of the credit as a negative
amount.
1 Find and open the invoice. For more information about finding
invoices, see ‘Finding a transaction’ on page 184.
2 Go to the Edit menu and choose Reverse Sale. A credit note
appears in the Sales window. Note that the invoice amount is a
negative amount.
3 If you want, you can make changes to the credit note (such as
changing the date and memo), but you can’t change the
accounts, amounts and quantities that are associated with the
credit.
4 Click Record Reversal. A customer credit appears in the Sales
Register window.
To manually create a credit for a non-item sale
Use this method if you want to credit the customer for a part of a
non-item sale.
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears.
2 Type or select the customer you are creating a credit for.
3 Select the Invoice status from the drop-down list in the top left
corner of the window.
4 Click Layout and choose Miscellaneous, then click OK.
8 Click Record. A customer credit appears in the Sales Register
window.
To manually create a credit for an item sale
Use this method if you want to credit the customer for part of an
item sale.
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears.
2 Type or select the customer you are creating the credit for.
3 Select Invoice from the list in the top left corner of the window.
4 Click Layout and choose Item, then click OK.
5 In the Description column, enter a description of the credit for
your records.
User Guide
Creating customer credits
77
5 In the Deliver column, enter the number of items being returned
as a negative number. The costs of the items appears as a negative
amount.
To apply a customer credit to an open invoice
1 Go to the Sales command centre and click Sales Register. The
Sales Register window appears.
2 Click the Returns & Credits tab. A list of customer credits
appears.
3 If the credit you want to settle does not appear, select Customer
from the Search By list to display a credit for a particular
customer. Enter the customer’s name in the adjacent field. A list of
credits for that customer appears.
4 Select the credit you want to apply and click Apply to Sale. The
Settle Returns & Credits window appears, listing all open
invoices assigned to the customer.
6 Click Record. A customer credit appears in the Sales Register
window.
5 Enter the amounts you want to apply to one or more open
invoices in the Amount Applied column.
Settling credit notes
You can choose to settle a customer credit in the following ways:
z
Apply credit to an open invoice. Applying the credit to one or
more of the customer’s open invoices reduces the amount the
customer owes you.
z
Record a refund. If the customer does not have any open
invoices, you can record a refund payment for the amount of
the customer credit.
If the Apply Customer Payments Automatically to Oldest
Invoice First preference is set, amounts will appear next to the
oldest invoices in the Amount Applied column.
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However, you can apply the credit amount to any one transaction
or you can divide it among many transactions in the list. Note that
the total amount you apply in the Amount Applied column must
equal the amount that appears in the Credit Amount field.
6 If you want to apply part of a customer credit to any unpaid
finance charges they have accrued, enter an amount in the
Finance Charge field.
7 Click Record to apply the credit.
To record a refund payment
1 Go to the Sales command centre and click Sales Register. The
Sales Register window appears.
2 Click the Returns & Credits tab. A list of customer credits
appears.
3 If the credit you want to settle does not appear, select Customer
from the Search By list. Enter the customer’s name in the adjacent
field and then press TAB. A list of credits for that customer appears.
4 Select the credit you want to refund and click Pay Refund. A
refund cheque for the amount of the credit appears in the Settle
Returns & Credits window.
5 In the Account field, enter or select an account.
For example, if you’re paying a credit card refund and you group
all your credit card sales, choose your undeposited funds account.
6 If you want to, change other information in the window, such as
the transaction date.
7 If you are paying by cheque and you have already written it, select
the Cheque Already Printed option.
8 Specify how you want to send a remittance advice by selecting a
delivery option from the Remittance Advice Delivery Status list.
9 Click Record.
User Guide
Creating customer credits
79
Dealing with a supplier who is also a customer
If your business sells goods and services to a business from which
you also make purchases, you need to record the transactions
using a separate customer and supplier card. You can then record
a contra payment to offset the receivable and payable amounts.
Before you can record contra payments, you need to create a
bank account called Contra Suspense. For more information, see
‘To add an account to your accounts list’ on page 174.
To record contra payments
1 Record a payment from the customer.
a In the Receive Payments window, type or select the Contra
Suspense account number in the Deposit to Account list.
b In the Customer field, type or select the customer’s name.
c Enter the amount that you need to offset against an invoice.
2 Record a payment made to the supplier.
a In the Pay Suppliers window, type or select the Contra
Suspense account in the Account field.
b In the Supplier field, type or select the supplier’s card.
c Enter the amount that you need to offset against a purchase.
Accounting for bad debts
When you know that a debt will not be recovered, you need to
write it off.
Before you can write off a bad debt, you need to create a Bad
Debt expense account in your accounts list. For more information,
see ‘To add an account to your accounts list’ on page 174).
To write off a bad debt, you need to create a credit sale for the
customer.
1 Go to the Sales command centre and click Enter Sales.
2 In the Sales window, click Layout.
3 In the Select Layout window, click Miscellaneous and then click
OK.
4 In the Customer field, type or select the customer’s name.
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5 In the Description field, type a description of the transaction.
6 In the Acct No. field, select the account for Bad Debts.
7 If you account for bad debts by posting a provision to an asset
account (for example, the Provision for Bad Debts asset account),
you can select that account.
8 In the Amount field, type the bad debt amount as a negative
number.
9 Click Record.
You now need to apply the credit against the customer’s original
open invoice. You do this in the Settle Returns & Credits
window. See ‘To apply a customer credit to an open invoice’ on
page 78.
MYOB Accounting/MYOB Accounting Plus v16, uk
6 Purchases
This chapter explains how to enter information about your purchases. You record a purchase by specifying the supplier details, the
purchase form layout (item, service, professional or miscellaneous), status of the purchase (quoted, ordered or purchased) and details
of the purchased items or services. This chapter also explains how to pay your suppliers for these purchases, how to deal with
suppliers who owe you money (settling a supplier debit) and how to review and analyse your entire purchasing activity with a variety
of reports and analytical tools.
Entering purchases
You can enter a purchase as a quote, order, receive item or
purchase.
z
accounts payable transaction is not recorded at this time.
You can only record a received items transaction in the item
layout, and only against an order.
You can enter a quote to keep a record of an estimate or
quote you receive from one of your suppliers. A quote has
no impact on your stock levels and can be changed to an
order or a purchase when you are ready to purchase.
z
An order is a purchase where no service or item has been
received. While orders do not affect your financial figures,
they do affect your stock reports. Orders don’t create
transactions unless you have paid a deposit to the supplier.
An order can be changed to a purchase but not to a quote.
z
You can use a receive item purchase to record the receipt
of items you have ordered but have not yet been billed for.
When you record items received, the item is added to your
stock and the cost of the item is added to an accrual
account for stock items until you record a purchase for it. An
z
A purchase is usually created when you receive the items or
services you ordered and are required to pay the supplier
(that is, you have been charged for the purchase).
Recording a purchase will update the appropriate accounts,
including the account for tracking creditors. Purchases can
be open (unpaid), closed (paid) or debit (negative
purchase). A purchase cannot be changed to a quote or an
order.
You can enter a purchase in the:
81
z
Purchases window
z
Bank Register window.
The purchases procedure described in this section is for entering
purchases in the Purchases window, which allows you to record
full details about a transaction.
Entering a purchase in the Bank Register
window is a fast way to enter a purchase transaction. However,
you can enter less detail about the purchase than if you entered it
in the Purchases window. For more information, see ‘To enter a
transaction in the Bank Register window’ on page 53.
3 Complete the fields as described in the table below.
A
B
C
Bank Register window
Create a purchase order in the Sales window You can
also create a purchase order in the Sales window when you enter a
sales quote or sales order. For more information, see ‘To convert a
sales order to a purchase’ on page 89.
NOTE :
Entering a purchase transaction
Complete the following steps to enter a purchase transaction:
Step
Action
See
1
Enter information about the supplier
below
2
Choose the type of purchase
below
3
Enter the items or services you are purchasing
page 83
4
Enter additional information about the purchase
page 84
5
Complete the purchase
page 84
Step 1: Enter information about the supplier
1 Go to the Purchases command centre and click Enter Purchases.
The Purchases window appears.
2 In the Supplier field, type or select the supplier’s name.
The terms shown in the Purchases window are the terms
recorded in the supplier’s card.
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A
Click the zoom arrow ( ) to alter the terms for this purchase only.
If you want to change the credit terms for all future purchases to
this supplier, you must make that change on the Buying Details
tab of the supplier’s card.
B
Type the purchase order number or accept the default in the
Purchase No. field.
C
If the supplier gave you an invoice number, enter it in the Supplier
Inv No. field.
4 If you are entering prices that include VAT, select the VAT
Inclusive option. Do not change this setting after you enter an
amount in the Amount column.
Step 2: Choose the type of purchase
Choose the status and layout for the purchase. The default layout
displayed in the Purchases window is determined by the
selections made when you set up purchase details (using the
Purchases Easy Setup Assistant) or created the supplier’s card.
1 Check whether the default layout is appropriate.
There are four layouts to choose from: service, item, professional
and miscellaneous. To change the layout:
a Click Layout. The Select Layout window appears.
b Choose the layout you want to use and click OK.
2 Select the status from the list in the top left corner of the window:
Quote, Order, Receive Item or Purchase. Note that Receive Item
only appears if you chose Item layout.
MYOB Accounting/MYOB Accounting Plus v16, uk
Step 3: Enter the items or services you are
purchasing
G
Price
The price of the item appears automatically. You can
change this if you want.
H
Disc%
[Optional] The volume discount as a percentage.
I
Total
The total price is calculated automatically. If you change
the price, the Disc% field is updated to show the
discount applicable.
J
Job
One row in the scrolling list is one line item of the transaction. You
can enter as many line items for a purchase as you want. The fields
that appear in the scrolling list differ according to the type of
purchase you are creating.
[Optional] Selecting a job number here assigns a line
item to a specific job.
For more information, see ‘Setting up jobs and sub-jobs’
on page 239.
K
VAT
If the item is taxable, enter the VAT code.
The following illustration shows the fields for a purchase with an
Item layout and a Purchase status.
The following illustration shows the fields for a purchase with a
Service layout and a Purchase status. These fields also appear in
the Professional and Miscellaneous layouts.
The scrolling list in the middle of the Purchases window is where
you enter details of what you are buying. In this area, you enter
item numbers, descriptions, account numbers (or account names,
depending on your selection in the Preferences window) and
other information about your transaction.
Item
Service
A
B
C
D
E
F
G
H
I
J
K
A
Bill
The quantity you have been invoiced for.
B
Received
This field is display-only. It displays the quantity of items
received. For more information, see ‘Receiving items
without a supplier invoice’ on page 85.
C
Backorder
The quantity of the item back ordered. An order for this
amount will be created automatically when you click
Record.
D
Item Number
Pressing TAB here displays the item list from which you
can choose the item being purchased.
E
Description
A description of the item appears automatically. You can
change this if you want.
F
Location
[MYOB Accounting Plus only] If you store this item in
multiple locations, you can select the location where the
item will be received. For more information, see ‘Multiple
stock locations’ on page 129.
User Guide
A
B
C
A
Description
A description of the goods or services purchased.
B
Acct No. or
Account
Name
The account to assign to the purchase. Pressing TAB here
displays the accounts list from which you can choose an
account.
This should be an expense or cost of sales account. You
should not select your creditors account for ordinary
purchases.
C
Amount
The amount you have been invoiced.
Add lines, subtotals and headers to purchases You can
add lines, headers and subtotals to purchases to make it easy to
separate and subtotal different groups of line items. For more
information, see ‘Adding lines, subtotals and headers to
purchases’ on page 85.
NOTE :
Entering purchases
83
Step 4: Enter additional information about the
purchase
The fields that appear at the bottom of the Purchases window
differ, depending on the type of purchase you are creating.
A
A
Comment
Deliver Via
Promised Date
B
D E F
C
B
G
Enter additional information about the purchase,
such as a comment, delivery method and the date
the goods or services were promised.
Purchase Del.
Status
If you want to print or email the purchase in a batch,
select the required delivery method from the list.
For more information, see ‘Sending forms in a batch’
on page 207.
C
Journal Memo
The journal memo is generated automatically. You
can change it if you want.
D
VAT
If you want to change the VAT component of the
purchase price, click the zoom arrow ( ).
E
Carriage
If there are any charges for carriage, enter them here.
F
Paid Today
This amount can be either:
G
Carriage VAT
code
•
money you paid at the time of the purchase, or
•
money you gave as a deposit, if you are creating
an order.
If there are any charges for carriage, select the VAT
code for them.
Step 5: Complete the purchase
After you have finished entering the details in the Purchases
window, there are several ways to complete the transaction.
HINT : Save the purchase as a recurring purchase.
You can
save the purchase as a recurring transaction so that you can use it
again in the future. Click Save as Recurring. In the Edit Recurring
Schedule window, enter the necessary information and click Save.
(For more information, see ‘Recurring transactions’ on page 190.)
z
If you want to record the purchase without printing or sending
it, click Record.
z
If you want to record the purchase and print, send or save it as
a PDF, complete the relevant procedure below.
To…
Action
Print
Click Print. For more information about printing, see
Chapter 15, ’Forms’, starting on page 205.
Note that you cannot print purchases with the
miscellaneous layout.
Email
Click Send To and choose Email. Review and make
entries in the Email window and click Send. The email,
which will include a PDF (Portable Document Format)
attachment, will be sent to the Outbox of your default
email software. Send the file from your email software as
you normally do.
Fax
Click Send To and choose Fax. A window from your fax
software appears. Send the fax, using your fax software.
Save as PDF
Click Send To and choose Disk. In the window that
appears, enter a file name and location for the PDF file
and click Save.
Recap transaction Before you record this transaction,
you can use the recap transaction feature to view the journal
entries that will be created when the transaction is recorded. This
is useful for confirming that the journal entries are posted to the
correct accounts. To recap, choose Recap Transaction from the
Edit menu.
NOTE :
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Adding lines, subtotals and headers to
purchases
3 Type the text for the header. The text appears in grey.
You can add lines, headers and subtotals to purchase transactions.
To insert a blank line
4 Press TAB to complete the entry.
1 In the Purchases window, click in the line below where the blank
line is to appear.
2 Go to the Edit menu and choose Insert Line.
To insert a header
You can group several line items by inserting a header.
To insert a subtotal
1 In the Purchases window, click in the first line below the items to
be subtotalled.
2 Go to the Edit menu and choose Insert Subtotal. A line appears
displaying the subtotal of the individual amounts that appear
above the subtotal line and below the last subtotal, if there is one.
1 In the Purchases window, click in the line below where the header
is to appear.
2 Go to the Edit menu and choose Insert Header. A blank line will
appear in the scrolling list with the cursor positioned in the
Description column.
To delete a blank line, line item, header or subtotal
1 In the Purchases window, click anywhere on the blank line, line
item, header or subtotal you want to delete.
2 Go to the Edit menu and choose Delete Line.
Receiving items without a supplier invoice
If you receive items from a supplier and have not been invoiced
for them, you may not know the actual amount payable to the
supplier. However, if you stock these items, you will need to add
them to your on-hand stock before you can sell them. But, as you
don’t know the amount payable, you shouldn’t record an amount
owed to the supplier at this time.
User Guide
Instead, you can record the receipt of these items using a
purchase transaction with a receive item status. When you record
a purchase with a receive item status, you enter an estimated
purchase amount, which is then allocated to a creditors accrual
account. Your accounts payable is not affected at this time.
Receiving items without a supplier invoice
85
Later, when your supplier bills you for the items, you can record a
purchase with the actual purchase amount. When you record the
purchase, the actual purchase amount is allocated to your
accounts payable and the estimated amount is removed from the
accrual account.
Before you can record items received without a supplier invoice,
you need to set up the accrual account for them.
Recording items received without a supplier
invoice
You need to record items received against a supplier purchase
order. If the order already exists, you can record the items
received against the order. If no order exists, you can create one
when you record the items received.
To record items received against an order
Setting up an accrual account for items received
without a supplier invoice
When you record items received without a supplier invoice, you
need to allocate the anticipated purchase amount to a creditors
accrual account.
If the account does not exist, you need to create it. The account
should be a liability account named, for example, Trade Creditors
Accrual - Stock. For information on creating an account, see ‘To
add an account to your accounts list’ on page 174.
You can record items received against an existing order in the
Purchases window or from the Purchases Register window.
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
2 Click the Orders tab.
3 Find the required order and select it.
4 Click Receive Items. The Purchases window appears with the
Receive Item status.
Before you can allocate transactions to this account, you need to
make it the default linked account for items received without a
supplier invoice.
To link an account for items received
1 Go to the Setup menu, choose Linked Accounts and then
Purchases Ledger Accounts. The Purchases Ledger Linked
Accounts window appears.
2 Select the I can receive items without a Supplier bill option.
3 In the Liability Account for Item Receipts field that appears, type
or select the creditors accrual account.
5 In the Receive field, type the item quantity received.
4 Click OK.
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6 [MYOB Accounting Plus only] If you keep items at multiple
locations, type the location where you received the items in the
Location field, or select it from the list. Note that the Location
field only appears if you have set up multiple locations.
7 Click Record. The items are recorded in your stock and the
original order is updated with the number of items received.
When you receive the supplier’s bill, you need to convert the
order to a purchase. For more information, see ‘To convert a sales
order to a purchase’ on page 89.
To create an order when you record items received
1 Go to the Purchases command centre and click Enter Purchases.
The Purchases window appears.
Recording items received from the Stock Control
command centre You can also record items received by clicking
Receive Items from the Stock Control command centre. The
Purchases window appears with the Receive Item purchase
status.
NOTE :
2 In the Supplier field, type the supplier’s name, or select it from the
list.
3 If the Item layout does not appear:
a Click Layout. The Select Layout window appears.
b Select Item and then click OK.
4 Select Receive Item from the status list in the top-left corner of
the window.
5 Enter the purchase date and your order number.
6 In the Ordered field, type the quantity you ordered. This can be
more the quantity received.
7 In the Receive field, type the quantity received.
8 In the Item Number field, type the number of the item received,
or select it from your items list.
9 [MYOB Accounting Plus only] If you keep items at multiple
locations, type the location where you received the items in the
Location field, or select it from the list. Note that the Location
field only appears if you have set up multiple locations.
10 In the Price field, enter the estimated price for the items.
11 Click Record. The items are recorded in your stock and a purchase
order is created with the number of items received.
When you receive the supplier’s bill, you need to convert the
order to a purchase. For more information, see ‘To convert a sales
order to a purchase’ on page 89.
User Guide
Receiving items without a supplier invoice
87
Creating a purchase order from a sale
If you want to order items to fulfill a sale, you can create a
purchase order using sales quote or sales order details that you
have recorded.
1 Go to the Sales command centre and click Sales Register. The
Sales Register window appears.
2 Locate and select:
z
a quote—click the Quotes tab and select the required quote
z
an order—click the Orders tab and select the required order.
3 Click Create PO. The Purchases window appears with the new
purchase order displayed. The items you entered for the sale
automatically appear as line items on the purchase order.
4 Select a supplier in the Supplier field. Note, if you have
nominated a supplier for these items in the item setup, this
supplier will appear by default.
5 Enter the cost of the items in the Price column.
6 Complete the purchase order as you normally would. For
example, you may want to change the transaction date to today’s
date, or add items to the order.
7 Click Record. The new purchase order is created and the original
sales quote or order remains in the Sales Register window.
Changing the status of a purchase
If you enter a quote or an order, you can easily convert it to a
purchase once the amount is payable. A quote can be converted
to an order or a purchase. An order can only be converted to a
purchase. Quotes and orders must be converted to purchases to
show as payable.
To convert a quote to an order or a purchase
You can convert a quote to an order or a purchase from the
Purchases window or from the Purchases Register window.
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
2 Click the Quote tab.
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MYOB Accounting/MYOB Accounting Plus v16, uk
3 Find the required quote and select it.
3 Find the required order and select it.
4 If you want to convert the quote to:
4 Click Change to Purch. The Purchases window appears,
displaying the purchase.
a an order, click Change to Order. The Purchases window
appears.
b a purchase, click Change to Purch. The Purchases window
appears.
5 If you want to, you can update the information in this window,
such as changing the transaction date.
6 Click Record. The purchase or order is recorded.
The original quote will remain in the Purchases Register window
unless you have indicated in your preferences that you want
quotes to be deleted once they are recorded as orders or
purchases.
To convert a sales order to a purchase
You can convert an order to a purchase in the Purchases window
or from the Purchases Register window. If you want to convert
several orders to purchases simultaneously, see ‘To simultaneously
convert several orders to purchases’ below.
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
5 If you want to, you can update the information in this window,
such as changing the transaction date.
6 Click Record. A new purchase is created and the original order is
removed.
To simultaneously convert several orders to
purchases
1 Click To Do List from any command centre. The To Do List
window appears.
2 Click the Orders tab to display a list of all your orders.
If you want to view details about a specific order, click the zoom
arrow ( ) to the right of the supplier’s name.
3 Select the orders you want to convert to purchases by clicking in
the select column ( in Windows and
in Mac) next to them.
4 Click Record as Actual.
5 In the window that appears, enter a date for the selected
transactions. This is the date that the transactions will be recorded
in your accounts.
2 Click the Orders tab.
6 Click OK.
User Guide
Changing the status of a purchase
89
Reviewing your purchase information
There are several tools that you can use to review your purchases
information.
The Overdue column shows the number of days a payment is
overdue (a negative number in the Overdue column indicates
that the payment is not yet due). The number of overdue days is
calculated by checking the original date of purchase, comparing it
to today’s date and your credit terms with the supplier.
Tool
Description
See
To Do List
Displays all open purchases, recurring
purchases and orders, sorted by due date.
below
Analyse
Creditors
Provides details of your purchase activities.
below
Purchase
reports
Purchase reports help you keep track of your
purchase activities.
page 91
Purchase
History
History lets you view seven years of purchase
history for an item or a supplier.
page 91
Find
transactions
Find Transactions helps you find purchase
transactions quickly.
page 184
1 Go to the Purchases command centre and click Analysis. The
Analyse Creditors window appears.
Purchases
Register
The Purchases Register window gives you a
complete picture of your purchase
activity—open and closed purchases, orders,
quotes, returns, and so on.
page 185
2 Click Filters. The Ageing Date window appears.
The Transaction Journal window lists journal
entries of your purchases and other
transactions.
page 186
Transaction
Journal
You can view a list of all unpaid purchases in the To Do List and
enter supplier payments for those purchases.
1 Click To Do List in any command centre. The To Do List window
appears.
2 Click the Creditors tab. A list of all unpaid purchases appears.
Chapter 6
Purchases
The Analyse Creditors window allows you to view detailed
information about how much you owe suppliers and how long
you have owed them. This analysis is based on all purchases and
payments recorded in your company file.
3 Set your filters in the Ageing Date window and click OK.
To view a list of all unpaid purchases sorted by days
overdue
90
To analyse creditors
4 Select the required view of the Analyse Creditors window:
z
The Summary view displays all the money that you owe
suppliers, totalled by supplier.
z
The Supplier Detail view displays all the money that you owe
the supplier selected in the Supplier Detail field.
z
The Purchase Detail view displays all the transactions assigned
to the purchase selected in the Purchase Detail field.
The information in this window is based on:
z
the entries you made above in the Ageing Date window, and
z
the selections you made in the Ageing fields in the Reports &
Forms tab of the Preferences window—by choosing
Preferences from the Setup menu.
MYOB Accounting/MYOB Accounting Plus v16, uk
To view purchase reports
To view purchase history
There are several purchase reports that can help you track your
purchase activity. For example, you can run a Creditors
Reconciliation Summary report if you want to analyse your
creditors as of a past date. The Analyse Purchases Items
Spreadsheet report shows you the stock items which are costing
you the most money.
You can view the purchase history for an item or a supplier.
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Click the Purchases tab. A list of purchase reports appears.
1 Display the Item Information window for an item or the Card
Information window for a supplier.
2 Click the History tab.
The History tab displays a total of seven years of purchase history
for the item or card: the five years preceding your current financial
year (as displayed in the Company Information window), the
current financial year and the next financial year.
For information on displaying, customising and printing your
reports, see ‘Printing and customising reports’ on page 195.
Paying suppliers
If you have recorded a purchase, you pay the supplier in the Pay
Suppliers window. In this window you can record the payments
to one or more of your outstanding purchases.
You can also make payments to suppliers in the Bank Register
window, especially if you have several purchases to pay and do
not need to record detailed information for each payment. When
you use the Bank Register window to make supplier payments,
the entire payment is automatically allocated to the oldest
purchase first. For more information, see ‘Entering transactions in
the Bank Register window’ on page 53.
You can pay several outstanding purchases at once in the To Do
List window. For more information, see ‘To pay several purchases
at once’ on page 93.
You pay money
(other than pay salaries and wages)
No
Is it in
response to a
purchase recorded
in the Purchases
command centre?
Yes
Option 1
Record the payment
in the Spend Money
window [Banking command
centre]
Option 1
Record the payment in
the Pay Suppliers
window [Purchases command
centre]
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Spend Money
Option 2
Record the payment
in the Bank Register
window [Banking command
centre]
Type = Pay Purchase
The options for recording payments are summarised in the
following diagram.
User Guide
Paying suppliers
91
To pay suppliers
B
Discount
2 To change the default account in the Account field, type or select
the account from which you want to make the payment.
C
3 Type the supplier’s name or select the supplier from the list using
the search icon ( ).
Amount Applied The amount of the payment you want to apply to each
purchase. The amounts you apply in this column are
accumulated in the Total Applied field.
D
Finance Charge
If part of the payment was used to pay finance
charges, enter the finance charge amount here.
E
Out of Balance
The Out of Balance amount must be zero before you
can record the transaction.
This field will be non-zero if there is any variance
between the Total Paid amount and the Amount field
in the top half of the window. If this happens, correct
the amounts in the Amount Applied and Finance
Charge fields.
1 Go to the Purchases command centre and click Pay Suppliers.
The Pay Suppliers window appears.
The Account field normally defaults to your current account.
If you receive an alert message If you have outstanding
supplier debits with this supplier, a message may appear. You will
have the opportunity to settle the supplier debits immediately or
at a later date. See ‘Settling supplier debits’ on page 94.
NOTE :
4 Change the memo and payment date if necessary.
5 In the scrolling list in the bottom half of the window, indicate
which purchases are covered by the payment by entering
amounts in the Amount Applied column.
E
A
A
B
Pay All
C D
Use Pay All if you are settling your account in full. The
total payment amount appears in the Amount field
and the individual payment amounts are applied to
each open purchase.
If you are taking an early-payment discount for a
purchase, assign the discount to the appropriate
purchase in this column.
Note that you cannot assign a discount to a purchase
that you are not settling in full. If this is the case and
you want to record a discount that the supplier has
given you, you can create a supplier debit. See
‘Creating supplier debits’ on page 93.
6 If you are recording a cheque payment and the cheque has
already been written, or if you are recording a transaction that
doesn’t require a printed cheque (such as a petty-cash payment or
Internet payment), select the Cheque Already Printed option.
7 If you want to send remittance advice in a batch, select an option
from the Remittance Advice Delivery Status list.
After you have recorded a number of payments, say, the day’s
payments, you can print or email a transaction batch. For more
information, see ‘Forms’ on page 205.
8 If you want to print a cheque or remittance advice now, click Print
and select the form type you want to print. Note that the
payment is recorded before it is printed.
9 Click Record.
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MYOB Accounting/MYOB Accounting Plus v16, uk
To pay several purchases at once
You can pay several outstanding purchases at once in the To Do
List window. The linked account for paying purchases will be used
for all supplier payments made from this window.
4 Click in the select column ( in Windows and
each purchase you want to pay.
in Mac) next to
5 Click Pay Suppliers.
1 Click To Do List in any command centre. The To Do List window
appears.
6 In the window that appears, enter a date for the selected
transactions. This is the date that the transactions will be recorded
in your accounts.
2 Click the Creditors tab. A list of all unpaid purchases appears.
7 Click OK and then click Close.
3 If you want to view details about a specific purchase, click the
zoom arrow ( ) next to the purchase.
Creating supplier debits
A supplier debit is money that a supplier owes you.
Recording supplier debits
Before you create a supplier debit for the first time, you may have
to create an account for tracking returns and allowances. Make
sure the new account is an expense account. See ‘To add an
account to your accounts list’ on page 174.
You can create a supplier debit in one of two ways:
z
Reverse an existing purchase. Use this method if you have
been debited for the entire purchase.
z
Manually create a debit. Use this method if you have been
debited for part of a purchase.
To reverse an existing purchase
Your company file transactions must be set to unchangeable
before you can reverse a purchase; that is, the Transactions
CAN’T be Changed; They Must be Reversed option must be
selected in the Security tab of the Preferences window.
1 Find and display the purchase. For more information, see ‘Finding
a transaction’ on page 184.
2 Go to the Edit menu and choose Reverse Purchase. A supplier
debit appears in the Purchases window.
3 If you want, you can make some changes to the supplier debit
(such as changes to the date and memo), but you can’t change
the accounts, amounts and quantities that are associated with the
debit.
4 Click Record Reversal. A supplier debit memo appears in the
Purchases Register window.
User Guide
Creating supplier debits
93
To manually create a debit for a non-item purchase
1 Go to the Purchases command centre and click Enter Purchases.
The Purchases window appears.
2 In the Supplier field, type or select the supplier’s name.
3 Select Purchase from the list in the top left corner of the window.
7 Click Record. A debit memo appears in the Purchases Register
window.
Settling supplier debits
You can settle a supplier debit in one of two ways:
z
Apply the debit to an unpaid purchase. Use this method to
apply the supplier debit to one or more of your unpaid
purchases from the supplier, or
z
Receive a refund. Use this method to record the receipt of a
refund cheque from the supplier.
4 Click Layout and select Miscellaneous.
5 In the Description field, type the reason for the supplier debit.
6 In the Acct No. field, type the account number to be debited or
select it from the list. This is normally an expense account called
Purchases Returns.
7 In the Amount field, type the amount of the debit as a negative
amount.
8 Click Record. A supplier debit memo appears in the Purchases
Register window.
To manually create a debit for an item purchase
1 Go to the Purchases command centre and click Enter Purchases.
The Purchases window appears.
To apply a supplier debit to an unpaid purchase
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
2 Click the Returns & Debits tab.
3 Select Supplier from the Search By list. Enter the supplier’s name
in the adjacent field. A list of debits for that supplier appears.
4 Select the debit you want to apply and click Apply to Purchase.
The Settle Returns & Debits window appears, listing all open
purchases that you have made from the supplier.
2 In the Supplier field, type or select the supplier’s name.
3 Select Purchase from the list in the top left corner of the window.
4 Click Layout and select Item.
5 In the Bill field, type the quantity of the item you are returning as
a negative number.
6 In the Item Number field, type the item number or select it from
the list. The cost of the item is displayed as negative amount in the
Total field.
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Chapter 6
Purchases
5 Enter the amount you want to apply to a purchase in the Amount
Applied column.
If the Apply Supplier Payments Automatically to Oldest Purchase
First preference is selected in the Purchases view of the
Preferences window, amounts will appear next to the oldest
purchase in the Amount Applied column.
MYOB Accounting/MYOB Accounting Plus v16, uk
You can apply the debit amount to any one transaction or you can
split it over any of the transactions in the list. Remember that the
total amount you apply in the Amount Applied column must
equal the amount that appears in the Debit Amount field.
To record a refund cheque
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
2 Click the Returns & Debits tab.
3 Select Supplier from the Search By list. Enter the supplier’s name
in the adjacent field. A list of debits for that supplier appears.
4 Select the debit that is being refunded and click Receive Refund.
A refund cheque for the amount of the supplier debit appears in
the Settle Returns & Debits window.
6 If you want to apply part of the supplier debit to any unpaid
finance charges you have accrued, enter an amount in the
Finance Charge field.
7 Click Record to apply the supplier debit.
If the transaction is unbalanced, that is, if the total amount
entered in the Amount Applied column doesn’t equal the
amount displayed in the Debit Amount field at the top of the
window, a message appears. Click OK to close the message and
then check that the amounts you have applied to the various
transactions are correct.
User Guide
5 Click Record to record the refund cheque.
Creating supplier debits
95
Adding finance charges paid
Finance charges are amounts added to an outstanding balance as
a penalty for late payment to one of your suppliers. If your
supplier has added a finance charge to your account, you can
enter the amount in the Pay Suppliers window.
Deleting finance charges
If you enter a finance charge in the Pay Suppliers window, two
transactions are recorded:
z
the full supplier payment, including the finance charge, is
recorded in the disbursements journal, and
z
the finance charge is recorded in the purchases journal.
Setting up and recording finance charges
Before you can record finance charges, you need to specify an
account for tracking the charges. Go to the Setup menu, choose
Linked Accounts and then Purchases Ledger Accounts. Select
the I pay charges for late payment option and select an expense
account to record the late payment charges.
Although your MYOB accounting software does not track the
history of finance charges, you can perform an account inquiry
(using Find Transactions) on the finance charge linked account
to view the amounts paid.
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Therefore, if you want to delete a finance charge payment, you
must delete both transactions. If only one entry is deleted, the
Creditors Reconciliation Summary report may show an out-ofbalance amount equal to the finance charge. When you delete
one of the entries, you will be reminded to delete the other entry
for the finance charge. Note that the warning will appear even
though you may have already deleted the corresponding
payment.
MYOB Accounting/MYOB Accounting Plus v16, uk
7 Paying your employees
You can use MYOB Accounting to process pays for wages and salary. The software can calculate overtime rates, allowances, union fees
and other deductions, employer expenses and entitlements such as holiday leave and sick leave, union fees, along with tax
deductions.
In MYOB Accounting, the components of an employee’s pay, such as wages, entitlements and taxes, are called payroll categories.
These are assigned to an employee’s card to create the employee’s recurring paycheque. When you record a paycheque, you can vary
an employee’s pay by overriding the recurring paycheque values with the actual number of hours worked and the number of hours
of holiday leave taken.
Some payroll categories (deductions, expenses and taxes) determine what are known as payroll liabilities. These are amounts
withheld for later payment to the appropriate authority or agency.
At year-end, you can print P14 and P60 forms for your employees to use at tax time. You can e-file these forms using the HM Revenue
& Customs PAYE Online for Employers service, or submit them by post.
If you are concerned about employee privacy, you can use the security features to restrict access to this and other areas of MYOB
Accounting.
Payroll setup tasks
Complete the following tasks to set up your payroll:
Step
Task
See
1
Enter your company’s general payroll information
page 37
2
Create payroll categories
page 98
3
Create a card for each employee
page 103
4
Enter payroll information for each employee
page 103
NOTE :
Using the Easy Setup Assistant to set up payroll
You can also use the Easy Setup Assistant to set up payroll. For
more information, see ’Setting up payroll details’ on page 37.
97
Creating payroll categories
An employee’s pay is made up of many components, such as
hourly pay, overtime, deductions, taxes and so on. In MYOB
Accounting, these components are called payroll categories, and
they are grouped into five types: wages, entitlements, deductions,
employer expenses and taxes.
Payroll category
Description
Wages
All amounts paid to an employee for labour or services
rendered on an hourly, salary or other basis.
Entitlements
Accrued entitlements such as holidays and sick leave.
Deductions
Amounts withheld by the employer and paid to other
organisations on behalf of the employee, for example,
union fees.
Employer
expenses
Employer-paid benefits, for example, NI employer
contributions.
Taxes
Amounts withheld by the employer, such as PAYE
Income Tax.
2 Click the tab corresponding to the type of payroll category you
want to create—Wages, Entitlements, Deductions or Expenses.
NOTE : You can only view tax categories You cannot create any
tax categories. To view the tax table information, click the Taxes
tab and then click the zoom arrow ( ) next to a tax. The tax
table information is set by government legislation.
3 Click New. The […] Information window for the selected payroll
category type appears.
4 Type a name for the payroll category.
A default list of payroll categories is generated when you create
your company file. You may want to review these categories and
tailor them to suit your business needs. See ‘To create a payroll
category’ below and ’To edit a payroll category’ on page 102.
To create a payroll category
1 Go to the Payroll command centre and click Payroll Categories.
The Payroll Category List window appears.
5 Make the required selections for the payroll category. See the
following topics for information about the options available for
each payroll category type:
z
’Wages Information window’ on page 99
z
’Entitlements Information window’ on page 100
z
’Deduction Information window’ on page 101
z
’Employer Expense Information window’ on page 102.
6 Click Employee. The Linked Employees window appears.
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7 Select the employees whose pay will include this payroll category
by clicking the Select column ( in Windows and
in Mac),
and then click OK.
Wages Information window
A
8 If you are creating:
z
a Wage category, click Exempt and select the taxes and
deductions that do not apply to the new category
z
an Entitlement category (and you have selected a percentage
of gross wages as the type of entitlement), click Exempt and
exclude those wage categories that should not be included in
the entitlement calculation
z
a Deduction category, click Exempt and select the taxes that
should be applied only to net pay (that is, to gross pay less the
deduction amount)
z
an Expense category (and you have selected a percentage of
gross wages as the expense basis), click Exempt and choose the
wage categories that will not contribute to the value of the
expense.
9 Click OK twice. A payroll category information window appears.
B
C
A Choose either Salary or Hourly to specify whether the calculation will be based
on the hours worked or a set amount per pay period.
Linked wage categories for entitlements (such as Holiday Pay) must be hourly
for all employees (even those paid a salary) for the entitlements to be processed
correctly. See ‘Entitlements Information window’ below for more information.
B The Pay Rate options only appear for hourly wages. Select Regular Rate
Multiplied by and enter, for example, 2 for double time or 1.5 for time and a
half. This will multiply the employee’s Hourly Base Pay (entered in the Payroll
Details tab view of their card) by this amount. Alternatively, you can enter a
fixed hourly rate. This amount per hour will be the same for each employee
regardless of their hourly base pay.
C If you select the Optional Account option you can override the employee’s
wage expense account (entered in the Payroll Details tab view of their card)
for this particular wage item.
User Guide
Creating payroll categories
99
Entitlements Information window
•
A
B
C
For example, for 2 fortnightly pay periods on one paycheque, you would
double it to 12.308 hours.
D
A
B
If you want the entitlement amount to appear on the paycheque, select the
Print on Pay Slip option.
C
If you want to carry over any entitlement leave balance from the previous
year, select the Carry Remaining Leave Over to Next Year option.
D
Each entitlement category must have a Linked Wages Category. For
example, the Holiday Leave Entitlement could be linked to the Holiday Pay
wage category and the Sick Leave Entitlement could be linked to the Sick
Pay wage category. If you create a new entitlement, you must link it to a
wage category.
Type of Entitlement can be:
•
User-Entered Amount per Pay Period should be selected if you want to
manually enter a specific amount for each employee, each pay period.
Choose this option if the amount varies regularly.
•
This option allows you to set the entitlement
as a percentage of the number of hours of any wage category. It can only
be used with employees who have an Hourly Base Pay (entered in the
Payroll Details tab view of their card). For information about how to
determine the percentage rate for calculating holiday and sick leave
entitlements, see ‘Calculating the percentage of holiday and sick leave
entitlements’ below.
Enter the required percentage for the entitlement in the first field and then
select the wage category from the selection list, which shows all your
hourly wage categories in addition to Gross Wages. This totals all wage
categories (hourly and salary) you pay an employee.
For example, a holiday leave entitlement may be for 20 days per year,
being 160 hours per year based on a 40-hour week. Every hour worked
accumulates 0.076923 hours of holiday leave, or 7.6923%. If a worker is
paid an hourly pay of 40 hours plus 2 hours overtime, and both are
included in gross hours, the gross wages option will calculate an
entitlement of 7.6923% of 42 hours, or 3.231 hours.
This option allows you to specify a fixed
number of hours to be accrued each Pay Period, Month or Year,
regardless of the hours worked by the employee. If you have set your
employees to be paid on a salary basis rather than on an hourly basis, this
is the only option that will automatically accrue hours. Using this method,
a holiday leave entitlement may be for 20 days per year, being 160 hours
per year based on a 40-hour week. If the employee is paid fortnightly,
there are 26 pay periods per year. The amount you enter here would be
160 ÷ 26 = 6.154 hours per pay period. If you pay more than a standard
pay period in one paycheque, you will need to manually adjust this figure.
When employees use their entitlement, for example, by taking a holiday, you
allocate the hours taken against the linked wage category (in this example,
the holiday pay wage category). The employee’s accrued leave balance is
reduced by the hours taken.
CALCULATING THE PERCENTAGE OF HOLIDAY AND
SICK LEAVE ENTITLEMENTS
The following examples may help you calculate the percentage
rate for your hourly employees.
Holiday leave entitlement
An employee has an entitlement of 20 days holiday leave a year
and works an 8-hour day.
8 × 5 = 40 work hours per week
20 × 8 = 160 hours of holiday leave
160 ÷ (40 × 52) = 7.6923%
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An employee has an entitlement of 20 days holiday leave a year
and works a 7.6-hour day.
B
7.6 × 5 = 38 work hours per week
20 × 7.6 = 152 hours of holiday leave
152 ÷ (38 × 52) = 7.6923%
Type of Deduction is one of the following choices:
•
User-Entered Amount per Pay Period should be selected if you want
to manually enter a specific amount for each employee each pay
period. Note that manually entered deductions should be entered as
negative values.
•
This option allows you to enter a
percentage of any of the wage categories. This amount will be
deducted until the deduction limit (see page 101) is reached.
Sick leave entitlement
Type or select the wage category on which the calculation is to be
based. Alternatively, you can select Gross Wages, which totals all
wage categories (hourly and salary) you pay an employee.
An employee has an entitlement of 6 days sick leave a year and
works an 8-hour day.
8 x 5 = 40 work hours per week
6 x 8 = 48 hours of sick leave
48 ÷ (40 x 52) = 2.31%
Deduction Information window
•
C
Deduction Limit is one of the following choices:
•
No Limit signifies no limit to the amount of money that can be
deducted from the employee’s paycheque for this category.
•
This option results in the maximum
deduction amount being a percentage of a wage category. For
example, a deduction might be £50 per pay period up to a maximum
of 50% of the employee’s base salary. Alternatively, you can select
Gross Wages, which totals all wage categories (hourly and salary) you
pay an employee.
•
This option results in the maximum
deduction being a fixed amount per pay period, per month or per
year. For example, a deduction might be 10% of the employee’s gross
wages up to £1,500 per year.
A
B
C
A
This option allows you to deduct the
specified amount per pay period, per month, per year or per hour.
This amount will be deducted until the limit (see page 101) is
reached.
Linked Payable Account is the account (usually a liability account) in
which all the deducted money will be accrued. The Default Withholding
Payable Account you specified when setting up payroll appears as the
default. You should change this default if you want to track the deduction
separately. For example, if you are deducting union fees, create a Union
Fees Payable liability account. This way, the balance sheet will display the
deductions separately from your taxes and other deductions.
User Guide
Creating payroll categories
101
Employer Expense Information window
E
A
Expense limits can be used to place a ceiling on the expense. For
example, for an expense of £30 per pay period and a limit of 2% of gross
wages, a paycheque with gross wages of £1,000 yields an expense of
only £20 (i.e. 2%). The limit must be one of the following:
B
•
No Limit signifies no limit to the expense for this category.
C
•
This option results in the maximum
expense being a percentage of a wage or deduction category or of all
wage categories. For example, an expense might be £20 per pay
period up to a maximum of 20% of the employee’s base salary.
•
This option results in the maximum
expense being a fixed amount per pay period, per month or per year.
For example, an expense might be 5% of an employee’s gross wages
up to £1,000 per year.
D
E
A
B
Linked Expense Account is the account to which you are charging this
expense. The Account for Employer Expenses you specified when
setting up payroll appears as the default.
Linked Payable Account is the liability account to which your expense
will accrue. The Account for Deductions & Expenses you specified
when setting up payroll appears as the default.
To edit a payroll category
NOTE :
Payroll category already linked to employee cards
Editing a payroll category that is already linked to employee cards
means that any change you make will apply to all employees
linked to that category.
If you will be accruing NIC expense, we recommend that you set up a
NIC expense account and a NIC liability account in your accounts list and
link your employer expense to these accounts.
1 Go to the Payroll command centre and click Payroll Categories.
The Payroll Category List window appears.
C
If you want amounts you have paid to appear on employees’ cheque
stubs or pay advices, select the Print on Pay Slip option. (This is
mandatory for NIC.)
2 Click the tab corresponding to the type of payroll category you
want to edit—Wages, Entitlements, Deductions or Expenses.
D
Expense Basis can be:
•
This option allows you to enter a
percentage of any of the wage or deduction categories, or a
percentage of all of the wage categories (by choosing Gross Wages).
This expense will be charged until the expense limit is reached.
•
This option allows you to enter the
specified amount per pay period, per month or per year until the limit
is reached.
NOTE : You can only view tax categories
You cannot create or
edit tax categories. To view the tax table information, click the
Taxes tab and then click the zoom arrow ( ) next to the tax you
want to view. Any queries about tax rates should be referred to
HM Revenue & Customs.
3 Click the zoom arrow ( ) next to the payroll category you want
to edit. The information window for that category appears.
4 Edit the payroll category details as required and click OK.
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Creating employee cards
To create an employee card
3 Select Employee in the Card Type field.
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
4 Type the employee’s last name and press TAB.
2 Click New. The Card Information window appears.
6 If you want to enter payroll information, continue with step 4 in
‘To enter payroll information for an employee’, below.
5 Type the employee’s first name and their contact details.
Entering employee payroll information
Once you have created payroll categories (see page 98) and an
employee card, you can enter the employee’s payroll information.
To enter payroll information for an employee
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the Employee tab and select an employee.
3 Click Edit. The Card Information window appears.
4 Click the Payroll Details tab in the Card Information window
and enter the employee’s personal details.
Enter wage information
5 Click Wages and enter the wage information for this employee.
a Select the employee’s pay basis. When you select a pay basis—
hourly or salary—the corresponding wage category is
automatically selected in the Wage list below.
b Enter the employee’s annual salary amount or hourly wage
rate.
User Guide
Creating employee cards
103
c Select the employee’s pay frequency in the Pay Frequency
field.
d In the Hours in [...] Pay Period field, type the number of hours
in the employee’s normal pay period.
e If the employee’s wage expense account is different from the
default account, type or select the required account in the
Wages Expense Account field.
f Click in the select column ( in Windows and
in Mac) next
to each wage category that applies to the employee.
Enter tax information
9 Click Taxes and enter the employee’s National Insurance (NI) and
tax details.
a Enter the employee’s NI number, table letter and tax code.
b If the employee’s tax is calculated on the amount earned in a
pay period rather than on a cumulative basis (the standard
basis), select the Week 1/Month 1 option.
c If the employee is a director and their National Insurance
contributions are calculated on a cumulative basis, select the
Director option and enter the tax week they became a director.
d Click in the select column next to each tax category that applies
to the employee.
Enter Entitlement, deduction and expense information
6 Click Entitlements and click in the select column next to each
entitlement that applies to the employee.
7 Click Deductions and click in the select column next to each
deduction that applies to the employee.
8 Click Employer Expenses and click in the select column next to
each expense that applies to the employee.
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Enter recurring pay details
z
10 Click Recurring Pay. The employee’s default paycheque details
appear. The default values are determined by the payroll
categories selected and values entered step 5 to step 9 above.
If you want to, change the employee’s default paycheque
details by overriding the values that appear in the Hours or
Amount column next to a payroll category.
NOTE : Payroll categories with a calculated value The value of
a payroll category with Calculated displayed in the Hours or
Amount column is automatically calculated when you process a
paycheque. Calculated values include tax amounts and
entitlement hours where hours are calculated as a percentage of
the gross hours paid.
z
If you want to assign a job number to a payroll category for this
employee, click in the Job column and enter or select a job
number.
Enter pay history information
11 Click Pay History to enter the employee's pay history for the
current payroll year:
You have several options in the Recurring Pay section:
z
If you want to pay employees from timesheet entries only,
deselect the Use Recurring Pay values in addition to
Timesheet for Pay Calculation option.
Note that this option only appears if you selected the I use
Timesheets […] option in the System tab of the Preferences
window. For more information, see ’Setting up preferences’ on
page 27.
z
If the employee has been paid by another employer this payroll
year, enter the details in the Previous employments pay and
Previous employments tax fields.
z
If you have already paid the employee in the current payroll
year, type the amounts you have paid in the Activity column
next to the relevant payroll categories. You can enter pay
history for specific months, quarters or for the year to date
based on the selection you make in the Show Pay History for
list.
Amounts entered in the Pay History window appear on reports
not derived from payroll activity (such as register reports). They
are not recorded as transactions in your accounts.
User Guide
Entering employee payroll information
105
Enter time billing information
12 [MYOB Accounting Plus only] If you use the Time Billing function
to record the time an employee spends on work for clients and
customers, click Time Billing and enter the employee’s time
billing rate and cost per hour. For more information, see
Chapter 9, ‘Billing for time’, starting on page 141.
Enter payment method information
13 Click the Banking Details tab and select the method you use to
pay the employee in the Payment Method list.
14 If you are paying employees using NatWest’s AutoPay service or
Barclays’ Branch-Originated BACS service (BOBS), enter the
employee’s bank account details.
15 Click OK. The Cards List window appears.
16 Repeat this procedure from step 2 for each employee.
Timesheets
Timesheets are used to record hours worked by hourly employees
and form the basis of their pays. If you pay employees for timebilling activities, you can also enter activity details on timesheets
and use these details to create activity slips.
This allows you to enter greater detail about the activity. See
’Creating activity slips’ on page 146.
The timesheet feature is optional. If your hourly employees work a
fixed number of hours per pay and you don’t pay employees for
time-billing activities (MYOB Accounting Plus only), there’s no
need for you to use this feature. If you do want to use it, you need
to set a preference. See ‘To set up timesheets’ below.
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
You can pay employees from timesheets only or in addition to
recurring pay details. For more information, see step 10 in ‘Enter
recurring pay details’, on page 105.
When you record timesheet information for a pay period, you
include the timesheet details in employee pays. For more
information, see ’Paying your employees’ on page 108.
You can also create a timesheet entry from the Activity Slip view
of the Enter Activity Slip window by selecting the Include Hours
on Timesheet option (MYOB Accounting Plus only).
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To set up timesheets
2 Click the System tab.
3 Select the I Use Timesheets for [...] and My Week Starts on [...]
preference.
4 If you use timesheets to record:
z
[MYOB Accounting Plus only] time billing and payroll
information, select Time Billing and Payroll from the I Use
Timesheets for [...] list.
z
payroll information only, select Payroll from the I Use
Timesheets for [...] list.
MYOB Accounting/MYOB Accounting Plus v16, uk
5 Select the first day of your pay week from the My Week Starts on
[...] list. If your pay period starts on a different day each period, for
example, you pay monthly, you can select any day.
6 Click OK.
To enter a timesheet
Each hourly employee has a weekly timesheet. For each
employee, you enter weekly timesheet hours in the Enter
Timesheet window.
1 Go to the Time Billing command centre and click Enter
Timesheet. The Enter Timesheet window appears.
3 If you are recording details for a week other than the current
week, select the required week:
z
click the back arrow (
) to select a previous week
z
click the forward arrow (
z
click the calendar icon (
that appears.
) to select a future week
) to select a week from the calendar
4 Enter timesheet details in one of the following ways:
If you want to...
Do this:
Enter the daily hours for
each payroll category
worked
For each payroll category, type or select an hourly
payroll category in the Payroll Category field and
enter the daily hours worked in the date fields.
You can also:
Use the same details as
the previous week
•
record time-billing details (depending on your
selection in the Preferences window)
•
type a description in the Notes field
•
assign a job number.
Click Copy From Previous. The employee’s
timesheet details for the previous week appear.
5 If you want to enter a timesheet for another week, repeat from
step 3 above.
2 In the Employee field, type or select the employee’s name. The
employee’s timesheet, with any previously entered details for the
period shown, appears.
Grey values in date fields
indicates hours paid.
NOTE :
User Guide
A grey value in a date field
Removing timesheet entries You can remove unpaid
entries on a timesheet at any time. For more information, see
’Delete timesheet entries’ on page 108.
NOTE :
6 Click Close.
If you recorded time-billing activity details on this timesheet, an
activity slip is created. You can review or modify the activity slip
information in the Enter Activity Slip window or the Enter
Timesheet window.
Timesheets
107
Delete timesheet entries
2 Click in the line entry you want to delete.
You can delete unpaid timesheet entries at any time by clearing all
timesheet details for a week or by deleting a timesheet line entry.
3 Go to the Edit menu and choose Delete Line.
When you delete timesheet entries with activity details, the linked
activity slip is also deleted.
To clear a timesheet for a week
1 In the Enter Timesheet window, select the required week.
2 Click Clear Timesheet. All unpaid details for the selected week are
cleared.
To delete a timesheet line entry
View timesheet reports
1 Go to the Reports menu and select Index to Reports.
2 Click the Payroll tab and select:
z
the Timesheets report to view all timesheets entered for a
specific date range.
z
the Unprocessed Timesheets report to view all unprocessed
timesheets.
For information about how to view and customise reports, see ’To
display and print reports’ on page 196.
1 In the Enter Timesheet window, select the employee and the
required week.
Paying your employees
The Process Payroll assistant guides you through the process of
recording your employees’ pays.
and monthly pay dates coincide—you need to process a pay run
for each frequency.
In some windows of the Process Payroll assistant, you can click
Back to return to a previous window to review and change the
entries you have made. You can also quit the assistant while you
are in a window that has a Cancel button. If you quit the assistant,
you will need to start the payroll process again.
Excluding employees from pay processing You can temporarily
remove an employee from a pay frequency by making their
employee card inactive. For example, if you employ seasonal
workers and full-time employees, you may want to make the
seasonal workers’ employee cards inactive during the off season.
Pay frequency You can process pays for all employees assigned
a pay frequency, such as, weekly or monthly, or process pay for an
individual employee. If you want to record pays for more than one
pay frequency on the same day—for example, when your weekly
To make an employee card inactive, open the employee’s Card
Information window and click Inactive Card in the Profile tab
view.
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Before you begin processing your employees’
pays, you need the following information:
Before you begin
z
the hours worked by hourly employees, if you do not record
hours worked on a timesheet
z
holiday and sick pay hours taken
z
details of any other wage amounts, such as sales commissions
and bonuses.
Step 1: Select the pay period
1 Go to the Payroll command centre and select Process Payroll.
The Select Pay Period window appears.
3 In the Payment date field, type the date on which you are
processing the pays.
4 In the Pay period start field, type the first day of the pay period.
5 In the Pay period end field, type the last day of the pay period.
6 If you do not use timesheets, click Next. Continue with ’Select
and edit employee’s pay’ on page 110.
Step 2: Include employee timesheets
1 If you pay employees from timesheets, the Select Pay Period
window displays the employee timesheets for the specified pay
period.
Initially, all the timesheets are selected to be included in this pay
run. You can exclude, change or view timesheet details as
described below.
2 Select the pay frequency you are processing.
z
If you are processing pays for all employees, click Process all
employees paid and select the pay frequency in the adjacent
field.
z
If you are processing a pay for an individual employee, click
Process individual employee and select the employee in the
adjacent field. The pay frequency assigned to the employee’s
card is used in the pay run.
User Guide
If you want to...
you need to....
Exclude a timesheet
clear the select column (
in Mac) next to it.
Change the timesheet
details of an employee
click the zoom arrow (
) next to the
employee’s name and make the required
changes in the Enter Timesheets window.
View the details of all
unprocessed timesheets
click Display Unprocessed Timesheets.
in Windows and
2 Click Next to continue. The Select & Edit Employee’s Pay
window appears.
Paying your employees
109
Step 3: Select and edit employee’s pay
The Select & Edit Employee’s Pay window displays the recurring
pay details and the timesheet amounts (if applicable) for
employees who are paid according to the selected pay frequency.
3 If you want to view the pay details for all employees before you
record their paycheques, click Preview Pay Details. The Payroll
Verification report appears. For more information on report
options, see ’Producing reports’ on page 196.
To change hours worked for an hourly employee
You may need to change the standard hours worked by an
employee if they are not being paid for a full pay period, for
instance, if their employment has terminated are they have only
worked a portion of their usual hours.
NOTE : Editing hours recorded on a timesheet You can edit an
employee’s timesheet hours in the Pay Employee window.
However, any adjustments you make here will not update hours
entered on timesheets, timesheet reports or activity slips.
1 If you want to exclude an employee from the pay run, clear the
select column ( in Windows and
in Mac) next to the
employee’s name.
1 In the Select & Edit Employee’s Pay window, click the zoom
arrow ( ) next to the employee’s name. The Pay Employee
window appears.
2 If you want to change the pay details for an employee, click the
zoom arrow ( ) next to the employee’s name. In the Pay
Employee window that appears, you can:
z
change the hours worked of an hourly employee (see below)
z
distribute holiday and sick pay (see page 111)
z
distribute any other types of wages (see page 111)
z
assign job numbers to payroll category amounts (see
page 112)
z
change the employee’s bank account (see page 112).
2 Change the hours worked for the applicable wage categories and
press TAB.
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The payroll category amounts are calculated automatically and
are displayed in the Amount column.
to Holiday Pay and 4 hours to Sick Pay, and then reduce the
Base Hourly figure to 28.
3 Click OK. The Select & Edit Employee’s Pay window reappears.
To record holiday and sick pay
Holiday and sick pay hours recorded on a timesheet If
you’ve entered holiday and sick hours on a timesheet, you don’t
need to use this procedure.
NOTE :
1 In the Select & Edit Employee’s Pay window, click the zoom
arrow ( ) next to the employee’s name. The Pay Employee
window appears.
2 Enter the number of sick or holiday hours in the Hours column of
the appropriate wage category and press TAB.
z
If the employee is paid on a salary basis, reduce the amount
allocated to Base Salary by the values displayed in the Amount
column of the Sick Pay and Holiday Pay payroll categories.
For example, Alan Long is paid a gross amount of £1,000 per
week. If he takes one day holiday leave and half a day sick leave,
then allocate 4 hours to Sick Pay and 8 hours to Holiday Pay.
The combined amount displayed in the Amount column for
the Sick Pay and Holiday Pay payroll categories equals £300.
Therefore, the value you need to enter in the Amount column
for Base Salary is £700 (that is, £1,000 less £300).
For example, if you are paying an employee for eight hours of
holiday leave, type 8 in the Hours column next to the Holiday
Pay payroll category and press TAB.
Automatic adjustment to entitlement values The
amount that appears in the Amount column is calculated
automatically. When you record the transaction, the hours you
entered will be subtracted from the number of hours the
employee has accrued.
NOTE :
3 Reduce the amount being allocated to the Base Hourly or Base
Salary wage category.
z
If the employee is paid on an hourly basis, reduce the number
of hours allocated to Base Hourly by the number of hours
allocated to the Sick Pay and Holiday Pay payroll categories.
For example, suppose that Mary Jones’ standard working week
is 40 hours and she is paid per hour. If she has had one day of
holiday leave and half a day of sick leave, you allocate 8 hours
User Guide
4 Click OK. The Select & Edit Employee’s Pay window reappears.
To record other types of pay
Other types of pay recorded on a timesheet If you’ve
entered other types of pay—such as sales commission and
bonuses—on a timesheet, you don’t need to use this procedure.
NOTE :
Before you enter these details, the wage categories you intend to
use should already be assigned to the employee. For more
information, see ’To enter payroll information for an employee’ on
page 103.
1 In the Select & Edit Employee’s Pay window, click the zoom
arrow ( ) next to the employee’s name. The Pay Employee
window appears.
Paying your employees
111
2 In the Hours or Amount fields next to each appropriate wage
category, enter the hours or amounts you want to record.
3 Click OK. The Select & Edit Employee’s Pay window reappears.
To assign jobs to payroll category amounts
Job numbers can be assigned to payroll category amounts to track
the wage expense of work performed. You can assign one or more
jobs to each payroll category.
1 In the Select & Edit Employee’s Pay window, click the zoom
arrow ( ) next to the employee’s name. The Pay Employee
window appears.
2 Enter the job number in the Job column corresponding to the
payroll category.
3 If you want to assign multiple jobs to a payroll category:
a Click in the Job column corresponding to the appropriate
payroll category and then click the search icon ( ).
b In the Allocate Jobs window that appears, click the select
column ( in Windows and
in Mac) next to each applicable
job and enter the amount in the Amount column.
c Click OK. The Pay Employee window appears.
Changes to payroll category amounts may affect
allocated job amounts If you change a payroll category
amount, this may affect the value of other payroll categories such
as National Insurance. If you’ve already allocated job amounts to
these categories, you need to reallocate the correct job amounts
to them.
NOTE :
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4 Click OK. The Select & Edit Employee’s Pay window reappears.
You can also assign a default job to an employee in the Recurring
Pay section of the employee’s card. For more information, see
’Entering employee payroll information’ on page 103.
To change an employee’s bank account details
If you pay your employees using NatWest’s AutoPay service or
Barclays’ Branch-Originated BACS service (BOBS), you can
change an employee’s bank account details for this pay.
1 In the Select & Edit Employee’s Pay window, click the zoom
arrow ( ) next to the employee’s name. The Pay Employee
window appears.
2 Click Banking Details and enter the required bank details in the
Banking Details window that appears.
3 Click OK. A confirmation message appears.
4 If you want to update the employee’s bank details for all
subsequent pays, click Yes. The Pay Employee window
reappears.
5 Click OK. The Select & Edit Employee’s Pay window reappears.
Step 4: Record the employee paycheques
1 When you have finished reviewing and editing employee pay
details, click Record to record the pays. A confirmation window
appears.
MYOB Accounting/MYOB Accounting Plus v16, uk
2 Click OK to continue. The Process Payments window appears.
If you want, you can generate the payment reports later using the
relevant command centre function. For example, if you want to
include weekly and monthly payments in the one payment
report, process both pay frequencies and then generate the
required payment report from the Index to Reports window.
To print paycheques
1 Click Print Paycheques. The Review Cheques Before Printing
window appears.
Changing the details of a recorded paycheque If you
need to change a recorded paycheque, continue processing your
payroll. When you have finished processing, reverse or delete the
incorrect paycheque transaction and then process a new pay for
the individual employee. For more information on reversing or
deleting a transaction, see ’Changing or deleting a transaction’ on
page 187.
NOTE :
Step 5: Process payments
In the Process Payments window you can:
z
print employee paycheques (see below)
z
generate a payment report for employees paid using NatWest’s
AutoPay service or Barclays’ Branch-Originated BACS service
(BOBS) (see page 114)
z
create a spend money transaction to clear the account you use
to temporarily hold cash wage amounts (see page 114).
2 If you print cheques on pre-printed forms, type the number of the
first cheque in the Number of First Cheque in Printer field.
3 Select how many copies you want to print in the Print [...] Copies
of Each Selected Cheque field.
4 If you want to change the type of information you are going to
print or the type of stationery it will be printed on, click Advanced
Filters. For more information, see ’Advanced filters’ on page 209.
5 Click in the select column ( in Windows and
each paycheque you want to print.
User Guide
in Mac) next to
Paying your employees
113
6 If you want to view the details of a particular paycheque., click the
zoom arrow ( ) next to it.
7 Click Print. The Print window appears.
8 Click Print or OK. The Process Payments window reappears.
Step 6: Print payroll earnings
When you have finished printing cheques and generating
payment reports, click Next. The Print Payroll Earnings window
appears.
To generate an electronic payments report
1 Click one of the following:
z
Display Autopay Report if you pay your employees using
Natwest’s Autopay service
z
Display BOBS Report if you pay your employees using
Barclays’ Branch-Originated BACS service (BOBS).
The Print window appears.
2 In the Print window, click Print or OK to print the report. The
Process Payments window reappears.
To create a cheque transaction to record cash
wages
1 Click Spend Money. The Spend Money window appears with
the details of total cash wages paid and the default clearing
account you use for cash wages.
2 In the Account field, select the bank account from which you
withdrew the cash wage amount.
3 Click Record to clear the balance of the cash wage clearing
account. The Process Payments window reappears.
You can provide your employees with details of their pay by
printing the Payroll Earnings report or by printing a customised
paycheque. You can print either from the Print Payroll Earnings
window.
Note that if you paid your employees by cheque in the previous
step, details of their pay are included on the paycheque stub. You
do not need to complete this step.
To print the Payroll Earnings report
1 Click Display Payroll Earnings. The Report Display window
appears with the pay details for your employees.
2 Click Print. The Print window appears.
3 Click Print or OK. The Payroll Earnings report is printed and the
Report Display window reappears.
4 Click Close. The Print Payroll Earnings window reappears.
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To print customised payslips
4 Click Advanced Filters. The Advanced Filters window appears.
You can create a payslip by customising a cheque form and
including only the paycheque stub section on the form. You can
print the payslip even if you don’t pay your employees by cheque.
For more information on how to customise a cheque form, see
’Customising forms’ on page 188.
5 In the Selected Form for Cheque field, select the required
stationery.
1 Click Print Customised Payslips. The Review Cheques Before
Printing window appears.
6 Click OK. The Review Cheques Before Printing window
reappears.
7 Click in the select column ( in Windows and
a transaction you want to be printed.
in Mac) next to
If you want to print all the transactions, click the checkbox in the
heading above the select column.
8 If you want to view more information about a particular pay, click
the zoom arrow ( ).
9 Click Print. The Print window appears.
10 Click Print or OK. The Print Payroll Earnings window reappears.
2 In the Selected Bank Account field, enter or select the account
from which you made the payment.
3 in the Print [...] Copies of Each Selected Cheque field, enter the
number of copies you want to print.
User Guide
Paying your employees
115
Payroll liabilities
A payroll liability is an amount withheld from an employee’s pay
that must be paid to an appropriate authority or agency, for
example, union dues and taxes.
In MYOB accounting software, payroll liabilities are recorded
when you process your payroll. You need to clear these amounts.
You can do this by recording the payment in the Pay Liabilities
window.
3 In the Supplier field, type or select the authority or agency to
whom the withheld amount is being paid.
4 Select the type of liability to be cleared from the Liability Type
list.
By default, all payroll categories for the selected liability type are
included in the payment.
5 If you do not want to include all payroll categories:
To record payroll liability payments
1 Go to the Payroll command centre and click Pay Liabilities. The
Pay Liabilities window appears.
a Click the search icon ( ) in the Payroll Categories field. The
Select from list window appears.
b Click the select column ( in Windows and
each payroll category you want to exclude.
in Mac) next to
c Click OK. The Pay Liabilities window reappears.
6 In the Dated From and the Dated To fields, enter the period in
which the payroll liabilities were withheld.
The payroll liabilities withheld during the specified period appear
in the Payroll Category section.
7 Click in the select column next to the payroll liability amounts you
want to include with this payment.
The total of the selected payroll liabilities appears in the Total
Payment fields.
2 In the Account field, type or select the account you are making
the payment from.
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8 Click Record.
MYOB Accounting/MYOB Accounting Plus v16, uk
Processing termination payments
Before you terminate an employee, you need calculate any
termination amounts you owe—for example, how much you owe
the employee in accrued holiday pay.
Before you begin this procedure, check the relevant government
legislation or employment contract for exact details of what needs
to be paid to the employee on leaving.
category to accrue the entitlement by calculating leave based on
a percentage of gross hours. However, if you use this payroll
category for a termination payment, you need to exclude the new
payroll category from accruing leave.
1 Go to the Payroll command centre and click Payroll Categories.
The Payroll Category List window appears.
2 Click the Wages tab.
Step 1: Determine any outstanding
entitlements
3 Click New. The Wages Information window appears.
1 Go to the Index to Reports window and select the Entitlements
Balance Detail report from the Payroll tab.
4 Type the name of the wage category in the Wages Name field.
For example, if you need to create a wage category for unused
holiday pay, type a name such as Unused Holiday Pay.
2 Click Customise. The Report Customisation - Balance Detail
window appears.
5 Select Hourly as the type of wages.
3 In the Employees field, type or select the employee’s name.
4 Select Lifetime in the Period field. This ensures that the report
shows the employee’s entitlement balance not only for the
current year, but also any amounts carried over from previous
payroll years. This is particularly important for holiday leave as, for
most awards, it can be carried over from previous periods.
Step 2: [Optional] Create payroll categories for
termination payments
If a termination amount needs to be taxed at a different rate—for
example, unused holiday pay—you need to create a new payroll
category for this amount. Also, to pay an entitlement balance
(such as unused holiday leave) you may need to create a payroll
User Guide
6 Click Employee. The Linked Employee window appears.
7 In the select column ( in Windows and
the employee who is leaving.
in Mac), click next to
Processing termination payments
117
8 Click OK and then OK again. The Payroll Category List window
reappears with the new payroll category in the list.
Exclude payroll category from accruing leave
Step 3: Process a paycheque for the final pay
1 Go to the Payroll command centre and select Process Payroll.
The Select Pay Period window appears.
9 Click the Entitlements tab. The list of entitlement payroll
categories appears.
2 Click Process individual employee and select the employee in
the adjacent field.
10 Select the payroll category used to calculate the entitlement, for
example, Holiday Entitlement, and click Edit. The Entitlements
Information window appears.
3 Click Next. The Select & Edit Employee’s Pay window appears.
11 Click Exempt. The Entitlements Exemptions window appears.
12 In the select column, click next to the payroll category name
entered at step 4.
4 If you are including any unused entitlements in this paycheque,
enter the entitlement hours:
a Click the zoom arrow ( ) next to the employee’s name. The
Pay Employee window appears.
b Add any entitlement hours accrued in the final pay period to
the outstanding entitlement balance calculated in ’Determine
any outstanding entitlements’ on page 117 and type the total
balance calculated in the Hours column for each required wage
category.
For example, if you are paying unused holiday pay, add the
holiday entitlement hours accrued in the final pay period to the
outstanding holiday leave balance.
5 Click OK. The Select & Edit Employee’s Pay window appears.
13 Click OK and then OK again. The Payroll Category List window
reappears.
6 Complete the remaining steps of the Process Payroll assistant for
the employee termination. For more information, see
‘Step 4: Record the employee paycheques’ on page 112.
14 Repeat step 2 to step 13 for each required termination payroll
category.
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Step 4: Terminate the employee in the Card File
Once you have finalised the employee’s terminating paycheque,
thus finalising the employee’s leave entitlements, you need to
enter a date in the Leaving Date field in the Payroll Details tab of
the Card Information window.
Once you press ENTER or TAB after entering the leaving date, the
system will display a message warning you that all entitlement
balances will be cleared for that employee.
Step 5: Print the employee’s P45
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Click the Payroll tab. The list of payroll reports appears.
3 Select the P45 Details of employee leaving work report and click
Customise. The Report Customisation - P45 Details of
employee leaving work window appears.
4 In the Employees field, type or select the name of the employee
who is leaving.
5 Click Display. The P45 report appears.
6 Click Print.
Reviewing payroll information
There are several tools that you can use to review your payroll
information.
z
z
Use the Analyse Payroll window to see a summary of an
employee’s payroll data. It can help you detect any inaccuracies
in the amounts you’re paying to, and deducting from, your
employees.
Viewing pay history
Every time you process and employee’s pay, the amounts from
that payment are recorded in the employee’s pay history.
The Pay History section of an employee’s card is used to enter the
employee’s pay history when you are setting up payroll and, later,
to review their pay history.
Use the Find Transactions window to search for an account,
card or payroll category. For more information, see ’To find a
transaction using the Find Transactions window’ on page 184.
User Guide
Reviewing payroll information
119
If you’ve paid an employee the wrong amount, don’t attempt to
correct it by adjusting their pay history. Altering an employee’s
pay history does not affect the original paycheque or the amounts
posted to the accounts. Instead, make adjusting entries on the
employee’s next paycheque.
To view an employee’s pay history
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the Employee tab and select the employee whose pay
history you want to view.
3 Click Edit. The Card Information window appears.
4 Click the Payroll Details tab.
5 Click Pay History. The Pay History section displays the totals of
each payroll category for the specified month, quarter, or year to
date.
Viewing an employee’s entitlement balances
The Entitlements section in the Payroll Details tab of an
employee’s card displays the entitlement amounts that have been
carried over from the previous payroll year, the entitlement
amounts for the year to date, and the total entitlement amounts
owing to the employee.
For example, an employee may have 40 hours of accrued Holiday
Entitlement carried over from the last payroll year. In the current
financial year the employee has accrued 10 hours of Holiday
Entitlement but has taken 8 hours of holiday leave. Therefore,
2 hours will be displayed in the Year-to-Date column. The Total
column for the Holiday Entitlement will display 42 hours.
To view an employee’s entitlement balances
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the Employee tab and select the employee.
3 Click Edit. The Card Information window appears.
4 Click the Payroll Details tab.
6 Select a pay history period from the Show Pay History for list.
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5 Click Entitlements. The Entitlements section displays the total
number of hours an employee is entitled to take as sick and
holiday pay.
2 Enter the employee’s name and the pay period you want to
analyse. The Payroll Summary appears on the left of the window,
with the totals for the selected pay period. The payroll details on
the right of the window show the wages, deductions, tax,
entitlements, and employer expenses for which the employee has
been paid, or which have been recorded on their paycheque for
the selected pay period.
6 If necessary, enter the entitlement hours carried over from a
previous period in the Carry Over column next to the entitlement
category.
7 Click OK and then click Close.
Analysing payroll
The Analyse Payroll window provides details of payroll information
and can help you spot possible inaccuracies in the amounts you are
paying to, and withholding from your employees.
1 Go to the Payroll command centre and click Analysis. The
Analyse Payroll window appears.
User Guide
Reviewing payroll liabilities
The payroll liability reports show which payroll liability amounts
have been withheld from employee payments, and which
amounts have been paid, for any given period.
z
Payroll Liabilities by Category report—lists payroll liability
amounts that have been withheld
z
Liabilities Payment Register report—lists payroll liability
amounts that have been paid.
Reviewing payroll information
121
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8 Stock
The stock feature enables you to track the quantity and value of the items you have in stock.
From time to time, businesses may find that their recorded stock levels differ from what is on the shelves. These variations can be
caused by data-entry errors, spoilage and theft, etc. This chapter shows you how to compensate for stock variations.
Sometimes the quantity of items recorded may be correct, but their values are incorrect. A range of items may become outdated,
damaged or, for some other reason, may lose value. This chapter shows you how to revalue your stock.
Many retailing and manufacturing businesses combine a number of stock items to create finished items. For example, a retailer might
combine perfume, lotion and bath salts to make up a gift pack. Or a manufacturer might combine raw materials to create finished
items. This chapter shows you how to track the assembly of individual items into finished items.
Basic stock tasks
Before you begin to track your stock you need to create a
record for each item of stock. The procedure for doing this is
explained in ‘Creating items’ on page 124.
To record the sale of items, record your sale in the Sales
window using the Item layout. See ‘Entering sales’ on
page 61.
Once you have created items, you need to enter the opening
stock level for each item. See ‘Recording your opening stock’
on page 126.
To record the location of items, you need to set up item
locations (MYOB Accounting Plus only). See ‘Multiple stock
locations’ on page 129.
To add items you purchase to your stock, record your
purchase in the Purchases window using the Item layout. See
‘Entering purchases’ on page 81.
123
Creating items
An item is:
z
a physical unit that your company may buy, sell or stock
z
a service that your company wants to include on item invoices,
for example, ‘Delivery’, ’Handling’, and so on.
5 Specify whether you buy, sell and/or stock this item by selecting
the relevant options. The following table explains the
combinations of options available.
Select
For these items
I Buy This Item
Items you buy that are not for resale, and whose
quantities and values you don’t need to track. For
example, items for office use only.
I Buy This Item
I Sell This Item
Items you buy and sell, but whose quantities and
values you don’t need to track.
1 Go to the Stock Control command centre and click Items List.
The Items List window appears.
I Buy This Item
I Sell This Item
I Stock This Item
Stocked items you buy and sell and whose quantities
and values you want to track.
2 Click New. The Item Information window appears.
I Sell This Item
Items or services you want to include on an item
invoice.
I Sell This Item
I Stock This Item
Finished goods you manufacture using other
stocked items.
I Buy This Item
I Stock This Item
Raw materials you stock and use as components to
build other stocked items.
I Stock This Item
Intermediate goods in the process, including parts
used to manufacture finished goods.
Before you start using items, you need to create a record for the
items you use (see below) and then enter the opening on-hand
quantities and values (page 127).
To create an item
3 In the Item Number field, type a unique identifier and press TAB.
4 In the Name field, type the name of the new item.
Copy From Click Copy From to copy another item’s
information to this item record. From the displayed list, choose
the item whose information you want to copy. All information for
that item will be copied to the current item record except the item
number, item name, supplier number, auto-build information and
history information.
HINT :
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As you select the options, fields appear next to them. These fields
change according to the combination of selections you make.
MYOB Accounting/MYOB Accounting Plus v16, uk
6 Enter the appropriate accounts in the fields that appeared during
the previous step.
Account
Description
Cost of Sales
Account
Type or select the account you want to use to track
the costs associated with producing this item.
Income Account for
Tracking Sales
Type or select the account you want to use to
record the income you receive from the sale of this
item.
Asset Account for
Item Stock
Type or select the account you want to use to
record the total value of this item.
Expense Account for
Tracking Costs
Type or select the account you want to use to
record costs associated with purchasing this item.
7 Click the Buying Details tab. The Buying Details view of the Item
Information window appears. Complete the fields as explained
below.
A
A
You can use the standard cost instead of the last purchase price as the
default price on purchases. To use the standard cost price as the
default price, select Use Standard Cost as the Default Price on
Purchase Orders and Purchases preference in the Preferences
window (Stock tab).
B
Type the unit of measure (such as each or case) by which you
purchase the item. The buying unit will be printed on the purchase
order. For example, if you buy eggs by the carton, when you order
five units in a purchase you are ordering five cartons.
C
Enter the number of items that comprise a single buying unit. This is
the number that is added to your on-hand stock for every buying
unit. For example, if you buy eggs by the carton unit but want to
track their purchase individually, enter 12 as the number of items per
buying unit. When you order one carton unit, your item stock is
updated by twelve items. If you leave this field blank, the value
defaults to one.
D
Enter the restocking information:
•
E
B
[Optional] Enter the standard cost of an item.
C
E
Enter the minimum level of this item you want to keep in stock.
When you drop below this level, a reorder reminder appears in
the To Do List.
•
Enter the supplier from whom you usually restock this item.
•
Enter the supplier’s number for the item.
•
Enter a reorder level quantity for the item here. If you have set a
minimum level for restocking alert, you can create an order for
the items easily using the Stock Alert tab in the To Do List. The
default quantity showing on the order will be taken from this
field.
Choose the VAT code you want to use when you purchase this item.
This VAT code will appear as the default when you purchase this item
unless you have specified that the supplier’s VAT code be used instead
(see ‘Create supplier cards’ on page 36). Note that you can override
the VAT code when you record the purchase.
D
User Guide
Creating items
125
8 Click the Selling Details tab. The Selling Details view of the Item
Information window appears. Complete the fields on this tab as
explained below.
A
E
F
B
C
9 [MYOB Accounting Plus only] Click the Items Details tab and
enter additional information about the item.
10 [MYOB Accounting Plus only] If this item is stored in multiple
locations, click the Locations tab and select the default location
for buying and selling the item. For information about locations,
see ‘Multiple stock locations’ on page 129.
11 Click OK.
D
Recording your opening stock
Once you have created your stock items, you need to record the
quantity of each item you have on hand and its value as at the start
of your conversion date.
Before you enter your opening stock quantities, you need to
count the actual items in your stock. To help you with this task,
you can print the Stock Count Sheet report, which lists all your
stocked items, and manually record quantities on it.
A
Type the retail price of one selling unit.
B
Type the selling unit of the item (such as each or case). You can type
up to five characters. The selling unit is printed on the item invoice.
If, for example, you sell by the six-pack, when you sell five units, you
will be selling five 6-packs.
C
Type the number of items that comprise a single unit in this field.
This is the number that is subtracted from your on-hand stock for
every selling unit. For example, if you sell by the six-pack, enter 6 as
the number of items per selling unit. When you sell one six-pack,
your item stock is reduced by six items.
1 Go to the Stock Control command centre and click Count Stock.
The Count Stock window appears.
D
[MYOB Accounting Plus only] Set pricing levels for different kinds of
customers. See ‘Creating custom price levels’ on page 138.
2 Click Print. The Stock Count Sheet report is printed with a list of
all your items.
E
If you want to indicate that all prices on the Selling Details tab are
VAT inclusive, select the Prices are VAT Inclusive option.
F
Choose the VAT code you want to use when you sell this item.
This VAT code will appear as the default when you sell this item
unless you have specified that the customer’s VAT code be used
instead (see ‘Create customer cards’ on page 33).
To print the stock count sheet
3 Manually count your stock and note down the quantities on the
Stock Count Sheet. When complete, enter these details in the
Count Stock window. See ‘To enter opening on-hand stock and
values’ on page 127.
Note that you can override the VAT code when you record the sale.
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To enter opening on-hand stock and values
1 Go to the Stock Control command centre and click Count Stock.
The Count Stock window appears.
This window lists all the items and their current on-hand
quantities. Quantities are stock units, not buying units or selling
units.
2 [MYOB Accounting Plus only] If you store your items at multiple
locations, select the method you want to use to group your items.
You can group items by item number or by location.
3 [MYOB Accounting Plus only] If you store your items at multiple
locations, select the Include Zero On-Hand Quantities option. A
list of all your items appears.
4 In the Counted column, type the quantity counted for each item.
The Difference column will change to reflect the difference
between the On Hand column and the Counted column.
7 Click Opening Balances. The window that appears depends on
whether you have entered an opening balance for your stock asset
account when you set up your accounts (see ‘To enter opening
balances’ on page 31):
z
If you have entered a stock opening balance, the Adjust Stock
window appears.
z
If you have not entered a stock opening balance, the Account
Balance Check window appears. Click Adjust Balances. The
Adjust Stock window appears.
The Adjust Stock window displays a line for each item at each
location, whose opening quantity you entered in the Count Stock
window.
The line items display each item's number, location ID, quantity,
unit cost and the stock asset account or, if you have not entered
an opening balance for your stock asset account, your historical
balancing account.
8 Make any changes to the default entries in the Stock Journal
Number, Date and Memo fields.
5 When you have entered all your item quantities, click Adjust
Stock. The Default Expense Account window appears.
When you are entering opening on-hand balances, you don’t
need to enter a default expense account.
6 Click Continue. The Opening Balance Check window appears.
User Guide
9 Enter the unit cost of each item (that is, how much a single unit of
each item costs you, not how much you are selling it for).
Do not change the account number in the Account
column The selection you made at step 7 determines the
account needed to track opening balances.
NOTE :
Creating items
127
10 Click Record. The value of each item in the list is updated.
You can print the Items List Summary report to check your stock
status. For information on printing reports, see Chapter 14,
‘Printing and customising reports’, starting on page 195.
Average Cost, Last Cost and Standard Cost
Average Cost is calculated as the total cost of an item (the total
amount you have paid to purchase the item or the cost entered
when you transferred the item into stock) divided by the number
of units of that item you have on hand.
Last Cost is the most recent purchase price for the item.
Standard Cost can be used instead of the last purchase price as
the default price on purchases. To use the standard cost price as
the default price, select Use Standard Cost as the Default Price
on Purchase Orders and Bills preference in the Preferences
window (Stock tab).
Making stock adjustments
From time to time you may need to adjust item quantities and
values. For example, if your stock gets damaged, you may have to
write off some of your stock or revalue it.
2 Enter details of the adjustment.
This section explains how to make a one-off adjustment to a single
item or a few items. If you need to update the quantities of several
items, see ‘Count stock’ on page 134.
A
Print the Items List Summary report When making
stock adjustments, you may find it useful to print the Items List
Summary report. This report displays on-hand quantities and
values of items in your MYOB accounting software.
B
C
D
E
F
NOTE :
A
Enter the item number for the item you want to adjust. To do this,
click in the Item Number column, press TAB and then select the item
from the list that appears.
B
If you hold inventory at multiple locations, select the location where
the item is stored.
To make a stock adjustment
1 Go to the Stock Control command centre and click Adjust Stock.
The Adjust Stock window appears.
This field only appears if you have more than one location. For more
information, see ‘Multiple stock locations’ on page 129.
C
Enter the quantity by which you want to increase or decrease the
quantity held. Only enter the quantity variation.
Enter the quantity in stock units, not buying or selling units.
If you enter a positive number, that number is added to your
on-hand stock. If you enter a negative number, that number is
subtracted from your on-hand stock.
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D
The average unit cost of the item appears by default. The average cost
is normally calculated as the total cost of the item divided by the
number of units on hand, but if these are new items, enter their
purchase cost.
E
The Amount field displays the quantity multiplied by the unit cost. If
you change it, the unit cost is recalculated automatically.
F
The allocation account is usually a cost of sales or expense account.
3 Click Record to save the stock adjustment.
The following are some examples of stock adjustments.
Example 2 This stock adjustment increases the number of items
on hand by two but does not adjust the total value of the items.
The average cost of the items will decrease as a result of this
adjustment.
Example 3 This stock adjustment increases the total value of the
items on hand by £120 but does not change the number of items
on hand. The average cost of the items will increase as a result of
this adjustment.
This stock adjustment increases the number of items
on hand by two and the total value of the items on hand by £700.
Example 1
Multiple stock locations
The following information is only applicable to MYOB
Accounting Plus users.
NOTE :
If you hold stock at multiple locations, you can keep track of item
quantities held at each location by recording:
z
the location at which a purchased item is received (see
‘Entering purchases’ on page 81)
z
the location from where a sold item is shipped (see ‘Entering
sales’ on page 61)
z
the movement of items between locations (see ‘To record stock
movements’ on page 130).
The multiple locations feature is optional. If you don’t track stock
quantities and values, or all your stock is held at one location,
there’s no need for you to use this feature.
User Guide
If you want to use multiple locations, you need to create a record
for each stock location. When you create a location, a Location
added to the Purchases and Sales windows. When you record an
item purchase or sale, you can enter the receiving or selling
location for the item in this field.
Primary location The primary location is automatically
created in your company file. When you set up multiple locations,
your existing stock is assigned to this location. You can change the
primary location ID and name, if you want, but you cannot delete
it. For instructions on how to move items from the primary
location to another location, see ‘To record stock movements’ on
page 130.
NOTE :
You can specify a default receiving and selling location for your
items. For more information, see ‘To create an item’ on page 124.
Multiple stock locations
129
To create stock location
1 Go to the Stock Control command centre and click Locations.
The Locations List window appears.
2 Click New. The Location Information window appears.
3 In the Location ID field, type an identifier (of up to ten characters)
for the new location and press TAB.
Although a transaction is not created when you move stock items,
you can display the Item Movement Report to view the details of
stock movements.
To record stock movements
1 Go to the Stock Control command centre and click Move Items.
The Move Items window appears.
NOTE : Moving items using the Item Information window You
can also record an item movement by clicking Move Items in the
Location tab view of the Item Information window.
2 Select the item you want to move. You can locate an item by
scrolling or by typing the item number in the Search field.
3 Record the quantities held at each location.
A
C
4 Enter the name and address of the location and contact details.
5 If you do not sell items from this location (for example, this
location is your storage warehouse), select the Items cannot be
sold or shipped from this location option.
If you select this option, you can only receive items at this location
or move items to and from this location using the Move Items
window.
6 Click OK. The new location appears in the Locations List window.
B
A
The On Hand column shows the available stock across all locations.
B
Type the quantity held at each location. Increase the quantity for
locations receiving items and reduce the quantity for locations where
items are moved from.
C
The value in the Out of Balance field must be zero before you can record
the movement. That is, the amount in the On Hand column for the item
must be equal to the sum of the amounts in your location columns.
7 Click Close.
Recording stock movements between locations
You use the Move Items window to record the movement of
stock between your locations.
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Building items
Building Items is the process of taking two or more items, known as
components, to make up another item, known as a finished item.
For example, you could create a stock transfer to turn timber and
fabric (components) into furniture (the finished items).
Use the Build Items window for a one-off transfer of stock. For a
transfer you make repeatedly, use the Auto-Build function. See
‘Auto-building items’ on page 132.
To build an item
1 Go to the Stock Control command centre and click Build Items.
The Build Items window appears.
2 Complete the window as described below.
A
Enter the item numbers of the finished item you want to make and the
component items you want to transfer.
B
Enter the transfer quantity. Enter a positive number for the finished item
(this number is added to your on-hand stock). Enter a negative number
for the component items (this number is subtracted from your on-hand
stock).
C
If you store an item at multiple locations, select the location where the
item is held. This field only appears if you have more than one location in
your company file (see ‘Multiple stock locations’ on page 129).
D
Enter the unit cost of each item to be included in the build.
E
The value in the Out of Balance field must be zero before you can record
the transaction. That is, the amount in the Amount column for the
finished item must be equal to the sum of the amounts in the Amount
column for the components.
3 Click Record to save the stock transfer. You have now built a
finished item.
The built item is automatically added to your on-hand stock and
the component items are subtracted from your on-hand stock.
A
User Guide
B
C
D
E
Building items
131
Auto-building items
For items that you repeatedly build, you can use the Auto-Build
function to build the finished items.
4 In the Minimum Level for Restocking Alert field, type the
minimum level of the item you want to have in stock.
Before you can build a finished item using the Auto-Build
function, you need to define what items are needed to build the
item.
5 Click Edit List. The Auto-Build Information window appears.
To define an Auto-Build item
1 Go to the Stock Control command centre and click Items List.
The Items List window appears.
2 Click the zoom arrow ( ) of the item you want to build. The Item
Information window appears.
3 Click the Auto-Build tab.
6 In the List what it takes to build field, type the number of items
units you want made. If bulk quantities of materials are purchased
to build an item, it may be easier to specify the materials required
to build a greater quantity of the item, such as 10 or 20.
7 Enter the details of each component required to build the item.
a Click in the Item Number column and press TAB. Your items list
appears.
b Select a component item required to build the new finished
item and then click Use Item. The details of the component
appear in the Item Number and Name columns.
c In the Quantity column, type the number of component items
required to build the specified quantity of the finished item.
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d Repeat from step a for each component required to build the
new finished item.
2 Type the quantity of finished items you want to build in the Qty.
to Build column. (Click None if you want to change all numbers
in this column to zero.)
3 Click Build Items to begin transferring component items to
finished items. The Build Items window displays the details of the
transfer that will occur when the finished item is built.
8 Click OK when you have entered all the components.
9 Click OK and then click Close to return to the Stock Control
command centre.
To build a finished item
1 Go to the Stock Control command centre and click Auto-Build
Items. The Auto-Build Items window appears.
4 Review the entries in this window and check that the quantities,
unit costs and total stock values are correct. Note that the
quantities of the components in the list appear as negative
numbers, while the quantities of the finished items in the list are
shown as positive numbers.
5 Click Record to update your stock quantities and values.
A
B
A
This column displays items that you have designated as finished items.
B
The On Hand, On Order and Net on Hand columns show the current
record of your finished items.
User Guide
Auto-building items
133
Count stock
You may recall that you entered your opening stock quantities in
the Count Stock window when you set up your company file.
4 Manually count your stock and note down the quantities on the
Stock Count Sheet.
You can also use the Count Stock window to make adjustments
to item quantities during regular stock counts or any time you find
discrepancies between the actual quantities of items on hand and
your records of those quantities.
5 In the Count Stock window, enter the actual quantities of the
stock items in the Counted column. If an item is held in multiple
locations, enter the stock held at each location.
Each stock adjustment must be allocated to an account so your
accounting records accurately reflect why your stock needed
adjusting. For example, you may use an expense account—often
called ‘Shrinkage/Spoilage’—to track loss or theft of items.
Before you record a stock count
z
z
[MYOB Accounting Plus only] Make sure you record all built
items before counting your stock. Otherwise, a missing stock
item that was used to build another item will be accounted for
as an expense, such as loss or shrinkage. For more information,
see ‘Building items’ on page 131.
Count the actual items in your stock. You can print the Stock
Count Sheet report, which lists all your stock items, and
manually record your actual items on this.
Stock-count filtering options You can print the Stock
Count Sheet either by clicking Print in the Count Stock window
or, if you want to set filters, from the Index To Reports window.
NOTE :
To record a stock count
1 Go to the Stock Control command centre and click Count Stock.
2 If you have stock at multiple locations, filter the list as required.
3 Click Print to print the Stock Count Sheet.
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Any discrepancy between the counted quantity and the on-hand
quantity appears in the Difference column.
6 Click Adjust Stock. If there are differences between on-hand and
counted values, the Adjustment Information window appears.
You can specify a default adjustment account for tracking the
adjustments you entered in the Count Stock window. This saves
you having to enter an account on every line of the stock
adjustment.
NOTE : No default adjustment account needed
You don’t
need to enter a default adjustment account. If it’s necessary for
you to use different accounts to track the adjustments you made
in step 5, you can enter those accounts at step 7 below.
7 Click Continue. The Adjust Stock window appears, displaying a
line item for each adjustment you entered in the Count Stock
window in step 1.
If you entered a default adjustment account in step 6, that
account appears in the Account column for each line item.
If you didn’t enter a default adjustment account, enter an account
against each item listed.
8 [Optional] Enter a reason for the adjustment in the Memo column
(for example, Annual Stock Count 2007).
9 Click Record to update your stock.
MYOB Accounting/MYOB Accounting Plus v16, uk
Reviewing your stock information
The following tools help you review your stock information.
In this window, you can:
z
automatically record a transaction for the items that you need
to buy or build
z
change the details of an order or auto-build transaction.
Tool
Description
See
To Do List
Displays an alert for items that need to be
purchased or built.
below
Analyse Stock
Gives you a list of your items showing, for each
one, the number on hand, the number
committed and the number on order. If you
use multiple locations for stock items, you can
group the items by number or location.
page 136
1 Click To Do List from any command centre. The To Do List
window appears.
Stock reports
Stock reports help you keep track of your item
quantities and value.
page 136
View history
You can view the sales and purchase
transaction histories of an item or supplier for
seven years.
page 136
2 Click the Stock Alert tab. A list of all items that need to be ordered
or built appears. The On Hand column shows the quantity of each
item actually on hand. The On Order column shows the quantity
of each item already on order. The Committed column shows the
quantity of an item on backorder for customers.
Find
Transactions
Find Transactions helps you find stock
transactions.
page 184
Items Register
Gives you a list of your stock transfers,
adjustments, sales and purchases for all items,
or it can be filtered to show the history of a
single item.
page 186
Transaction
Journal
Lists journal entries of your stock transactions.
page 186
3 If you want to:
To view a list of items that need to be built or
purchased
The Stock Alert view of the To Do List displays all items that need
to be built or purchased to fulfil customer orders.
User Guide
z
automatically order or build items, click the select column ( )
next to each item you want to build or order and then click
Order/Build. A date window appears with the current date
displayed. If you want to, enter a different date and click OK.
An order will automatically be created for the items that need
to be purchased. The restocking information entered in the
Buying Details tab view of the Item Information window is used
to determine the supplier and quantity to order or the items to
build.
z
change the details of an order or auto-build transaction, click
the Order or Build zoom arrow ( ) next to the item.
Complete the transaction in the window that appears.
Reviewing your stock information
135
To analyse stock
z
Items List Summary report. This report shows information
about your items, including their on-hand quantities and total
value. The Items List Summary report also shows an item’s
current average cost price, which is important to know when
making stock adjustments. You can use this report to compare
your total stock value to the total of your stock asset accounts.
z
Price Summary report. This report lists your item prices and is
useful for sending to your customers. You could also convert
this report to HTML and post your price list on an intranet or
Internet site.
The Analyse Stock window gives you detailed information about
how much stock you have on hand, what is committed, what is
on order, and what is available.
This analysis is based on all the sales and purchases recorded in
your company file.
1 Go to the Stock Control command centre and click Analysis. The
Analyse Stock window appears.
2 Display the required view of the Analyse Stock window. The
Summary view displays all stock items, while the Item Number
view displays all the customer and supplier orders for a selected
item.
3 [MYOB Accounting Plus only] If you use multiple locations to store
your stocked items, the Group by Item view displays all stocked
items grouped by the item number. The Group by Location view
displays all stocked items grouped by location, while the Item
Number view displays all the customer and supplier orders for a
selected item.
To view sales and purchases history for an item
1 Go to the Stock Control command centre and click Items List.
The Items List window appears.
2 Click the zoom arrow ( ) next to the item you want to view. The
Item Information window appears.
3 Click the History tab. The History view displays the purchase and
sales history for the item for seven years: five past years, the
current year and the next year.
To view stock reports
There are several reports that you can generate to keep track of
your stock. The following is a list of some of them. For information
on finding, customising and printing reports, see Chapter 14,
‘Printing and customising reports’, starting on page 195.
z
136
Analyse Stock Summary report. The summary and detailed
versions of this report serve as your order book. You can view a
list of all your sales orders and purchase orders for all or selected
items.
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Setting item prices
You can set the default selling prices of the items you sell in the
Set Item Prices window. Then, if required, you can change the
prices at the point of sale, which overrides the default prices for
that sale only.
To change the price of an item
1 Go to the Stock Control command centre and click Set Item
Prices. The Set Item Prices window appears.
To update the prices of multiple items at once
You can update the prices of multiple items at once using pricing
shortcuts.
1 Go to the Stock Control command centre and click Set Item
Prices. The Set Item Prices window appears.
2 Click the select column (
update.
) next to the items that require a price
3 Click Shortcuts. The Pricing Shortcuts window appears.
If an item is not listed, it means that you haven’t selected the I Sell
This Item option on the Profile tab of the Item Information
window.
2 Click in the Current Price column of an item and enter a new
price. Do this for each item price you want to change.
You can enter unit prices with up to four decimal places. On your
invoices, the unit price is multiplied by the quantity sold and the
result is rounded to two decimal places.
3 Click OK.
User Guide
4 Indicate how you want the price rounded, the basis for calculating
the price, and so on.
For example, if you want to mark up the items’ prices by 10%,
select the Percent Markup option and type 10 in the adjacent
field.
5 If you want to:
z
update the items you marked in step 2, click Update x Items
Only
z
update the prices of all items, click Update All Items.
Setting item prices
137
Customising stock
The following information is only applicable to MYOB
Accounting Plus users.
NOTE :
MYOB Accounting Plus provides a number of stock customisation
features:
z
z
z
Custom price levels You can set up to six price levels for an
item and then assign one of these levels to a particular
customer. You could, for example, have one price level for
casual customers, another for irregular customers, another for
regular small-spend customers, another for regular high-spend
customers and so on. You can also specify up to five price
breaks for each price level. You can then charge, say, all your
regular customers increasingly lower prices if they purchase
larger and larger quantities of the item.
Custom fields You can ensure certain information is always
recorded for an item, such as Warranty, Serial Number and
Voltage. Use these fields for information that you don’t need to
use as report filters.
Custom lists You can record information about an item and
then run reports based on the custom lists. For example, if you
are running a trailer-rental business, you might have custom
lists of Colour, Type, and Location. This means you could run a
report to include only blue cage trailers at the Main Street
station.
Creating custom price levels
MYOB Accounting Plus has a pricing matrix for you to structure
your pricing according to customer status and sales quantities.
For example, a level-three customer might pay $140 for a single
quantity of the item, but if they purchase five units of the item,
they will only have to pay $100 each for them.
Volume discount The volume in the Volume Discount %
field in the Selling Details view of a customer’s card applies to a sale
in addition to the quantity-break price levels you set up.
NOTE :
To name your price levels
1 Go to the Lists menu, choose Custom List & Field Names and
then Price Levels. The Custom List and Field Names window
appears.
2 Enter names for the price levels. These names will appear in the
Selling Details view of the Item Information window.
3 Click OK.
To specify price levels and quantity breaks for an
item
1 Go to the Stock Control command centre and click Items List.
2 Select the item and click Edit. The Item Information window for
the item appears.
3 Click the Selling Details tab.
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The base selling price you entered for this item in the upper
section of the Selling Details view appears at Level A (or whatever
you have chosen to label this field).
4 In the remaining fields (Levels B to F, or whatever you have chosen
to label them), enter the selling price of this item. Make an entry
for each price level you want to use.
5 If you want to specify quantity breaks for a price level:
2 In the Item Price Level field, select the price level you want to
assign to the customer.
You can assign one of the six price levels or the item’s base selling
price to the customer.
The selected price level, and any associated quantity breaks, will
now determine the price this customer is charged for the item.
3 Click OK and then click Close.
a Enter the first quantity break in the Over field and enter the
price for orders over the quantity break.
Creating custom lists
b In the next Over field, enter the new quantity break. Assign the
price for this quantity break.
You can create three custom lists that you can use to sort and
group your stock items.
c Continue to enter up to five quantity breaks, for each of which
you can enter up to six price levels. Note that each quantity
break must specify a quantity greater than the previous
quantity break and less than the next.
An example of a custom list is ‘Colour,’ in which you could create
list entries of ‘yellow,’ ‘red,’ ‘green’ and ‘blue.’ When you create or
edit your items, you can assign them one of these colours. When
you run a stock report, such as the Analyse Stock Summary
report, you can choose to include only red items in the report.
To name a custom list
1 Go to the Lists menu, choose Custom List & Field Names, and
then click Items. The Custom List and Field Names window
appears.
2 Enter names for each of the three custom lists in the appropriate
fields and click OK.
6 Click OK.
To assign a price level to a customer
1 Display the customer’s Card Information window and click the
Selling Details tab.
User Guide
These custom list names will now appear on the Item
Information window.
Customising stock
139
To create custom list entries
1 Go to the Lists menu, choose Custom Lists and then Items. The
Custom Lists window appears.
Custom lists and stock reports
You can generate reports using your custom lists as report filters.
For example, you can generate a report to include only those
items with a certain list entry, such as the colour red. For more
information, see ‘Select the data to be printed’ on page 200.
Creating custom fields
2 Select the custom list for which you want to make entries in the
Custom List field.
Three custom fields can be used to record additional information
about your items. Examples of how you might name custom fields
are Warranty, ID No. and Manufacturer. However, unlike custom
lists, custom fields cannot be used to filter stock reports.
To name a custom field
3 Click New and enter the name of the list entry. For example, if you
have a colour list, you would enter a colour, such as Yellow.
1 Go to the Lists menu and choose Custom List & Field Names
and then Items. The Custom List and Field Names window
appears.
2 In the Name of Custom Field fields, type the names and click OK.
4 Click OK.
5 Repeat step 3 until you have created all your list entries.
To assign a custom list entry to an item
1 Go to the Stock Control command centre and click Items List.
2 Click the zoom arrow ( ) to the left of the item. The Item
Information window appears.
3 Click the Item Details tab.
These field names will appear on the Item Details tab of the Item
Information window for all items.
Printing custom field entries purchases and
invoices
You can customise your invoices and purchases to include custom
lists. For more information on customising and printing forms, see
Chapter 15, ‘Forms’, starting on page 205.
4 Select the list entry you require from the appropriate custom list.
5 Click OK.
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9 Billing for time
Time billing is only available in MYOB Accounting Plus.
The time billing feature allows you to track the time spent by employees and suppliers to complete tasks and services (activities) for
clients and customers. You can also track incidentals (such as items used) to complete the work. Time billing is suitable for businesses
that predominantly sell time (such as accountants and lawyers) and businesses that sell both time and items (such as interior
designers and mechanics).
You can establish billing rates based on the activity itself, such as consulting at £40 per hour and photocopying at 8 pence per copy.
You can also establish billing rates based on an hourly charge-out rate for a particular employee. For example, employee John Smith’s
hourly consulting rate may be £60 per hour and subcontractor Acme Industries’ charge-out rate may be £80 per hour. You can even
set an underlying cost to the activity where, for example, you estimate that the hourly cost to employ John Smith is £45 per hour and
Acme is £60 per hour.
An activity can be chargeable or non-chargeable. The ability to track non-chargeable activities can be useful for businesses that want
to record such costs as entertainment, which generally cannot be charged to the customer.
The time billing feature makes it easy to enter and collate the activities undertaken for customers. The activities can be entered
individually or grouped together on activity slips. You can then generate time billing invoices, ready to send to your customers. Any
items that you have sold to your customers can also be included with the activities in a single time billing invoice.
You can also record the hours an employee works on an activity when you create an activity slip, and then include these hours in their
paycheque.
Time billing reports can be filtered to give you just the information you want. These reports monitor how you and your staff spend
your time and whether it is spent profitably.
141
Setting time billing preferences
You need to set preferences before you can start billing for time.
Preference
Description
Time billing
units
Set this preference if you want to track billable time in units
of 1, 6, 10, 12, 15 or 30 minutes. The unit of time you select
here will be the default billing unit when you create hourly
activity slips. For example, you can specify six-minute time
billing units, where an hour would be 10 billing units of
time. Any activity slips you have already created will be
updated to use the special billing unit of time.
Rounding
Description
Include Items
This preference allows you to include items on a time billing
invoice and charge your customers for both activities and
items on a single invoice. If you set this preference, the
selection list that appears when entering a time billing
invoice includes both your activities and items.
Note that the I Sell This Item option must be selected in the
Item Information window before you can include an item
on a time billing invoice.
Timesheets
If you use the activity slip timer, you can to set a preference
for how you want units of time to be rounded.
Choose to round up to next, down to previous or to
nearest. For example, if you chose up to next and are using
30-minute billing units, 10 minutes would be rounded up to
30 minutes on an activity slip. Or, if you chose to nearest
and are using 30 minute billing units, 15 minutes would be
rounded up to 30 minutes.
If you are not using a special billing unit of time—that is, you
are billing in hours—you can specify the rounding
increment. For example, if you want to round the actual
time you clock using the timer up to the next minute,
choose up to next and enter 1 in the Minute Increment
field. That way, if you clock 21 minutes and 32 seconds of
an activity, 22 minutes will be entered automatically in the
Units field.
Note: If you specify a special time billing unit, the Minute
Increment field will not be displayed as part of the rounding
rule option.
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Preference
Chapter 9
Billing for time
This preference allows you to include time billing and
activity slip information in an employee’s paycheque, and to
create activity slips when you record employee hours using
a timesheet.
To set time billing preferences
1 Go to the Setup menu, choose Preferences. The Preferences
window appears.
2 Click the System tab.
3 Select the required time billing preferences and options.
4 Click OK.
MYOB Accounting/MYOB Accounting Plus v16, uk
Setting billing rates
You can set billing rates that will automatically appear when you
create an activity slip. The billing rate can be a rate set for the
customer, employee, supplier, or for the activity itself. You can still
override these rates when you create the activity slip.
For example, for an activity such as the time spent photocopying,
you might use a flat rate for all customers, in which case you
would use the activity’s billing rate. For other activities, you might
charge the customer according to the employee who performed
the activity, the billing rate depending on factors such as the
expertise and experience of the employee.
To set a billing rate for an activity
You can set up a billing rate for each activity regardless of the
customer you are billing or the employee or supplier who
performed the activity. The billing rate for an activity is set in the
Activity Information window. See ‘To create an activity’ on
page 144.
To set a billing rate for a customer
You can set up billing rates for customers on their cards. This
option is useful if you perform the same activities for multiple
customers and want to charge each customer a different rate.
1 Display the Card Information window for the relevant customer
and click the Selling Details tab.
User Guide
2 Enter the hourly billing rate, excluding tax, for the customer in the
Customer Billing Rate field and click OK.
To set the activity to use the customer’s billing rate, see ‘To create
an activity’ on page 144.
To set a billing rate for a supplier or employee
You can set a billing rate for an employee or supplier on their card.
This option allows you to bill an activity at different rates
according to the employee or supplier performing the activity.
You can also track the costs associated with having the activity
performed. This is particularly useful if you are subcontracting
work to a supplier.
1 Display the Card Information window of the supplier or
employee and then do the following:
z
Supplier cards—click the Buying Details tab
z
Employee cards—click the Payroll Details tab and then click
Time Billing.
Setting billing rates
143
2 Enter the hourly billing rate, excluding VAT, for the supplier or
employee in the Supplier Billing Rate field or the Employee
Billing Rate field.
3 In the Cost per Hour field, enter the hourly cost to you of having
the supplier or employee perform the activity.
4 Click OK.
Creating activities
The term activity is used to describe a task or service provided by
your business for which you can track costs and bill customers
using time billing invoices. Activities are primarily defined by their
type—hourly or non-hourly—and whether they are chargeable or
non-chargeable.
To create an activity
1 Go to the Time Billing command centre and click Activities List.
The Activities List window appears.
2 Click New. The Activity Information window appears.
3 In the Profile view, enter a unique identification code for the
activity in the Activity ID field and press TAB.
4 In the Activity Name field, type a name for the activity.
5 Enter a description of the activity in the Description field.
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6 If you want the description of the activity to appear (instead of the
activity name) to appear on time billing invoices, select the Use
Description on Sales option.
7 Select the type of activity (Hourly or Non-hourly) and status
(Chargeable or Non-chargeable) of the activity by selecting the
relevant options:
For this type...
And this status...
Do this...
Hourly
Chargeable
Choose the billing rate you want
to use by selecting the appropriate
option. The rate is the price you
charge for one unit of the activity.
You can:
Non-hourly
User Guide
•
use the rate you set up on the
employee or supplier card,
•
use the rate you set up on the
customer card, or
•
enter a rate for this activity
only. Enter the rate in the
Activity Rate field.
Non-Chargeable
Go to step 10.
Chargeable
Enter a unit of measurement in the
Unit of Measurement field and
activity rate in the Activity Rate
field.
Non-Chargeable
Specify the unit of measurement in
the Unit of Measurement field
and then go to step 10.
The default unit of measurement for hourly activities is Hour. If
you specified a special billing unit of time in the System view of
the Preferences window, this field will still be displayed as Hour,
but time will be billed according to the special billing unit.
8 In the Income Account field, select the account you want to use
to track the income you receive for this activity.
9 In the VAT Code When Sold field, type or select the VAT code that
you want to appear as the default when you create a sales invoice
for this activity.
10 Click OK. The new activity is listed in the Activities List window.
To change, inactivate or delete an activity
z
To change details of an activity, see ‘Changing a record’ on
page 177.
z
To inactivate an activity, see ‘To inactivate (or reactivate) a
record’ on page 178.
z
To remove an activity from your records, see ‘Deleting a record’
on page 178.
Creating activities
145
Creating activity slips
Activity slips are used to record time-based activities performed
for a customer and form the basis for the invoices that you send
your customer. You can invoice the full amount for the activity or
invoice part of it, leaving the balance for a later date.
To create an activity slip
1 Go to the Time Billing command centre and click Enter Activity
Slip. The Enter Activity Slip window appears.
Time billing gives you three options for creating an activity slip:
z
create a single activity slip, which allows you to enter the most
detail about the activity slip
z
create multiple activity slips, which allows you to enter multiple
activity slips at once for an employee, while not entering quite
as much detail for each.
create a timesheet, which allows you to enter the hours per day an
employee spends to complete work for clients and customers,
while automatically creating an activity slip. For more information
on timesheets, see ‘Timesheets’ on page 106.
When you create an activity slip, you can select two cards—one
for the employee or supplier who performed the activity for your
company and the other for the customer for whom your company
performed the activity. If you are creating an activity slip for a
chargeable activity, you must enter both cards.
If you pay employees for time billing activities performed, you can
automatically create a timesheet entry when you select the
Include Hours on Timesheet option on the activity slip, and
assign an hourly payroll category. You can also record activity
hours in the Enter Timesheet window. For more information on
timesheets, see ‘Timesheets’ on page 106.
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2 Enter details about the activity such as the employee name, the
customer name, the activity ID number and the number of units
to be charged.
NOTE : Units refers to time billing units The Units field shows
time billing units as you have set them up in the System tab of the
Preferences window. Therefore, one billable unit of 15 minutes
will need to be entered as four billable units to make one hour.
3 In the Adjustment fields, enter any adjustments to the hours or
the amount of the activity. You need to enter adjustment units or
amounts as negative numbers if you want to indicate fewer hours
or a lesser amount.
NOTE : If you change the view, the activity slip will be
recorded If you click the Multiple Activity Slips tab while
creating an activity slip and you entered the minimum required
information in the Activity Slip view, the activity slip will be
recorded before the new tab appears.
MYOB Accounting/MYOB Accounting Plus v16, uk
4 In the Already Billed field, enter any hours or amounts you have
already billed.
For example, if you have billed the customer on an invoice for part
of this activity, either enter the number of hours already billed
(and the amount field will automatically update) or the amount
you have already billed them for. Your entry is subtracted from
hours and amounts in the Billable fields. The total units and
amount that haven’t been billed appear in the Left to Bill fields.
Billing an activity slip ‘Billing’ an activity slip means
recording a time billing invoice for the activity slip. If you enter
units or an amount in the Already Billed fields of the Enter
Activity Slip window, the amount won’t appear in the sales
journal or in the activity’s history. It will only be recorded for the
activity slip.
NOTE :
5 If you pay the employee for the activity performed (hourly
activities only):
a Select the Include Hours on Timesheet option.
b Enter an hourly wage payroll category in the Payroll Category
field.
The activity hours (units) recorded for this activity are assigned to
this wage payroll category on the employee’s timesheet.
Activity hours are assigned to timesheets on the activity
slip date When you record the activity slip, the activity hours are
assigned to the employee’s timesheet on the date entered on the
activity slip. If you want to record activity hours over a number of
days or pay periods, you need to record the hours in the Enter
Timesheets window. See ‘Paying your employees’ on page 108.
NOTE :
To create an activity slip using the timer
The Enter Activity Slip window has a timer that allows you to
record the time you spend performing an activity. When you have
completed the activity, the information is already in the Enter
Activity Slip window, eliminating extra data entry.
The timer appears on activity slips for hourly activities only.
To use the timer, you must leave the Enter Activity Slip window
open until completion of the activity. You can still use other
programs or access other windows during this time.
1 Go to the Time Billing command centre and click Enter Activity
Slip. The Enter Activity Slip window appears.
2 Enter the employee name, date and customer name.
3 In the Activity field, type or select an hourly activity. The timer
fields appear at the bottom of the window.
4 Click Start to start the timer. If you don’t enter a start time in the
Start Time field, your computer’s current system time appears,
and the timer starts incrementing the time in the Elapsed Time
field.
Entering a start time that is before the current system
time If you enter a start time that is before the current system
time, the difference will be added to the elapsed time measured
by the timer. For example, if you entered 8:00 a.m. in the Start
Time field and then clicked Start at 9:00 a.m., 1:00:00 will appear
in the Elapsed Time field and the time calculated by the timer will
be added to that amount.
NOTE :
6 Click Record.
If you entered a chargeable activity on the activity slip, the activity
becomes available for billing in the Prepare Time Billing Invoice
window.
User Guide
Leave the Enter Activity Slip window open as you perform the
activity.
Creating activity slips
147
5 When you have completed the activity or want to pause the timer,
click Stop. The current system time appears in the Stop Time
field. The number of billing units corresponding to the elapsed
time appears automatically in the Units field.
You can edit the start and stop times if you want. The entries in
the Actual Units and Elapsed Time fields will be updated
automatically.
You can round your timer entries in the Units field automatically.
See ‘Setting time billing preferences’ on page 142.
6 If you want to resume timing an activity, click Start again. The
entry in the Stop Time field will be cleared. The timer will
continue incrementing, starting from your current elapsed time.
7 If you pay the employee for the activity performed (hourly
activities only):
a Select the Include Hours on Timesheet option.
b Enter an hourly wage payroll category in the Payroll Category
field that appears.
The activity hours (units) recorded for this activity are assigned to
this payroll category on the employee’s timesheet.
Activity hours are assigned to timesheets on the activity
slip date When you record the activity slip, the activity hours are
assigned to the employee’s timesheet on the date entered on the
activity slip. If you want to record activity hours over a number of
days or pay periods, you need to record the hours in the Enter
Timesheets window (see ‘Timesheets’ on page 106).
NOTE :
8 When you have completed the timed activity, click Record.
If you entered a chargeable activity on the activity slip, the activity
becomes available for billing in the Prepare Time Billing Invoice
window.
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To reset the timer
Click Clear at any time to clear the Elapsed Time, Start Time,
Stop Time and Units fields.
Creating multiple activity slips
In addition to being able to create single activity slips, you can
also create multiple activity slips simultaneously. In the Multiple
Activity Slips tab of the Enter Activity Slip window, one line in
the list represents one activity slip. Although this view limits the
amount of detail you can enter on the activity slip, you can view
any activity slip in the Activity Slip view and enter more detail at
a later stage.
NOTE : The Multiple Slip tab can’t be used to add activity hours
to a timesheet. You can add activity hours to a timesheet only
by entering activity slips using the Activity Slip tab of the Enter
Activity Slip window or by entering activity hours directly into the
timesheet. In the Multiple Activity Slips tab, you can’t select a
payroll category or choose to include an activity’s hours on a
timesheet. Multiple activity slip entry should be used only for
activities that are not used for payroll.
To create multiple activity slips
1 Go to the Time Billing command centre and click Enter Activity
Slip. The Enter Activity Slip window appears.
2 Click the Multiple Activity Slips tab.
3 In the Employee (or Supplier) field, type or select the name of
the employee (or supplier) performing the activity. Any historical
activity slips you have already created for the employee or supplier
are listed, with each line representing a single activity slip.
MYOB Accounting/MYOB Accounting Plus v16, uk
Activity slips are recorded as you create them on a
line-per-line basis Once you have entered an activity slip and
pressed TAB to move to the next line, the activity slip is recorded. If
you click Cancel after moving to the next line, the previous
activity slip is still recorded. A white zoom arrow ( ) displayed
next to an activity slip indicates that the activity slip has been
recorded.
NOTE :
4 On the first blank line, enter details of the activity slip you want to
create.
5 Press TAB or click Record to record the activity slip and move the
insertion point to the next line where you can begin creating a
new activity slip.
6 Repeat from step 3 for each activity slip you want to create. When
you have recorded all the activity slips you want, click Cancel to
close the window.
Reviewing and changing activity slips
You can review, change or delete activity slips.
To review an activity slip
1 Go to the Time Billing command centre and click Activity Log.
The View Activity Log window appears.
2 Enter the name of the employee or supplier who performed the
activity and, if you know it, the date range within which the
activity was recorded. All activities that match the criteria are
listed.
3 If you want to display information about the activity slip, click the
Diary View tab and the Detail View tab.
4 If you want to view the activity slip in the Enter Activity Slip
window, click the zoom arrow ( ) next to it.
To change an activity slip
1 Find the activity slip you want to change in the View Activity Log
window and then click Edit. The Enter Activity Slip window
appears.
2 Make the required changes either in the Activity Slip view or the
Multiple Activity Slips view and click OK or Record.
To delete an activity slip
You can only delete an activity slip that has not been billed.
1 Find and select the activity slip you want to delete in the View
Activity Log window. See ‘To review an activity slip’ above.
2 Go to the Edit menu and choose Delete Activity Slip.
Deleting activity slip details in timesheets When you
remove timesheet entries with activity slip details, the linked
activity slip is also removed.
NOTE :
User Guide
Reviewing and changing activity slips
149
Creating time billing invoices
There are two ways of creating a time billing invoice:
z
z
3 Complete the invoice.
In the Prepare Time Billing Invoice window. This is the
recommended method, because the full details of activities and
activity slips are recorded. See ‘To create a time billing invoice
using the Prepare Time Billing Invoice window’ below.
A
B
In the Sales window. Use this method if you don’t need to
record details of activities and activity slips or track work in
progress. See ‘To create a time billing invoice in the Sales
window’ on page 151.
C
D
To create a time billing invoice using the Prepare
Time Billing Invoice window
The Prepare Time Billing Invoice window allows you to enter
and adjust the billing information for activity slips. As you make
changes in this window, your activity slip records are updated
automatically.
1 Go to the Time Billing command centre and click Prepare Time
Billing Invoice. The Time Billing Customers window appears.
2 Find and select the customer for whom you want to create a time
billing invoice and click OK. The Prepare Time Billing Invoice
window appears, listing all the open activity slips for the selected
customer.
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A Filters
Use these filters to find the required activity slip(s).
B
Enter the amount or number of hours you want to bill
for each activity slip here. Any activity slip with 0.00
units or £0.00 in the Left to Bill column is considered
billed in full.
Bill
C Adjustment
Enter any adjustments you want to make in this
column.
D Print Options
Select the relevant option if you want to:
•
sort activity slips according to job number
•
consolidate all activity slips with the same activity
and job number on the invoice
•
print the activity slip notes on the invoice.
MYOB Accounting/MYOB Accounting Plus v16, uk
4 Click Prepare Invoice. The Sales - New Time Billing window
appears displaying the details of the time billing invoice.
7 Complete the invoice in any of the following ways:
z
Record the invoice. Click Record to record the invoice but
print it later.
z
Print and record the invoice. Click Print and then choose the
form you want to use for this invoice. For more information
about printing invoices, see ‘Sending forms’ on page 207.
z
Save the invoice as a recurring template. Click Save as
Recurring. Enter the necessary information about the template
in the Edit Recurring Schedule window and click Save. For
more information about recurring transactions, see ‘Recurring
transactions’ on page 190.
Saving time billing invoices as recurring You can save
time billing invoices as recurring invoices, but no activity slips will
be created when you use the recurring sale in the future.
Recording the recurring sale won’t update the activity slips used to
create the invoice in the Prepare Time Billing Invoice window.
NOTE :
5 If you have selected the I Include Items on Time Billing Invoices
option in the Preferences window, you can also enter items on
this invoice. See ‘Setting time billing preferences’ on page 142.
Enter the following details for each sold item:
To create a time billing invoice in the Sales window
z
the date in the Date field
z
the quantity being sold in the Hrs/Units field
1 Go to the Sales command centre and click Enter Sales. The Sales
window appears.
z
the item number in the Activity field or press TAB and select the
item from the list of items and activities that appears
2 In the Customer field, type or select the customer to invoice .
z
the price of the item in the Rate field
3 Click Layout. The Select Layout window appears.
z
the appropriate VAT code
4 Select the Time Billing layout and then click OK.
z
[optional] the job number.
6 Enter additional information about the sale, such as the
salesperson, referral source and delivery.
Add lines, subtotals and headers to invoices If you
want to group and subtotal the items and activities separately on
the invoice, you can do so by inserting headers, blank lines and
subtotals. See ‘Adding and deleting transaction lines, subtotals
and headers in sales transactions’ on page 65.
NOTE :
User Guide
5 For each billable activity enter:
z
in the Date field, the date the activity was performed
z
the number of units or hours being billed in the Hrs/Units field
z
the activity name or press TAB in the Activity field and select the
required activity from the list
z
the rate charged for a single unit or hour of the activity in the
Rate field
Creating time billing invoices
151
z
[optional] the job number
z
the VAT code, if the activity is taxable
z
[optional] the category. The category field is displayed only if
the Turn on Category Tracking option has been selected in
the System tab of the Preferences window.
7 Complete the invoice in any of the following ways:
z
Record the invoice. To record the invoice without printing it,
click Record.
z
Print and record the invoice. To print and record the invoice,
click Print and then choose the form you want to use for this
invoice. For more information about printing invoices, see
‘Sending forms’ on page 207.
z
Save the invoice as a recurring transaction. You can save the
invoice as a recurring transaction so that you can use it again in
the future. Click Save as Recurring. Enter the necessary
information about the template in the Edit Recurring
Schedule window and click Save. For more information about
recurring transactions, see ‘Recurring transactions’ on
page 190.
If you are invoicing for sold items, enter:
z
the date in the Date field
z
the quantity being sold in the Hrs/Units field
z
the item number in the Activity field or press TAB and select the
item from the list of items and activities that appears
z
the price of the item in the Rate field
z
the VAT code if the item is taxable
z
the job number.
6 Enter additional information about the sale, such as the
salesperson, referral source and comments.
Add lines, subtotals and headers to time billing
invoices If you want to group and subtotal the items and
activities separately on the invoice, you can insert headers, blank
lines and subtotals. See ‘Adding and deleting transaction lines,
subtotals and headers in sales transactions’ on page 65.
NOTE :
NOTE : Saving time billing invoices as recurring
You can save
time billing invoices as recurring invoices, but no activity slips will
be created when you use the recurring sale in the future. Also,
recording the recurring sale will not update the activity slips you
used to create the invoice in the Prepare Time Billing Invoice
window.
Work in progress
Work you have done for your clients that you haven’t billed yet is
called work in progress. Work in progress is indicated on activity
slips by a value other than zero in the Left to Bill field.
If your work in progress routinely represents a significant amount
of money, you should consider adjusting your accounting records
to reflect it. Consult your accountant for advice on how to do this.
Your accounting records will only reflect a sales transaction when
you bill the activities. However, some accountants consider that,
from an accounting perspective, your clients owe you for your
work in progress even if you haven’t yet billed your clients for it.
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10 International transactions
International transactions (multiple currencies) are only available in MYOB Accounting Plus.
You can enter transactions in a number of currencies in addition to your local currency, the British pound. You can record transactions
in dollars, pounds, euros, yen or any other currency you use when buying and selling goods and services. You can also track overseas
bank accounts and foreign assets and liabilities.
If you deal in multiple currencies, it’s important to track the effects of currency exchange fluctuations on your business. MYOB
Accounting Plus provides detailed reports to help you manage both unrealised gains and losses (potential changes in the value of
overseas transactions) and realised gains and losses (the actual changes in the value of your assets, liabilities and equity that occur
when you exchange foreign currency for British pounds).
The multiple-currency feature is optional. If all your business is conducted with customers and suppliers in British pounds, there’s no
need for you to use this feature. If you do want to use it, you need to set a preference.
You will also have to perform a number of setup tasks described in this chapter. For example, you will have to set up special accounts
to track the transactions you make in each currency. If, for instance, you plan to make sales to customers in euros, you will need to
create a separate debtors account for your sales in Europe. Every foreign-currency account you create requires a companion account,
known as an exchange account, to track changes in the value of the transactions assigned to the account. Only balance sheet
accounts—asset, liability and capital accounts—can be assigned a foreign currency. All other types of accounts are tracked using
pounds.
Your local currency, the pound, is automatically set up for you. As this currency is used to determine the value of all other currencies,
it cannot be deleted and its exchange value is fixed at 1. Before you begin entering transactions, you need to specify the appropriate
currency for all your overseas customers and suppliers. Only one currency can be used for each customer or supplier (unless you
choose to set up multiple cards for them). This ensures that your records remain accurate and it speeds up the task of entering
transactions.
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Setting up multiple currencies
Complete the following steps to set up multiple currencies.
Step
Task
See
1
Select the multiple currency option
below
2
Set up records for foreign currencies
below
3
Create accounts to track foreign-currency
transactions
below
4
Assign accounts to foreign currencies
page 156
5
Assign appropriate currencies to foreign customers
and suppliers
page 156
Before you can record multiple-currency transactions, complete
the following setup steps. Once setup is complete, you will enter
foreign-currency transactions the same way you enter
transactions based on local currency.
Step 1: Select the multiple currency option
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
2 Select the I Deal in Multiple Currencies option in the System
tab. A window appears to explain the effect of selecting this
option.
This selection cannot be undone Once you begin
entering multicurrency transactions, you cannot undo this
selection.
NOTE :
3 Click OK to prepare your company file for multiple currencies.
4 Click OK to close the Preferences window.
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Step 2: Set up records for foreign currencies
MYOB Accounting Plus provides you with records for several
commonly used foreign currencies, as well as your local currency.
The following currencies have been set up for you already:
Australian dollar, New Zealand dollar, Canadian dollar, European
Union euro, Great Britain pound, Hong Kong dollar, Japanese yen
and United States dollar.
If you do business in any other currency, you will need to create a
new record for the currency. Enter its current exchange rate.
Follow the instructions below.
1 Go to the Lists menu and choose Currencies. The Currencies List
window appears.
2 Click New. The Currency Information window appears.
3 Enter details of the currency such as a code, name and current
exchange rate. For detailed field help, click Help and choose Help
for This Window.
4 Click OK.
Step 3: Create accounts to track foreigncurrency transactions
In order to correctly track transactions in a foreign currency, you
must create a number of accounts that are set up to use that
currency rather than pounds. You cannot simply use the same
accounts you use for your pound transactions because the pound
and other currencies rarely trade at par with one another (that is,
one pound rarely buys exactly one monetary unit in any other
currency).
MYOB Accounting/MYOB Accounting Plus v16, uk
NOTE :
Foreign-currency accounts are automatically linked
Here’s a list of the accounts you
are likely to need if you make payments to suppliers in a foreign
currency.
If you make foreign purchases
For every foreign-currency account you create, MYOB Accounting
Plus will automatically create a linked exchange account. For
example, if you create a yen bank account, a yen exchange
account will be created automatically. MYOB Accounting Plus uses
these dual accounts so that both the foreign currency amount and
the local currency equivalent of a transaction can be viewed in
your Balance Sheet.
z
Liability account for tracking creditors (for instance, ‘Creditors
Accounts Euro’). This account must be assigned the foreign
currency and not the British pound.
z
You can let MYOB Accounting Plus create the linked exchange
account for you or you can specify one yourself. To create an
account yourself, see ‘To add an account to your accounts list’ on
page 174. You will need to select the correct currency and
exchange account in the Account Information window.
Bank account that will be used to pay debts in a foreign
currency. This can be a Sterling funds account if your bank
writes cheques for you in other currencies.
z
Asset account for deposits paid (if you make deposits on
orders). This account can be assigned the currency code for
either the foreign currency or the British pound.
z
Liability account for import duties collected (if you're required
to pay duty on goods you import). This account can be
assigned the currency code for either the foreign currency or
the British pound.
Before you create an account, we suggest you review the
following sections to get an understanding of the accounts you
need to create.
Here’s a list of the accounts you are
likely to need if you accept payment from customers in a foreign
currency.
If you make foreign sales
z
Asset account for tracking debtors (for instance, ‘Debtors
Accounts Euro’). This account must be assigned the foreign
currency and not the British pound.
z
Bank account where customer receipts in the foreign currency
will be deposited. This can be a Sterling funds account if your
bank accepts deposits in other currencies.
z
Liability account for deposits received (if you allow customers
to make deposits on orders). This account can be assigned the
currency code for either the foreign currency or the British
pound.
If you track unrealised gains and losses If you plan to track
unrealised gains and losses, you need to create an income
account for this purpose. You may want to name it ‘Unrealised
Currency Gain/Loss’ or something similar. We recommend that
you consult your accountant to determine whether your business
needs to track unrealised gains and losses and, if it does, the most
appropriate way for it to do so. See ‘Tracking currency gains and
losses’ on page 158 for more information.
Depending on your business, you may need to create additional
accounts to track foreign bank accounts, assets held overseas and
the like. If you are unsure about the accounts, ask your accountant
or an MYOB Certified Consultant.
Grouping with undeposited funds Only receipt
transactions that are in Sterling currency may be grouped as a
deposit of undeposited funds. Also, you may only use a Sterling
currency account as the linked account for undeposited funds.
NOTE :
User Guide
Setting up multiple currencies
155
Step 4: Assign accounts to foreign currencies
1 Go to the Lists menu and choose Currencies. The Currencies List
window appears.
2 Click the zoom arrow ( ) next to the currency you want to assign
to one or more accounts. The Currency Information window
appears.
3 Select the required tab. Click either:
z
the Sales Ledger Accounts tab if customers pay you in this
currency or
z
the Purchase Ledger Accounts tab if you pay suppliers in this
currency.
4 Enter the relevant accounts in the appropriate fields. In the
bottom section of the window, mark the options that apply to
your business. As you mark options, additional fields will appear
and you can enter the accounts you will use to track various parts
of your transactions such as deposits and discounts. For detailed
field help, click Help and choose Help for This Window.
5 Repeat this procedure for each currency you want to assign to the
relevant accounts.
Step 5: Assign appropriate currencies to foreign
customers and suppliers
The currency used to make a transaction is determined by the
currency assigned to the customer card or supplier card you are
using.
A card can only use a single currency so if you deal with a
customer or supplier in multiple currencies, you will need to
create a separate card for each currency.
NOTE : A card with transactions You can’t change the currency
of a card that you have already used in transactions. You will need
to create a new card for the customer or supplier.
Any transactions recorded for a customer or supplier card will be
in the currency linked to the card.
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the zoom arrow ( ) next to the required card to display the
Card Information window.
3 Select the Profile tab.
4 In the Currency field, enter the currency you want to assign to the
card or click the search icon ( ) to make a selection from the
currency list. (The local currency is selected by default.)
5 Click OK.
6 Repeat this procedure for each card that you want to assign to a
foreign currency.
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Exchange rates
Foreign-currency transactions can be recorded for:
z
Sales, Receive Payments, and Settle Returns & Credits
z
Purchases, Pay Suppliers, and Settle Returns & Debits
z
Spend Money, Receive Money, Reconcile Accounts and
Nominal Journal entries.
If you want to change the exchange rate for all future transactions
that use this currency, select the Update Current Exchange Rate
in the Currency List with Transaction Exchange Rate option.
4 Click OK.
Using the Currency Calculator
Specifying the exchange rate for a transaction
When entering a transaction, you can either use the default
exchange rate for the currency or enter a new rate for the
transaction.
To change the exchange rate
1 Calculate the exchange rate first using the Currency Calculator.
See ‘Using the Currency Calculator’ below.
If you receive a payment for a foreign currency invoice in your
local currency, you can use the Currency Calculator to quickly
calculate the exchange rate based on the foreign and local
amounts, or to calculate the foreign amounts based on the local
amounts and the exchange rate.
You can access the Currency Calculator from any window in your
MYOB Accounting Plus: go to the Help menu at the top of the
screen and choose Currency Calculator.
2 Click Rate at the bottom of the transaction window. The
Exchange Rate window appears.
3 Enter the new exchange rate in the Transaction Exchange Rate
field.
This will only affect the transaction that is currently displayed.
User Guide
Exchange rates
157
Tracking currency gains and losses
Whenever you have a foreign bank account, changes in the
currency exchange rates between that country and your home
country can cause the value of your foreign currency to fluctuate.
When your local currency weakens relative to the foreign
currency, the value of your foreign account increases, creating a
currency gain. When your local currency strengthens, your
foreign account experiences a loss in real value. MYOB
Accounting Plus can track these fluctuations.
Gains or losses in the value of a foreign account are considered
unrealised while the money is still sitting in the foreign account.
When the money is withdrawn from the account, either by using
it to pay for a purchase or by converting it to local currency, the
gain or loss is considered realised.
Tracking realised currency gains and losses
Realised currency gains and losses are tracked differently for
sales/purchases and for deposits/withdrawals in MYOB
Accounting Plus. For realised gains or losses on sales and
purchases, a posting is automatically made to the Currency
Gain/Loss account. However, for realised currency gains and
losses on transfers—deposits and withdrawals—you need to make
a nominal journal entry to the Currency Gain/Loss account to
record the currency gain or loss.
When you activate the multiple-currency feature in MYOB
Accounting Plus, a Currency Gain/Loss account is automatically
created.
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NOTE : Large foreign currency exposure If you have a large
foreign currency exposure, you may require a more detailed
analysis than posting to a single Currency Gain/Loss account
provides. In this case, we recommend that you consult your
accountant for further advice about managing your foreign
currency exposure.
Sales and purchases
At the time a currency gain or loss is realised, that is, a payment is
received or made, an automatic posting is made to the Currency
Gain/Loss account and to the exchange account for the foreign
currency.
The Currency Realised Gain/Loss report lists the currency gains
and losses that have been automatically posted through sales and
purchases during the month for foreign-currency transactions.
EXAMPLE
Say you sell goods for €100 at an exchange rate of 0.63 British
pounds to the euro. MYOB Accounting Plus records the sale at
£63 and records €100 as owed by the Euro customer. Using
MYOB Accounting Plus’ dual accounting system, €100 is posted
to the euro debtors account, £37 to the euro debtors exchange
account and £63 to the sales account.
In the following month, the euro customer pays their account by
depositing €100 into your bank account, but the exchange rate
has changed from 0.63 to 0.60 pounds to the euro. The deposit is
valued at £60.
MYOB Accounting/MYOB Accounting Plus v16, uk
You originally made a sale that at the time was worth £63. When
you received payment, it was worth only £60. Therefore, the £3
difference is a realised currency loss, and will be posted to the
Debtors Accounts Euro exchange account and to the Currency
Gain Loss account.
The following week you withdraw that €100 from the bank at an
exchange rate of 0.60 pounds to the euro. MYOB Accounting Plus
values the withdrawal at £60. You put €100 into the account that
at the time was worth £63. When you withdrew the €100 from
the account, it was worth only £60. Therefore, the £3 difference is
a realised currency loss.
Transfers
If you looked at your balance sheet, you would see a zero value for
the Euro bank account, but £3 remaining in the Euro exchange
account. You need to post the £3 in the exchange account to your
Currency Gain/Loss account.
Currency gains and losses that occur through the transfer of funds
need to be recorded by a nominal journal entry.
At the end of the month, you can look at the value of your foreign
accounts and use the Currency Calculator (from the Help menu at
the top of the screen) to calculate their true values in local
currency at that time.
You can then create a nominal journal entry where losses are
posted as credits to the exchange account with a corresponding
debit to your Currency Gain/Loss account. Gains are posted as
debits with a corresponding credit to your Currency Gain/Loss
account.
EXAMPLE
Say the original balance in your euro bank account is zero and you
then transfer €100 at an exchange rate of 0.63 pounds to it. The
€100 is converted to £63, and MYOB Accounting Plus posts €100
to the Euro bank account and £37 to the Euro Cheque exchange
account.
User Guide
Unrealised currency gains and losses
An unrealised gain or loss is a potential gain or loss at any point in
time between the recorded sale or purchase and the receipt or
issue of payment. No automatic postings are made to track
unrealised gains or losses on foreign-currency transactions.
Not all businesses need to track unrealised currency gains or
losses. You should check with your accountant to determine
whether your business needs to track them.
The Currency Unrealised Gain/Loss report lists the gain or loss
made on each foreign currency. You can then use this information
to make adjustment postings to each of your foreign-currency
accounts for your balance sheet and also to a profit & loss
account.
Tracking currency gains and losses
159
Miscellaneous transactions
Transferring funds to a foreign account
You may want to transfer funds from a local-currency account to a
foreign account. This is easily done through the Spend Money
window.
1 Go to the Banking command centre and click Spend Money. The
Spend Money window appears.
2 In the Account field, enter the local currency bank account from
which the cheque is being written.
3 Click Currency. The Exchange Rate window appears.
Entering foreign-currency transactions in a
local account
You can enter foreign-currency transactions in a local-currency
account. For example, you can accept a cheque from a customer
in euros and bank it in a Sterling bank account.
Example
You have received a cheque from your customer, Donelli Paper,
for €200 against an outstanding invoice, and you want to bank it
in your local-currency account. Let’s also assume the exchange
rate has changed from 0.60 to 0.63 since you made the original
sale.
1 Go to the Sales command centre and click Receive Payments.
The Receive Payments window appears.
2 Type or select the customer in the Customer field. Details of
Donelli Paper’s purchase appears in the window.
4 Select the relevant foreign-currency and enter the transaction
exchange rate (if it is different to the default rate shown).
5 Click OK. The Spend Money window reappears.
6 Enter the date, amount, payee, memo and cheque number.
7 In the Acct No. column, type or select the account to which you
want to allocate the transaction.
8 Click Record.
[
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3 In the Account field, type or select your local-currency account.
4 Click Rate. The Exchange Rate window opens.
5 In the Transaction Exchange Rate field, change the rate from
0.60 to 0.63.
There are two methods by which you can reconcile accounts
containing foreign transactions:
z
If you have your security preferences set to allow records to be
changed, simply click the zoom arrow ( ) for the transaction
in the Reconcile Accounts window to display the original
transaction. Click Rate and change the exchange rate to match
the bank statement.
z
If you have the security preferences set so that records cannot
be changed, click the zoom arrow ( ) next to the transaction,
choose Reverse Transaction from the Edit menu, and re-enter
the transaction with the correct exchange rate.
6 Click OK. The Receive Payments window reappears.
Currency reports
7 In the Amount Received field, type 200.
There are three specific currency reports, which are accessed from
the Accounts tab of the Index To Reports window:
8 Click in the Amount Applied column and then press TAB.
The Out of Balance field displays EUR0.00. The Gain/Loss field
shows the a gain or loss (in local currency) as a result of the new
exchange rate. This amount is posted to a currency gain/loss
account.
9 Click Record.
z
The Currencies List report—lists all your currencies with their
currency code, currency symbol and last entered exchange
rate.
z
The Realised Gain/Loss report—displays realised gains or
losses on transactions per account.
z
The Unrealised Gain/Loss report—displays unrealised gains or
losses on transactions per account.
Reconciling accounts containing foreign
transactions
When you are reconciling your bank statement, the foreign
currency transaction amounts listed in your statement will often
not match those listed in MYOB Accounting Plus. This is because
the exchange rate used by the bank is different from that used in
MYOB Accounting Plus at the time of the transaction.
User Guide
Miscellaneous transactions
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11 Reporting VAT
Value Added Tax (VAT) is a tax on the supply of goods and services. Most goods and services attract VAT at the standard rate set by
the Government, which is currently 17.5 per cent. However, some goods and services attract different VAT rates. For example, most
foodstuffs are charged at zero per cent. For a full explanation of what VAT rate to use, consult your local VAT Business Advice Centre
or your accountant.
This chapter explains how you can use MYOB Accounting to complete your VAT Return for HM Revenue & Customs.
If your company is involved in intra-EC trade, as defined by HM Revenue & Customs, you need to account separately for these intraEC transactions in your returns to HM Revenue & Customs. See ‘EC sales’ on page 167 and ‘EC purchases’ on page 169.
Setting up VAT codes
VAT codes are used to track VAT paid to and by your business.
Each VAT code represents a particular type of VAT, which is
used to calculate VAT on your transactions.
MYOB Accounting has a list of VAT codes that can be used in a
variety of situations—for example, when doing business with
EC customers or when tracking capital acquisitions and so on.
You can also create an unlimited number of VAT codes. For
more information on setting up VAT codes for EC sales and EC
purchases, see ‘EC sales’ on page 167 and ‘EC purchases’ on
page 169.
To add a VAT code
1 Go to the Lists menu and choose VAT Codes. A list of VAT
codes appears.
2 Click New. The VAT Code Information window appears.
3 In the VAT Code field, type a VAT code (consisting of one, two
or three characters) and press TAB.
4 Complete the Description, VAT Type and Rate fields.
163
5 Select the linked account for VAT collected or paid. This field is
only available for some tax types.
Assigning VAT codes to items
When you set up your items, you must assign a VAT code to each
of them.
You can assign a VAT code to be used when you sell an item and a
VAT code to be used when you buy an item. That VAT code will
appear as the default in sales and purchases of that item unless
you have specified that the customer’s or supplier’s VAT code be
used instead (see ‘Assigning VAT codes to cards’ below).
VAT codes are assigned to items in the Buying and Selling tabs of
the Item Information window. For more information, see ‘To
create an item’ on page 124.
Assigning VAT codes to cards
6 Click OK when you have finished. The new VAT code you have
added will now appear in the VAT codes list.
Assigning VAT codes to accounts
You can select a default VAT code for a customer or supplier. You
would only need to specify a default VAT code if the customer’s or
supplier’s VAT status takes precedence over that of the item or
service being sold or purchased.
You can assign a VAT code to each account in your accounts list.
The VAT code you assign to an account will appear as the default
VAT code in a transaction where you allocate a deposit, cheque, or
a non-item sale or purchase to this account.
When you create a quote, order, or invoice, MYOB Accounting
will use the VAT code assigned to the customer as the default. This
VAT code will override the item’s VAT code in an item sale, and the
allocation account’s VAT code in a non-item sale.
For example, you have assigned the VAT code to your Electricity
expense account. When you write a cheque to settle your
electricity bill in the Spend Money window and allocate it to this
account, the VAT code will appear in this window by default.
Similarly, when you create a quote, order or purchase, MYOB
Accounting will use the VAT code assigned to the supplier as the
default. This VAT code will override the item’s VAT code in an item
purchase, and the allocation account’s VAT code in a non-item
purchase.
You can allocate a VAT code to an account in the Edit Accounts
window. You can open this window by going to the Accounts
command centre, clicking Accounts List, and double-clicking the
required account from the list. For more information, click Help
and choose Help for This Window or Tell Me More.
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VAT codes are assigned to customers in the Selling Details tab of
their Card Information window (see ‘Create customer cards’ on
page 33).
VAT codes are assigned to suppliers in the Buying Details tab of
their Card Information window (see ‘Create supplier cards’ on
page 36).
Make sure you select the Use Customer’s VAT Code option. (If
this option is not selected, the customer’s VAT code will not be
used, even if one has been assigned.)
Make sure you select the Use Supplier’s VAT Code option. (If this
option is not selected, MYOB Accounting will not use the
supplier’s VAT code, even if one has been assigned.
VAT reports
VAT reports group transactions together based on the VAT code
assigned to transactions. Therefore, any transaction entered
without a VAT code will not appear on VAT reports. If you delete a
VAT code from an entry, the entry will not appear on VAT reports.
You can use the Company Data Auditor to identify transactions
entered without a VAT code or where the VAT amount has been
manually changed for a transaction. For more information, see
‘Run the Company Data Auditor’ on page 250.
You can make an adjustment to a VAT report by creating a
nominal journal entry—for more information, see MYOB Help.
Alternatively, you can enter the correct details on your VAT return
and keep detailed records of how the difference between the
MYOB Accounting reports and your VAT return is calculated. You
will be asked to produce this by HM Revenue & Customs during
any VAT audit visit.
User Guide
Accrual and cash reporting
There are two methods of accounting for VAT—accruals and cash.
It is important that you choose the VAT reports appropriate for
your VAT accounting method.
Accrual accounting for VAT With this method you pay or reclaim
VAT based on the invoice or purchase date. For example, if you
issue an invoice to a customer in one VAT return period but do not
receive payment until the next period, VAT is payable in the
period that includes the invoice date, not the period when the
customer paid.
If you use this method, use the VAT Summary, VAT Detail and
VAT Return reports.
This method allows you to account for
VAT once the payment has been received or made. It can only be
used if you have permission from HM Revenue & Customs.
Cash accounting for VAT
VAT reports
165
For example, if you issue an invoice to a customer in one VAT
return period but do not receive payment until the next return
period, VAT is payable in the return period you received payment,
not in the period during which the invoice was issued.
The Less EC Purchase VAT field (located below the Total field)
only affects your reports if you engage in intra-EC trade. For more
information, see ‘EC purchases’ on page 169.
If you use this method, use the VAT Summary – Cash, VAT
Detail – Cash and VAT Return – Cash reports.
VAT Detail, VAT Detail – Cash reports
VAT Summary and VAT Summary – Cash reports
These reports total VAT transactions for each VAT code. They can
cover any date range, all VAT codes or selected VAT codes. The
VAT Summary report displays amounts payable and recoverable,
and the VAT Summary – Cash report displays amounts actually
paid and collected. An example of the VAT Summary report is
shown below.
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These reports show each transaction that has a VAT code applied
to it for the specified date range and specified VAT codes. The
reports can be filtered for one, a number, or all VAT codes. The
VAT Detail report shows amounts payable and recoverable and
the VAT Detail – Cash report shows amounts actually paid and
collected. An example of the VAT Detail – Cash report is shown
below.
MYOB Accounting/MYOB Accounting Plus v16, uk
VAT Return and VAT Return – Cash reports
These reports are designed to help you complete your VAT 100
return, which is the form you send to HM Revenue & Customs to
account for your VAT transactions.
It resembles the actual VAT 100 form and shows the amounts you
need to complete the form. The report can be filtered for any date
range you require, and includes all transactions that have a VAT
code other than those transactions assigned the N-T VAT code.
EC sales
About this information The information below is not an
in-depth guide to EC trade. For more information, please refer to
‘VAT Notice 725 The Single Market’, available from your local VAT
Business Advice Centre, or consult your accountant.
NOTE :
If your business is a UK VAT-registered company selling goods or
services to anyone in another EC member state, you will normally
charge VAT at a zero rate on the transaction if the sale is in line
with intra-EC sales rules. These rules require that customers supply
you with their VAT registration number. This does not mean that
the VAT on the transaction is ignored; it is accounted for in the
VAT Return and EC Sales reports. EC customers also account for
the VAT that would have been paid in adherence to the EC rules
and legislation applicable in the their state.
Before you can track sales made to EC customers, you need to set
up a VAT code to assign to EC sales. No VAT amount will be
tracked on the sale. The VAT rate and EC reported rate are set to
zero per cent, as you are not collecting VAT on the sale.
User Guide
This code should only be used when making a sale that conforms
to HM Revenue & Customs rules governing intra-EC sales.
If you sell items to EC customers, you also need to set up your
customer cards to report these sales in the EC Sales report.
To create a VAT code for EC sales
1 Go to the Lists menu and choose VAT Codes. A list of VAT codes
appears.
2 Click New. The VAT Code Information window appears.
3 In the VAT Code field, type a code for the EC VAT sales (for
example, ECS) and press TAB.
4 In the Description field, type a VAT code description such as
EC Sales VAT Code.
EC sales
167
5 In the VAT Type field, select VAT - EC Sales. The VAT Rate and EC
Reported Rate fields are set to zero per cent.
6 Select the linked accounts for VAT collected and paid.
7 Click OK.
Reporting carriage cost for sales to EC customers
If you need to include carriage costs for sales to EC customers in
the EC Sales report, you need to add the carriage cost as a line
item on the invoice. Do not enter them in the Carriage field.
Entries in the Carriage field do not appear on the EC Sales report.
To set up customer cards for EC sales
1 In the Card File command centre, click Cards List. The Cards List
window appears.
2 Locate an EC customer’s cards and click Edit. The Card
Information window appears.
3 If you sell items to this customer, select the EC Customer option.
Service sales If you only supply the customer with
services, do not select them as an EC customer. Service-only sales
should not appear on the EC Sales report.
NOTE :
4 Click the Selling Details tab.
5 Type the customer’s EC VAT registration number in the VAT ID
Number field. This number appears on the EC Sales report.
6 In the VAT Code field, select your EC Sales VAT code.
7 Select the Use Customer’s VAT Code option.
8 Click OK.
9 Repeat from step 2 for other EC customers.
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Reporting EC sales
MYOB Accounting has several reports that analyse sales to EC
customers and sales involving EC Sale VAT codes.
The EC Sales report needs to be completed by
UK VAT registered traders who supply goods to traders registered
for VAT in other EC Member States. MYOB Accounting's EC Sales
report is designed to help you complete this form.
EC Sales report
The report includes sales to customers who are identified as EC
customers and whose VAT IDs are entered in the VAT ID Number
field of their card. The type of VAT code used on a sale has no
effect on whether or not the sale appears on the report.
VAT Detail, VAT Summary, VAT Detail – Cash, VAT Summary –
Cash These reports show the VAT on transactions. The
transactions are grouped together by VAT code. Any report
filtered for an EC Sale VAT code will show sales created for that
code, whether marked on the customer’s card or not.
VAT Return, VAT Return – Cash reports The VAT Return is
submitted to HM Revenue & Customs and shows how much VAT
you are required to pay or entitled to reclaim.
MYOB Accounting/MYOB Accounting Plus v16, uk
EC purchases
About this information The information below is not an
in-depth guide to EC trade. For more information, please refer to
‘VAT Notice 725 The Single Market’, available from your local VAT
Business Advice Centre, or consult your accountant.
NOTE :
If your business is a UK VAT-registered company purchasing goods
or services from a company in another EC Member State, you will
not normally pay VAT on the transaction if it is in line with intra-EC
trade rules.
VAT is not paid to the supplier, but it is accounted for when
reporting VAT to HM Revenue & Customs. Note that this is done
using the VAT rules and rates for the UK, not those for the EC State
from which the goods or services are purchased.
An ‘EC Purchase’ VAT code should only be used when making a
purchase that conforms to HM Revenue & Customs rules
governing intra-EC supplies. The VAT rate is set to zero per cent, as
you are not charged VAT on the purchase. However, the amount
of VAT you would have paid had you purchased in the UK, will
appear on your VAT reports.
For example, if you purchased a standard-rated item in the UK for
£100, you would pay £17.50 VAT. If you had purchased it from an
EC supplier, and the purchase conformed to Intra-EC Trade rules,
you would pay £0.00 VAT. However, your VAT reports would have
to show the amount of VAT you would have paid if buying it in the
UK, that is, £17.50.
MYOB Accounting calculates this amount by using the percentage
you type into the EC Reported Rate field for EC Purchase VAT
codes in the VAT Code Information window. In this example, you
would create an EC Purchase VAT code with 17.5 per cent in the EC
Reported Rate field, and use this on the item’s purchase order.
User Guide
You may need to set up several EC Purchase VAT codes. Just as you
separate UK VAT codes into Standard Rate, Zero Rate, and so on,
you also need to separate EC Purchase codes in the same way. HM
Revenue & Customs rules mean that you have to report intra-EC
purchases using the VAT rate that would be applicable if the
purchase were in the UK.
In most cases, this means creating two EC Purchase VAT codes.
The first would have the EC Reported Rate set to 17.5 per cent
and be used for standard rated items. The second would have the
EC Reported Rate set to zero per cent and be used for zero rated
items. You may also need an EC Purchase VAT code with an EC
Reported Rate set to zero per cent to be used for exempt items.
To create a VAT code for EC purchases
1 Go to the Lists menu and choose VAT Codes. The VAT Codes List
window appears.
2 Click New. The VAT Code Information window appears.
3 In the VAT Code field, type a code for the EC VAT purchases (for
example, ECP) and press TAB.
4 In the Description field, type a VAT code description such as
EC Purchases VAT Code.
5 In the VAT Type field, select VAT - EC Purchases. The VAT Rate
field is set to zero per cent.
6 In the EC Reported Rate field, type the rate you would have paid
if buying in the UK.
7 Select the linked accounts for VAT collected and paid.
8 Click OK.
EC purchases
169
To set up EC suppliers
1 In the Card File command centre, click Cards List. The Cards List
window appears.
2 Locate an EC supplier’s card and click Edit. The Card Information
window appears.
A
B
3 Select the EC Supplier option.
4 Click the Buying Details tab.
5 In the VAT Code field, select the default EC VAT code for that
supplier.
A Transaction 1
The first purchase is made using a non-EC VAT code S,
rated at 17.5 per cent. Note the Total and Less EC
Purchase VAT lines have the same amounts. This is
because the S VAT code was defined as Non-EC, therefore
there are no EC Purchase VAT amounts affecting this total.
B Transaction 2
The second purchase is made using the EC Purchase VAT
code ECP. This code was created with an EC Reported
Rate of 17.5 per cent. The VAT amounts on the second
transaction have asterisks next to them to indicate that
they are notional VAT amounts, that is, they only exist for
the VAT report, and are calculated at the EC Reported
Rate for this VAT code.
6 Select the Use Supplier’s VAT Code option and click OK.
7 Repeat from step 2 for other EC suppliers.
Reporting EC purchases
The VAT Summary, VAT Summary – Cash, VAT Detail and VAT
Detail – Cash reports show the VAT on transactions, grouped
together by VAT code. Reports filtered to include an EC Purchase
VAT code will show the amount of VAT that you would have paid
had you purchased in the UK calculated using the EC Reported
Rate percentage that you entered when creating the VAT code.
These notional amounts will appear on the report with an asterisk
next to them to indicate that they are not actually payable.
The example VAT Detail report below is made up of two
transactions:
Transaction 1: A purchase of £100 from Fred's Ginger Supplies, a
UK supplier. The transaction used the Non-EC VAT code S, rated at
17.5 per cent.
Note that VAT on the second purchase in the above example appears
in the VAT Collected and VAT Paid columns. The two notional
amounts of £35 should cancel each other out on the VAT 100 form.
The Less EC Purchase VAT line below each VAT code's total
subtracts all of the notional entries created by EC purchases from
the totals, leaving you with the amounts you are actually due to
pay. You don't have to pay these amounts, only account for them
when reporting VAT to HM Revenue & Customs.
Transaction 2: A purchase of £200 from Bonjour Fournisseur, an
EC Supplier. The transaction used the EC Purchase VAT code ECP.
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VAT Return, VAT Return – Cash reports
The VAT Return report shown below is created from the
transactions used in the previous example.
A
B
C
D
E
A Description 2
The notional amount generated by the purchase made
using the EC Purchase VAT code.
B
Description 4
The notional amount generated by the purchase made
using the EC Purchase VAT code, and the amount paid to
the UK supplier on the non-EC VAT code.
C Description 5
Description 5 = Description 3 less Description 4. Description
3 and Description 4 include the notional VAT amount
from the EC Purchase transaction and cancel each other
out leaving just actual VAT payable.
D Description 7
The net amounts of all purchases regardless of VAT code.
E
The net amounts of purchases made using EC Purchase
VAT codes, in this case, the single purchase for £200.
Description 9
All calculations used to work out how much VAT you must pay or
reclaim cancel out the notional EC purchase VAT amounts.
User Guide
EC purchases
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12 Lists
Your company file consists of different types of records. For example, details of your customers are kept as customer records, details
of your accounts are kept as account records, details of recurring transactions are kept as recurring records, and so on. Individual
records of one type are grouped in a list. Your company file contains numerous lists.
Lists help you to keep track of the customers that owe you money, the items that you sell, the accounts or items being used, and so
on. Lists can be easily edited and modified to suit your requirements. For example, you can modify account and job levels to alter how
they appear in reports. You can also inactivate records you use infrequently to keep your lists up to date.
Accounts and cards of the same type can be combined into one record. For example, you may want to combine the income accounts
of two sales departments that have amalgamated, or combine the cards of two customers whose businesses have merged.
Adding a record
Lists are made up of individual records. For example, each
item in your items list is a record, as is each job in your jobs list.
You can add as many records as you want to a list.
To add a card to your cards list
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
Adding a card
2 Click New. The Card Information window appears.
When you set up your company file, you created cards for
your employees, customers and suppliers.
3 Choose the required card type: Customer, Supplier,
Employee, or Personal.
You can add any number of cards to your cards list. In addition
to customer, supplier and employee cards, you can create
personal cards for your friends and relatives.
4 Type a name for the card and press TAB.
5 Complete the relevant fields on this and other views of this
window.
173
You may want to use the following features in the Card Details
view:
z
Picture—allows you to link an image to the card. See ‘Linking a
picture to a record’ on page 259.
z
Identifiers—are useful for grouping your cards. See
‘Organising your cards’ on page 258.
z
Custom lists and fields—for recording additional information
about the card. See ‘Recording additional information about
your cards’ on page 258.
Adding an account
When you set up your company file, you reviewed your accounts
list and perhaps created some new accounts.
If your business requires additional accounts, you can add them to
your accounts list any time you want.
To add an account to your accounts list
1 Go to the Accounts command centre and click Accounts List.
The Accounts List window appears.
2 Click New. The Edit Accounts window appears.
3 In the Profile tab, select whether the account is a header account
or detail account.
z
Header accounts group related detail accounts. The balance of
the account is the sum of the balances of the grouped detail
accounts. Header accounts appear in bold type. You cannot
post a transaction to a header account.
z
Detail accounts are accounts you can post transactions to. They
are the accounts that appear in the accounts selection list in
transaction windows.
4 Select the account type from the Account Type list. The Account
Classification field changes according to the selection you make.
See ‘Setting up accounts’ on page 28 for an explanation of
account classifications.
5 Enter a number for the account in the Account Number field. You
can enter any four-digit number you like. Note that the prefix to
the account number is determined by the account classification:
1- for asset accounts, 2- for liability accounts, 3- for equity
accounts and so on.
6 Press TAB and type a name for the account. You can give an
account any name you like.
7 Click the Details tab.
8 If you want, type a brief description of the account in the
Description field.
9 In the VAT Code field, select the VAT code that you use most often
with transactions that will be posted to this account. For more
information on VAT codes and how to assign them to accounts,
see ‘Setting up VAT codes’ on page 163.
10 If you are creating a detail balance sheet account (such as an
accounts receivable account type), select an option from the
Classification for Statement of Cash Flows list.
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Classifying the accounts allows you to generate a statement of
cash flows. This report shows how your cash position has changed
over time, profit earned, where you received additional cash, and
where your cash was spent. Once accounts are classified, they are
displayed in the section of the report you specified. If you’re
unsure about which classification to use, consult your accountant
or an MYOB Certified Consultant.
11 If you enter transactions in multiple currencies, type or select the
currency for transactions that will be posted to this account in the
Currency field.
Multiple currencies preference You will need to have
indicated that you deal in multiple currencies in your preferences.
See ‘Setting up preferences’ on page 27.
NOTE :
12 If you selected Bank or Credit Card in the Account Type list in
step 4 and you want to keep a record of your bank account
number and branch details, click the Banking tab and enter your
account details. Copy this information exactly as it appears on
your bank statement or chequebook.
If you make payments using NatWest’s AutoPay service or
Barclays’ Branch-Originated BACS service (BOBS), enter your
electronic banking details in the BOBS/Autopay Account
Number and BOBS/Autopay Reference fields.
13 [Optional] If you want to set a budget:
a Click Budgets. The Prepare Budgets window appears.
Adding other records
If you want to add:
z
a payroll category, see page 98
z
a time billing activity, see page 144
z
an item, see page 124
z
a stock location page 129
z
a VAT code, see page 163
z
a recurring transaction, see page 190
z
a foreign currency, see page 154
z
a category, see page 239
z
a job, see page 239.
Adding records using Easy-Add
You can create new records easily using the Easy-Add feature.
Accounts, cards, categories, comments, custom list items, jobs,
referral sources and delivery methods can be added to your lists
when entering transactions.
To create a record using Easy-Add
Let’s assume you want to add a customer card while entering a
sale.
1 In the Sales command centre, click Enter Sales. The Sales
window appears.
b Type the budget amounts in the monthly columns.
c Click Close when you’ve finished entering the budget
amounts. For more information on budgets, see ‘Budgets’ on
page 241.
2 Type the customer’s name and press TAB. If there is no card for this
customer, the Select from List window appears.
14 Click OK when you have finished. The account you created will
now appear in your accounts list.
User Guide
Adding a record
175
3 Click Easy-Add. A new customer card is added to your cards list.
You can now complete your task with the new card.
4 Whenever you have time, go to the Card Information window
and enter the sales entry.
NOTE : Easy-Add is not available from some transaction
windows In windows such as Spend Money, the type of card
you want to create is not immediately obvious, so the Easy-Add
button is not available.
Finding a record
Records are stored and displayed in lists. For example, the Jobs
List window lists the jobs you have created, the Accounts List
window lists your accounts, and so on. As lists get longer, it can
take time to locate a record. Use the following tools to quickly find
a record.
Simply type a few characters of the card name or item name in the
Search field and press ENTER. The first matching record is
highlighted.
Tabs Some lists are divided into separate views using tabs. For
instance, the accounts list is divided by account type into eight
views (using eight tabs), making it easier for you to find an
account. For example, if you are looking for an asset account, click
the Asset tab. Within the tab, you can use the scroll bar to find the
account.
The Cards List window and Items List window
have a Search field that you can use to locate a record quickly.
Search fields
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If you have specified in the Preferences window that you want to
select items by item number and cards by card ID, enter the item
number or card ID instead.
You can use advanced search filters such
as the recontact date and identifiers to search for a single card or
a group of cards. To do this, in the Cards List window, click
Advanced. Enter the relevant filters to narrow your search. The
Cards List window will display only those cards that meet your
search criteria.
Advanced search filters
Changing a record
You can make changes to:
To change a record
z
accounts
z
cards
z
categories
z
foreign currencies (MYOB Accounting Plus only)
z
items
z
stock locations
z
jobs
z
payroll categories
3 Once you locate the record, click the zoom arrow ( ) next to it.
The record details are displayed in the Information window.
z
VAT codes
4 Make the required changes and click OK.
z
time billing activities (MYOB Accounting Plus only).
User Guide
1 Display the list to which the record belongs. For example, if you
are making changes to an account, display the Accounts List
window; if you are changing a VAT code, display the VAT Codes
List window, and so on.
2 Locate the record you want to change in the list. Use a search
method described in ‘Finding a record’ on page 176.
Changing a record
177
Inactivating or reactivating a record
If you have accounts, cards, items, stock locations, activities, or
jobs that you rarely use—for example, a card you created for a
one-off sale or purchase—inactivating them after use will remove
them from selection lists. Your list of records will be shorter and
consequently, selecting the record you need will be easier. You
can still use an inactive record in transactions by manually
entering the record name.
To inactivate (or reactivate) a record
1 Display the list to which the record belongs. You can display the
list from the appropriate menu or command centre. For example,
if you are inactivating a card, go to the Lists menu and choose
Cards, or go to the Card File command centre and click Cards
List.
2 Locate the record you want to inactivate or reactivate and click
the zoom arrow ( ) next to it. The record’s details appear. For
cards, accounts and items, select the Profile tab.
3 Select or deselect the Inactive [...] option.
Deleting a record
You can delete a record that you no longer need. However, a
record must meet certain criteria before it can be deleted. For
example, most records cannot be deleted if they have been used
in transactions.
To delete an account
1 Go to the Accounts command centre and click Accounts List.
The Accounts List window appears.
Deleting an account
2 Click the zoom arrow ( ) next to the account you want to delete.
The account details are displayed in the Edit Accounts window.
You can delete an account if it meets the following criteria:
3 Go to the Edit menu and choose Delete Account.
z
the account isn’t a level-1 account
z
the account has a zero balance
z
no journal entries used the account
z
none of your recurring templates use this account
z
the account isn’t a linked account for any transaction types
z
the account isn’t linked to any of the stock items.
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Deleting other records
z
an activity, provided that all the activity slips you’ve recorded
for it have been purged
z
a foreign currency record that has not been linked to a card.
You can only delete:
z
a card, foreign currency, VAT code, payroll category, item, stock
location or job that has not been used in a transaction. If
transactions exist, you need to delete the transactions before
you can delete the record
z
a card that has not been used in a quote, order or recurring
template
z
an item with a zero quantity in stock
z
an activity slip, provided that the time billing invoice on which
it was billed has been deleted or purged
To delete other records
1 Go to the Lists menu and choose the list to which the record
belongs. For example, if you are deleting an item, choose Items; if
you are deleting a card, choose Cards, and so on.
2 Locate the record you want to delete and click the zoom
arrow ( ) next to it. The record details appear in the Information
window.
3 Go to the Edit menu and choose Delete [...]. For example, if you
want to delete a customer card, choose Delete Card.
Combining records
In some situations you may want to combine two records. For
example, you may have records in your cards list for two suppliers
who have merged their operations. Or you may have separate
accounts for two departments whose sales figures you now want
to combine.
Combining Cards
When you combine two records, you identify one as the primary
record and the other as a secondary record. The primary record
becomes the owner of all the transaction details (transactions,
jobs, history and so on) currently linked to the secondary record
and the secondary record is deleted.
Historical reports When you view historical reports from
the previous financial year (for instance, the previous financial
year’s balance sheet), the primary account is listed showing the
combined account balance.
NOTE :
User Guide
You can combine:
z
customer cards
z
supplier cards
z
personal records.
You cannot combine:
z
cards with a different type
z
cards with different currencies
z
cards if the primary card is inactive.
Combining records
179
When cards are combined, the non-transaction card information
for the primary card—such as card name, address and buying and
selling details—is retained as the default information for the
combined card. The transaction details for the secondary card are
added to the primary card. Non-transaction information for the
secondary card is deleted.
5 Click Combine Cards.
6 In the next confirmation window, click OK to confirm you want to
combine the two cards.
Combining accounts
You can combine accounts that are:
To combine two cards
z
local currency accounts
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
z
accounts of the same account type (for example, asset and
expense accounts cannot be combined) and
2 Select the primary card.
z
detail accounts.
3 Click Combine Cards. The Combine Cards window appears.
You cannot combine:
z
header accounts
z
accounts that are linked to other accounts.
When accounts are combined, the non-transaction account
information for the primary card—such as account name,
description and bank details (for banking accounts)—is retained
as the default information for the combined account. The
transaction details and opening balance of the secondary account
are added to the primary account. Non-transaction information
for the secondary account is deleted.
The primary card appears under the Primary - Move all
transactions to list. If necessary, you can choose another primary
card from the list.
4 Select the secondary card from the Secondary - Remove all
transactions from list.
NOTE : Budgets and job budgets not combined Budgets and
job budgets for the secondary account are not added to the
budgets and job budgets of the primary account. You will have to
revise the budgets and job budgets of the primary account after
combining them.
CAUTION : The next action cannot be undone Before
continuing, check that you’ve selected the correct cards to be
combined. If you combine the wrong cards, you will have to
restore them from a backup and re-enter transactions posted to
those cards since the backup.
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To combine two accounts
1 Go to the Accounts command centre and click Accounts List.
The Accounts List window appears.
2 Select the primary account. This is the account that the secondary
account’s transaction history and opening balance will be
transferred to.
3 Click Combine Accounts. The Combine Accounts window
appears.
4 Select the secondary account from the Secondary - Remove all
transactions from list.
CAUTION : The next action cannot be undone Before
continuing, check that you’ve selected the correct accounts to be
combined. If you combine the wrong accounts, you will have to
restore them from a backup and re-enter transactions posted to
the accounts since the backup.
5 Click Combine Accounts.
6 When the next window appears, click OK to confirm you want to
combine the two accounts.
The primary account appears under the Primary - Move all
transactions to list. If necessary, you can choose another primary
account from the list.
User Guide
Combining records
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13 Transactions
A transaction is an entry that changes the balance of accounts. MYOB Accounting creates transactions when you record entries such
as sales invoices, purchase orders or stock adjustments. You can search for transactions by journal, account, card, payroll category,
invoice, purchase, category or job number. You can find transactions for a given date range, or conduct more sophisticated searches.
For example, you could look for cheques in a given date range where the memo contains specific words.
Once you have found the transaction you require, you can open the original transaction window. Here you can change, delete or
reverse the transaction—depending on how your preferences are set up. You can also recap a transaction to see the journal entries for
the transaction.
If you have transactions that need to be entered periodically, you can set up recurring transactions. You can use a recurring
transaction to:
z
store details of transactions you record regularly
z
set up due dates for payment of obligations such as rent and utilities
z
set up weekly reminders about sales and purchases, and monthly or annual reminders to record depreciation.
You can also set up MYOB Accounting to record recurring transactions automatically on their due date.
183
Finding a transaction
There are several ways to find a transaction, depending on the
information you have at hand.
To find a transaction using the Find Transactions
window
1 From any command centre, click Find Transactions.
Use the...
To find...
See
Find Transactions
window
journal entries, sales, purchases, cheques,
deposits, supplier and customer payments.
below
Sales Register
transactions relating to sales (such as open
and closed invoices), quotes, orders, credits
and returns. This search method is most
useful if you know the transaction date or
the customer’s name.
below
Purchases
Register
transactions relating to purchases (such as
open and closed purchases), quotes, orders,
debits and returns. This search method is
most useful if you know the transaction date
or the supplier’s name.
page 185
Bank Register
spend money, pay suppliers, receive
payments and receive money transactions.
page 185
2 In the Find Transactions window, click the appropriate tab—for
example, the Card tab—to search by card.
3 Filter your search using the Search By and date range fields. For
example, to search for all transactions made during January 2007,
relating to customer Acme Sales Ltd., you would make the
following selections in the Card tab view.
4 If you want to narrow your search further:
Items Register
stock item transactions for a particular date page 186
range. This includes stock adjustment, autobuild and move items transactions.
Transaction
Journal window
any transaction by source journal.
page 186
Recurring
Transactions List
window
recurring transactions. You can sort
transactions by name, type or frequency, or
search for a transaction by name, amount or
next due.
page 187
a Click Advanced. The Advanced Filters window appears.
b Type or select the additional search filters, and click OK. For
more information, see ‘Advanced filters’ on page 209.
The transactions that match your search criteria appear in the
Find Transactions window. You can view a transaction in detail
by clicking the zoom arrow ( ) next to it.
To find a transaction using the Sales Register
window
The Sales Register window lists all open and closed invoices,
quotes, orders, returns and credits.
1 Go to the Sales command centre and click Sales Register. The
Sales Register window appears.
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2 Click the tab of the sales category you would like to view, for
example, All Sales.
3 [Optional] Filter your search using the Search By and date range
fields. The transactions that match your search criteria appear in
the Sales Register window.
4 If you want to view a transaction in detail, click the zoom
arrow ( ) next to it.
To find a transaction using the Purchases Register
window
The Purchases Register window lists all open and closed
purchases, quotes, orders, returns and debits.
1 Go to the Purchases command centre and click Purchases
Register. The Purchases Register window appears.
User Guide
2 Click the tab of the type of purchase you would like to view—for
example, All Purchases.
3 [Optional] Filter your search using the Search By and date range
fields.The transactions that match your search criteria appear in
the Purchases Register window.
4 If you want to view a transaction in detail, click the zoom
arrow ( ) next to it.
To find a transaction using the Bank Register
window
You can use the Bank Register window to find spend money, pay
suppliers, receive payments and receive money transactions.
1 Go to the Banking command centre and click Bank Register. The
Bank Register window appears.
2 Select the bank, credit card or petty cash account you used for the
transaction in the Account field.
Finding a transaction
185
3 In the Dated From and To fields, enter the date range during
which the transaction was recorded. The transactions that match
your search criteria appear in the Bank Register window.
4 If you want to view a transaction in detail, click the zoom
arrow ( ) next to it.
To find a transaction using the Items Register
window
The Items Register window gives you quick access to transactions
relating to items. When the register is filtered to show a single item,
a running balance of the item’s quantities and values appears.
1 Go to the Stock Control command centre and click Items
Register. The Items Register window appears.
4 In the Dated From and To fields, enter the date range during
which the transaction was recorded. The transactions that match
your search criteria appear in the Items Register window.
.
5 If you want to view a transaction in detail, click the zoom
arrow ( ) next to it.
To find a transaction using the Transaction Journal
window
The Transaction Journal window groups all your accounting
entries into one of six journals: nominal, disbursements, receipts,
sales, purchases and stock. You can display all transactions in the
Transaction Journal window.
2 In the Search By field, select whether you want to view
transactions for all items or a single item.
1 Click Transaction Journal from any command centre (except
Card File). The Transaction Journal window appears.
3 If you selected Item at step 2, type or select the item number in
the adjacent field.
2 Click the appropriate tab—for example, the Sales tab to find a sales
invoice, the Disbursements tab to find a payment, and so on.
3 In the Dated From and To fields, enter the date range during
which the transaction was recorded.
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All transactions between (and including) these dates will be listed.
To find a recurring transaction
1 Go to the Lists menu and choose Recurring Transactions. The
Recurring Transactions List window appears.
4 If you want to search for a range of journal ID numbers, enter the
range in the ID From and To fields. All transactions with IDs
between (and including) these numbers will be listed.
5 If you want to view a transaction in detail, click the zoom
arrow ( ) next to it.
2 Locate the recurring transaction. You can:
z
sort the transactions by name, type or frequency
z
search for a transaction by name, amount or due date.
For more information on changing the details of a recurring
transaction, see ‘Recurring transactions’ on page 190.
Changing or deleting a transaction
If you are part way through entering a transaction, you can erase
it and start again by choosing Erase [...] from the Edit menu.
Sometimes, however, you may need to make changes to or delete
a transaction you have already recorded. A transaction can be
changed or deleted only if it is changeable. A changeable
transaction has a white zoom arrow ( ) next to it.
User Guide
To check if transactions are changeable, make sure the
Transactions CAN’T be Changed; They Must be Reversed
option is deselected on the Security tab view of the Preferences
window. Note that when you install MYOB Accounting, this
preference is not selected.
Changing or deleting a transaction
187
If you want to maintain a strict audit trail, you should consider
making transactions unchangeable. You can select this preference
at any time. An unchangeable transaction is identified by a grey
zoom arrow ( ) next to it.
If you applied a supplier debit towards a purchase, you must
delete the debit before you can delete the purchase. A credit note
applied to a sale must also be deleted before the sale can be
deleted.
If you make your transactions unchangeable, you need to reverse
a transaction to cancel its effect on your accounts—see ‘Reversing
a transaction’ on page 189.
Group receipts in the undeposited fund transactions account If
you want to delete an individual receipt that was recorded as part
of a bank deposit of receipts grouped in the undeposited funds
account, you must first delete the bank deposit. When you delete
a bank deposit, all the cash receipts included in the bank deposit
are returned to the Prepare Bank Deposit window. You can then
delete the required receipt from this window.
Changing a transaction
Before changing a transaction, note the following.
You cannot change a
customer payment, supplier payment, paycheque, refund cheque
or a bank deposit once it has been recorded. You can only delete
or reverse these transactions. For more information, see
‘Reversing a transaction’ on page 189.
Some transactions cannot be changed
To change a transaction
1 Find and display the transaction in its original transaction window.
See ‘Finding a transaction’ on page 184.
2 Make the necessary changes to the transaction and then click OK.
Deleting a transaction
When you delete a transaction, it is permanently removed from
your records. Note the following when deleting a transaction:
If you delete a reconciled transaction,
your bank reconciliation will be out of balance. Reconciled
transactions should be reversed—see ‘Reversing a transaction’ on
page 189.
Reconciled transactions
Insufficient on-hand stock You cannot delete a purchase if it will
result in a negative on-hand stock count.
To delete a transaction
1 Find and display the transaction in its original transaction window.
See ‘Finding a transaction’ on page 184 for instructions.
2 Go to the Edit menu and choose Delete [...]. For example, if you
want to delete a sale, choose Delete Sale. The transaction will be
removed permanently from your records.
Sales and purchases You can only delete a sale or purchase that
does not have a payment applied to it. If you have recorded a
payment for a sale or purchase, you must first delete the payment
and then delete the transaction. Any discounts that have been
given must also be deleted before the transaction can be deleted.
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Reversing a transaction
If your accountant wants you to maintain a strict record of all your
accounting entries, you should reverse a transaction rather than
change or delete it.
z
A reversal transaction is a new transaction that replicates the
original transaction, but with debit amounts shown as credit
amounts and vice versa. After posting a reversal transaction, you
have two transactions (the original and the reversal), but the
account balances appear as if the original transaction was never
posted.
Note that if an early payment
discount was applied to a sale or purchase, you also need to
reverse the discount. For more information about how to find a
transaction, see ‘Finding a transaction’ on page 184.
A reversal transaction is automatically posted to the same account
for the same amount as the original transaction. You cannot
change the amount or account of a reversal transaction.
Before you can reverse a transaction
You can only reverse a transaction if it is unchangeable. An
unchangeable transaction is identified by a grey zoom arrow ( )
next to it. To make your transactions unchangeable, select the
Transactions CAN'T be Changed; They Must be Reversed
preference on the Security tab view of the Preferences window.
You can change this preference at any time.
Note the following when reversing a transaction:
When you
reverse a transaction, be aware of the transaction date you enter:
Reversing a transaction can affect closed periods
z
If you use the current date when you reverse a transaction from
a prior month, the month-end financials for the prior month
will not reflect the reversal transaction.
User Guide
If you use the original date for the reversal transaction, your
prior month’s financials should be reprinted because they will
have changed.
Customer and vendor payments
Negative inventory You cannot reverse a purchase that will
result in a negative on-hand inventory count.
To reverse a transaction
1 Display the transaction you want to reverse. See ‘Finding a
transaction’ on page 184 for instructions.
2 Go to the Edit menu and choose Reverse [...]. For example, if you
want to reverse a sale, choose Reverse Sale. A new transaction
containing corresponding negative amounts to that of the
original transaction will appear.
3 If you want, alter the date and memo. Note that you can’t change
the accounts and amounts.
Recap transaction Before you record this transaction,
you can use the recap transaction feature to view the journal
entries that will be created when the transaction is recorded. To
recap, choose Recap Transaction from the Edit menu.
NOTE :
4 Click Record Reversal to record the reversal transaction. The
transaction is reversed and all account balances are returned to
their previous levels.
Reversing a transaction
189
Recurring transactions
If you have transactions that you record time and time again—for
example, a rent cheque or depreciation expenses—you can set
them up as recurring transactions and save them for future use.
After setting up a recurring transaction, you can specify that it is
recorded automatically if the transaction details are the same each
time—such as a rent payment. Or you can find the appropriate
one each time you need to record a transaction, alter the details if
required (for example, if you make regular sales to a customer and
vary the items), and record the transaction.
you want to schedule it. For example, you can schedule your car
payments monthly, for the next 22 months.
1 Enter the transaction details in a transaction window—such as the
Sales window if you make regular sales to a customer.
2 Click Save as Recurring (instead of clicking Record). The Edit
Recurring Schedule window appears.
You can make the following transactions recurring: sales,
purchases, cheques, deposits and nominal journal entries.
Setting up recurring transactions
You can create a recurring transaction in a transaction window, or
copy an existing recurring transaction to create a new one. Later
on, you can change details of a recurring transaction, or delete
one if it is no longer used.
If you want to ...
See
Create a recurring transaction
below
Create a recurring transaction from an existing entry
page 192
Edit a recurring transaction
page 192
Delete a recurring transaction
page 193
To create a recurring transaction
When you save a transaction as recurring, you can specify how
often you want the transaction to be recorded, and for how long
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Transactions
3 In the Recurring Transaction Name field, type a name to identify
the transaction.
Schedule the transaction
4 Select the transaction frequency from the Frequency list.
5 In the Starting on field, type the date the transaction is first due.
NOTE : Pre-dated recurring transactions You can save a
recurring transaction with a start date prior to the system date,
provided the date entered is within the current financial year and
is not in a locked period.
MYOB Accounting/MYOB Accounting Plus v16, uk
6 Indicate how long you want the recurring transaction to continue.
Click:
z
Continue indefinitely to schedule the transaction for an
unlimited period.
z
Continue until this date to schedule the transaction until a set
date. Type the date in the adjacent field.
z
Perform this No. of times to schedule the transaction for a set
number of times. Type the number of times in the adjacent
field.
Choose alert options
In the Alerts section of the window, you can set a reminder to
record the transaction or set it to automatically record the
transaction and receive a notification when the transaction is
recorded.
Note that if you entered a pre-dated recurring transaction and
you set a reminder date, the transaction will display as overdue on
the To Do List. Pre-dated recurring transactions cannot be set to
record automatically.
7 If you want to set a reminder:
a Click Remind.
b Select a reminder option from the to record this transaction
list.
c If you selected # days in advance, enter the number of days in
the adjacent field.
User Guide
d Select the user to be reminded from the adjacent list.
e Continue with step 9 below.
8 If you a recurring transaction to record automatically:
a Click Automatically record this transaction when due and
notify.
b Select the user who needs to be notified from the adjacent list.
Specify the transaction Identification Number
9 In the Transaction section of the window, specify how you want
the transaction ID number to be created:
z
If you want the transaction ID number to be one greater than
the previous transaction ID, click Use the next sequential
number as the [...] No.
z
If you want to enter a transaction ID, click Use the following as
the [...] No., then type the transaction ID in the adjacent field.
10 If you want to save your changes to the recurring transaction each
time it is recorded, select the Save my changes when I record
this recurring transaction option.
11 Click Save. The transaction window reappears.
12 Click Cancel to close the transaction window.
The new recurring transaction will now appear in the Recurring
Transactions List window. See ‘To find a recurring transaction’ on
page 187.
Recurring transactions
191
To create a recurring transaction from an existing
entry
You can create a recurring transaction by copying an existing
recurring transaction entry, then customising the details for the
new one.
6 Click Save.
If you selected...
then...
One card in the Select
from List window
•
The transaction window for the new recurring
transaction appears.
•
You can edit the transaction details if required.
•
Click Save. The Recurring Transactions List
window appears.
•
The Recurring Transactions List window lists all
your recurring transactions. Each new
transaction has a unique name—the original
name suffixed by the name of the relevant card.
•
To change transaction details for a new
transaction: select it and click Edit, make the
changes in the transaction window and click
Save. The Recurring Transactions List window
appears.
1 Go to the Lists menu and choose Recurring Transactions. The
Recurring Transactions List window appears.
2 Select the recurring transaction you want to copy and click Create
Copy. The Create Copy window appears.
3 In the Card field, click the search icon (
).
The Select from List window appears listing only card types
relevant to the type of recurring transaction you are copying. For
example, a purchase transaction can only be applied to your
supplier cards.
4 Select the card you want to create a copy for:
z
z
if you want to select all the cards listed, click the select icon (
in Windows and
in Mac)
if you only want to select some cards, click in the select column
next to each card required.
5 Click OK when you’ve finished selecting from the list. The Create
Copy window reappears.
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More than one card in
the Select from List
window
7 If you need to change the schedule details (including the name) of
a new recurring transaction:
a Select the recurring transaction.
b Click Edit Schedule.
c Make the changes in the Edit Recurring Schedule window.
d Click Save.
8 Click Close.
To edit a recurring transaction
You can edit the details of a recurring transaction (such as the
check details of a Spend Money transaction) and update the
transaction schedule.
1 Go to the Lists menu and choose Recurring Transactions. The
Recurring Transactions List window appears.
MYOB Accounting/MYOB Accounting Plus v16, uk
2 To change the recurring transaction details:
a Select the recurring transaction you want to change and click
Edit. The transaction window appears.
b Make the necessary changes.
c Click Save.
3 To change the schedule of the recurring transaction:
a Select the recurring transaction and click Edit Schedule. The
Edit Recurring Schedule window appears.
b Change the scheduling details of the transaction as required.
c Click Save.
4 Click Close.
To delete a recurring transaction
Deleting a recurring transaction only removes it from your list of
recurring transactions. Recurring transactions recorded previously
are not affected.
If you use the reminders option, you can record a recurring
transaction from the Reminders window. For more information,
see ‘Responding to reminders for recurring transactions’ on
page 194.
You can also record a recurring transaction from the Recurring
Transactions List window by going to the Lists menu and
choosing Recurring Transactions.
To record a recurring transaction from a
transaction window
1 Display the transaction window for the type of recurring
transaction you want to use. For example, for a recurring
purchase transaction, open the Purchases window.
2 Click Use Recurring. The Select a Recurring Transaction
window appears listing only recurring transactions for this type of
transaction.
1 Go to the Lists menu and choose Recurring Transactions. The
Recurring Transactions List window appears.
2 Select the recurring transaction you want to delete and click
Delete. A message appears.
3 Click OK to delete the recurring transaction.
Recording recurring transactions
For recurring transactions that are not set up to record
automatically, you can:
z
record a single recurring transaction from a transaction
window—see below
z
record multiple transactions at the same time—see page 194.
User Guide
3 Choose the required transaction from the list and then click
Select. The transaction appears.
4 Verify the date, amount, account and other details and make any
necessary changes.
5 Click Record.
Recurring transactions
193
To record multiple recurring transactions
1 From any command centre, click To Do List. The To Do List
window appears.
company file. When a recurring transaction is due (or overdue),
the Reminders window appears.
2 Click the appropriate tab—Recurring Sales, Recurring
Purchases or Recurring Transactions (for all other recurring
transactions).
In the list of transactions that appears, you can click the zoom
arrow ( ) next to the transaction to view it in detail.
3 Click in the select column ( in Windows and
any recurring transactions you want to process.
in Mac) next to
The options available in this window depend on the status of the
highlighted recurring transaction (if more than one is showing).
For example, if the highlighted transaction has a due date of
today or is overdue, the Remind Tomorrow and Remind When
Due buttons are not available.
To respond to the Reminders window
1 In the Reminders window, choose the required option.
4 Click Record. A window appears, requiring you to enter a date for
the selected transactions. This is the date that the transactions will
be recorded in your journals.
5 Enter a date and click OK.
Responding to reminders for recurring
transactions
You can use MYOB Accounting to remind you on or before the
scheduled date of a recurring transaction—as shown in ‘Choose
alert options’ on page 191. If you use this option, MYOB
Accounting checks the reminder dates each time you open your
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Chapter 13
Transactions
Click
If ...
Skip This Period
You don’t want to record the transaction this period.
The reminder is removed from the list.
Remind Tomorrow
You don’t want to record the transaction today, but
want to be reminded tomorrow.
Remind When Due
You don’t want to record the transaction today, but
want to be reminded when the transaction is next
due.
Record
You want to record the transaction now.
2 Click Close. The Reminders window will appear next time you
open the company file.
MYOB Accounting/MYOB Accounting Plus v16, uk
14 Printing and customising reports
You can use MYOB Accounting to monitor your business with over 100 reports. If these do not entirely meet your needs, you can
design custom reports with the information and appearance you want, then save these custom reports as templates to reuse when
required.
When reporting, select a subset of data (for example, a list of all open invoices) by specifying report criteria.
You can print, email or fax reports, output them to various file formats or export them to other software for further modifications.
Quick start
™ Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
A
B
C
D
E
F
G
195
A
Click a tab to view the reports associated with that tab. Click the
Custom tab to view your custom reports.
B
Select a report and click View Sample to display a report sample.
C
Click Print to print the selected report.
D
Click Send To to send the selected report by fax or email, to save the
report to disk as a PDF file, HTML file or text file, or to open the report
in Microsoft Excel.
E
Click Customise to choose the information you want to appear on
the selected report and how you want that information to appear.
F
Read a short description of the report you have selected here.
G
Click Display to view an on-screen version of the selected report.
Producing reports
Once you have chosen a report and have customised it, you’re
ready to see the finished product. See:
5 When you have customised the report as required, click Display.
The Report Display window reappears.
z
To display and print reports (see below)
6 Select Print Preview from the View list in the report toolbar.
z
To save reports as files (below)
z
To send reports by email (see page 197)
z
To send reports by fax (see page 197)
7 If you want to save the new report layout as a custom report, click
Save As. This new format will be available from the Custom tab of
the Index to Reports window.
z
To view reports in Microsoft Excel (see page 198).
8 Click Print.
To display and print reports
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
To save reports as files
You can save reports in various file formats so that they can be
viewed and edited in other software.
2 Select the report you want to display or print and click Display.
The Report Display window appears.
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
3 If you want to reposition or resize columns:
2 Select the report you want to save.
a Select Screen Report in the View field.
b To reposition a column, position the cursor over the column
header until the cursor changes to the hand icon ( ), then
drag the column header to a new position.
c To change the width of a column, position the cursor over the
icon of a column header ( ) and then drag it to change the
column’s width. Only columns that have this icon can be
resized.
4 If you want to limit the data that will be printed or refine the
appearance of the report, click Customise. For more information,
see ‘Customising reports’ on page 200.
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3 If you want to limit the data that will be printed or refine the
appearance of the report, click Customise. For more information,
see ‘Customising reports’ on page 200.
4 Click Send To and choose one of the following file formats:
z
PDF (Portable Document Format). If you save a report as a
PDF file, the person who receives the report must have
software, such as Adobe Reader, that is capable of opening a
PDF file.
z
HTML When you save a report in HTML (HyperText Markup
Language) format, the report can be viewed in web browsers
such as Microsoft Internet Explorer.
MYOB Accounting/MYOB Accounting Plus v16, uk
z
z
z
Tab-Delimited Text File. When you save a report in
tab-delimited text file format, fields in the report are separated
by tab spaces. Tab-delimited text files can be opened by most
word processing and spreadsheet software.
4 Click Send To and choose Email. The Email window appears.
Comma-Separated Text File. When you save a report in
comma-separated text file format, fields in the report are
separated by commas. Comma-separated text files can be
opened by most word processing and spreadsheet software.
6 If necessary, add or change the email address.
Simple Text File. When you save a report in simple text
format, fields are separated by spaces so the appearance of the
report is as similar as possible to a printed version of the report.
Simple text files can be opened by most word processing and
spreadsheet software.
5 In the Save As window, enter a name and select a location for the
file and click Save.
To send reports by email
When you send a report by email, the report is saved as a PDF file
and attached to the body of the email message. Your recipient
needs a PDF file viewer, such as Adobe Reader, to view the report.
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Select the report you want to send.
3 If you want to limit the data that will be printed or refine the
appearance of the report, click Customise. For more information,
see ‘Customising reports’ on page 200.
User Guide
5 In the Name field, type or select the individual or organisation you
want to send the report to.
7 Enter the subject and message of the email.
8 Click Send. The email is sent to your email software’s outbox with
the report attached as a PDF file.
9 Send the email and attachment from your email software as you
normally would.
To send reports by fax
If you have fax software installed on your computer you can send
your reports by fax. Windows 2000 and Windows XP include fax
software; for more information, see Windows Help.
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Select the report you want to fax.
3 To limit the data that will appear in the report, click Customise
and specify the data you want. For more information, see
‘Customising reports’ on page 200.
4 Click Send To and choose Fax.
5 Use your fax software to send the fax as you normally would.
Producing reports
197
To view reports in Microsoft Excel
You must have Microsoft Excel installed on your computer.
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Select the required report.
3 If you want to limit the data that will be printed or refine the
appearance of the report, click Customise. For more information,
see ‘Customising reports’ on page 200.
4 Click Send To and choose Excel. Microsoft Excel starts and the
selected report appears.
NOTE : Viewing saved reports in Microsoft Excel You can also
open reports in Excel that you have saved as tab-delimited files,
comma-separated files or unformatted text files.
Printing report batches
A report batch is a group of reports that can be printed all at once.
For example, you may want to create a report batch that contains
all your regular monthly financial statements.
Single-user access required If you share your company
file on a network, you should note that this task requires singleuser access. For more information, see ‘Single-user file locking for
special tasks’ on page 279.
NOTE :
To create a report batch
NOTE : Reports excluded from batches Some reports, such as
the Reconciliation report, can’t be added to report batches
because you need to specify information to be printed each time
you want to print the report. Saved custom reports are also
excluded.
1 Go to the Reports menu and choose Report Batches. The Report
Batches window appears.
2 Click New. All the reports that can be batched appear.
3 Enter a name for the batch.
4 Click each report you want to include in the batch. To remove a
report from the batch, click the report name a second time. A
check mark appears to the left of each selected report.
5 Click OK. The Report Batches window reappears with the name
of the new batch displayed in the list.
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To print a report batch
1 Go to the Reports menu and choose Report Batches. The Report
Batches window appears.
To change a report batch
1 Go to the Reports menu and choose Report Batches. The Report
Batches window appears.
2 Select the name of the batch you want to change and click Edit.
The New/Edit Batch window appears.
3 If you want to, you can change the batch name and which reports
are included in the batch. (Click a report to select or deselect it.)
4 Click OK to save your changes.
To delete a report batch
1 Go to the Reports menu and choose Report Batches. The Report
Batches window appears.
2 Select the name of the batch you want to delete.
3 Go to the Edit menu and choose Delete Batch.
2 Select the required period from the Period list.
You can choose any of the months or quarters in the current
financial year, or you can choose to print information for the
entire year to date.
Your selection in the Period list affects different types of reports in
different ways. For example, if you choose January, activity reports
will show job activity information from January 1 to January 31
and balance sheet reports will show information as of January 31.
3 Select the report batch you want to print and click Print. Each
report in the batch is printed.
User Guide
Printing report batches
199
Customising reports
To filter reports in the Report Display window
You can customise a report, print it immediately and then revert
the report to the original settings. Alternatively, if you want to
retain a report’s modifications, you can save it. When you save a
customised report, it appears in the Custom view of the Index to
Reports window.
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
Follow the steps below to customise a report.
3 Click Display. The Report Display window appears.
Step
Action
See
1
Select the data to be printed
below
2
Complete the required fields
page 201
3
Select finishing options
page 201
4
Change the report format
page 202
5
Print the report
page 203
6
Save the report
page 203
2 Select the report you want to customise.
4 Filter the report using the toolbar that appears in the top section
of the Report Display window. (Note: Some reports do not have
selection options.)
5 Click Redisplay. The report is refreshed with the new filtering
options applied. To make further filtering selections, see ‘To filter
reports in the Report Customisation window’ below.
To filter reports in the Report Customisation
window
Step 1: Select the data to be printed
You can filter the amount of information that appears in your
reports by choosing specific categories or ranges of data to be
included in a report. For example, if you want to print a Customer
Payments (Closed Invoices) report for a customer for the
months May to July, you can use filters to select just that customer
and just those months.
You can filter the information shown in a report from either the
Report Customisation window or the Report Display window.
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1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Select the report you want to customise.
3 Click Customise. The Report Customisation window appears.
The customisation options that appear depend on the report
being customised.
The example below shows the options available for the Closed
Invoices report (which is one of the Sales reports).
MYOB Accounting/MYOB Accounting Plus v16, uk
1 Click the Report Fields tab.
A
A
B
A
B
The top section of the window enables you to limit the report to:
•
a particular customer, supplier or employee
•
records with particular values in custom lists.
B
A
Fields in the Available Fields column are those that are available for
the selected report. To include a field in a new report, mark the field
by clicking in the select column (
in Windows and
in Mac).
This adds the field name to the Selected Fields column.
B
Fields in the Selected Fields column are those that will be printed
on the selected report. From the top down, the sequence of fields in
this column is in the order the fields will appear in the report. The
first field will appear as the left most column of the report, the
second field will appear in the next column to the right, and so on.
The bottom section has three tabs—Advanced Filters, Report Fields
and Finishing.
The Advanced Filters tab lets you specify further limits on the data
displayed (such as limiting records to those within a date range). The
other two tabs are described later (see ‘Step 2: Specify the required
fields’ below and ‘Step 3: Select finishing options’ below).
4 Refine your search criterion in the Advanced Filters tab and then
continue with ‘Step 2: Specify the required fields’ below.
If you want to change the order in which the fields are printed,
display the report and choose Screen Report from the View list.
You can then drag the column headers to new positions. See ‘To
display and print reports’ on page 196.
Step 2: Specify the required fields
In the Report Fields tab of the Report Customisation window,
you can choose the fields to include on the report. For example, if
you want to print the name of the salesperson in a sales report,
you can add the salesperson field.
2 Select the fields you want to appear on the report.
Step 3: Select finishing options
The Finishing tab in the Report Customisation window provides
a number of miscellaneous options, such as what default text to
add to the report, whether you want the report added to the
Reports menu, and so on. These options vary depending on
which report you select.
User Guide
Customising reports
201
To select finishing options
1 Click the Finishing tab.
2 If you want to add the customised report to the Reports menu so
that you can reuse these customised settings, select the Add to
Reports Menu option.
1 Click Format in the Report Customisation window. The Report
Format window appears.
A
3 If you are on a network and want to prevent data from being
changed when the report is being generated, select the Prevent
Data Changes During Report Generation option. Note that this
will prevent other users from recording transactions or making
other changes in the company file while the report is being
printed.
C
D
4 Make any other entries or selections that apply to the report and
then continue with ‘Step 4: Change the report format’ below.
B
Step 4: Change the report format
You can modify the look of the report by choosing different font
styles, sizes, colours, alignments and effects, and by changing the
report’s page margins.
A
Make a selection in the Report Line field to choose the section of the
report you want to customise, and then change the formats as required.
B
If you have formatted a report and want to change it back to its original
format, click Default.
C
The right side of the Report Format window shows a preview of the
currently selected report section.
D
To change the report’s margins, make entries in the margin fields.
2 When you have finished formatting the report, click OK and then
continue with ‘Step 5: Print the report’ on page 203.
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Step 5: Print the report
1 Click Display to display the report.
2 If you want to see how the report will look when printed, select
Print Preview from the View field.
3 To print the report, click Print.
Changing the default fonts
Every report is assigned default fonts. You can change these
default fonts if you want your reports to have a different
appearance.
1 Go to the File menu and choose Default Fonts. The Default Font
Selection window appears.
Step 6: Save the report
2 Click Reports. The Report Format - All Reports window appears.
If you plan to use a report’s design and format again in the future,
you can customise the report once, save the changes and then
re-use the report whenever you want. Once saved, you can access
your custom report from the Custom tab in the Index to Reports
window.
3 Choose the font style and size for the printed characters on your
reports. The sample box previews the appearance of your choices.
4 Click OK when you have finished.
Changing the default fonts will not affect the fonts on
any custom report.
NOTE :
1 With the report displayed, click Save As. The Save As window
appears.
2 Enter a name and a brief description of the custom report and
click OK. The Report Display window appears.
3 Click Close. The Index to Reports window appears.
Note that the report you have just saved is now listed on the
Custom tab. You can run the report again by selecting it from the
Custom tab.
User Guide
Customising reports
203
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15 Forms
You can print all the standard business documents you send to customers, employees and suppliers: quotations, order confirmations,
invoices, packing slips, delivery labels, statements, purchase orders, cheques, receipts, remittance advice, pay slips and mailing labels.
In your MYOB accounting software, you can print forms individually as you complete a transaction (for example, an invoice for a cash
sale) or print batches of forms (for example, a monthly cheque run for supplier payments). When printing batches, choose which
forms to print by applying selection criteria. For example, you can choose to print statements only if the balance of the customer’s
account is not zero.
You can also print forms onto stationery with a preprinted logo and contact details or use plain stationery and include your business
name and contact details. If you already have preprinted stationery, you can still customise the appearance of your forms. Invoices
and statements are those most commonly customised, but cheques, purchase orders and labels can also be customised. You can
change the size of the form, print multiple forms on a single page, change fonts, move fields, create text labels, and add your own
logos and graphics. You can also create multiple forms of one type, for example, one invoice with your logo and another without it.
Note that your forms are stored in their own Forms folder within your software’s installation folder. This allows you to share forms
among your company files and easily transfer them from one computer to another.
205
Finding forms
Forms can be accessed through the relevant functions in each
command centre. For example, remittance advices are accessible
through the Print/Email Remittance Advices function in the
Purchases command centre, etc.
z
To find forms
1 Go to the appropriate command centre, for example, Sales for
invoices.
2 Find the type of form you want and click the relevant command
centre function—see the following tables.
z
Banking command centre
Type of form
z
206
z
Type of form
Command centre function
Purchases (item, service and
professional)
Print/Email Purchase Orders
Cheques (payable)
Print Cheques
Remittance Advices
Print/Email Remittance Advices
Payroll command centre
Type of form
Command centre function
Paycheques
Print Paycheques
Command centre function
Cheques
Print Cheques
Receipts
Print Receipts
Remittance Advices
Print/Email Remittance Advices
Sales command centre
Type of form
Command centre function
Sales
Print/Email Invoices
Packing slips
Print/Email Invoices
Labels
Print/Email Invoices
Statements
Print/Email Statements
Receipts
Print Receipts
Chapter 15
Purchases command centre
Forms
z
Card File command centre
Type of form
Command centre function
Mailing labels
Print Mailing Labels
Personalised letters
Create Personalised Letters
MYOB Accounting/MYOB Accounting Plus v16, uk
Sending forms
You can send forms when you record a transaction, or later, as a
batch.
z
Sales—select either To be Emailed, To be Printed or To be
Printed and Emailed from the Invoice Delivery Status field in
the Sales window.
z
Purchases—select either To be Emailed, To be Printed or To
be Printed and Emailed from the Purchase Del. Status field in
the Purchases window.
z
Remittance Advices—select either To be Emailed, To be
Printed or To be Printed and Emailed from the Remittance
Advice Delivery Status field in the Spend Money, Settle
Returns & Credits or Pay Bills windows.
Sending forms immediately
You can print, email or fax forms when you record transactions in
the Sales and Purchases window.
You can also print or email remittance advices or cheques when
you record transactions in the Spend Money, Pay Bills or Settle
Returns & Credits window.
Sending forms in a batch
You can print and email sales, purchase and remittance advices in
a batch, and send these to your customers and suppliers. You can
do this from the following windows.
User Guide
After you have completed a number of transactions, say, the day’s
invoices, you can print or email the transactions in a batch. See:
z
‘To print forms’ on page 208
z
‘To email forms’ on page 208.
Sending forms
207
To print forms
1 Click on the command centre function for the forms you want to
print. For example, if you want to print a sales invoice, go to the
Sales command centre and click Print/Email Invoices. The
Review Sales Before Delivery window appears.
2 Click the To Be Printed tab.
7 If you want to filter the transaction information or change the
type of stationery the forms will be printed on, click Advanced
Filters. For more information, see ‘Advanced filters’ on page 209.
8 Click Print.
To email forms
1 Click on the command centre function for the forms you want to
print. For example, if you want to email a remittance advice, go to
the Purchases command centre and click Print/Email
Remittance Advices. The Review [...] Before Delivery window
appears.
2 Click the To Be Emailed tab.
3 Make a selection in the [...] Type field. For example, if you want to
print item invoices, select Item.
4 Click in the select column ( in Windows and
in Mac) next to
a transaction you want to be printed. If you want to print all the
transactions, click the icon in the heading of the select column.
5 If you want to view the transaction details, click the zoom arrow
( ) next to the transaction.
6 Enter the number of copies you want to print in the Print [...]
Copies field. If you also want to print packing slips or mailing
labels, enter the number of copies in the Packing Slips and
Labels fields.
3 Make a selection in the [...] Type field. For example, if you want to
email a remittance advice to a supplier, select Pay Suppliers.
4 Click in the select column ( in Windows and
in Mac) next to
the transaction you want to be emailed. If you want to email all
the forms, click the icon in the heading of the select column.
5 If you want to view the transaction details, click the zoom arrow
( ) next to the transaction.
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6 If you want to change a recipient’s email address, highlight their
name and click the down arrow next to the Email Address field
and select another address from the card. Alternatively, enter the
address in the Email Address field.
7 Enter a subject title and message or accept the default title and
message. If you want to change the default title and message,
click Email Defaults.
8 If you want to change the type of information you are going to
email or the type of stationery it will appear on, click Advanced
Filters. For more information, see ‘Advanced filters’ below.
9 Click Send Email.
3 If you want to filter the forms, enter a date range or reference
number range (for example, cheque numbers) in the middle
section of the window.
Select the stationery
4 In the Selected Form for [...] field, select the stationery you want
to use when you print or email your forms.
Several stationery choices are available, depending on the type of
form you are currently working with.
Preprinted
Select the preprinted stationery if you want to print on paper
that already contains lines, columns and headings.The
preprinted stationery is designed to match most commonly
used forms provided by third-party forms suppliers. Note that
this type of stationery is not suitable for emailing forms.
Plain-paper
Select plain-paper stationery if you want to print on blank
paper. Lines, columns and headings are automatically printed
with the form’s information.
Customised
Select any customised stationery forms if you want to print a
form you have already customised. See ‘Customising forms’
on page 210 for more information about customising forms.
Advanced filters
You can filter the amount of information and change the
stationery you use when you print or email a form. You can do this
in the Advance Filters window.
1 Click Advance Filters in the Review [...] Before Delivery window.
Select the transactions
2 In the top section of the Advanced Filters window, select the
forms you want to print or email.
User Guide
5 When you have finished making your selections in the Advanced
Filters window, click OK.
Sending forms
209
Customising forms
You can change the look and content of printed cheques,
remittance advices, invoices, pay slips, packing slips, labels,
statements, bills and mailing labels. You can also change the size
of a form, add text labels, draw lines and boxes, paste graphics on
the form, move fields, change the size of fields, and more. Then
you can save your customised stationery so that you can select it
when you print or email the form.
Step 1: Display the form
1 Go to the Setup menu, choose Customise Forms and choose the
type of form you want to customise. The Customise Forms
window appears.
2 Select the form you want to customise in the Form to Customise
field and click Customise. The Customise [...] window appears.
If more than one user is accessing a company file, you should:
z
Create custom forms in the Forms folder on the host computer
on which the company file is stored
z
Copy any custom forms from the host computer to the Forms
folder on each workstation that accesses the company file.
B
C
D
A
Back up forms stationery Back up the Forms folder
before customising any forms so you can always revert to the
originals.
CAUTION :
Complete the following steps to create, save and print your
customised forms.
Step
Task
See
1
Display the form
below
2
Set up form properties
page 211
3
Adding and editing elements
page 211
4
Preview the customised form
page 211
5
Save the customised form
page 211
6
Print the customised form
page 212
A
Tool palette
The tool palette provides you with customisation tools.
B
Preview button
Click Preview to view your form on screen.
C
Layout
Select the required layout for a cheque stub. Note that
this is only displayed if you are customising a cheque.
D Data fields
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Data fields contain system-generated information.
NOTE : Cheques have two parts A cheque form has two parts:
the cheque itself and the stub. You customise the cheque and the
stub separately. In the cheque Customise window, select the
appropriate stub layout in the Layout field. For example, the
Regular layout is assigned to cheques recorded in the Spend
Money window and the Payable layout is assigned to cheques
recorded in the Pay Suppliers window.
MYOB Accounting/MYOB Accounting Plus v16, uk
Step 2: Set up form properties
1 Click the form properties (
Customise [...] window.
) button in the tool palette of the
The Forms Properties window displays two tabs: the Layout tab
and the Options tab.
2 In the Layout tab:
a Specify the number of forms you want to print per page.
b Select the required type of paper from the Paper list.
Step 3: Adding and editing elements
Add, remove or edit elements—such as text, graphics and
lines—according to your needs. For more information, see
‘Adding and editing graphic elements’ on page 213.
Step 4: Preview the customised form
At any time during the customisation process, you can display a
preview of your work.
1 Click the preview button in the tool palette of the Customise [...]
window.
c Enter the margins for the page.
d Specify the width and length of the form (not the paper) in the
Form Size fields. For example, if you are printing four cheques
per A4 page, enter the width and length of a single cheque, not
the width and length of the A4 page.
3 In the Options tab:
a Specify the grid options for the form, such as whether to
display a grid, the size of the grid and whether to use the
snap-to-grid feature for aligning fields.
b Specify the background for the form by clicking Insert
Background and selecting the image file to use as the form’s
background.
c If you have chosen a background image, specify where the
image is to be displayed on the form.
4 Click OK.
The form is displayed in the Print Preview window.
2 If you want to view the form in more detail, alter the default value
(75%) in the Zoom field and press TAB.
3 If you want to check your current printer and page settings, click
Print Setup.
4 When you have finished previewing the form, click Close in the
Print Preview window.
Step 5: Save the customised form
When you are satisfied with the changes you have made to the
form, you should save the customised form.
If you have modified a custom form you created previously, click
Save Form.
If you want to create a new custom form stationery that contains
the changes you have made, click Save Form As. The Save As
window appears. Enter a name and a brief description for the new
layout and click OK.
User Guide
Customising forms
211
Step 6: Print the customised form
Changing the default fonts
Printing a customised form is the same as printing an unchanged
form. However, before you can print using your customised form,
you need to select the from in the Selected Form for [...] field in
the Advanced Filter window. For more information on printing
forms, see ‘To print forms’ on page 208.
Every form in your MYOB accounting software is assigned default
fonts. You can change these default fonts if you prefer your forms
to have a different appearance.
1 Go to the File menu and choose Default Fonts. The Default Font
Selection window appears.
2 Click Forms. The Change Default Forms Font window appears.
3 Choose the font style and size for the printed characters on your
forms. The sample box previews the appearance of your choices.
4 Click OK when you have finished.
Adding and editing elements
Adding and editing data and label elements
You can add elements to, and change elements on, a form using
the tool palette shown below:
Add
graphic
Add
data
Add
text
NOTE :
Draw
line
Add
rectangle
Layout selection
Send to
back
Undo
Font
style
Bring to
front
To add a data field to a form
1 Click the add data (
) button. The Select from List window lists
all the data fields available for the form you selected.
Print
preview
Form
properties
The Layout list only appears for cheque
forms.
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The column on the right indicates the field type (Data, Column)
and where it appears on a form. For example, the Total field only
appears on the last page.
2 Click the fields you require.
3 Click OK. The selected data fields appear on the form. Their
position depends on a number of factors, such as the number of
records they can display, previous cursor position and other fields
already on the form. You can move a field to a better position—see
‘Editing all elements with common commands’ on page 215.
4 If you want to change the properties of a data field, double-click
it. The Field Properties window appears.
The Field Properties window has two tabs: the Layout tab where
you specify the text, format, background colour, location and size
of the field, and the Borders tab where you specify the layout,
colour and width of the field’s borders.
5 Change the properties as required and click OK.
If the name is longer than the size of the label, you may need to
resize it—see ‘Resize’ on page 215.
To change the name of a text label
1 Double-click the text label. The Field Properties window appears.
2 Change the name in the Text field on the Layout tab.
3 Click OK.
To change the font style of a data field or text label
1 Double-click the data field or text label to be changed. The Field
Properties window appears.
2 Click Text Format on the Layout tab. The Text Format window
appears.
3 Make selections in the Font, Font Style, Size, Justify and Effects
fields in this window.
4 If you want to change the font colour:
To add a text label to a form
1 Click the add text button (
) and then click the form where you
want to place the text field. A new text label named Text Field
appears.
2 Double-click the new label. The Field Properties window displays
the Layout tab where you specify the name, location and size,
text format and background colour of the label, and the Borders
tab where you specify the layout, colour and width of the label’s
borders.
3 Click OK to close the Field Properties window. The new label
appears in the Customise window.
User Guide
a Click Font Colour. The Font Colour window appears.
b Select the new colour and click OK. The Text Format window
reappears.
5 Click OK.
Adding and editing graphic elements
You can add graphic elements to a form, such as rectangles to
visually group elements and lines to separate elements. You can
also add icons, logos, photos, location maps and other graphic
elements.
Adding and editing elements
213
To add a graphic file to a form
1 Click the add graphic button (
) in the Customise window and
then click on the form where you want to place the graphic. A
new graphic element appears.
2 Double-click the graphic element. The Field Properties window
appears.
4 Double-click the graphic element. The Field Properties window
appears.
5 Click Paste Picture. The graphic appears in the Preview Picture
area.
6 Specify the field location and element size for the graphic.
7 Click OK. The graphic appears in the Customise window.
To draw a line on a form
You can draw a vertical or horizontal line on a form.
1 Click the draw line button (
) and then click and hold the
mouse at the location on the form where you want the line to
begin.
3 Click Load Picture. The Open window appears.
4 Select the graphic file and click Open. The Field Properties
window displays the graphic in the Preview Picture area.
2 Drag to where you want the line to end and then release the
mouse button.
To draw a rectangle on a form
5 Specify the field location and field size for the picture.
1 Click the rectangle button (
6 Click OK to close the Field Properties window. The picture
appears in the Customise window.
2 Click and hold the mouse at the location on the form where you
want the top left corner of the rectangle to appear.
To paste a graphic element into a form
You can paste almost any graphic that can be placed on the
clipboard into a form, regardless of its graphic format.
1 Open your graphic file in any graphics software.
2 Copy the graphic to the clipboard.
3 Click the add graphic button (
) in the Customise window,
then click the location on the form where you want the graphic to
appear. A graphic element appears.
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).
3 Drag to the right and down to where you want the rectangle to
end and then release the mouse button.
To change the thickness of a line or rectangle
1 Double-click the line or rectangle. The Field Properties window
appears.
2 Choose a thickness in the Line Size section of the Field
Properties window.
3 Click OK.
MYOB Accounting/MYOB Accounting Plus v16, uk
Editing all elements with common commands
The following editing procedures are applicable to any element.
To...
Do this...
Copy and paste
1 Click an element once to select it.
To...
Do this...
Drag and drop
1 Click the element and hold down the mouse
button. Notice that the cursor changes to a
hand pointer.
2 Drag the element to the desired location. In the
example below, the [Invoice No] data field is
being dragged below its original position.
2 Go to the Edit menu and choose Copy.
Note that if you want to paste the element onto
another form, display that form in the
Customise window.
3 Go to the Edit menu and choose Paste. A copy
of the element appears in the window.
Change coordinates 1 Double-click the element you want to move.
The Field Properties window appears.
Note: Pasting the element onto another
form If you want to paste the element onto
another form, display that form in the
Customise window.
Delete
Select the element and press BACKSPACE or DELETE
on your keyboard.
Undo last change
To undo the last change you made to the current
form, click the undo button ( ) or press CTRL + Z.
Resize
1 Click the element once to select it. Small
squares, called handles, appear on the
element.
2 In the Field Location fields on the Layout tab,
enter the distance from the top and left edges
of the form to the top left corner of the
element.
3 Click OK.
Send to back
1 Select the element you want to send behind
another element.
2 Click the send to back button (
Bring to front
).
1 Select the element you want to bring in front of
another element.
2 Click the bring to front button (
).
2 Drag a handle to change the size of the
element.
There are also procedures specific to particular kinds of
elements—see ‘Adding and editing elements’ on page 212 and
‘Adding and editing graphic elements’ on page 213.
User Guide
Adding and editing elements
215
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16 Contact management
The Card File is a repository of contact records, known as cards, that you can create for your customers, suppliers, employees and
personal contacts. A card lets you store contact information and enables you to track and analyse the transaction history for each
individual and business.
Creating a card
You need to create a card for an individual or business if you
want to perform any of the following tasks:
z
record sales and track the amounts owing to you.
z
record purchases and track the amounts owing to them.
z
record paycheques and print a payroll reports (such as P11’s
and P45’s)
z
print mailing labels
z
print personalised letters
z
record contact details.
To create a card
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
3 Choose the type of card you want to create: customer,
supplier, employee or personal.
4 Select the designation of the card: company or individual.
2 Click New. The Card Information window appears.
5 Enter the name of the company or individual and press TAB.
217
6 Enter a code to identify this company or individual in the Card ID
field. For more information, see ‘Card identification codes’ on
page 234.
7 Enter the individual or company’s main contact details. If the card
is for a customer, this information should be their billing details.
8 If you want to enter more contact information (including the
shipping address details for customers), select Address 2 from the
Locations list and enter the additional details. You can enter
contact details for five locations.
9 Click the Card Details tab. On this tab you can:
z
Enter notes about the individual or company.
z
Display a picture (see ‘Card pictures’ on page 235).
z
Assign identifiers to the card (see ‘Identifiers’ on page 223).
z
Assign an attribute from a custom list (see ‘Custom lists’ on
page 223).
z
Enter additional information in a custom field (see ‘Custom
fields’ on page 234).
10 If you are creating a card for a personal contact, you do not need
to enter any more information. Click OK to close the Card
Information window.
z
Employee cards—click the Payroll Details tab and then see
‘Create employee cards’ on page 39 for more information
about the fields in this tab.
12 If you are creating a customer or employee card, enter the
payment details.
z
Customer cards—click the Payment Details tab and select the
method of payment your customer will use to pay you.
z
Employee cards—click the Banking Details tab and specify
how you will pay them — cash, cheque or electronically. For
more information about these options, see ‘To create an
employee card’ on page 103.
13 [Optional] If you are creating a card for a customer, click the Jobs
tab and create new codes for each job you have started or are
about to start for the customer. For more information about jobs,
see ‘Setting up jobs and sub-jobs’ on page 239.
14 [Optional] If you are creating a card for a customer or a supplier,
click the History tab and enter the dollar value of the sales and
purchases made prior to your conversion month. You can also
enter the date that the contact became a customer or supplier.
15 Click OK to close the Card Information window.
11 Enter information specific to the type of card you are creating.
z
Customer cards—click the Selling Details tab and then see
‘Create customer cards’ on page 33 for more information
about the fields in this tab.
z
Supplier cards—click the Buying Details tab and then see
‘Create supplier cards’ on page 36 for more information about
the fields in this tab.
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Keeping in touch with your contacts
At times you may want to send a letter to your contacts, such as
payment reminders, thank you letters, or special offers.
There are several card file features that can help you with these
tasks, and can help you keep a record of each contact you make.
Personalised letters
You can create personalised letters (also known as mail-merge
letters) for any of your contacts. A personalised letter is a
document template that contains standard text as well as fields
that can be automatically filled with data stored in your company
file.
Personalised letters are useful when you need to send the same
letter to several contacts. For example, you may want to send
several slow-paying customers a payment reminder letter. Instead
of entering each contact’s information on the letters yourself, you
can set up a letter template that contains the text you want to
appear, and insert data fields that automatically fill in with the
contact’s name, address and the amount owing.
Printing personalised letters using Microsoft Word and
OfficeLink OfficeLink is a feature that automates the process of
merging contact information stored in your company file with a
Microsoft Word template (a .dot file). Your MYOB software
includes a set of templates that you can use, and they are stored in
the Letters folder, which is located within your MYOB software’s
program folder.
User Guide
You can edit these templates and create new ones using the mailmerge features of Microsoft Word. For information about working
with mail-merge templates, see Microsoft Word Help.
To print a personalised letter using Microsoft Word
1 Go to the Card File command centre and click Personalised
Letters. The Review Cards Before Exporting window appears.
2 Click in the select column next to each contact to whom you
would like to send a personalised letter.
Advanced filters You can filter your contact list to only
show contacts who are located within specific postcodes by
clicking Advanced filters and entering your criteria.
HINT :
3 Click Mail Merge. The Select from List window appears.
4 Select the template you would like to use and then click Use
Template.
Your letter appears in Microsoft Word, and depending on the
template you have selected, you will be prompted to enter
additional information, such as your name and title.
5 Edit the letters as required and then print them using Microsoft
Word.
If
you want to use a mail-merge letter template created using word
processors other than Microsoft Word, you will need to export the
data out of your company file and then merge that data with the
letter yourself.
Printing personalised letters using other word processors
Keeping in touch with your contacts
219
To print a personalised letter using other word
processors
1 Go to the Card File command centre and click Personalised
Letters. The Review Cards Before Exporting window appears.
2 Select the contacts to whom you would like to send a personalised
letter.
Advanced filters You can filter your contact list to only
show contacts who are located within specific postcodes by
clicking Advanced filters and entering your criteria.
HINT :
3 Click Disk. A window with a list of file formats appears.
4 Choose either the Tab-Delimited Text File or Comma-Separated
Text File option.
Check what file formats your word processing software
requires Most word processing software allows mail-merge data
to be tab-delimited (data is separated by tabs) or commaseparated. If your software requires a specific format, choose that
format at this step.
NOTE :
5 Click Save. The Save As window appears.
6 If necessary, change the text file’s name and location and then
click Save.
The text file containing your contacts’ details is saved at the
location you specified.
7 Use your word processing software to merge the data contained
within the text file with a letter template that you have created.
Mailing labels
If you print and send cheques, quotes, orders, invoices,
statements or personalised letters you may also want to print
mailing labels that you can stick on the envelopes.
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The Print Mailing Labels function in the Card File command
centre prints your contact’s name and address on sheets of
adhesive mailing labels. You customise the way mailing labels are
printed, including their size, the number of labels per sheet and
the margins. For information about customising mailing label
forms, see ‘Customising forms’ on page 210.
To print mailing labels
1 Go to the Card File command centre and click Print Mailing
Labels. The Review Labels Before Printing window appears.
HINT : Print invoices and labels simultaneously When you print
a batch of invoices using the Print/Email Invoices function in the
Sales command centre, you can choose to print a label for each
invoice.
2 Click Advanced Filters. The Advanced Filters window appears.
3 From the Selected Form for Mailing Label list, select the form
template that best matches the size and layout of your labels and
label sheets.
If a suitable form template is not available, you can customise an
existing template to suit your requirements. For information
about customising forms, see ‘Customising forms’ on page 210.
4 Make any other selections in the Advanced Filters window as
required (for example, you may want to filter your contacts list to
only those living within a specific postcode) and then click OK.
5 Click in the select column next to each contact for whom you
would like to print a mailing label.
6 Ensure you have enough mailing label sheets set up at your printer
and then click Print.
MYOB Accounting/MYOB Accounting Plus v16, uk
Contact log
The contact log enables you to keep a detailed log of all the phone
calls you and your contacts make to each other, and any other
type of correspondence.
4 Complete the Contact Log Entry window as described in the
table below.
For example, let’s say that you call customer A regarding an
overdue invoice. You could create a log entry that records the
date of the phone call, a summary of the outcome, and the date
you will want to recontact them by if their invoice is still
outstanding.
When a customer or supplier calls, you can use the contact log to
retrieve a complete history of your business relationship with that
contact.
HINT : Automatically create contact log entries Log entries can
be created automatically for each sale, purchase, payment and
receipt you record. For more information, see ‘To automatically
create contact log entries’ on page 222.
Name
The name of the contact. To view the contact’s card, click the
zoom arrow.
Contact
Enter the name of the person that is associated with this
entry. For example, you can enter the name of the person you
spoke to on the phone.
If you have specified a contact person in the contact’s card,
you can click the down-arrow to choose that person.
To create a contact log entry
1 Go to the Card File command centre and click Contact Log. The
View Contact Log window appears.
Date
Enter the date you spoke or wrote to the contact. If you are
simply entering an appointment or reminder, you can enter
today’s date.
2 From the Name list, select the contact for whom you want to
create a contact log entry.
Notes
Enter any information you want to save about the
conversation or follow-up.
3 Click New. The Contact Log Entry window appears.
Elapsed Time
If you want to record the time you spend speaking to the
contact, or working on a particular task related to the entry,
enter the time in hours and minutes. For example, if you
spend 15 minutes, enter 15. If you spend 1 hour and 15
minutes, enter 1:15.
User Guide
Keeping in touch with your contacts
221
Recontact
Date
If you want to be reminded to follow up the contact, enter
the date you want to be reminded to recontact them. The
reminder will appear in the Contact Alert tab of the To Do
List on this date. For more information, see ‘To view contact
alerts’ on page 236.
Log
View all contact log entries for the selected contact.
New
Record the current log entry and to create a new entry for this
or another contact.
Automatic contact log entries
You can choose to automatically create contact log entries each
time you record a sale, purchase or banking transaction. The log
entry contains basic information about the transaction, such as
the invoice number, cheque number and the amount.
Your company file’s size may increase significantly If
you record many transactions and choose to automatically create
log entries for them, the size of your company file may increase
significantly. If the company file size becomes an issue, you can
purge old contact log entries and other data. For more
information about purging information, see ‘Purging information
that is no longer needed’ on page 278.
NOTE :
To automatically create contact log entries
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
2 Click the Banking tab.
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3 To create an automatic contact log entry for each payment you
record, select the Make Contact Log Entry for Every Cheque
option.
4 To create an automatic contact log entry for each receipt you
record, select the Make Contact Log Entry for Every Deposit
option.
5 Click the Sales tab.
6 To create an automatic contact log entry for each sale you record
(including quotes and orders), select the Make Contact Log
Entry for Every Sale option.
7 Click the Purchases tab.
8 To create an automatic contact log entry for each purchase you
record (including quotes and orders), select the Make Contact
Log Entry for Every Purchase option.
9 Click OK to close the Preferences window.
To view the contact log
1 Go to the Card File command centre and click Contact Log. The
View Contact Log window appears.
2 From the Name list, select the contact for whom you want to view
the contact log.
3 If you want to view or edit the detail of an existing log entry, select
the entry and click Edit, or click its zoom arrow.
MYOB Accounting/MYOB Accounting Plus v16, uk
Grouping your contacts
You can group and sort your contacts according to common
attributes by assigning identifiers to their cards and the
appropriate attributes from custom lists you have defined.
Grouping contacts using these features makes it easier for you to:
z
filter reports to show only information specific to a group of
contacts
z
identify which of your contacts have a particular attribute
z
filter lists so that it’s easier for you to send a batch of
personalised letters, customer statements and other forms to a
group of contacts.
Identifiers
To define identifiers
1 Go to the Lists menu and choose Identifiers. The Identifiers
window provides a field for each of the 26 letters of the alphabet.
2 Enter a description for as many identifiers as you want and click
OK.
To assign identifiers to a card
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the zoom arrow next to the card you want to edit. The Card
Information window appears.
Identifiers are one-letter labels you can assign to cards.
3 Click the Card Details tab.
When you create reports or view card lists, you can limit the
information to a particular group of cards by specifying the
identifiers that you’ve assigned to those cards.
4 Click Identifiers. The Select Identifiers window appears.
For example, say you want to be able to identify all clients who are
not-for-profit organisations. You could assign them identifier N
and when printing sales reports you can choose to filter the report
to only show customers who have that identifier.
You can also assign multiple identifiers to a card. For example, say
you assign O to your overseas customers and W to your wholesale
customers. If you have overseas wholesale customers you can
assign them the OW identifiers. You can then filter a report to only
show your overseas wholesale customers by specifying the OW
identifiers in the Report Customisation window.
User Guide
5 Click next to the identifiers you want to assign to the card.
6 Click OK.
Custom lists
You can set up lists of predefined attributes and assign the
appropriate attributes to your cards.
By assigning attributes from a custom list to your cards, you are
able to group your contacts to a greater degree than is possible
with identifiers.
Grouping your contacts
223
For example, you could assign all your wholesale customers the W
identifier. If you also set up a custom list containing each of your
sales territories, and allocate those customers to the appropriate
territory, you can then filter reports to only show information
about wholesale customers who are within a particular sales
territory.
To create a custom list entry
1 Go to the Lists menu, choose Custom Lists and then choose the
card type for which you want to create a custom list entry. The
Custom Lists window appears.
To name a custom list
1 Go to the Lists menu, choose Custom List & Field Names, and
then choose the card type for which you want to create a custom
list, for example, Customers. The Custom List and Field Names
window appears.
2 Select the custom list for which you want to create an entry.
3 Click New. The Edit Custom List window appears.
4 Enter the custom list entry’s name and then click OK.
The entry appears in the Custom Lists window.
To assign a custom list entry to a card
2 Enter names for the lists you want to create for the card type you
have selected in the Name of Custom List fields.
3 Click OK. The names you have entered will now appear in the
Card Details tab of the Card Information window.
1 Go to the Card File command centre and click Cards List.
2 Click the zoom arrow next to the card you want to edit. The Card
Information window appears.
3 Click the Card Details tab.
4 Click the search icon next to the custom list field you want to edit
and then select the entry that you want to assign to the card.
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Synchronising your MYOB cards and your Microsoft Outlook contacts
You can synchronise your MYOB cards and your Microsoft
Outlook contacts. If your business uses Microsoft Outlook to email
and manage contact information, this will make it easier for you to
keep both your MYOB cards and your Outlook contacts up to
date.
As part of the synchronisation
process, you choose whether or not you want to update the
details for existing contacts. To do this, you select from one of the
following update rules:
Your MYOB cards are your customer, supplier, employee and
personal cards stored in your MYOB card file. Your Outlook
contacts are your contacts stored in your Microsoft Outlook
address book.
Update existing contacts New contacts are added and existing contacts
are updated. You will not be prompted to
confirm updates.
When you synchronise your MYOB cards and your Outlook
contacts, you can:
z
make the details in your Outlook contacts match the details in
your MYOB cards (by exporting your MYOB cards to your
Outlook contacts) or
z
make the details in your MYOB cards match the details in your
Outlook contacts (by importing your Outlook contacts to your
MYOB cards).
Synchronisation update rules
Do not update existing
contacts
New contacts are added but existing contacts
are not updated. You are not prompted to
confirm any updates.
Ask me to confirm
updates
New contacts are added and you are
prompted to confirm updates. If you select this
rule, you specify how you want to deal with
the discrepancies between the details in your
MYOB cards and the details in your Outlook
contacts.
You can:
When you synchronise, the following details are imported or
exported: company name or contact name, address details, email
and web addresses and telephone, fax and mobile numbers.
If you are exporting your MYOB cards to your Outlook contacts,
you can also include your Card File custom fields in the export.
When you do this, you specify how your custom fields match the
Categories, Anniversary, Birthday or Spouse’s name fields in your
Outlook contacts. For information on setting up Card File custom
fields see ‘Recording additional information about your cards’ on
page 258.
User Guide
•
review and update the details for each
contact
•
select to update all contacts (if you select
this option, you will not be prompted to
confirm any further updates) or
•
skip an update for a contact and leave the
details for the contact unchanged.
You require Microsoft Outlook 2000
(or later), MYOB Outlook Sync and MYOB ODBC Direct v7
installed on your computer. For more information, refer to the
Getting Started guide.
Software required
Single-user access required Synchronising cards and
Outlook contacts requires single-user access. For more
information, see ‘Single-user file locking for special tasks’ on
page 279.
CAUTION :
Synchronising your MYOB cards and your Microsoft Outlook contacts
225
Exporting your MYOB cards to your Outlook
contacts
2 Click Sync Cards. The Synchronise Cards window appears.
When you export your MYOB cards to your Outlook contacts,
your contacts are saved by default to group contact folders. For
example, Customer contacts are saved to a folder called
MYOB Customers.
If you use a Personal Digital Assistant (PDA) and want to
synchronise your Outlook contacts and your PDA, your contacts
must be saved to the Microsoft Outlook default contacts folder.
When you export your MYOB cards to your Outlook contacts, you
can select an option to save your contacts to the default contacts
folder (see step 7 on page 227).
CAUTION : Back up your Outlook contacts Exporting your
MYOB cards to your Outlook contacts will change the details
recorded in your Outlook contacts. Back up your Outlook contacts
before synchronising. See your Microsoft Outlook documentation
for instructions.
3 Select the card types that you want to synchronise.
NOTE : You can synchronise cards from any of the Cards List
tabs (All Cards, Customer, Supplier, Employee and Personal)
The default card type selected varies according to the tab you are
on when you click Sync Cards.
4 Click Synchronise Cards. The Outlook Sync - Import and Export
Options window appears.
To export your MYOB cards to your Outlook
contacts
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
5 If you want to include inactive cards in your synchronisation,
select the Allow the export of inactive MYOB cards to Outlook
option. For information about inactive cards, see ‘To inactivate (or
reactivate) a record’ on page 178.
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6 Select a synchronisation rule from the Update Rules list. For more
information, see ‘Synchronisation update rules’ on page 225.
7 If you want to save your MYOB cards to your Outlook contacts
default folder (you need to do this to synchronise your Outlook
contacts and your PDA), or if you want to export your MYOB
custom fields to your Outlook contacts, click Settings. The
Outlook Sync - Settings window appears.
9 Select a period for your MYOB software to access your Outlook
contacts:
a Select the Allow access for option.
b Select a period from 1 minute to 10 minutes.
c Click Yes.
The export process starts.
10 If you selected the Update existing contacts rule or the Do not
update existing contacts rule, the Outlook Sync - Export
Summary window appears. Go to step 11 on page 228.
If you selected the Ask me to confirm updates rule, the
Outlook Sync - Confirm Update to Outlook Contact window
appears.
a If you want to synchronise your Outlook contacts and your
PDA, select the Import and export all MYOB cards to the
default contacts folder option. All contacts are then saved to
your default Outlook contacts folder.
Specify how you want to deal with each update. When you have
confirmed all updates the Outlook Sync - Export Summary
window appears.
b If you want to export your MYOB custom fields to your Outlook
contacts, select a matching Outlook contact field for Custom
Field 1, Custom Field 2 and Custom Field 3.
c Click OK. The Outlook Sync - Import and Export Options
window reappears.
8 Click Export. A Microsoft warning appears.
User Guide
Synchronising your MYOB cards and your Microsoft Outlook contacts
227
11 Review the export summary.
Added new
contacts
The number of new contacts added to your Outlook
contacts.
Updated
duplicate
contacts
The number of Outlook contacts updated to match the
details in your MYOB cards. Note that if you selected
the Do not update existing contacts rule, updated
duplicate contacts will always be 0.
Rejected cards
The number of cards you skipped (if you selected the
Ask me to confirm updates rule) or the number of
duplicate contacts (if you selected the Do not update
existing contacts rule). Duplicate contacts have not
been updated to match your MYOB cards.
Importing from the default contacts folder If you want to
import your contacts to MYOB cards from the default Outlook
contacts folder, enter the card type for each contact in the
Categories field of the General tab.
Note that if you selected the Update existing contacts
rule, rejected cards will always be 0.
Outlook import log If you want to view a list of the
records updated and the problems encountered during the
import, refer to the OutlookImport.html file. This file—readable by
any Internet browser—can be found in the OutlookSync folder,
which is located in your MYOB software’s program folder.
NOTE :
Importing your Outlook contacts to your MYOB
cards
You can import your Outlook contacts to your MYOB cards from
either the default contacts folder, or from group contact folders
created for each MYOB card type.
You need to save your
contacts to group contact folders labelled MYOB Customer,
MYOB Supplier, MYOB Employee and MYOB Personal. For
instructions on how to set up group contact folders in your
Outlook contacts, refer to your Microsoft Outlook
documentation.
Importing from group contacts folders
However, before you import your Outlook contacts, you need to
identify each contact as either a customer, supplier, employee or
personal contact.
Blank fields in your Outlook contacts are not included in
the import If a field in your Outlook contact is blank but the
corresponding field in your MYOB card is complete, this field will
be skipped during the import process. This ensures that blank
fields don’t overwrite contact details recorded in your MYOB
cards.
NOTE :
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Check that the details
recorded in your Outlook contacts are up-to-date and entered in
the correct field.
Before importing your Outlook contacts
MYOB Accounting/MYOB Accounting Plus v16, uk
To import your Outlook contacts to your MYOB
cards
4 Click Synchronise Cards. The Outlook Sync - Import and Export
Options window appears.
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click Sync Cards. The Synchronise Cards window appears.
CAUTION : Back up your company file Importing your Outlook
contacts to your MYOB cards will change the details recorded in
your company file. To avoid losing contact details stored in your
company file, back up your company file before synchronising. For
more information on backing up your Company File, see ‘Backing
up and restoring company files’ on page 270.
[
5 Select a synchronisation rule from the Update Rules list. For more
information, see ‘Synchronisation update rules’ on page 225.
6 If you want to import your Outlook contacts from the default
Outlook contacts folder, click Settings. The
Outlook Sync - Settings window appears. If you are importing
your contacts from group contact folders, go to step 7 below.
Select the option Import and export all MYOB cards to the
default contacts folder and then click OK.
7 Click Import. A Microsoft warning appears.
3 Select the card types that you want to synchronise.
You can synchronise cards from any of the Cards List
tabs (All Cards, Customer, Supplier, Employee and
Personal). The default card type selected will vary according to
the tab you are on when you click Sync Cards.
NOTE :
User Guide
Synchronising your MYOB cards and your Microsoft Outlook contacts
229
8 Select a period for your MYOB software to access your Outlook
contacts:
10 Review the import summary.
a Select Allow access for option.
b Select a period from 1 minute to 10 minutes.
c Click Yes.
The import process starts and the Blank Field Warning window
appears.
9 Click Continue. If you selected the Update existing contacts rule
or the Do not update existing contacts rule, the Outlook Sync Import Summary window appears. Go to step 10 below.
If you selected the Ask me to confirm updates rule, the Outlook
Sync - Confirm Update of MYOB card window appears.
Specify how you want to deal with each update. When you have
confirmed all updates the Outlook Sync - Import Summary
window appears.
Updated or added
cards
The number of cards added or updated in your
MYOB cards.
Updated or added
cards with
warnings
The number of cards updated but the details in your
MYOB cards may be incomplete.
Skipped contacts
The number of contacts you chose to skip (if you
selected update rule Ask me to confirm updates)
and the number of contacts that were not imported
because they contained blank Outlook contact
fields.
NOTE : MYOB import log If you want to view a list of the records
updated and the problems encountered during the import, refer
to the MYOBImport.html file. This file—readable by any Internet
browser—can be found in the C:\[insert filename]folder.
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Synchronising your MYOB cards and your Mac Address Book cards
If you use Address Book to manage contact information, you can
synchronise your MYOB cards and your Address Book cards. This
makes it easier for you to keep your MYOB cards and your Address
Book cards up-to-date.
Address Book cards that are
synchronised with MYOB cards are stored in MYOB group folders.
These folders are created automatically when you synchronise for
the first time.
Address Book group folders
When you synchronise, new cards are added and existing cards, if
modified, are updated. If the same field has been modified in both
an MYOB card and Address Book card, a conflict resolution
window allows you to choose how you want to update the card.
You can synchronise card names, address details, email and web
addresses and telephone, fax and mobile phone numbers. See
online help for information on the fields that are synchronised.
Note that inactive cards are included in the synchronisation (for
information, see ‘To inactivate (or reactivate) a record’ on
page 178).
To synchronise MYOB cards and Address
Book, you need Mac OS X 10.4 or later installed.
If you move cards to MYOB group folders If you move
a card to an MYOB group folder (for example, from the All folder
to the Customer folder) and you want to synchronise this card,
you need to reset the synchronisation. See ‘Resetting the
synchronisation’ on page 233.
NOTE :
Software required
Synchronising your MYOB cards
and your Address Book will change the details recorded in your
Address Book. Back up your Address Book before synchronising.
For more information, see Address Book Help.
Back up your Address Book
User Guide
If you have duplicate
cards in your MYOB cards list, you should combine or rename
these cards before you synchronise. (For more information, see
‘Combining records’ on page 179.)
Duplicate cards in your MYOB cards list
Synchronising your MYOB cards and your Mac Address Book cards
231
To synchronise your MYOB cards and your
Address Book cards
If you are synchronising cards for the first time, or you are
resetting the synchronisation, the Sync Alert window appears.
CAUTION : [MYOB Accounting Plus only] Single-user access
required Synchronising cards and Address Book cards requires
single-user access. For more information, see ‘Single-user file
locking for special tasks’ on page 279.
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click Sync Cards. The Synchronise Cards window appears.
Before you can synchronise cards, you need to register your
MYOB software with Address Book. Click Allow to register.
NOTE : Do not click the Don’t Allow button If you click Don’t
Allow, you need to reset the synchronisation before you can
synchronise cards. For more information, see ‘Resetting the
synchronisation’ on page 233.
The synchronisation process starts.
NOTE :
The time taken to synchronise will vary depending on the
number of cards you have.
Back up your MYOB company file Importing your
Address book cards will change the details recorded in your MYOB
company file. To avoid losing contact details stored in your
company file, back up your company file before synchronising. For
more information, see ‘Backing up and restoring company files’ on
page 270.
CAUTION :
3 Click Synchronise to start the synchronisation process. If you
need to reset the synchronisation, click Reset Sync. For more
information, see ‘Resetting the synchronisation’ on page 233.
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4 If a conflict occurs between the details recorded in your MYOB
cards and the details recorded in your Address Book, the Conflict
Resolver window appears. A conflict occurs when the same field
has been updated in both your Address Book and your MYOB
cards.
a Click Review Now. The Conflict Resolver window expands to
show the card conflict.
MYOB Accounting/MYOB Accounting Plus v16, uk
Deleting cards
Cards are not deleted during synchronisation. This protects the
details recorded in your company file and in your Address Book. If
you want to delete a card, you must manually delete it in both
your Address Book and your MYOB cards.
If you have deleted a card from only your MYOB cards or only
your Address Book and you now want to synchronise the card,
you need to reset the synchronisation.
b Select the correct card and click Done.
c Repeat step b to resolve any other conflicts.
When you have resolved all conflicts, the Save conflict choices
window appears.
d Click Sync Later. The Synchronisation Complete window
appears.
Do not click the Sync Now button Do not click Sync
Now unless you want to view the list of card conflicts again.
Resetting the synchronisation
If any of the following has occurred since you last synchronised
cards, you need to reset the synchronisation:
z
You deleted a card from your Address Book (but not from your
MYOB cards) and you now want to synchronise this card.
z
You deleted a card from your MYOB cards (but not from your
Address Book) and you now want to synchronise this card.
z
You deleted a group folder from your Address Book and you
now want to synchronise MYOB cards of this type.
z
You moved an Address Book card to an MYOB group folder (for
example, from the All folder to the Customer folder) and you
want to synchronise this card.
CAUTION :
e Click OK. The Cards List window appears.
f Repeat the synchronisation process from step 3 above.
5 When the synchronisation is complete, the Synchronisation
Complete message appears. Click OK. The Cards List window
appears.
You also need to reset the synchronisation if you clicked Don’t
Allow in the Sync Alert window at step 3 in ‘To synchronise your
MYOB cards and your Address Book cards’ on page 232.
To reset the synchronisation
You can reset the synchronisation by clicking Reset Sync in the
Synchronise Cards window (see step 3 in ‘To synchronise your
MYOB cards and your Address Book cards’ on page 232.)
User Guide
Synchronising your MYOB cards and your Mac Address Book cards
233
Customising cards for your needs
Custom fields
If you need to record certain information about your contacts, but
can’t find a suitable card field for it, you may want to set up a
custom field.
For example, you could set up a field to record your customers’
birthdays or a field to record the date of your employees’ most
recent performance review.
You can set up three custom fields for each card type and label
them according to your needs. You can then enter any
information you like in those fields.
If you need to, you can show this information in a report by
selecting the custom fields in the Report Fields tab of the Report
Customisation window.
To set up custom fields
1 Go to the Lists menu, choose Custom List and Field Names and
then choose the card type for which you want to set up a custom
field, for example, customers. The Custom List and Field Names
window appears.
2 Enter the names of the custom fields you want to set up for the
card type you have selected in the Name of Custom Field fields.
For example, you could enter Birthday to record your contacts’
birthdays.
3 Click OK. The names you have entered will now appear in the
Card Details tab of the Card Information window.
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To enter custom field information in a card
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Click the zoom arrow next to the card you want to edit. The Card
Information window appears.
3 Click the Card Details tab and enter the information you want to
record in the appropriate custom field.
Card identification codes
If you have assigned identification codes (IDs) such as customer
numbers or account numbers to your customers, you can enter
those IDs in their cards.
You can also set a preference that will let you select customers by
their ID instead of their last name or company name when
entering a transaction. Customer search lists will also be sorted by
their ID when this preference is set. For more information, see ‘To
select contacts using Card IDs’ on page 235.
NOTE : The Card ID preference affects all card types If you
choose this preference, you will have to select all card types by
their IDs.
To enter an identification code
1 Go to the Card File command centre and choose Cards List. The
Cards List window appears.
2 Click the zoom arrow next to the card you want to edit. The Card
Information window appears.
MYOB Accounting/MYOB Accounting Plus v16, uk
3 Enter a unique code of up to 15 alphanumeric characters in the
Card ID field.
4 Press TAB or click OK to save your changes.
To select contacts using Card IDs
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
2 Click the Windows tab.
3 Choose the Select Cards by Card ID, Not Card Name option.
You can now select cards by their IDs and your card lists will be
sorted by ID instead of by last name or company name.
Card pictures
You can display a picture of your contact by linking a picture file to
their card. The picture appears in the Card Details tab of the Card
Information window.
Any pictures you link are copied to the Graphics folder, which is
located within your company file’s folder. If you move your
company file, you will need to move the Graphics folder as well.
Supported picture formats Pictures need to be saved in
one of the following formats: bmp, jpg, tif, gif, or png.
NOTE :
User Guide
To link a picture
1 Go to the Card File command centre and click Cards List. The
Cards List window appears.
2 Open the card for which you want to link a picture.
3 Click the Card Details tab and double-click the picture file area.
The Picture Information window appears.
4 Click Link. The Open window appears.
5 Locate the picture file you want to display for this card and then
click Open. The Picture Information window appears with the
selected picture appearing on the right.
6 Click OK. The picture appears in the Card Details tab.
To replace a picture
If you want to replace the picture displayed in a card with another
one, double-click the displayed picture and continue with step 5
in ‘To link a picture’ above.
To remove a picture
If you want to remove the displayed picture from the Card Details
tab, double-click the picture. In the Picture Information window,
click Unlink and then click OK. The picture will be removed from
the Card Details tab but the picture file will remain in the
Graphics folder.
Customising cards for your needs
235
Reviewing your contact information
There are several tools you can use to review your contact
information.
Tool
Description
See
To Do List
The Contact Alert tab in the To Do List
displays contact log entries with recontact
dates on or before the current date.
below
Card reports give you lists of contact
information in several formats.
below
Card reports
Find Transactions Find Transactions helps you quickly find all
transactions for a contact.
To print card reports
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Click the Card tab. The list of card reports appears.
3 Display or print the report that is appropriate to your needs.
page 184
To view contact alerts
1 Click To Do List in any command centre. The To Do List window
appears.
2 Click the Contact Alert tab. A list of all individuals and businesses
you need to contact appears.
Reminders that fall on a closed day If the recontact
date falls on a day that you have indicated as being closed in the
Business Calendar (accessible from the Setup menu), the
reminder will appear on the business day prior to the recontact
date.
NOTE :
The Overdue column shows how many days have elapsed since
the recontact date you specified on the contact log entry.
To clear a reminder from the list, click in the select column next to
the contact log entry and then click Remove.
Following is a list of the default information displayed in each
report. If required, you can customise the reports to display more
or less details (for information on how to customise a report, see
‘Customising reports’ on page 200).
Report
Description
Card List
Summary
A list of your contacts with their phone numbers,
current balances and identifiers.
Card List Detail
A list of some of the information contained in your
contacts’ cards, including Address 1 and Address 2.
Addresses
The contact name, address and phone number entered
for Address 1 in each card.
Card Transactions A list of the transactions that have been allocated to
your contacts for a selected period.
Contact Log
A list of contact log entry details. The total of the
elapsed time recorded in the log entries is displayed for
each contact.
Identifiers
A list of the identifier codes and their descriptions.
GIS Card File
A list of contact information that you can import into a
geographic information system (GIS) to analyse the
location of your contacts.
Overdue Contacts A list of contact log entries with recontact dates that are
dated on or before the day you specify in the report
filter.
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MYOB Accounting/MYOB Accounting Plus v16, uk
17 Financial control
Using MYOB Accounting, you can control finances by setting budgets, auditing your records and by reviewing and analysing your
financial activities.
Tracking financial information
You can track financial information at three levels:
z
Accounts level—view the profitability and financial details of
your business as a whole.
z
Categories level—view the profitability and financial details
of your individual business divisions, departments,
properties, offices or locations.
z
Accounts level
The accounts list could be set up to provide a basic overview of
the business’s overall performance. For example, the following
income accounts could be used:
4-0000 Income [Header]
4-1000 Car Sales [Header]
Jobs level—view the profitability and financial details of the
individual jobs or tasks carried out for customers and clients.
4-1010 New Car Sales [Detail]
4-1020 Pre-owned Car Sales [Detail]
The following example will illustrate how accounts, categories
and jobs may be interrelated:
4-2000 Service and Parts income [Header]
4-2010 Service Income [Detail]
A car dealer has two lines of business—car sales and a service
department. The car sales department sells both new and
pre-owned vehicles. The service department regularly takes on
multiple jobs for particular customers.
4-2020 Parts Income [Detail]
4-2030 Accessories Income [Detail]
When entering a transaction, the appropriate account is
allocated to each individual amount. A standard profit and loss
statement can then be printed for the business showing
income and expenses generated by the business. However, at
this level, it is difficult to see how well particular models are
selling. Categories can manage this.
You could set up MYOB Accounting in the following way,
although this is just one of many ways.
237
Categories level
Setting up accounts
You can set up categories for keeping track of different car sales:
say, model A, model B and model C. For the service department,
you could keep track of the different services you offer. When
entering a transaction, you would assign the appropriate category
to it. A profit and loss statement can then be prepared for each
model or service. This is an easy way to compare the categories’
profitability and performance. But at this level, it is difficult to see
how profitable particular jobs or tasks have been. The Jobs
function can provide this facility.
You can set up your accounts using the Easy Setup Assistant (see
‘Setting up accounts’ on page 28) or in the Accounts command
centre (see ‘To add an account to your accounts list’ on
page 174).
Jobs level
Jobs could be set up to track income and expenses related to
service jobs. This is particularly useful when multiple jobs are
performed for a single customer. When you enter a transaction,
the appropriate job number can be assigned to each individual
amount. This enables you to associate several jobs with the
various amounts in a single transaction. For example, if a purchase
includes parts for three customers, you could specify each of the
three jobs to which that purchase relates. A profit and loss
statement can then be prepared for each job and actual results
can be compared with budgeted values to produce a Jobs
Budget Analysis report.
Similarly, sub-jobs allow you to track individual jobs that form part
of a larger job. For example, if you are a graphic designer working
on a number of print and multimedia deliverables for your client
as part of a comprehensive assignment, you could use sub-jobs to
track the individual jobs: website design, business cards
production and brochure layout.
Setting up categories
Categories can be assigned to the following transaction types:
z
spend money
z
receive money
z
nominal journal entries
z
sales
z
purchases
z
stock transfers
z
stock adjustments
z
paycheques
z
historical sales and purchases.
NOTE :
You cannot allocate categories to certain transactions
There are certain transactions to which you cannot allocate a
category. These are: Pay Suppliers, Receive Payments, Prepare
Bank Deposit, Settle Returns and Credits/Debits and
Pay/Receive Refunds. When entering these transactions, the
categories assigned to the original transactions will be used. For
example, the categories assigned to purchases appearing in the
Pay Suppliers window will also be assigned to the payment.
To enable allocation of categories
1 Go to the Setup menu and choose Preferences.
2 Click the System tab.
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3 Select the Turn on Category Tracking option. If you want to
make the selection of a category mandatory for all transactions,
choose Required from the list.
To create a category
1 Go to the Lists menu and choose Categories. The Categories
List window appears.
2 Click New. The Edit Category window appears.
z
setting budgets for each job
z
linking jobs to specific customers
z
assigning jobs to individual line items on transactions
z
tracking reimbursable expenses for your jobs
z
preparing invoices to reimburse job expenses
z
analysing profit and loss of a job.
To create a job
3 In the Category ID field, type a code that will be used to identify
the category and press TAB.
1 Go to the Lists menu and choose Jobs. The Jobs List window
appears.
4 In the Category Name field, type the name of the category.
2 Click New. The New Job window appears.
5 In the Description field, type a description of the category or
notes relating to the category.
3 Select whether this is a header or detail job. Click:
z
Header Job if you don’t want to assign transactions to this job,
but want to use it as a header for a group of detail jobs. The
header job will display the total of the associated detail jobs in
the Jobs List window.
z
Detail Job if you want to assign transactions to this job.
4 In the Job Number field, type a code for the job and press TAB.
5 Enter additional information about the job, such as a job name,
description and start date.
6 Click OK.
Setting up jobs and sub-jobs
You can keep a detailed record of your jobs and sub-jobs. If you
intend to use sub-jobs, you first need to create jobs, and then
assign sub-jobs to them.
Specific job-tracking tasks you can accomplish include:
z
organising jobs in a hierarchy
User Guide
Tracking financial information
239
6 If you are creating a detail job, you can link a customer card to the
job. This is useful if you intend to seek reimbursement for goods
and services purchased on the customer’s behalf.
6 Enter additional information about the job, such as a description
and start date. For more information, click Help and choose either
Help for This Window or Tell Me How.
You can view details of all jobs linked to a customer in the Jobs tab
of the customer’s card.
7 Click OK.
To create a sub-job
1 Go to the Lists menu and choose Jobs. The Jobs List window
appears.
2 Click New. The New Job window appears.
3 Select whether this is a header or detail job. Click:
z
z
Header Job if you don’t want to assign transactions to this job,
but want to use it as a header for a group of detail jobs—or a
group of other header jobs to further subdivide a job. The
header job will display the totals of the associated detail jobs in
the Jobs List window.
Detail Job if you want to assign transactions to this job.
4 In the Job Number field, type a code for the sub-job and press
TAB.
5 Select a header job in the Sub-job Of list.
7 If you are creating a detail sub-job, you can link a customer card to
the job. This is useful if you intend to seek reimbursement for
goods purchased on the customer’s behalf in the future.
8 Click OK.
To enter opening balances for jobs
If you started using MYOB Accounting while a particular job was
in progress, you can create the job and then enter any account
activity generated by the job so far in the Job Opening Balances
window.
You can enter opening balances only for detail jobs. Header jobs
take their balances from the detail jobs below them.
1 Go to the Setup menu, choose Balances and then Job Opening
Balances. The Job Opening Balances window appears.
2 In the Job Number field, type or select the job for which you want
to enter an opening balance.
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MYOB Accounting/MYOB Accounting Plus v16, uk
3 In the Opening Balances column, type the opening balances for
each account.
4 Repeat step 2 and step 3 for each job with an opening balance.
5 Click OK when you have finished.
the Jobs Budget Analysis report to see a comparison between the
actual amounts and the amounts you have budgeted for the job.
1 Go to the Lists menu and choose Jobs. The Jobs List window
appears.
2 Select the detail job for which you want to enter budgets.
To enter budget amounts for jobs
You can enter budgets for detail jobs. The budget information you
enter for each job is used to help you assess your progress on a
particular job and to determine the job’s effect on the state of
your business. The amounts you enter will be recorded against
accounts in your accounts list for comparison purposes. Once you
begin recording transactions for the job, you will be able to print
3 Click Budgets. The Job Budgets by Account window appears,
with the number of the job you selected in the Job Number field.
All your company’s income, cost of sales, expense, other income
and other expense accounts appear in the scrolling list.
4 In the Budgets column, type the amounts you’ve budgeted for
specific accounts for this job and then click OK.
Budgets
When you prepare a budget, you are predicting the financial state
of your business. For example, you could prepare a budget that
predicts how much you intend to spend and earn over the next
financial year. Having a budget means that, as the year
progresses, you can track projected data against actual data and
take corrective action if things are not going according to plan.
You can also use budgets to plan for future goals. For example,
you may want to undertake a new business venture in the coming
year. By creating a budget, you can work out the amount of
money you will need for the venture, where this money will come
from, and the impact that the venture will have on other aspects
of your business.
Most people prepare budgets for Profit and Loss accounts such as
Income, Cost of Sales and Expenses accounts, and Balance Sheet
accounts for specific assets and liabilities. To decide on the
accounts that will require a budget, consider what changes you
anticipate in your business and the financial impacts these
changes will have. For example, you may expect to hire new
employees (which will affect, among others, your Wages &
Salaries accounts) or, you may be considering taking a new loan
(which will affect your Bank Loans account).
What period can I budget for? MYOB Accounting lets you
create a budget for the current financial year and the next
financial year.
What do I need to budget? In MYOB Accounting, you can enter
budgets for individual detailed accounts. The accounts that
require a budget will vary according to your business.
User Guide
Budgets
241
You can review your budgets
periodically to track your financial progress and see if it is going to
plan. A slight variation from the budget is normal. Large
variations, on the other hand, may need investigation. For
example, if you have a large increase in debtors, it may indicate
that your customers are taking a longer time than expected to pay
your account.
Reviewing your budget
You can compare your budgeted amount with actual account
balances by viewing the Budget Analysis reports for Balance Sheet
and Profit and Loss accounts. For information on displaying,
customising and printing reports, see Chapter 14, ‘Printing and
customising reports’, starting on page 195.
Using existing data If you have already prepared a budget in a
spreadsheet or in other software, you may be able to import that
information into MYOB Accounting. For more information on
how to import account budgets, see ‘Importing data’ on
page 284.
You can also use the previous financial year’s data as a basis for
your budget.
To enter the budget for an account
1 Go to the Accounts command centre and click Accounts List.
The Accounts List window appears.
2 Click Budgets. The Prepare Budgets window appears.
Entering budget amounts
You can use the Prepare Budgets window to enter budget
amounts for each month of the current or next financial year. If
you want to quickly enter budget amounts for a group of months,
you can use the Budget Shortcuts window.
As the year progresses, you can choose to either adjust budget
figures or leave them unchanged.
Entering positive and negative amounts By default, the amount
you enter will be assumed to be a positive amount. You can enter
negative budget amounts by using a minus sign before the
amount (for example, -250). When you enter a negative amount,
you are indicating that the balance of the account is going to
reduce.
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The window lists the Profit and Loss accounts by default.
3 From the Financial Year list, choose whether you want to enter a
budget for this financial year or the next one.
4 From the Account Type list, choose the type of account you want
to enter a budget for—Profit and Loss or Balance Sheet.
5 For each month, click in the appropriate cell and enter the
amount. If you want to enter a negative amount, use a minus sign
before the figure (for example, -250).
MYOB Accounting/MYOB Accounting Plus v16, uk
As you enter data, the FY Total column will display the total
budget for each account.
B
A
Budget Shortcuts window
If you want to quickly enter budget figures for a group of months,
you can use the Budget Shortcuts window. You can use this
window to enter quarterly, half-yearly and yearly budgets. You
can also enter a budget that increases or decreases by a specific
amount every month.
To enter a budget using Budget Shortcuts
1 Go to the Accounts command centre and click Accounts List.
The Accounts List window appears.
2 Click Budgets. The Prepare Budgets window appears.
C
A
D
E
The Account Name and FY Total columns display the list of accounts
and their current budget totals for the financial year.
B
You can enter the budget amount for a specific account and month in
this section. You can use the horizontal scroll bar to scroll through the
months.
C
Click Shortcuts to open the Budget Shortcuts window from where you
can quickly enter budget amounts for the highlighted account.
3 Select the account you want to enter the budget for by clicking in
the appropriate row.
4 Click Shortcuts. The Budget Shortcuts window appears.
5 From the Budget for list, select a time period:
Select a time period
For more details on this feature, see ‘Budget Shortcuts window’ below.
D
Click Copy Amount to Following Months to copy the selected amount
to the months that follow.
E
Click Copy Previous Year’s Actual Data to insert the previous year’s
account balances for the selected account and month.
6 Click Close to close the Prepare Budgets window.
User Guide
z
To enter the same amount for every month of the year or a set
increase or decrease every month (starting from a base
amount), select Each Month.
z
To enter a total amount for a group of consecutive months,
select Period starting from selected Month.
Budgets
243
z
To enter the total amount for each quarter, select Each
Quarter.
z
To enter the total amount for each half of the year, select Each
half of the Financial Year.
z
To enter the total amount for the entire financial year, select
Financial Year yyyy (where yyyy is your financial year).
The fields in the window change according to the period you
select.
6 Enter the budget amounts in the appropriate fields. Amounts that
cover more than one month (such as quarterly, half-yearly and
yearly amounts, and amounts for a group of months) will be
divided equally among all the months in the group.
If you selected the Each Month option, you can also set a base
budget amount for the first month, and the amount or
percentage by which this will vary every month onwards.
7 When you have finished entering the information, click OK. The
Prepare Budgets window appears with the new amounts entered
in the fields.
If the account already has budget figures, a message appears
asking if you want to replace the existing budget. Click OK to
replace the budget, or Cancel if you want to keep the existing
amounts (you will be returned to the Budget Shortcuts window
where you may need to click Cancel again).
If you have not entered any amounts for the budget, a message
appears asking if you want to enter zero amounts. Click OK if you
want to do this, or Cancel if you want to change the amounts.
Auditing your records
A range of features is available to help you ensure the accuracy of
the records in your company file. These features are outlined
below.
information on how to use the Company Data Auditor, see ‘Run
the Company Data Auditor’ on page 250.
Audit trail tracking system
Company Data Auditor
The Company Data Auditor allows you to check the accuracy of
the records in your company file. You can use the auditor to
perform maintenance tasks and reconcile bank and credit card
accounts.
The auditor also checks your transactions for exceptions such as
invoices that do not reconcile with your receivables account,
future-dated transactions, and audit trail changes. For more
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Chapter 17
Financial control
You can track specific transactional, VAT, account, payroll and
system changes made to your company file using an audit trail
tracking system. You can then print an Audit Trail report which
lists all the changes recorded in a specified date range.
To track changes, go to the Setup menu, choose Preferences and
then set the Use Audit Trail Tracking preference in the Security
tab.
MYOB Accounting/MYOB Accounting Plus v16, uk
The transactional, tax, accounts, payroll and system changes that
are recorded are outlined below:
Change type
Description
Transactional
•
deletion of transaction
•
change of card selection
•
change of ID #
•
change of date
•
change of amount on any line
•
change of account on any line
•
change of item selection
•
change of job selection.
•
deselection of tax on any line of a sales or
purchase transaction
•
change of VAT code for a sales or purchase
transaction
•
change of tax amount for a sales or purchase
transaction
•
adding transactions with a VAT code other than
the default code for the selected card or account
(invoices only, not orders or quotes)
•
adding transactions with a changed taxable
amount
•
change of the linked account selection in any of
the VAT Code Information windows.
•
change of the current account number
•
change of the account’s opening balance
•
addition of a new account
•
deletion of an account.
Tax
Account
User Guide
Payroll
Changes to the setup of an employee’s card include:
•
change of an employee’s pay basis, pay rate or
pay frequency
•
change of an employee’s default wages expense
account
•
change of an employee’s ‘Carry Over’
entitlements
•
change of an employee’s pay history
•
change of an employee’s tax code
Changes to the setup of a payroll category include:
System
•
change to the Type of Wages selection
•
change to the Type of Entitlement field
•
change to the Type of Deduction field or
Deduction Limit field
•
change to the Type of Expense field and
Expense Limit field.
•
Change of the linked account selection in any of
the Linked Accounts windows
•
change to the lock periods security preference
(this includes changes of the lock period date and
the selection/deselection of the preference)
•
change to the Transactions CAN'T be Changed;
They must be Reversed preference
•
change to the Use Audit Trail Tracking
preference.
Auditing your records
245
Reviewing financial information
There are several tools that you can use to review your financial
information:
z
The Analyse Balance Sheet window provides details about
your asset, liability and equity accounts in both graphical and
ledger views. See ‘To analyse your balance sheet’ below.
z
The Analyse Profit & Loss window provides detailed
information about your Profit & Loss accounts in both graphical
and ledger views. See ‘To analyse your profit or loss’ below.
z
z
The Analyse Jobs window allows you to view information
about your progress on a particular job, broken down by
account. See ‘To analyse your jobs’ below.
Financial reports help you review your financial information.
See ‘To view financial reports’ on page 247.
To analyse your balance sheet
1 Go to the Accounts command centre and click Analysis. The
Analyse Balance Sheet window appears.
2 Click Filters and choose the time periods and other criteria you
want to view.
To analyse your profit or loss
1 From any command centre, click the Analysis down arrow and
select Profit and Loss from the menu. The Analyse Profit & Loss
window appears.
2 Click Filters and choose the time periods and other criteria you
want to view.
3 Click OK. The information you selected appears in the Analyse
Profit & Loss window.
To analyse your jobs
1 From any command centre, click the Analysis down arrow and
select Jobs. The Analyse Jobs window appears.
2 In the Job Number field, type or select the job you want to
analyse.
3 If you use budgets to track the progress of this job, enter a value in
the Percent Complete field. The budget amounts are adjusted to
represent the percentage of the job completed.
3 Click OK. The information you selected appears in the Analyse
Balance Sheet window.
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To view financial reports
1 Go to the Reports menu at the top of the screen and choose
Index to Reports. The Index to Reports window appears.
Summary Trial Balance Identifies incorrectly entered amounts. When
reviewing this report, check for:
2 Click the Accounts tab.
There are several account reports that can help you track your
financial information. These reports are listed below.
•
entries that seem unusually high or low for the
account that has been affected
•
debit amounts for accounts that normally have
credit entries and vice versa
•
unusually high or low ending balances
•
an unusually high or low number of entries for
a specific account.
Balance Sheet Budget
Analysis
Lists account balances as at the end of a selected
period, along with the budgeted amounts. If
you’ve determined that changes need to be made
to the budgets for the coming months, you can
adjust your budget.
Note that before you can track and report
changes, you need to activate the audit trail
tracking preference. For more information, see
‘Audit trail tracking system’ on page 244.
Profit & Loss Budget
Analysis
Lists account balances for a selected period, along
with the budgeted amounts. If you’ve determined
that changes need to be made to the budgets for
the coming months, you can adjust your budget.
Profit & Loss
Statement
Shows your profit and loss figures.
Statement of Cash
Flow
Balance Sheet
Reviews your financial position as of the end of a
period.
Shows how your cash position has changed over a
period of time, what profit you have earned,
where you received additional cash, and where
your cash was spent.
Report
Description
Audit Trail
Reviews changes made to recorded transactions,
VAT codes, account details and system settings.
For information on displaying, customising and printing reports,
see Chapter 14, ‘Printing and customising reports’, starting on
page 195.
User Guide
Reviewing financial information
247
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MYOB Accounting/MYOB Accounting Plus v16, uk
18 End-of-period procedures
It is important to ensure that your accounting records are accurate. Reconciling the accounts regularly will help you and your
accountant know that your books are complete, accurate and balanced.
You should reconcile your system with any source documents and resources available to you. For example, your bank account can be
reconciled with the bank statement, creditors balances can be checked against statements, and customers’ balances verified. If
possible, your stock should be counted, valued and, where necessary, adjusted in your company file.
Typical end-of-month procedures include reviewing your trial balance, reviewing your budgets and cash flow, paying payroll taxes
and purging information that is no longer needed.
End-of-year procedures are carried out at the end of your financial year and include any adjustments you need to make to your
company file so that it agrees with your accountant’s final records. Follow the procedures in this chapter to reconcile the system and
close the year. By closing the year in your company file, you are effectively bringing the company file up to date and removing
information not required in the new year.
If you use the payroll feature, there are additional procedures that you need to complete at the end of the year. This involves printing
P14 and P60 forms, reviewing payroll reports and closing the payroll year. You can e-file the P14 and P60 forms using the Inland
Revenue’s PAYE Online for Employers service, or submit them by post.
249
Month-end procedures
The following is a list of tasks we suggest you complete at the end
of each month. Depending on the nature of your business, some
of these tasks may not apply to you.
Step
Task
See
1
Run the Company Data Auditor
below
2
Review reports
page 256
3
Send customer statement.
page 257
4
Record depreciation
page 258
5
Lodge VAT returns
page 258
6
Pay PAYE and NIC payments due
page 259
7
Lock the period
page 259
Step 1: Run the Company Data Auditor
The Company Data Auditor is a series of windows that guides you
through the process of checking and ensuring the accuracy of the
records in your MYOB company file. You can use the auditor to:
z
display basic information about the company file, such as the
file name, release number, location, size, lock periods, last
backup date, etc.
z
perform maintenance tasks, such as back up your company file
and set lock periods
z
display bank and credit card account details, including the
current balance and the date when they were last reconciled
z
reconcile your bank and credit card accounts
z
check your transactions for exceptions and audit trail changes.
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Chapter 18
End-of-period procedures
1 Go to the Accounts command centre and click Company Data
Auditor. The Company File Overview window appears.
This window shows you:
z
the company file name
z
the MYOB Accounting software release number
z
the location of the company file
z
the size of the company file
z
the date on which the company file was last backed up
z
the date on which the company file was last verified
z
the end month and year of the current financial year
z
the latest month of the locked periods, if one has been specified
z
the date of the payroll tax tables.
If necessary, you can perform the following maintenance tasks
from this window:
z
Back up your company file. Click Backup and complete the
backup procedure. For more information on how to back up
your company file, see ‘To make a backup of your company file’
on page 271.
MYOB Accounting/MYOB Accounting Plus v16, uk
z
Check your company file for errors. Click Verify and complete
the verification procedure. For more information, see
‘Checking your company file for errors’ on page 277.
z
Set the locked periods for your company file. Click Lock
Periods and specify the last month of those that are to be
locked (being months for which data cannot be entered). For
more information on how to set lock periods, see ‘Lock periods’
on page 259.
z
Load payroll tax tables. Click Load Tax Tables and then
complete the procedure for loading tax tables. For more
information on tax tables, see ‘Load tax tables’ on page 37.
4 When you have finished viewing and, if necessary, reconciling
your accounts, click Next. The Transaction Review window
appears.
2 When you have completed the required maintenance tasks, click
Next. The Account Reconciliation Review window appears.
5 Enter the start date and end date of the period you want to
review.
6 Click Run Review to start the transaction review of the following:
Reconcile invoices
with the linked
debtors account
The total of all customer balances is compared to
the current balance of the linked accounts debtor
account.
If there is an out-of-balance amount, click Display
to view the Debtors Reconciliation Exceptions
report and review, customise or print the details of
the report.
This window shows you:
z
your bank and credit card accounts
z
the balance of each account
z
the date on which each account was last reconciled.
3 If you want to reconcile an account, select the account and click
Reconcile Accounts. For more information on how to reconcile a
bank account, see ‘Reconciling your bank accounts’ on page 253.
User Guide
Reconcile purchases
with the linked
creditors account
The total of all supplier balances is compared to the
current balance of the linked accounts creditor
account.
If there is an out-of-balance amount, click Display
to view the Creditors Reconciliation Exceptions
report and review, customise or print the details of
the report.
Month-end procedures
251
The total value of stock on hand is compared to the
Compare item
current balance of the linked stock account.
values with the
linked stock account If there is an out-of-balance amount, click Display
Check for job
exceptions Cash
Transactions
to view the Stock Value Exceptions report and
review, customise or print the details of the report.
Scan for futuredated transactions
The company file is checked for any transactions
dated after the date of the current session (that is,
the current date).
If there are transactions dated after the current
session, click Display to view the Future Dated
Transactions report and review, customise or print
the details of the report.
Scan for prepaid
transactions
The company file is checked for any prepaid
transactions. These transactions include all
customer and supplier payments (excluding deposit
payments) that have a payment date prior to the
date of the invoice or purchase.
If there are payments made prior to the invoice or
purchase date, click Display to view the
Prepayment Transactions report and review,
customise or print the details of the report.
Scan for deposits
paid
The company file is checked for any deposits paid
(within the date range specified) on sales orders or
purchase orders.
If any orders have a payment flagged as a deposit
transaction, click Display to view the Deposit
Transactions report and review, customise or print
the details of the report.
Review audit trail
changes
If you have selected the Use Audit Trail Tracking
[System-wide] option in the Preferences window
(Security tab), the company file is checked for any
transactional, VAT, accounts, payroll and system
changes.
If you have selected the Warn if Jobs Are Not
Assigned to All Transactions [System-wide]
option in the Preferences window (System tab),
the company file is checked for cash transactions
(within the date range specified) that have no job
number.
If any transactions are detected with no job number,
click Display to view the Job Exceptions Cash
Transactions report and review, customise or print
the details of the report.
Check for job
exceptions Invoice
Transactions
If you have selected the Warn if Jobs Are Not
Assigned to All Transactions [System-wide]
option in the Preferences window (System tab),
the company file is checked for sales and purchase
transactions (within the date range specified) that
have no job number.
If any transactions are detected with no job number,
click Display to view the Job Exceptions Invoice
Transactions report and review, customise or print
the details of the report.
Reconcile payroll
liability payments
If you use integrated payroll, the total of payroll
liabilities transactions that are unpaid is checked
against the balance of the linked accounts payable
account Payroll Category.
If there is an out-of-balance amount because a
payroll liabilities transaction has a payroll paid date
equal to or before the current session date, click
Display to view the Payroll Liabilities
Reconciliation Exceptions report and review,
customise or print the details of the report.
If any changes occurred within the date range
specified, click Display to view the Audit Trail
report and review, customise or print the details of
the report. For more information on audit trail
tracking, see ‘Audit trail tracking system’ on
page 244.
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MYOB Accounting/MYOB Accounting Plus v16, uk
7 When you have finished viewing and, if necessary, printing the
Transaction Review reports, click Next. The VAT Exception
Review window appears.
8 Enter the start date and end date of the period you want to
review.
Check for VAT
exceptions Cash
Transactions
The company file is checked for Spend Money and
Receive Money transactions without a VAT code
assigned or where the entered VAT code is different
to the default VAT code. If such a transaction is
found, click Display to view the VAT Exemptions
Cash Transactions report and analyse the details of
the report.
Reconcile VAT code
details with linked
accounts
The company file is checked for variances between
the balance of the linked VAT accounts and the
amount of VAT that has been collected and paid on
transactions. If variances are found, click Display to
view the VAT Code Reconciliation Exceptions
report and analyse the details of the report.
10 Click Finish. A message appears asking if you would like to print a
summary report of the audit findings. Click Yes to print the report
or click No to close the Company Data Auditor window without
printing the report.
9 Click Run Review to do the following:
Reconciling your bank accounts
Check for VAT
amount variances
[Sales]
The company file is checked for variances between
the VAT amount posted and the VAT amount
calculated for the VAT codes assigned to sales
transactions. If a variance is found, click Display to
view the VAT Amount Variation report and review,
customise or print the details of the report.
Check for VAT
amount variances
[Purchases]
The company file is checked for variances between
the VAT amount posted and the VAT amount
calculated for the VAT codes assigned to purchase
transactions. If a variance is found, click Display to
view the VAT Amount Variation report and review,
customise or print the details of the report.
Check for VAT
exceptions [Invoice
Transactions]
The company file is checked for sale and purchases
transactions without a VAT code assigned or where
the entered VAT code is different to the default VAT
code. If such a transaction is found, click Display to
view the VAT Exemptions Invoice Transactions
report and analyse the details of the report.
User Guide
To ensure the accuracy of your business records, you should keep
your record of each bank account balance matched up with your
bank’s records.
If you are reconciling your bank account for the first time since
you started using MYOB Accounting, see ‘Performing an initial
bank reconciliation’ on page 43.
Month-end procedures
253
To reconcile your bank account
Reconciling bank accounts using the Company Data
Auditor If you are using the Company Data Auditor (see step 2
in ‘Run the Company Data Auditor’, on page 251), select the
account you want to reconcile in the Account Reconciliation
Review window and click Reconcile Accounts. Continue this
procedure beginning with step 3.
NOTE :
1 Go to the Banking command centre and click Reconcile
Accounts. The Reconcile Accounts window appears.
5 For each entry on your bank statement, mark the corresponding
transaction by clicking in the select column ( in Windows and
in Mac). The selected line is highlighted and the amount in the
Calculated Statement Balance field is updated.
6 If there are entries on the statement relating to bank charges or
bank interest and the entries do not appear among the
transactions on the Reconcile Accounts window, you need to
manually enter these transactions.
2 In the Account field, enter the account you want to reconcile.
a Click Bank Entry. The Bank and Deposit Adjustments window
appears.
3 In the New Statement Balance field, enter the closing balance
that appears on the statement your bank sent you.
b Fill in the appropriate transaction details and click Record. The
Reconcile Accounts window reappears.
4 In the Bank Statement Date field, enter the closing date that
appears on your bank statement, and then press TAB. Only
unreconciled transactions dated on or before that date will appear
in the scrolling list.
If you want to use Get Statement to import your bank
statement data, see ‘Importing statements’ on page 56.
NOTE :
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Chapter 18
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7 Click Reconcile. A window appears, indicating whether your
account is reconciled or out of balance.
z
If your account is reconciled, you can print the Reconciliation
report by clicking Print (recommended). Once the report is
printed, the Reconcile Accounts window appears. Click
Reconcile again to complete the reconciliation process. If you
don’t want to print the report, simply click Reconcile. The
transactions you marked are considered cleared and won’t
appear in the Reconcile Accounts window the next time you
display it.
z
If your account is out of balance, the window will indicate the
amount by which your account is out of balance, and will
provide you with a few ideas as to why this may have occurred.
To correct the unreconciled amount, follow the procedure
below.
MYOB Accounting/MYOB Accounting Plus v16, uk
To correct an unreconciled amount
1 Check the following:
„
„
„
„
„
Did you enter the correct figure in the New Statement
Balance field? Note that you have to enter the closing
balance from your bank statement, not the opening balance.
Did you enter the correct date (that of the closing balance
from your bank statement) in the Bank Statement Date
field? Note that an incorrect date may prevent some
transactions from appearing in the list.
Did you place the selection mark next to all transactions that
appear on the bank statement? If not, some transactions
might not have been accounted for in the reconciled
balance.
Did you place, by mistake, the selection mark next to a
transaction that didn’t appear on your bank statement? If
yes, you need to remove the selection mark from this
transaction.
Did you record all bank charges and bank interest entries
that appear on the bank statement? If not, you need to
record them and mark them for reconciliation.
2 Repeat the reconciliation procedure ‘To reconcile your bank
account’ on page 254.
If your account is still out of balance, then you may have deleted a
transaction that has been reconciled previously.
3 If you have deleted a previously reconciled transaction, re-enter
the transaction into your company file and mark it for
reconciliation.
Identifying deleted transactions using the Audit Trail
report If you set the Use Audit Trail Tracking preference, you
can use the Audit Trail report to search for deleted transactions.
Note that for a transaction to appear in this report, you need to
have set this preference before deleting the transaction.
NOTE :
4 Repeat the reconciliation procedure.
Undoing an account reconciliation
If you have reconciled a transaction in error or deleted a previously
reconciled transaction, you can undo the previous account
reconciliation. When you undo a reconciliation, all transactions for
that period return to an unreconciled status.
If the error was made in a reconciliation earlier than your last
reconciliation, you can undo several reconciliation periods in
succession in your current financial year.
Note, when you undo an account reconciliation, you will need to
reconcile each transaction again and reprint your reconciliation
reports.
CAUTION : Purged transactions cannot be re-reconciled
not undo a reconciliation for a period containing purged
transactions.
Do
To undo an account reconciliation
Back up before undoing reconciliation We recommend
that you back up your company file before you undo a
reconciliation. Then, if you want to reverse the undo
reconciliation, you can restore the backup file.
NOTE :
1 Go to the Banking command centre and click Reconcile
Accounts. The Reconcile Accounts window appears.
2 In the Account field, type or select the account for which you
want to undo the reconciliation.
User Guide
Month-end procedures
255
3 Click Undo Reconciliation. The Undo Last Reconciliation
window appears, confirming the account and date of the
reconciliation you are undoing.
Items List Summary
Shows what’s on hand and what needs to be
ordered.
Audit Trail
Reviews changes made to recorded transactions,
VAT codes, account details and system settings.
Note that before you can track and report
changes, you need to activate the audit trail
tracking preference. For more information, see
‘Audit trail tracking system’ on page 244.
Profit & Loss
Statement
Shows your profit and loss figures.
Balance Sheet
Reviews your financial position as of the end of a
period.
Summary Trial Balance Identifies incorrectly entered amounts. When
reviewing this report, check for:
4 Click Undo Reconciliation. A confirmation window appears.
•
entries that seem unusually large or small for
the account that has been affected
•
debit amounts for accounts that normally have
credit entries and vice versa
5 Click OK. The Reconcile Accounts window reappears.
Step 2: Review reports
•
unusually high or low ending balances
•
an unusually high or low number of entries for
a specific account.
There are several reports that we recommend you review at the
end of each month. You can use these reports to identify and
correct any discrepancies in your records, as well as spot any
trends in your business.
Balance Sheet Budget
Analysis
Lists account balances as at the end of a selected
period, along with the budgeted amounts for
them. If you’ve determined that changes need to
be made to the amounts you’ve budgeted for the
coming months, you can adjust your budget.
These reports are listed below.
Profit & Loss Budget
Analysis
Lists account balances for a selected period, along
with the budgeted amounts for them. If you’ve
determined that changes need to be made to the
amounts you’ve budgeted for the coming
months, you can adjust your budget.
Statement of Cash
Flow
Shows how your cash position has changed over a
period of time, what profit you have earned,
where you received additional cash, and where
your cash was spent.
Report
Description
Debtors Reconciliation Lists all your outstanding receivables.
Creditors
Reconciliation
Lists all your outstanding payables.
Analyse Sales
Customer
Lists your company’s sales activity and trends on a
month-by-month basis.
Analyse Purchases
Supplier
Lists your company’s monthly purchases.
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Chapter 18
End-of-period procedures
NOTE : Create a report batch You may find it useful to create a
report batch for your month-end reports and print them all in one
go. For more information, see ‘Printing report batches’ on
page 198.
MYOB Accounting/MYOB Accounting Plus v16, uk
Step 3: Send customer statements
Most businesses send statements to customers who have
outstanding balances at the end of each month. You can either
print out and send these statements through the mail or send
them via email.
To print a customer statement
1 Go to the Sales command centre and click Print/Email
Statements. The Review Statements Before Delivery window
appears.
2 Click the To Be Printed tab.
3 In the Statement Type field, select the type of statement you
want to print.
z
Invoice statements lists all open invoices up to and including
the date you specify.
z
Activity statements lists all sales invoices, payments, and orders
with a customer deposit for the period of time you specify.
Activity statements include a running account balance.
4 Specify the statement period to be printed:
z
If you selected Invoice as the statement type, enter a date to
include invoice statements outstanding on that date.
z
If you selected Activity as the statement type, enter the
statement period in the From and to fields.
5 Type the number of statements you want to print per customer in
the Print field.
6 Click Advanced Filters to filter and customise the information to
be displayed in the customer statement. See ‘Advanced filters’ on
page 209 for more information.
User Guide
7 Mark the select column ( in Windows and
in Mac) next to
the name of each customer you want to print statements for.
8 Click Print.
To email a customer statement
1 Go to the Sales command centre and click Print/Email
Statements. The Review Statements Before Delivery window
appears.
2 Click the To Be Emailed tab.
3 In the Statement Type field, select the type of statement you
want to email.
z
Invoice statements lists all open invoices up to and including
the date you specify.
z
Activity statements lists all sales invoices, payments, and orders
with a customer deposit for a period of time. Activity
statements include a running account balance.
4 Specify the statement period to be included.
z
If you selected Invoice as the statement type, enter a date to
include invoice statements outstanding on that date.
z
If you selected Activity as the statement type, enter the
statement period in the From and to fields.
5 Mark the select column ( in Windows and
in Mac) next to
next to the name of each customer you want to email statements
to.
6 If you want to change a customer’s email address, highlight their
name and select an address from the Email Address list ( ).
Alternatively, type the email address in the Email Address field.
Month-end procedures
257
7 Type the subject title and message of the email or accept the
default subject and message. If you want to change the default
message, click Email Defaults and make the changes as
appropriate.
8 Click Advanced Filters to filter and customise the information to
be displayed in the customer statement. See ‘Advanced filters’ on
page 209 for more information.
creating a new account, see ‘To add an account to your accounts
list’ on page 174.
In the following example, we have a header account, Vehicles,
numbered 1-1500, and a detail account, Vehicles Original Cost,
numbered 1-1510. We have created a new asset account called
Vehicles Accum Dep, numbered 1-1520. Notice that the header
account shows the current book value of the vehicles.
9 Click Send Email.
Step 4: Record depreciation
IMPORTANT : If you depreciate your assets at the end of the
financial year, make this step a part of your end-of-year routine.
Consult your tax adviser or accountant for information on
when to depreciate your assets.
Your company’s vehicles and equipment lose value each year. Part
of the cost of vehicles and equipment can be allocated as an
expense to your company each year you benefit from their use.
The allocation of the cost of a piece of equipment over its useful
life is called depreciation.
There are several methods of depreciation. Consult your
accountant to see whether you should be depreciating vehicles
and equipment and, if you should, which method is best for you.
MYOB Accounting doesn’t calculate depreciation automatically,
but you can record your depreciation figures quickly with a
journal entry.
1 Create a new asset account for each type of asset you depreciate.
Add the words ‘Accum Dep’ (for Accumulated Depreciation) at
the end of each new account name. Give the new account a
number that allows it to come directly after its corresponding
asset account in the accounts list. For more information on
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Chapter 18
End-of-period procedures
2 Create a new expense account. You may want to call it
Depreciation.
3 Once you’ve determined your depreciation amounts, make
journal entries to credit the new accumulated depreciation asset
accounts and debit the new depreciation expense account. The
accumulated depreciation asset accounts will always have a
negative balance to show a reduction in the value of the
depreciable assets.
Step 5: Lodge VAT returns
Many businesses are required by the government to submit
monthly VAT returns. To determine the amounts you need to
include on your VAT returns, you need to produce the VAT reports
that are available in MYOB Accounting. To view a list of the VAT
reports, click the VAT tab in the Index to Reports window. For
more information about producing VAT reports, see ‘Accrual and
cash reporting’ on page 165.
MYOB Accounting/MYOB Accounting Plus v16, uk
Step 6: Pay PAYE and NIC that is due
Step 7: Lock periods
Payments of PAYE and NIC amounts due for each tax month must
be paid to the Inland Revenue Accounts Office within 14 days of
the end of that tax month. Given that tax months end on the 5th,
you must pay that amount by the 19th of the month.
After you have completed your month-end tasks, you should lock
that month using the Lock Periods feature. This will prevent you
from inadvertently making an entry in a month in which you
don’t want new entries.
To determine the amount you owe the Inland Revenue, you
should produce the Employer’s Payment Record P32 report.
1 Go to the Setup menu and choose Preferences. The Preferences
window appears.
Once you have determined the amount payable, you can record a
payment in the Pay Liabilities window. For more information, see
‘Payroll liabilities’ on page 116.
2 Click the Security tab.
To view the Employer’s Payment Record P32 report
1 Go to the Reports menu and choose Index to Reports. The
Index to Reports window appears.
2 Click the Payroll tab.
3 Select the Lock Periods: Disallow Entries Up to and Including
option and choose the relevant month from the list. This selection
merely places a temporary lock on the month you select and all
months before it. If, at a later time, you need to make an entry in
a locked month—for example, you locked May, and now want to
make an entry in April—you can change your selection in the
Preferences window so that month is unlocked.
3 Select the Employer’s Payment Record P32 report and click
Customise. The Report Customisation window appears.
4 Select the required tax period from the Tax Period list.
5 Click Display.
User Guide
Month-end procedures
259
Year-end procedures
This section describes the tasks you need to perform at the end of
your financial year and at the end of the payroll year (if you use the
payroll feature) to prepare your company file for the coming year.
from previous, current and next financial years. For more
information, see ‘Starting a new financial year’ below.
End of payroll year
End of financial year
With MYOB Accounting you don’t need to close your financial
year at any particular time. You can continue to use your company
file for up to twelve months after the last month of your current
financial year. MYOB Accounting allows you to track information
You must close the payroll year in the last month of your payroll
year or soon after. Otherwise, you will not be able to enter
paycheques for the next payroll year. See ‘Starting a new payroll
year’ on page 264.
Starting a new financial year
Complete the tasks listed below to close your financial year and
start a new one.
Step
Task
See
1
Complete month-end tasks
below
2
Perform a stocktake
below
3
Provide information to your accountant below
4
Enter end-of-year adjustments
page 262
5
Back up your company file
page 263
6
Start a new financial year
page 263
7
Optimise and verify your company file
page 265
Step 1: Complete month-end tasks
Make sure you complete each of the month-end tasks. See
‘Month-end procedures’ on page 250.
Step 2: Perform a stocktake
If you track stock quantities and values, you should perform a
stocktake count when all transactions affecting stock for the
financial year have been entered.
To perform a stocktake
1 Go to the Stock Control command centre and click Count Stock.
In the Count Stock window, click Print to print the Stock Count
Sheet report.
2 Count the stock on hand and record the quantities on the Stock
Count Sheet.
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MYOB Accounting/MYOB Accounting Plus v16, uk
3 Make the necessary adjustments in the Count Stock window so
that the stock quantities shown in your company file match your
counted items on hand. See ‘Count stock’ on page 134 for more
information.
To export information to accountants
1 Go to the File menu and choose AccountantLink and then Send
to Accountant. The Reporting Period window appears.
Step 3: Provide information to your accountant
Once you have completed your year-end tasks, you can send your
accounting data to your accountant.
Accountants routinely ask their clients to provide financial
information in an electronic format that can be loaded into their
software. This makes it easier for the accountants to examine and
analyse their clients’ records. After examining these records,
accountants may make adjustments to the records that need to
be entered into MYOB Accounting.
If your accountant requests an electronic copy of your accounting
records, you can export your accounts list, account balance and
journal entries and send this file by email or by post. You
accountant can then examine your records and, if required, send
you a file to import that contains adjusting journal transactions (see
‘To import nominal journals from your accountant’ on page 263).
User Guide
2 If your accountant wants you to include journal entries in the
export, select the Include Journal Entries in Export File option.
3 In the Date to end of field, select the month up to and including
for which you want to export transactions.
4 Choose the method you want to use to send the information.
z
Email—If you want to email the file, select your accountant’s
name in the Email to field and then click email. The email
address entered on the accountant’s card will be used when the
email is created in your email program. The default name for
the export file is companyfilename.MYE.
z
Disk—If you want to save the file to disk and send it by post,
click Disk. Enter a name and location for the export file in the
window that appears. The default name for the export file is
companyfilename.MYE. You can change the file name if you
want but you must retain the ‘.MYE’ extension. Click Save.
Starting a new financial year
261
Step 4: Enter end-of-year adjustments
Your accountant is likely to provide you with a number of
adjustments, such as journal transactions. If they have been provided
electronically or on disk, you can import these transactions (see
‘Importing data’ on page 284). If the adjustments have been
provided on paper, you can manually enter them in the Record
Journal Entry window.
If you send information to your accountant using the
AccountantLink feature (see ‘To export information to
accountants’ on page 261), you can import the adjusting journals
your accountant sends you. For more information, see ‘To import
nominal journals from your accountant’ on page 263. Make sure
your accountant has sent you the journal adjustment file as a text
file with a file with a .txt extension.
To record adjustments manually
If your company file is set to 13 accounting periods in the financial
year, assign your adjustments to the 13th period by entering an
asterisk (*) before the date, for example, *30/9/2004.
1 Go to the Accounts command centre and click Record Journal
Entry. The Record Journal Entry window appears.
The nominal journal number and transaction date appear by
default. You can change these if necessary.
2 [Optional] Enter a comment in the Memo field, to describe the
journal entry, for example, Depreciation–Motor Vehicles.
Each row of information entered in the scrolling list is a line item.
The line item details are identified in the journal adjustments
provided by your accountant.
3 For each line item:
a Type the account number (or name), or select it from the
account list.
b In the Debit and Credit fields, enter the debit or credit amount
for the line item.
c [Optional] In the Job field, enter the job number for the line
item.
d [Optional] In the Memo field, enter a description of the line
item.
e If necessary, change the default VAT code for the account by
typing the required VAT code or selecting it from the list.
NOTE : Journal entry must be balanced The journal entry
cannot be recorded until the Out of Balance field is zero.
4 Click Record to record the journal entry.
Make a backup of your company file after you have finished
entering adjustments and store it in a safe location. See ‘Backing
up and restoring company files’ on page 270. Make sure you
verify the company file as part of the backup process. See
‘Checking your company file for errors’ on page 277.
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To import nominal journals from your accountant
1 Go to the File menu, choose AccountantLink, then Receive from
Accountant. The Open window appears.
2 Locate and select the file containing the nominal journals sent by
your accountant.
3 Click Open. The accounts are imported and a message appears,
giving you the results of the import. If there are any errors, read
the information in the MYOBLOG file (MYOB Accounting) or
MYOBPLOG file (MYOB Accounting Plus) which can be found in
the folder where your company file resides.
Step 5: Back up your company file
Make a backup of your company file after you have finished
entering adjustments and store it in a safe location. See ‘Backing
up and restoring company files’ on page 270. Make sure you
verify the company file as part of the backup process. See
‘Checking your company file for errors’ on page 277.
Step 6: Start a new financial year
Before starting a new financial year, make sure you have:
z
completed steps 1–5 above
z
entered all transactions and adjustments as instructed by your
accountant
z
checked with your accountant to ensure no further entries are
required in the company file for the current year.
If you have done all of the above, you are now ready to start a new
financial year.
User Guide
When you start a new financial year:
z
The previous financial year’s monthly totals for all accounts are
changed to ‘last year’ categories. If ‘last year’ amounts already
existed, those amounts will be replaced.
z
The balance of your current-year earnings account is
transferred to your retained earnings account.
z
The balances of your income, cost of sales, expense, other
income and other expense accounts are returned to zero.
z
Closed sales, closed purchases and journal entries assigned to
closed sales and closed purchases are kept or purged according
to your selections in the Start a New Financial Year assistant.
To start a new financial year
[MYOB Accounting Plus only] Single-user access Please
note that this task requires single-user access. For more
information, see ‘Single-user file locking for special tasks’ on
page 279.
NOTE :
1 Go to the File menu and choose Start a New Year and then Start
a New Financial Year. The Start a New Financial Year window
appears.
2 Follow the instructions that appear. If you need help, click Help
and then choose Help for This Window.
Step 7: Optimise and verify your company file
Once the Start a New Year procedure is complete, we recommend
that you optimise and verify your company file. For more
information, see ‘Optimising your company file’ on page 277.
Starting a new financial year
263
Starting a new payroll year
Step 3: Prepare and submit payroll tax forms
Complete the tasks below to start a new one.
Step
Task
See
1
Process the last paycheques for the year
below
2
Print payroll reports
below
3
Prepare and submit payroll tax forms
below
4
Back up your company file
page 265
5
Start a new payroll year
page 265
6
Optimise and verify your company file
page 265
You can use the MYOB Accounting End of Year Tax Forms
Assistant window to prepare P35 and P14/P60 payroll tax forms
for your employees. You can e-file these forms using HM Revenue
& Customs’ PAYE Online for Employers service, or submit them by
post.
Before you can e-file P14 and P35 forms, you need to register for
the HM Revenue & Customs’ PAYE Online for Employers service.
To ensure you meet the filing deadline, you need to start the
registration process at least seven days prior to the deadline. For
more information on e-filing or to start the registration process,
go to http://www.gateway.gov.uk/.
You must make sure that all paycheques for the payroll year you
are about to close have been entered. For more information, see
‘Paying your employees’ on page 108.
If you need to change payroll information you’ve prepared and
submitted using the End of Year Tax Forms Assistant, you can
use the assistant to prepare and submit an amended form. These
amended forms must be prepared before you start the next
payroll year in your company file.
Step 2: Print payroll reports
To prepare a payroll tax form
Step 1: Process the last paycheques for the year
z
Payroll Register Summary—shows the pay history of your
employees.
z
Payroll Activity Summary—shows the paycheque amounts
recorded. These are paycheques that have been recorded but
do not include any manual adjustments made in the Payroll
Details tab of the Card Information window (in the
employee’s card).
Follow the steps below to prepare your payroll tax form—or an
amended tax form if the original details were incorrect.
NOTE : Submitting amended forms You can only submit
amended forms using the End of Year Tax Forms Assistant
window if you used the window to submit your original forms.
1 Go to the Payroll command centre and click Prepare Payroll Tax
Forms to start the End of Year Tax Forms Assistant.
Review these reports to find potential issues or concerns. Look for
figures that seem out of the ordinary or unexpected.
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MYOB Accounting/MYOB Accounting Plus v16, uk
2 In the first window of the End of Year Tax Forms Assistant,
choose your preferred method of lodgment by clicking either:
z
I want to prepare my P35 and P14/P60 forms for e-file using
my MYOB software
z
I want to prepare my P35 and P14/P60 manually and
submit them via post.
3 In the remaining windows of the End of Year Tax Forms
Assistant, complete either:
z
your original tax form details
z
the amended tax form details—only enter the P35 and P14/P60
information that changed since submitting the original form.
For more information, see MYOB Help.
Step 5: Start a new payroll year
[MYOB Accounting Plus only] Single-user access Please
note that this task requires single-user access. For more
information, see ‘Single-user file locking for special tasks’ on
page 279.
NOTE :
1 Go to the File menu, choose Start a New Year and then Start a
New Payroll Year.
2 If you haven’t already created a backup file before purging the
information, click Backup and follow the instructions in the
windows that appear.
3 Click Continue. Follow the instructions, which will prompt you
step by step through the process.
Starting a new payroll year will:
Step 4: Back up your company file
Before you start a new payroll year, make sure you make a backup
of your company file. Once the previous year is closed, detailed
payroll information is no longer available and P11, P14 and P35
forms and other reports cannot be printed for that year. If you’ve
made a backup, however, you can restore that backup and print
the necessary documents.
For more information, see ‘Backing up and restoring company
files’ on page 270.
z
clear the payroll history from the employee cards for the
previous year
z
prevent you from printing payroll reports for the previous year
z
clear any entitlement balances that do not have the Carry
Remaining Leave Over to Next Year preference set in the
Entitlement Payroll Category window
z
prevent you from editing or deleting paycheques for the
previous year.
To ensure
you have the correct tax tables for the new payroll year, go to the
Help menu and choose Check for Product Updates.
Check for tax table update (requires Internet access)
Step 6: Optimise and verify your company file
Once the Start a New Payroll Year procedure is complete, we
recommend that you optimise your company file. See
‘Optimising your company file’ on page 277.
User Guide
Starting a new payroll year
265
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End-of-period procedures
MYOB Accounting/MYOB Accounting Plus v16, uk
19 Managing user accounts and
company files
Your company’s accounting information is kept in a single file called a company file. This includes your accounts list, details about
your customers, suppliers and employees, your list of items and all your transactions.
Every time you record a transaction, it is saved in the company file. Theoretically, there is no limit to the number of transactions you
can enter—the only constraint is that a very large company file might compromise performance.
Think of how much time you have spent customising your company file, setting it up and entering all your transactions. Imagine
having a computer failure and having to do it all again. This is why it’s important to back up and verify your company file.
You may need to restore a backup at any time because a simple knock to the computer or a power surge can cause a computer to
restart at just the wrong time and corrupt a company file. Company files can also be lost by hard-disk failures and theft. In all cases,
the only protection is a backup. If possible, you should keep your backup separate from your computer—preferably offsite.
Sometimes you might not realise you have a problem with your company file. For example, you may not find that your company file
has been corrupted until you try to access the corrupted part of the file. The Verify Company File function protects you against this.
You should regularly check your company file for errors.
Once or twice a year for the life of the company file, you need to confirm that you are entitled to access it.
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Managing user accounts
If several people enter transactions into the same company file,
you can control which command centres, windows and
transactions they can access with user accounts. The ability to
limit users’ access can help to minimise fraud: for example, you
can prevent a person who places orders with suppliers from also
being able to pay suppliers, minimising the likelihood of paying
false purchases.
MYOB Accounting Plus allows more than
one user to access a company file. Though MYOB Accounting Plus
provides you with a single network licence at the time of
purchase, you can buy additional licences (also known as
workstation seats) whenever the need arises.
Simultaneous users
To create a password for the Administrator account
A user can only open a company file by
completing the Sign-on window. The user must enter a user ID
and password to gain access to the user account. Then, whenever
a user enters a transaction, MYOB Accounting labels it with the
user ID. This allows you to keep track of who entered particular
transactions, which is useful when following up disputes with
suppliers or customers and pinpointing fraudulent transactions.
1 Start MYOB Accounting and click Open your company file in the
welcome window that appears.
Administrator account The Administrator account is a default
user account always present in all company files and cannot be
deleted. This special user account is the only one with access to all
command centres, functions and windows.
5 In the Change Password window, leave the Existing Password
field blank, type the password in both the New Password and
Confirm Password fields.
User accounts
2 In the Open window, select the company file to be opened and
click Open. The Sign-on window appears.
3 In the User ID field, type Administrator.
4 Click Change Password.
The person logged on as Administrator is able to create, edit and
delete ordinary user accounts. For that reason, as soon as you
create a company file, you should supply a password for the
Administrator account; otherwise any user can log in and enter,
edit and delete transactions without leaving a trace.
6 Click Record.
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To create a user account
6 Click New to open the New User Details window.
1 Start MYOB Accounting and click Open your company file in the
welcome window that appears.
2 In the Open window, select the company file to be opened and
click Open.
3 In the Sign-on window, type Administrator in the User ID field,
type the administrator’s password in the Password field, and click
OK. Only the Administrator account allows you to create, edit and
delete user accounts.
4 Go to the Setup menu and choose Preferences.
5 In the Preferences window, click the Security tab and then click
Password. The User Access window appears.
7 Type the user’s name in the User ID field, then type the password
in the Password and Confirm Password fields.
8 If you want to copy the restrictions you’ve set up for another user,
type or select an existing user account in the Copy Restrictions
field.
9 Click OK. The new user account appears in the User ID column of
the User Access window.
10 Click the new user account in the User ID column, then click in
the Not Allowed column next to those command centres or
functions to be denied to the user.
11 Click OK.
User Guide
Managing user accounts
269
To obtain additional workstation licences (MYOB
Accounting Plus only)
When the volume of transactions grows too large for a single
person to handle, you can purchase extra workstation licences to
allow additional users to access the company file simultaneously.
Before you begin, have your credit card on hand.
4 Call Customer Service at the number given in the Enable License
window and follow the Customer Service representative’s
instructions.
NOTE : Write down the confirmation code Ask the Customer
Service representative for the company file’s confirmation
code—you may need to activate the extra licences you purchased.
5 Confirm the extra workstation licences.
1 Start MYOB Accounting Plus and open the company file requiring
extra workstation licences.
z
If you want to confirm via the Internet, click Enable Online and
click OK.
2 Go to the Setup menu and choose Company Information.
z
Otherwise, type the confirmation code given to you by the
Customer Service representative in the Enter Confirmation
Code field and click OK.
3 In the Company Information window, click License.
Backing up and restoring company files
Backing up is the copying of a company file to some form of
storage medium, such as a floppy disk, CD, a different hard disk or
other media. You can also use the backup function in MYOB
Accounting to create a compressed archive file that takes up less
space. The archive file has a ‘.ZIP’ extension for Windows users
and a ‘.sit’ extension for Mac OS users.
Precautions when backing up Avoid common mistakes that can
cause you to lose backups of company files:
z
CAUTION : [MYOB Accounting Plus only] Single-user access
required Making a backup requires single-user access. For more
information, see ‘Single-user file locking for special tasks’ on
page 279.
When you do a full backup, you then ensure that the most
recent versions of custom forms and templates are backed up.
z
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Take care when backing up multi-user company files If
multiple users access a company file on a host computer,
always back up the company file that is stored on the
host—especially if you create custom forms and templates on
the host computer and then copy them to workstations.
Don’t store backups on the same hard disk as the
software A single disaster can wipe out all your records.
MYOB Accounting/MYOB Accounting Plus v16, uk
z
z
Make separate backups A disk failure can corrupt your data in
such a way that you may not notice it during a session. If you
accidentally copy some corrupted data over your previous
backup file, that backup is no longer valid. Without a valid
backup, you would need to re-create your company file. You
can reduce this risk by making separate backups to protect your
company data—for example, at the end of each business day.
Store backups offsite Store monthly and yearly backups in a
safe place, preferably away from your office. Except for daily
rotational backups, do not reuse media.
To make a backup of your company file
The Backup command creates a backup of the company file you
are currently using and compresses it to a smaller, more
manageable size.
[MYOB Accounting Plus only] Backups and multiuser company files If there are multiple users accessing a
company file on a host computer, back up the host company
file—especially if you are doing a full backup that includes custom
forms, and letter and spreadsheet templates.
CAUTION : If the backup process does not work If any warning
or error messages appear at any stage of the backup process,
contact MYOB Support.
2 Choose the type of backup you want.
z
To back up your company file and templates, click Backup all
data.
z
To back up your company file only, click Backup Company File
only.
3 Choose whether to check your company file for errors before
making your backup:
z
To check for errors, click Check Company File for errors.
z
To prevent error checking, click Do not check Company File
for errors.
NOTE : Maintaining data integrity We recommend checking for
errors so that if you need to revert to a backup, data integrity is
ensured.
CAUTION :
1 Go to the File menu and choose Backup. A company file backup
window appears.
4 Click Continue.
z
If you selected the Do not check Company File for errors
option, go to step 6 on page 272.
z
If you selected the Check Company File for errors option,
note that this verification process may take several minutes.
5 Click OK in the window that appears when the verification
process has finished. This window appears whether or not errors
have been found in the company data file.
For more information about checking your company file for
errors, either:
User Guide
z
see step 2 of ‘To check your company file for errors’ on
page 277
z
press F1 for Help.
Backing up and restoring company files
271
6 In the window that appears, select where you want to store the
backup file.
Restoring a backup company file
The Restore command closes the company file you’re currently
using, decompresses a backup file so you can use it, and then
opens the backup file.
NOTE : [MYOB Accounting Plus only] Single-user access for
restoring backups This task requires single-user access. For
more information, see ‘Single-user file locking for special tasks’ on
page 279.
To restore a backup (Windows)
The default filename assigned to the backup file is described in the
following table.
Platform Default filename
further details
Windows MYOmmdd.zip
•
mmdd is the month and day
from your computer’s clock
•
.zip is the file extension and
cannot be changed.
•
dd-mm-yyyy is the date from
your computer’s clock
•
filename is your company
filename
•
.sit is the file extension and
cannot be changed.
Mac
Backup dd-mm-yyyy
filename.sit
7 If you want, you can change the name of the backup file.
8 Click Save.
9 Label all your backups with enough information to tell you when
they were done and where you were up to in data entry—for
example, ‘Friday 4/5/07’ or ‘Backup as of 4/5/07’.
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1 Go to the File menu and choose Restore. The Restore window
appears.
If the Prompt for Data Backup When Closing option is selected
in the Preferences window, a window appears asking if you want
to backup your company file. If you want to backup your
company file now, click Yes and follow the prompts, otherwise
click No.
2 In the Restore window, select the backup file you want to restore
and click Open.
If the backup file is on a removable disk, insert the disk into
the disk drive.
NOTE :
3 Select the folder where you want to save the restored file. By
default, the restored file will be saved in the same folder as the
backup file.
MYOB Accounting/MYOB Accounting Plus v16, uk
4 Click Save. A message appears showing that the company file will
be restored to the selected folder.
2 Locate the backup file you want to restore, select it and click
Open. The Choose a Folder window appears.
5 Click OK to complete the restore.
3 Select the destination folder for the restored company file.
When you restore a file that has not been activated, the Company
File Activation window appears. If you do not need to enter
transactions into the restored file, click I want to mark this file as
Read Only and then click Continue to open the file in read-only
mode.
If, later, you need to activate the read-only file, go to the Help
menu and choose Activate Company File.
Restoring from a CD If you are restoring a backup file
from a CD, the file will be read-only. To read data from the file,
you need to change the file’s attributes by right-clicking the file,
choosing Properties and deselecting the Read-only option.
NOTE :
To restore a backup (Mac OS)
1 Go to the File menu and choose Restore. The Open window
appears.
4 Click Choose. A message appears showing the file name and
location of the company file.
5 Click OK. The Sign-on window appears.
When you restore a file that has not been activated, the Company
File Activation window appears. If you do not need to enter
transactions into the restored file, click I want to mark this file as
Read Only and then click Continue to open the file in read-only
mode. If later you need to activate the read-only file, go to the Help
menu and choose Activate Company File.
Restoring from a CD If you are restoring a backup file
from a CD, the file will be read-only. To read data from the file,
you need to change the file’s attributes. To do so, locate the
restored file using Finder and click the file to select it. From the
File menu, click Get Info and deselect the Locked option.
NOTE :
If the backup file is on a removable disk, insert the disk
into the disk drive.
NOTE :
User Guide
Backing up and restoring company files
273
Confirming activated company files
After a company file is activated, once or twice a year you must
confirm its activation for the life of the file. The confirmation
verifies to MYOB that you are running a legal installation of MYOB
Accounting Plus. When confirmation is due and you attempt to
open an activated company file, the Company File Confirmation
window appears.
These procedures show you how to confirm an activated
company file and set up automatic confirmation:
z
‘To confirm a company file online’ below
z
‘To confirm a company file by telephone’ on page 275
z
‘To set up automatic company file confirmation’ on page 276.
To confirm a company file online
1 Ensure you are connected to the Internet.
2 Open the company file you want to confirm.
3 In the Company File Confirmation window, click I want to
confirm my company file online.
You have a period of grace in which to confirm the company file,
indicated under the Confirm Your Company File heading. If you
don’t want to confirm immediately, click I want to confirm my
company file later and click Continue to open the file. After the
period of grace expires, the company file can only be opened in
read-only mode, in which you can still view transactions, print
reports or export data, but will not be able to enter any data.
Confirming a read-only file If you have elected to open a
company file overdue for confirmation in read-only mode, but then
change your mind, go to the Help menu and choose Confirm
Company File. The Company File Confirmation window appears.
NOTE :
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4 Click Continue. Your serial number and company file code are
sent to the MYOB confirmation server, which returns a
confirmation code and extends the file activation.
The Company File Confirmation – Confirmed window appears.
MYOB Accounting/MYOB Accounting Plus v16, uk
5 If you prefer MYOB Accounting to perform subsequent
confirmations automatically, select the I want to use Automatic
Confirmation option.
6 Click OK and in subsequent windows choose the options relevant
to your business needs, until a command centre appears. The
company file has been confirmed and you can continue to enter
transactions.
3 Click Continue. The Company File Confirmation – By Phone
window appears.
4 Call MYOB on the telephone number displayed under the
Company File Code field.
NOTE : Frequent requests to confirm If, after confirming a
company file, you are asked within a short time to confirm it
again, contact Technical Support. Some reasons why this might
happen are explained in ‘Troubleshooting activated company files’
on page 276. Under normal circumstances, confirmation only
occurs once or twice a year.
To confirm a company file by telephone
1 Open the company file you want to confirm.
2 In the Company File Confirmation window, click I want to
confirm my company file by phone.
5 Follow the instructions to receive your confirmation code.
6 Type the confirmation code in the Confirmation Code field and
click Continue.
Confirmation code used only once After you confirm
your company file, the confirmation code cannot be used to
confirm this or any other company file again. You must get a new
confirmation code from MYOB each time MYOB Accounting
requests confirmation.
NOTE :
7 If you have an Internet connection and you prefer MYOB
Accounting to perform subsequent confirmations automatically,
select the I want to use Automatic Confirmation option.
User Guide
Confirming activated company files
275
8 Click OK and respond to subsequent windows as required until an
MYOB Accounting command centre appears. The company file
has been confirmed and you can continue to enter transactions.
Frequent requests to confirm If, after confirming a
company file, MYOB Accounting asks you within a short time to
confirm it again, contact Technical Support—see ‘Troubleshooting
activated company files’ below. Under normal circumstances,
confirmation occurs only once or twice a year.
NOTE :
5 Select the I Prefer to Use Automated Online Company File
Confirmation option and click OK.
From now on, MYOB Accounting confirms the company file
automatically and displays this notification of successful
confirmation each time.
To set up automatic company file confirmation
After a company file has been activated, MYOB Accounting asks
you to confirm it once or twice a year. You can manually confirm
the company file either over the Internet (see page 274) or by
telephone (page 275). But, if you prefer, MYOB Accounting can
confirm company files over the Internet automatically.
Internet connection required When MYOB Accounting
attempts to confirm the activation of the company file
automatically and you are not currently connected to the Internet,
a window appears requesting you to connect.
NOTE :
1 Start MYOB Accounting and click Open a company file in the
Welcome to MYOB Accounting window.
2 In the Open window, select the company file to be confirmed
automatically and click Open.
3 Go to the Setup menu and choose Preferences.
4 In the Preferences window, click the Security tab.
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Troubleshooting activated company files
The activation and confirmation of company files is sensitive to
changes of the date in your computer’s system clock. In some
circumstances, changes or discrepancies in the system date start
an immediate confirmation process.
Workstations out of synchronisation If multiple users on
different workstations are accessing a company file
simultaneously and the dates in the system clocks of one or more
workstations differ, you will need to synchronise clocks and
confirm the company file the next time you open it.
Date changed while company file is open If you open a
company file and change the date in your computer’s system
clock while the file is open, then close the file, you may need to
confirm the company file next time you open it.
MYOB Accounting/MYOB Accounting Plus v16, uk
Servicing your company file
Checking your company file for errors
Optimising your company file
In addition to having your company file automatically checked for
errors before creating a backup, you can check your company file
any time you choose.
Over time, your company file will grow considerably in size. As
you enter transactions, then remove or purge them, the file will
have unused areas that once contained these transactions. These
unused areas can affect the efficiency with which operations are
performed in the company file. We recommend that you use the
Optimisation Assistant to remove the unused areas in the
company file and keep your accounting software running
efficiently.
By checking your company file for errors, you can catch minor
problems in the file before they cause serious problems.
To check your company file for errors
CAUTION : [MYOB Accounting Plus only] Single-user access
required Checking a company file for errors requires single-user
access. If you normally have multiple users accessing a shared
company file on a host computer, verify the company file on the
host computer when no other users are logged on. See ‘Singleuser file locking for special tasks’ on page 279.
1 Go to the File menu and choose Verify Company File. A
confirmation window appears.
2 Click OK to confirm that you want to verify your company file.
Your company file is scanned for errors. When the file verification
process is complete, a message appears describing the results of
the process.
z
If no errors were found, click OK to end the verification process.
z
If your company file is corrupt, you can:
„
Attempt to repair the company file by optimising it—see
‘Optimising your company file’ below—and repeat this step
to check if the errors have been fixed.
„
Restore the company file from your most recent backup—see
‘To restore a backup (Windows)’ on page 272.
User Guide
To optimise a company file
CAUTION : [MYOB Accounting Plus only] Optimising multi-user
company files If multiple users are accessing a shared company
file on a host computer, optimise the company file on the host.
1 Open the company file to be optimised.
2 Go to the File menu, choose Optimise Company File. An
information window appears.
3 Click OK.
4 If an optimisation recovery file exists, we recommend that you
click Yes to retain a copy of it. Then click OK.
5 Click OK when the optimisation process is complete.
Servicing your company file
277
Purging information that is no longer needed
Purging is the process of removing data from your company file.
After you have used MYOB Accounting for a long time, you will
notice that the size of your company file has grown considerably.
Information such as journal entries, sales, purchases, business
contacts, activity slips and sales history figures builds up over
time. When your company file has grown larger than you want it
to, you can purge, that is remove information that is no longer
needed. After transactions are purged, they will no longer appear
on any report.
Payroll journal entries are not purged Payroll journal
entries are needed to print your payroll tax forms. When you
purge journal entries, the payroll entries are not removed.
NOTE :
To purge information
CAUTION : [MYOB Accounting Plus only] Purging multi-user
company files Purging a company file requires single-user
access. If you normally have multiple users accessing a shared
company file on a host computer, purge the company file on the
host computer when no other users are logged on. See ‘Singleuser file locking for special tasks’ on page 279.
1 Open the company file to be purged.
2 Create a backup file. See ‘To make a backup of your company file’
on page 271.
3 Go to the command centre to be purged. The information you
can purge is dependent upon the command centre you are in. For
example, if you are in the Sales command centre, you can only
purge closed invoices.
4 Go to the File menu and choose Purge [...].
5 Click Continue and follow the instructions in the Purge [...]
wizard.
Troubleshooting file-locking problems
When a company file is open, a temporary file called a lock file is
created in the folder where the company file is stored. This file,
called Lock000*.flk, keeps track of who is using the company
file. When you log out of the company file, the lock file is deleted
automatically.
NOTE : Lock file name The file is named Lock????.flk, where???
stands for a number from 0001 to 0010. If there is more than one
company file in the same folder, the number allows MYOB
Accounting to create a different lock file name for each company
file.
Sometimes, however, the lock file is not deleted. This can happen
if your computer crashes or an error causes your company file to
close unexpectedly. Lock files can accumulate in the company file
folder, resulting in error messages appearing when you try to
access your company file again.
To resolve these error messages, you must exit MYOB Accounting.
In Windows Explorer (or the Finder on Mac OS), open the folder
that contains the company file and delete any lock files in the
folder. You should then be able to open your company file without
an error.
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Special considerations for networked company files
MYOB Accounting Plus only The following networking
information is only applicable to MYOB Accounting Plus users.
NOTE :
When multiple users access a company file over a network, you
need to be aware of factors that affect the way you work. These
factors are not present when only a single user accesses the
company file. See:
z
‘Preferences in a network environment’ below.
z
‘Preventing data entry while generating reports’ on page 281.
z
‘Storing custom reports and custom forms on a network’ on
page 281.
z
‘Displaying up-to-date information’ on page 282.
z
‘Improving performance’ on page 282.
Preferences in a network environment
Some of the choices in the Preferences window of MYOB
Accounting Plus can affect how everyone works with your
company file. These preferences are clearly marked System-wide.
Multi-user file locking for daily transactions
Multi-user file locking ensures that changes cannot be made in
some windows while related data is being changed by another
user.
For example, a situation could arise where a user is recording
information in a sales transaction window while another user is
changing details of the customer card being used in the sales
transaction. In such a situation, multi-user file locking disallows
changes being saved in one of the windows until the changes
have been saved in the other window.
User Guide
If you would like to know when another user has changed data in
a window, go to the Setup menu, choose Preferences, click the
System tab, and mark Automatically Refresh Lists When
Information Changes. Now, if another user changes information
you are viewing, MYOB Accounting Plus closes your window.
When you reopen it, the data is updated.
HINT : View a list of users If you have been prevented from
accessing the company file, you can identify which user is locking
you out. To do this, go to a computer that has access to the
company file and view the list of active users (go to the File menu
and choose Active Workstations).
Single-user file locking for special tasks
Although several users can share a company file for entering daily
transactions, there are times when only one user should have
access. Many of these tasks are file maintenance procedures such
as backing up, and checking and optimising the company file. For
example, optimising a company file rearranges its internal
structure, so you need to ensure the file is not being accessed
while this process is taking place. Other single-user tasks are part
of standard bookkeeping practice. For example, when you print a
report, you do not want anybody to change data that will appear
in the report while it is being printed.
HINT : View a list of users To check whether any other users are
currently using the company file before you set a single-user lock,
go to the File menu and choose Active Workstations.
Single-user file locking prevents all but the first logged-in user
from accessing a shared company file—other users cannot even
log in. To enable single-user access after starting MYOB
Accounting Plus, click Single-user access in the Sign-on window.
Special considerations for networked company files
279
The tasks that require single-user file locking include:
z
backing up a company file
z
restoring a backup file
z
company file verification
z
purging data
z
exporting data
If the power fails, or you switch off your computer while MYOB
Accounting Plus is running, or your system crashes, MYOB
Accounting Plus is unable to delete the lock file. You will need to
delete the lock files manually. See ‘To delete lock files’ on
page 281. The following situations can cause lock files to
accumulate in the folder where the company file is kept, resulting
in various error messages when you try to open a company file:
z
importing data
z
z
starting a new financial year
z
starting a new payroll year
z
loading payroll tax tables
z
setting up, changing or removing an employee’s payroll
information
z
creating, changing or removing payroll categories
z
creating, changing or deleting report batches
z
optimising a company file
z
setting up, changing or removing user accounts.
Someone else is using the company file with your user ID or a
lock file from an irregularly ended session is present.
z
280
Chapter 19
Managing user accounts and company files
No more than 10 company files in any folder may be opened at
one time.
There are more than 10 lock files—the maximum
permitted—in the folder where the company files are kept. This
can occur legitimately if there are more than 10 company files
in the folder, 10 of which are open simultaneously, so that an
11th open file would create an illegal 11th lock file.
It is unlikely that 10 company files in a single folder will be open
simultaneously. More likely, 10 lock files have accumulated in
the folder owing to crashes and other problems.
Problems with lock files
MYOB Accounting Plus displays a File is busy; access denied
message when another user is accessing a shared company file,
and you both try to save a transaction or write data. When you see
this message, wait a few moments for the other transaction to
finish and for MYOB Accounting Plus to delete the lock file, and
then click Retry.
Someone else is currently signed on with the same User ID
z
You have reached the maximum number of simultaneous users
allowed under your MYOB Accounting Plus Workstation Licence
If you know this is incorrect, the problem may be a lock file.
MYOB Accounting/MYOB Accounting Plus v16, uk
To delete lock files
Any of the above messages may mean that there are old lock files
cluttering the folder where you store the company file. You need to
delete the lock files before MYOB Accounting Plus will run correctly.
1 Ask all users to close the shared company file and log out of MYOB
Accounting Plus.
2 Go to the File menu and choose Active Workstations to check
whether any users are still logged in. If there are, ensure they have
logged out before continuing.
3 Log out of MYOB Accounting Plus.
4 Navigate in Windows Explorer (or the Finder on Mac OS) to the
folder where you keep the shared company file.
5 Delete all lock files. They are named Lock????.flk, where ????
stands for a number from 0001 to 0010.
6 Restart MYOB Accounting Plus and reopen the shared company
file.
Preventing data entry while generating reports
If there are multiple users accessing a company file simultaneously
and you want to print or view a report, we recommend that you
prevent data changes during report generation. If you don’t,
other users will be able to continue making entries in the
company file and your report may not be accurate. If another user
changes information that affects the report while it’s being
printed or displayed, that particular entry may be indicated by
zeros or blank spaces on the report. In addition, new entries that
other users make might affect the total amounts on some reports.
You should therefore, consider printing or displaying the report at
a time when you know that no entries are being made that will
affect its accuracy.
User Guide
Before you print or display a report, open the Report
Customisation window for the report. You can select the Prevent
Data Changes During Report Generation option (on the
Finishing tab of the Report Customisation window) to turn on
multi-user file locking and prevent other users from adding,
changing or removing any information from the company file
while MYOB Accounting Plus is generating the report. When you
print or display the report with this option selected, the report will
be as up to date and accurate as possible.
However, keep in mind that a few MYOB Accounting Plus reports
take some time to be generated. You might want to consider
printing these lengthy reports at times when other users won’t be
forced to wait for the report to be generated before they can
resume making entries in the company file.
Storing custom reports and custom forms on a
network
When you create custom reports and custom forms, information
about them is stored on your workstation’s hard disk and not on
the network. Other users of the same company file won’t be able
to use your custom reports or custom form unless you copy the
reports to the appropriate locations on their workstations. (You
may want to ask your system administrator to perform this task.)
Custom reports are stored in the Custom folder and custom forms
in the Forms folder. Both these folders are located under the
folder where MYOB Accounting Plus is installed on your
workstation.
Special considerations for networked company files
281
Displaying up-to-date information
Improving performance
Each time you open a list window (such as the Find Transactions
window) or display a report in the Report Display window, the
information that is displayed matches the contents of the
company file as of the moment you opened the list or displayed
the report.
The following list outlines a number of ways in which you can get
the most out of MYOB Accounting Plus:
However, if you keep the list or report displayed on your computer
screen for some time, the data that other users entered during
that time will not be included in your list or report. You can
update the information automatically or manually:
z
Automatic update Go to the Setup menu, choose
Preferences and then click the System tab. Select the
Automatically Refresh Lists when Information Changes
option.
Automatic refreshing slows response Consider whether
you need to have on-screen information refreshed automatically. If
you choose this option, MYOB Accounting Plus will operate more
slowly for everyone who is accessing the company file. If speedier
data entry is a priority, we recommend that you choose to
manually refresh information regularly.
z
Use single-user access whenever possible.
z
Optimise your company file frequently—see ‘Optimising your
company file’ on page 277.
z
Do not select the Automatically Refresh Lists when
Information Changes option in the Preferences window.
z
Do not select the Warn for Duplicate Cheque Numbers option
in the Banking tab of the Preferences window.
z
Do not select the Warn for Duplicate [...] Numbers on
Recorded Sales option in the Sales tab of the Preferences
window.
z
Do not select the Warn for Duplicate [...] Numbers on
Recorded Purchases option in the Purchases tab of the
Preferences window.
z
Use Easy-Fill when entering card names, account names, and
item numbers or names.
z
Avoid leaving list windows open.
z
Use only a few linked accounts for stock items.
z
Combine line-item quantities on sales and purchases.
z
Generate large reports when you’re the only person using the
company file.
z
Print reports by a specific month instead of by a date range.
NOTE :
z
282
Manual update Go to the Window menu and choose
Refresh All. To update an on-screen report in the Report
Display window, click Redisplay.
Chapter 19
Managing user accounts and company files
MYOB Accounting/MYOB Accounting Plus v16, uk
Appendix A
Importing and exporting data
Exporting data
You can take data entered in MYOB Accounting and use it in
other software programs or in other MYOB company files. This
process is called exporting data.
2 Select the export file format and enter other information in
this window. For detailed field help, click Help and then
choose Help for This Window.
Some of the types of information you can export are:
accounts, items, nominal journal entries, Receive Money
transactions, Spend Money transactions, sales, purchases,
cards, jobs, activities, and activity slips.
3 Click Continue. The Export Data window appears.
The data can be exported to a tab-delimited or
comma-separated text file.
[MYOB Accounting Plus only] Single-user mode
required for data export You cannot export data when
more than one user is logged in. For more information, see
‘Single-user file locking for special tasks’ on page 279.
NOTE :
Before you export data, you should make a backup of your
company file. See ‘Backing up and restoring company files’ on
page 270.
To export data
1 Go to the File menu, choose Export Data and then choose
the type of data you want to export. The Export File window
appears.
4 Choose the fields you want to export and the order in which
you want to export them. To do this, click on the first field you
want to export in the MYOB Plus Fields (if you’re using MYOB
Accounting, the column is labelled MYOB Fields) column.
Field 1 will appear in the Export Order column next to the field
you selected. The field name will appear at the top of the
Export Fields column on the left side of the window.
5 Repeat the previous step for each field you want to export.
283
If you want to remove a field name from the Export Fields
column, click the name in the MYOB Plus Fields column. If you
want to export all the fields in the order they’re shown in the
column, click Match All.
6 When you have selected the fields, click Export. The Save As
window appears.
7 Enter a file name and location for the export file and click Save.
The file is exported.
Importing data
MYOB Accounting allows you to take data entered in other
software and incorporate it into your company file. You can also
incorporate information from one MYOB company file into
another MYOB company file. This process is called importing data.
Some of the types of information you can import are: accounts,
items, nominal journal entries, Receive Payments transactions,
Receive Money transactions, Spend Money transactions, Pay
Suppliers transactions, sales, purchases, cards, jobs, activities, and
activity slips.
The data can be imported from a tab-delimited or
comma-separated text file.
[MYOB Accounting Plus only] Single-user access
required Please note that you must not import data when more
than one user is logged in. For more information, see ‘Single-user
file locking for special tasks’ on page 279.
NOTE :
To import data
Before you start the import process, you will need to export the
data you want from the program you’ve used to create the data.
The data you want to import must be stored in a tab-delimited or
comma-separated file format.
1 Go to the File menu, choose Import Data and then choose the
type of data to import. The Import File window appears.
2 Select the import file format, the type of the first record, and, if
required, method of handling duplicate records. For more
information, click Help and then choose Help for This Window.
3 Click Continue. The Open window appears.
4 Locate and select the file you want to import and click Open. The
Import Data window appears.
If you send
information to your accountant using the AccountantLink
feature (see ‘To export information to accountants’ on page 261),
you can import the adjusting journals your accountant sends you.
For more information, see ‘To import nominal journals from your
accountant’ on page 263.
If you are importing journals from your accountant
284
Appendix A
Importing and exporting data
MYOB Accounting/MYOB Accounting Plus v16, uk
5 Match the import fields with the MYOB Plus Fields column (if you’re
using MYOB Accounting, the column is labelled MYOB Fields).
a Click the name of a field in the Import Fields column.
b Click the matching field in the MYOB Plus Fields column.
The import field you selected appears in the Matching Import
Field column.
Some fields must be imported Fields that have an asterisk
(*) next to them must have matching import fields assigned to them.
NOTE :
d If all the fields in the import file match those in the MYOB Plus
Fields column, click Match All to match all fields
simultaneously.
6 Click Import to import the data. If you get a warning or an error
message indicating that the import was not successful, refer to the
import log file in your MYOB Accounting installation folder for a
list of errors or warnings. This is a text file—readable by most word
processors—that lists the problems encountered during the
import.
c Click a field in the Matching Import Field column to remove it.
Importing data from MYOB RetailBasics
Using MYOB RetailBasics together with MYOB Accounting enables
you to import point-of-sale data—such as sales, surcharges, VAT
collected and liabilities accrued—from MYOB RetailBasics to MYOB
Accounting. This saves you from having to manually enter this data
into your accounting system.
To use this feature, you need to:
Set up your MYOB Accounting software
Before you can start importing MYOB RetailBasics data into MYOB
Accounting, you need to complete the following tasks.
Step
Task
See
1
Set the preference to import from MYOB RetailBasics page 286
z
Set up your MYOB Accounting software.
2
Set up accounts for MYOB RetailBasics data
page 286
z
Export MYOB RetailBasics data—daily, weekly or as required.
3
Replicate your VAT code lists
page 286
z
Import MYOB RetailBasics data into MYOB
Accounting—whenever there is a data file to import.
285
Appendix A
Importing and exporting data
MYOB Accounting/MYOB Accounting Plus v16, uk
Step 1: Set the preference to import from
MYOB RetailBasics
To set up MYOB Accounting to import MYOB RetailBasics data,
you need to set a preference. You only need to do this once.
1 In MYOB Accounting, go to the Setup menu and choose
Preferences. The Preferences window appears.
2 Click the System tab and select the I Use MYOB RetailBasics
option.
z
Account to record cash drawer discrepancies (an expense
account, for example 6-1100)
z
[Optional] Lay-by account to record lay-by payments (a liability
account, for example 2-2050)
z
[Optional] Credit card surcharge account to record fees
collected (an income account, for example 4-2150)
z
[Optional] Asset accounts to record your various payment
types. You can set up a separate account for cash, EFTPOS,
VISA, Mastercard, AMEX and Diners payment types or, if you
want to group similar payment types (for example, credit card
payments), an account for each payment group.
Step 3: Replicate your VAT code lists
3 Click OK.
Step 2: Set up accounts for MYOB RetailBasics
data
You need to set up your accounts list to include accounts for the
following items.
NOTE : Accounts may already exist You may have already
created some of these accounts when you set up your company
file. Review the list below and, if necessary, add the required
accounts to your account list. For more information, see ‘Adding
an account’ on page 174.
z
Sales account to record sales income (an income account, for
example 4-1000)
z
Bank account to record your daily takings (an asset account, for
example 1-1100)
z
286
The VAT codes you use in MYOB RetailBasics must match the VAT
codes you use in MYOB Accounting. To make sure that your codes
match, print a list of your MYOB Accounting VAT codes and then
compare this list with your MYOB RetailBasics VAT codes.
If necessary, add any required VAT codes in MYOB RetailBasics. For
more information, see the MYOB RetailBasics User Guide.
If there are additional VAT codes in MYOB RetailBasics, and you
intend to use these codes, you need to set up these codes in
MYOB Accounting. For more information, see ‘Setting up VAT
codes’ on page 163.
To print a list of MYOB Accounting VAT codes
1 Go to the Lists menu and choose VAT Codes. The VAT Code List
window appears.
2 Click Print.
VAT account to record VAT collected (a liability account, for
example 2-1030)
Appendix A
Importing and exporting data
MYOB Accounting/MYOB Accounting Plus v16, uk
Export MYOB RetailBasics data
You need to export your MYOB RetailBasics data before you can
import it into MYOB Accounting. When exporting, you need to
save the export data in your MYOB Accounting installation folder
so that it is imported automatically by MYOB Accounting.
However, you can choose to save the data in another folder, if you
want. For more information on exporting MYOB RetailBasics data,
see the MYOB RetailBasics User Guide.
User Guide
Import MYOB RetailBasics data into MYOB
Accounting
If you saved the MYOB RetailBasics data in your MYOB
Accounting installation folder, MYOB Accounting detects the data
when you open your company file, and starts importing the data
automatically.
If you chose to save the data in another folder, you need to import
it manually from the location where you saved it. For more
information, see MYOB Help.
Importing data from MYOB RetailBasics
287
288
Appendix A
Importing and exporting data
MYOB Accounting/MYOB Accounting Plus v16, uk
Appendix B Networking company
files on Windows
Preparing company files for multiple users
This section only applies to MYOB Accounting Plus
users. MYOB Accounting only supports a single user and
cannot be networked.
NOTE :
Setting up networks needs expert skills Because
setting up routers or hubs, cabling computers, and
configuring network hardware and software require expert
knowledge, you may need to employ an expert with the
necessary skills.
NOTE :
MYOB Accounting Plus is a network-ready application that
comes with one licence. However, if your volume of
transactions grows too great for one person to handle, you
can purchase additional workstation licences so that several
users can access the company file simultaneously. See ‘To
obtain additional workstation licences (MYOB Accounting Plus
only)’ on page 270.
If multiple users will be simultaneously accessing a company
file, it should be stored on a host computer where it can be
accessed across the network from other Windows
workstations. The host computer and workstations must be
running Windows ME, NT 4 (SP6), 2000 or XP. Note that the
workstations do not all need to be running the same version of
Windows.
289
If setting up a network for the first time, show this appendix to
a networking expert. To locate a networking-qualified MYOB
Certified Consultant near you, visit myob.co.uk/service/ccdir/
or call MYOB at 0845 130 3975.
This section starts from the point where the network is already
set up and running. A local area network (LAN) can be set up
in many different ways. The procedures in this section describe
the most common situation where a LAN is protected from
the external internet by a firewall on a router or gateway
computer.
Network access privileges required In a Windows
network, access can be set at the domain or user level. If you
are unable to carry out the procedures in this section because
you do not have sufficient access privileges, contact the
person who set up your network for assistance.
NOTE :
All users who will need to access the company file automatically
belong to the Everyone user group.This group is used as the
default group in these procedures as it simplifies the sharing of a
host folder. The members of the Everyone group will be given
permission to open, read from and write to the shared company
file.
NOTE : The Everyone user group may be a security risk The
Everyone user group allows anyone on the network to access the
shared company file. If some employees are not authorised to
access your accounting data, read Windows help or consult a
networking expert to set up secure access.
Continue with these tasks:
z
Setting up the network hardware, below
z
Setting up a company file folder on a Windows host, page 291
z
Accessing the shared company file from Windows workstations,
page 295.
Setting up the network hardware
Unless you are an expert, employ a networking consultant to set
up your network hardware. Show the consultant these
requirements for the host computer, and the hardware and
software requirements for the workstations specified in the MYOB
Accounting Getting Started guide.
Networking
Local area network (LAN), peer-to-peer
Windows host
Windows Me, NT 4 (Service Pack 6), 2000 or XP
Equipment
Pentium processor (or equivalent) with 1 GHz or better
with at least 128 MB RAM
Protocols
Ethernet network (for best performance choose
100BaseT) that supports NetBEUI, NetBIOS or TCP/IP
networking protocols
290
Appendix B Networking company files on Windows
Continue with these tasks:
z
Setting up a company file folder on a Windows host, page 291
z
Accessing the shared company file from Windows workstations,
page 295.
MYOB Accounting/MYOB Accounting Plus v16, uk
Setting up a company file folder on a Windows host
When several users are to work with a company file
simultaneously, it must be stored on a host computer to which
each user has access. Consider these tips for choosing a suitable
host:
z
Host the company file on the most powerful computer in
the network Users on workstations will enjoy better
performance if the company file is stored on the most powerful
computer in your network—the fastest with the most memory.
Complete the appropriate task to set up a Windows host
computer and share a company file folder:
z
To share a folder on Windows 2000 Pro or XP, below
z
To share a folder on Windows NT 4, page 293
z
To share a folder on other Windows versions, page 293.
To share a folder on Windows 2000 Pro or XP
z
Host the company file on the key employee’s computer If
one employee will use the company file more than anyone else,
consider storing the company file on that employee’s
computer. This person will experience better performance from
accessing the company file directly, compared with accessing it
across the network.
This procedure applies to Windows 2000 Professional and XP. If
you are using Windows 2000 Standard, see ‘To share a folder on
other Windows versions’ on page 293. Consult a networking
expert or read the Windows help to set up appropriate sharing
and access permissions if this procedure does not apply to your
network configuration.
z
Host the company file on a backed-up computer If you
store all your important files on a central host that is backed up
frequently, it is a good idea to also store your company file on
that host. The company file will then be backed up along with
all your other vital data.
1 If only administrators can set permissions on your computer, log
in as an administrator.
2 In Windows Explorer, create a folder named Company_Files in a
convenient location, for example, c:\Company_Files. This folder
is where the shared company file will be stored.
3 Right-click the Company_Files folder and choose Properties. The
Company_Files Properties window appears.
User Guide
Setting up a company file folder on a Windows host
291
4 Click the Sharing tab and set the fields and controls as shown
below.
5 If your network does not have workgroups or you are logged in to
a domain, continue with step 8.
6 Click Permissions. The Permissions for Company_Files window
appears.
7 Click the Everyone user group, then set the Allow and Deny
access in the Permissions list as shown below.
Share this
folder
(Share this
folder in the
network)
Share name
Comment
Maximum
allowed
Select the Share this folder option. If your network does
not have workgroups or you are logged in to a domain,
select the Share this folder in the network option, and
then complete the wizard that appears.
Type the name that will be seen by users accessing the
folder from their workstations, for example,
Company_Files.
Type a description that users will be able to read in the
folder’s Property window. This option is not present if
your network does not have workgroups or you are
logged in to a domain.
Choose this option to allow as many users as possible to
simultaneously access the company file. This option is
not present if your network does not have workgroups or
you are logged in to a domain.
Allow network Select this option. This option is not present if your
users to change network does not have workgroups or you are logged in
my files
to a domain.
292
Appendix B Networking company files on Windows
Permissions for Everyone
Allow
Deny
Full control
Select
Clear
Change
Select
Clear
Read
Select
Clear
8 Click OK. The Company_Files Properties window reappears.
9 Click OK.
10 In Windows Explorer, move the company file from its present
location to the Company_Files folder on the host.
MYOB Accounting/MYOB Accounting Plus v16, uk
11 Continue with ‘Accessing the shared company file from Windows
workstations’ on page 295.
To share a folder on Windows NT 4
This procedure applies to Windows NT 4 (Service Pack 6). Consult
a networking expert or read the Windows help to set up
appropriate sharing and access permissions if this procedure does
not apply to your network configuration.
File sharing on by default When you create a folder in
Windows NT, the folder is shared automatically, unless the person
who set up your network turned off this default behaviour.
NOTE :
1 If only administrators can set permissions on your computer, log
in as an administrator.
2 Open the Network control panel.
3 On the Identification tab, complete the following fields and click OK.
Computer Type the name that will be visible in Network Neighborhood.
Name
Domain
Type the name of the workgroup or domain to which this
computer belongs. If you are not sure whether workgroups or
domains have been created on your network, consult a
networking expert.
4 In Windows NT Explorer, create a folder named Company_Files
in a convenient location, for example, c:\Company_Files. This
folder is where the shared company file will be stored.
5 Right-click the Company_Files folder and choose Properties. The
Company_Files Properties window appears.
6 Click the Security tab and click Permissions. The Directory
Permissions window appears.
User Guide
7 Click the Everyone user group, set the values as shown below and
click OK. The Company_Files Properties window reappears.
Replace Permissions on Subdirectories
Select this option.
Replace Permissions on Existing Files
Select this option.
Type of Access
Set to Full Control.
8 Click OK.
9 In Windows NT Explorer, move the company file from its present
location to the Company_Files folder on the host computer.
10 Continue with ‘Accessing the shared company file from Windows
workstations’ on page 295.
To share a folder on other Windows versions
This procedure applies to Windows ME or 2000 Standard. If you
are using Windows 2000 Pro, see ‘To share a folder on Windows
2000 Pro or XP’ on page 291.
Consult a networking expert to set up appropriate sharing and
access permissions if this procedure does not apply to your
network configuration, or read the Windows help (search for
sharing files or sharing resources). Some versions of Windows have
file sharing disabled by default, so you must enable file sharing. If
file sharing is already enabled, you can begin with step 8.
Enable file sharing
1 Open the Network control panel.
2 In the Configuration tab, click File and Print Sharing. The File
and Print Sharing window appears.
3 Select the I want to be able to give others access to my files
option and click OK.
Setting up a company file folder on a Windows host
293
4 On the Identification tab, complete the following fields.
Computer
name
Type the name that will be visible in Network Neighborhood
(My Network Places on some versions of Windows).
Workgroup
Type the name of the workgroup or domain to which this
computer belongs. If you are not sure whether workgroups
or domains have been created on your network, consult a
networking expert.
5 Click OK. The Network control panel window reappears.
6 Click OK.
7 If a message asks you to restart the computer, click Yes.
Share a company file folder
8 In Windows Explorer, create a folder named Company_Files in a
convenient location, for example, c:\Company_Files. This folder
is where the shared company file will be stored.
9 Right-click the Company_Files folder and choose Properties. The
Company_Files Properties window appears.
10 Click the Sharing tab and set the fields and controls as shown
below.
294
Appendix B Networking company files on Windows
Shared As
Click this option.
Share Name
Type the name that will be seen by users accessing the folder
from their workstations, for example, Company_Files.
Comment
Type a description that users will be able to read in the
folder’s Property window.
11 Set the access permissions according to which groups of controls
appear on the Sharing tab.
z
Access Type controls group Click Full and enter a password in
the Full Access Password field. (Users will have to type this
password to access the company file in the Company_Files
folder.)
z
Name and Access Rights controls group
in the Add Users window, click:
Click Add and then,
„
Full Access to allow all users unlimited access to the
Company_Files folder, or
„
Custom and select ‘The world’, click OK and choose Read
Files and Write to Files.
MYOB Accounting/MYOB Accounting Plus v16, uk
12 Click OK.
13 In Windows Explorer, move the company file from its present
location to the Company_Files folder on the host.
14 Continue with ‘Accessing the shared company file from Windows
workstations’ on page 295.
Accessing the shared company file from Windows workstations
Workstations are Windows computers that access a company file
stored on another computer, referred to as a host computer.
Accessing the remote company file folder on the host requires you
to complete these procedures for each Windows workstation on
the local area network (LAN). This process is also known as
mapping network drives.
When you are able to access the company file folder containing
the shared company file, you can create a desktop shortcut to the
file. Clicking the shortcut starts MYOB Accounting Plus and opens
the shared company file.
Complete these procedures on every Windows workstation that is
to access the shared company file:
2 Locate and select the host computer on which the shared
company file folder is stored.
3 If a Connect to hostName window appears:
a Complete the User Name and Password fields.
b Select the Remember my password option.
c Click OK. You should now be able to see the Company_Files
folder.
4 Right-click the Company_Files folder and choose Map Network
Drive. The Map Network Drive window (or wizard) appears.
5 Accept the proposed drive letter or choose another.
6 Select the Reconnect at logon option and click OK (or Finish).
z
To access the shared company file folder, below.
z
To start MYOB Accounting Plus from a shortcut to the company
file, page 296.
To access the shared company file folder
Access may be password protected If a password is
required to access the shared company file folder, a window will
request you to enter a user name and password when you attempt
to access it.
NOTE :
1 In Windows Explorer, open Network Neighborhood (or My
Network Places). You can also double-click the Network
Neighborhood (My Network Places) icon on the desktop.
User Guide
7 If access to the folder is password protected, a logon window may
appear. If so, enter the password and click OK.
In Windows Explorer, the Company_Files folder now appears as a
network drive under My Computer. For example, you might see
the shared folder listed as Company_Files on 'Hongs-pc' (V:).
8 Open the shared Company_Files folder to see the shared
company file.
9 Continue with ‘To start MYOB Accounting Plus from a shortcut to
the company file’ on page 296.
Accessing the shared company file from Windows workstations
295
To start MYOB Accounting Plus from a shortcut to
the company file
A fast way to open a company file is to create a shortcut on your
desktop. To use a shortcut to launch your company file, you need
to create a shortcut to the software as well as the company file.
7 In the Start in field, enclosed in double quotation marks (“), type
the drive and folder location of the company file, for
example “V:\MYOB” as shown below.
1 Right-click an empty area of the desktop and choose New and
then Shortcut. The Create Shortcut wizard appears.
2 Type the filepath or click Browse to locate the MYOB Accounting
Plus program file (Myobplus.exe) and click Next.
3 Type a name for the shortcut and click Finish.
4 Right-click the new shortcut and choose Properties. The
Myobplus.exe Properties window appears.
5 Click the Shortcut tab.
6 The Target field displays the location of the MYOB Accounting
software you entered in step 2 above. You need to edit this field so
that the shortcut opens the company file as well as the software.
In the Target field:
a Type the location of your MYOB Accounting Plus software,
including the .exe file extension. Enclose the file name in
double quotation marks (“), for example,
"C:\MYOB\Myobplus.exe".
8 Click OK to close the Shortcut to Myobplus.exe Properties
window.
9 Double-click the shortcut on the desktop to test it. MYOB
Accounting should start on this workstation and immediately
open the specified company file, whether it is stored on a remote
host or this workstation.
10 Repeat from step 1 on each workstation that needs access to the
company file.
b Press SPACE.
c Also enclosed in double quotation marks (“), type the location
of the company file, including the .myo file extension. for
example, "V:\MYOB\Widgets.myo" .
The Target field should now, for example, display:
"C:\MYOB\Myobplus.exe" "V:\MYOB\Widgets.myo"
296
Appendix B Networking company files on Windows
MYOB Accounting/MYOB Accounting Plus v16, uk
Appendix C Networking company
files on Macintosh
Preparing company files for multiple users
This section only applies to MYOB Accounting Plus
users. MYOB Accounting only supports a single user and
cannot be networked.
Setting up networks needs expert skills Because
setting up routers or hubs, cabling computers, and
configuring network hardware and software require expert
knowledge, you may need to employ an expert with the
necessary skills.
NOTE :
NOTE :
MYOB Accounting Plus is a network-ready application that
comes with one licence. However, if your volume of
transactions grows too great for one person to handle, you
can purchase additional workstation licences so that several
users can access the company file simultaneously. See ‘To
obtain additional workstation licences (MYOB Accounting Plus
only)’ on page 270.
If multiple users will be simultaneously accessing a company
file, it should be stored on a host computer where it can be
accessed across the network from Macintosh workstations.1
The host computer needs to be running , Mac OS X 10.3 or
later, Windows Server 2000 or Windows Server 2003. The
workstations must be running Mac OS X 10.3 or later.
1
If setting up a network for the first time, show this appendix to
a networking expert. To locate a networking-qualified MYOB
Certified Consultant near you, visit myob.co.uk/service/ccdir/
or call MYOB at 0845 130 3975
This section starts from the point where the network is already
set up. A local area network (LAN) can be set up in many
different ways, so this section describes only the common
situation of a LAN protected from the external Internet by a
firewall on a router or gateway computer.
Continue with these tasks:
You can also access an MYOB Accounting Plus v16 company
file from MYOB Accounting Plus v16 running on a Windows
workstation. You may need to configure the network
differently so that the Windows workstations can access the
company file.
297
z
‘Setting up the network hardware’ on page 298.
z
‘Setting up a company file folder on a Mac OS X host’ on
page 299.
Setting up the network hardware
Unless you are an expert, employ a networking consultant to set up
your network hardware. Show the consultant these requirements
for the host computer, and the hardware and software
requirements for the workstations in the MYOB Accounting Getting
Started guide.
Networking
Local area network (LAN), peer to peer
Mac OS X host
Mac OS X 10.3 or later
AppleShare IP 6.2 or later (not Samba)
Windows host
Windows Server 2000 or 2003, using Services for Macintosh
(SFM), not SMB/CIFS/Samba
Equipment
G4 processor with 512 MB RAM, or better
Protocols
•
100BASE-T or faster Ethernet with TCP/IP enabled
•
Airport Base Stations, built-in Airport or Airport cards,
and Airport control panel 2.0.4 or later
Consider these tips for choosing a suitable host:
z
Host the company file on the most powerful
computer Users on workstations will enjoy better
performance if the company file is stored on the computer with
the fastest processing speed and with the most memory.
z
Host the company file on a backup computer If you store
all your important files on a central host that is backed up
frequently, it is a good idea to also store your company file on
that host. Then the company file will be backed up along with
other vital data.
Continue with ‘Setting up a company file folder on a Mac OS X
host’ on page 299.
When several users work with a company file simultaneously, it
must be stored on a host computer to which each user has access.
298
Appendix C
Networking company files on Macintosh
MYOB Accounting/MYOB Accounting Plus v16, uk
Setting up a company file folder on a Mac OS X host
If you choose to store your company file on a host running
Mac OS X, you can run MYOB Accounting Plus on that host but
can only open the company file in single-user mode. This means
that workers on other workstations cannot access the company
file at the same time.
2 Open the System Preferences and click Network. The Network
window appears.
Here are some solutions:
4 Configure the addressing method.
z
z
Store the company file on a Macintosh host computer running
Mac OS X but do not run MYOB Accounting Plus on that host,
or only run it infrequently—perhaps to print reports—when
others do not need access. For more information, type
‘Networking’ into the search field at myob.co.uk
In an mixed Windows and Macintosh environment, store the
company file on a Windows host computer.
Complete the following tasks to set up a Mac OS X host computer
and share a public folder where the company file will be stored:
z
’To activate TCP/IP on a Mac OS X host or workstation’ below
z
’To create a shared user account on a Mac OS X host’ below
z
‘To share a Public folder on a Mac OS X host’ on page 300.
To activate TCP/IP on a Mac OS X host or
workstation
This procedure shows you how to activate the TCP/IP protocol on
a computer and set either automatic or manual IP addressing.
Seek expert assistance The following steps may not
apply to the way your LAN is set up. If so, seek the advice of your
system administrator or a qualified network consultant.
NOTE :
1 If only administrators can set preferences on your computer, log in
as an administrator.
User Guide
3 In the Show field, select Built-in Ethernet for a cabled network or
select Airport for a wireless network, and then click the TCP/IP
tab.
z
If addresses are dynamically assigned, select Using DHCP in the
Configure field. In the DHCP Client ID field, type the name by
which the computer is to be recognised.
z
Otherwise, select Manually in the Configure field. In the IP
Address field, type the IP address, for example, 10.24.5.253.
5 If you set the address manually, in the DNS Servers text field, type
the IP address of the LAN’s primary DNS server on the first line and
those of secondary DNS servers—if there are any—one to a line
on the remaining lines.
6 Click Apply Now. If addresses are dynamically assigned, the
DHCP server then dynamically assigns an IP number to the
computer, and the IP Address, Subnet Mask and Router fields
are updated.
To create a shared user account on a Mac OS X host
1 If only administrators can set preferences on your computer, log in
as an administrator.
2 Open the System Preferences and click Accounts. The Accounts
window appears.
3 Click the (+) button.
Setting up a company file folder on a Mac OS X host
299
4 Complete the fields in the Password tab.
7 Log in again as the new user, share.
8 Go to the /Users/share/ folder and select the Public folder.
9 Go to the Finder’s File menu and choose Get Info. The Public
Info window.
Name
Type share.
10 In the Public Info window, expand the Ownership &
Permissions section and the Details section.
Short Name
Type share.
11 Select Read & Write in the Others field.
Password
Type a password of letters and digits.
Verify
Repeat the password.
Password Hint
[Optional] Type a reminder phrase.
5 If the user is not an administrator, deselect the Allow user to
administer this computer option in the Security tab.
A new user account called share is created. The home folder of the
share user is located at /Users/share and contains a folder called
Public, that is, /Users/share/Public. This Public folder is where you
will place new company files so that they can be accessed by any
workstation on the network.
To share a Public folder on a Mac OS X host
1 If only administrators can set preferences on your computer, log in
as an administrator.
2 Open the System Preferences and click Sharing. The Sharing
window appears.
3 Click the Services tab.
6 Close the Accounts window and Log out of the computer.
300
Appendix C
Networking company files on Macintosh
MYOB Accounting/MYOB Accounting Plus v16, uk
4 If using MYOB Accounting Plus with Mac OS X 10.3, complete the
following:
a If the Network Address field is displaying an IP number (for
example, 192.168.75.5), click the number to display the
computer’s network name in the Computer Name field (for
example, hongs-mac). If addresses are dynamically assigned,
this should be the name you typed in the DHCP Client ID field
in step 4 on page 299.
b Repeat the computer’s network name (for example, hongsmac) in the Rendezvous Name field. If both fields remained
blank after clicking the Network Address field, type an
identical name in both fields.
Rendezvous name simplifies networking The
Rendezvous name allows other computers running Mac OS X 10.3
or later, when a user chooses Connect to Server on the Go menu
of the Finder, to discover each other without setting complicated
networking preferences beforehand.
NOTE :
5 In the Select a service to change its settings field, select
Personal File Sharing. The Start button changes to Stop after a
pause.
6 Open the Finder and move the company file from its present
location to the /Users/share/Public folder.
7 Continue with ’Accessing the shared company file from Mac
OS X workstations’ below.
Accessing the shared company file from Mac OS X workstations
Workstations are Macintosh computers that access a company file
stored on another computer, referred to as a host computer.
Accessing the remote Public folder located on the host requires
you to complete these procedures for each Macintosh
workstation on the LAN running Mac OS X. See:
z
z
z
‘Installing MYOB Accounting’ chapter in the MYOB Accounting
Getting Started guide to install MYOB Accounting on Mac OS X.
To access the remote Public folder (Mac OS X)
This procedure shows how to access the remote Public folder and
ensure that the Macintosh workstation connects to it
automatically when you log in.
1 In the Finder, go to the Go menu and choose Connect to Server.
‘To activate TCP/IP on a Mac OS X host or workstation’ on
page 299.
2 Click Browse2 or type the URL for the Apple Filing Protocol (AFP,
that is, TCP/IP) in the Server Address field, for example,
afp://192.168.75.5.
’To access the remote Public folder (Mac OS X)’ below.
3 Click Connect. The Connect to file server … window appears.
Ensure optimum networking performance Consider
upgrading the operating system to Mac OS X 10.2.5 or later.
MYOB Accounting Plus experiences reduced network performance
with earlier releases.
NOTE :
4 Click Guest and then click Connect.
2
User Guide
The Browse option appears in Mac OS X 10.4 only.
Accessing the shared company file from Mac OS X workstations
301
5 In the Select the volumes … window, click the remote user folder
to be mounted (for example, share folder) and click OK. A
network disk icon appears on the desktop.
6 Open the System Preferences and click Accounts. The Accounts
window appears.
7 Click the Login Items tab and drag the network disk icon from the
desktop into the Login Items list.3 The network disk is added to
the list as a folder item. (Do not select the Hide option next to the
network disk item.)
3
302
Now, at each login the user’s workstation will be connected to the
remote Public folder on the host computer. When you store
company files in this shared Public folder on a host they can be
accessed from workstations.
HINT : Access the remote company file with an alias Open the
shared Public folder, click the company file, create an alias, and
drag the alias to the desktop. Next time you start the computer,
double-click on the company file’s alias to open the shared file.
In Mac OS X 10.3, click the StartUp Items tab and drag the
network disk icon from the desktop into the StartUp Items list.
Appendix C
Networking company files on Macintosh
MYOB Accounting/MYOB Accounting Plus v16, uk
Glossary
A
account Something to which a transaction is allocated. For
example , if your business sells widgets, you could create an
income account for widget sales and then allocate all widget sales
income to that account. An account thus provides a means of
grouping similar transactions. Accounts in MYOB business
management software are in one of eight categories:
z
Asset
z
Liability
z
Capital
z
Income
z
Cost of sales
z
Expense
z
Other Income
z
Other Expense
Accounts are classified as header or detail. Transactions are
allocated directly to detail accounts. Header accounts are used to
summarise multiple detail accounts. Each account must have a
unique number.
accounting period A part of your financial year. MYOB
Accounting treats each calendar month as a separate accounting
period. MYOB Accounting also provides an optional 13th period
for year-end adjustments.
accounts list Commonly referred to as a chart of accounts, this
is a list of all your asset, liability, capital, income, cost of sales,
expense, other income, and other expense accounts.
account number The account number identifies an account.
Each account must have a unique number.
accrual method (basis) A method of accounting which
records sales and purchases at the time they’re delivered, not at
the time they’re paid for.
ageing: creditors The number of days between receiving a
purchase from a supplier and an ageing date (usually today).
ageing: debtors The number of days between invoicing a
customer and an ageing date (usually today).
allocation account Usually an expense or income account
used to automatically balance a transaction such as a cheque or
deposit.
assets Things you own. Your bank account and computer are
both assets. If someone owes you money, the total owed to you is
an asset. Current assets are assets that can be turned into cash
within a relatively short period of time (less than a year). Things
that take longer to turn into cash, such as a factory building, are
called fixed assets.
303
audit trail A record of transactional, VAT, account, payroll and
system changes made to your company file. You can print an
audit trail report.
average cost method The cost method to value a stock item.
That is, the total cost of all your purchases for a particular item
currently on hand divided by the number of items on hand.
earnings and shareholder’s capital. Capital accounts usually carry
a credit balance.
card A record of contact information and other details of
customers, suppliers, employees and personal acquaintances.
carry over entitlement An employee entitlement accrued in
one financial year and carried over to the next.
B
bad debt
Money owed to you that is unlikely to be paid.
balance The sum of all the money added to and subtracted
from an account.
balance sheet A financial snapshot of a company’s position at
a particular time. A balance sheet lists the balances of the
company’s asset, liability and capital accounts. It is called a
balance sheet because the total value of the asset accounts minus
the total value of the liability accounts always equals the total
value of the capital accounts.
budget Expected monthly net activity for an account. Budgets
are useful for planning for the future and for analysing actual
performance against planned performance.
buying unit The unit of measurement—such as dozens,
cartons or crates—by which you purchase items from your
suppliers.
C
category A label you create and define for grouping
transactions. A category can be a department, profit centre,
geographic division or any other subset of your business that
requires separate reporting. See also wage category and payroll
categories.
cash flow The net flow of ‘money in’ minus ‘money out’ over a
period of time.
cash method (basis) Records the sale or purchase of goods
and services at the time they’re paid for, not when they’re
delivered. The opposite of the accrual method of accounting.
cleared A withdrawal or deposit is said to be cleared when your
bank accepts it in your account balance.
closed period An accounting period in which all entries are
completed. MYOB Accounting does not require that you actively
close a period. However, in the Preferences window you can
prevent accidental posting to a closed (locked) period.
closed purchases
capital A company’s net worth. The capital of a company
equals its assets minus its liabilities. See also capital account.
capital account One of the eight account categories. Some
common capital accounts are current year earnings, retained
304
Glossary
closed sales
Purchases that have been paid in full.
Sales that have been paid in full.
comma-separated text file A file format in which fields are
separated by commas. Files in this format can usually be imported
into MYOB business management software.
MYOB Accounting/MYOB Accounting Plus v15, uk
company information Found in the Setup menu, your
company information contains your company’s name, address,
VAT information and information about your company’s financial
year.
company file A file comprising all your company’s financial
information such as business name, contact information,
accounts, and account transactions. You can use MYOB
Accounting for 30 days in trial-mode. After this time, you will be
unable to enter any changes until the file is activated.
conversion month The earliest month in the financial year for
which transactions are to be recorded. If you purchase MYOB
Accounting in October but begin to record transactions dated
from September 1, your conversion month is September. The
conversion month determines the opening balances you will
enter when you set up your company file.
cost of sales Sometimes called ‘cost of goods sold’ this
account type works just like an expense account. The only
difference is where it appears on the profit & loss statement. Cost
of sales accounts appear after your income accounts, but before
your expense accounts. Cost of sales is subtracted from your
income to produce gross profit, but your expenses are subtracted
from your gross profit to produce net profit. You are not required
to use cost of sales accounts.
credit An amount on the right side of the ledger. (Debit
amounts appear on the left.) A credit amount increases the
balance of accounts with a credit balance and decreases the
balance of accounts with a debit balance. Accounts that normally
carry a credit balance are liability, capital and income accounts.
record a purchase in the Purchases command centre, the unpaid
balance of the purchase is added to your creditors balance. When
you pay for a purchase (using Pay Suppliers in the Purchases
command centre), the amount is subtracted from your creditors
balance.
credit terms The agreed upon rules governing the number of
days between delivery and payment, and discounts for early
payment and penalties. In MYOB Accounting, you can set default
terms for all customers.
current assets Assets that can be turned into cash within a
relatively short time (less than a year) are called current assets.
Some of your current assets are your bank accounts, debtors and
petty cash. Current assets usually do not lose their value over
time. Current assets normally have a debit balance.
current liabilities Liabilities that become payable within a
year. Some of your current liabilities are creditors, client deposits
and VAT due. Current liabilities usually have a credit balance.
current year earnings Current year earnings is a capital
account. Its balance equals your income minus cost of sales and
expenses. Current year earnings are zero at the beginning of a
financial year. Current year earnings are kept as a running total as
the financial year progresses. When you start a new financial year,
the balance of the current year earnings account is reset to zero
because the balance amount is moved into the retained earnings
account.
customer Someone to whom you sell goods or services. You
must enter customer details in a customer card before you record
a sale.
creditors What you owe for goods or services delivered. The
sum of all creditors is recorded as a liability account. When you
User Guide
Glossary
305
customer credit When someone returns something, and you
record an invoice that has a negative balance due, it is called a
customer credit. A customer credit is also created when a
customer account is overpaid. A customer credit is settled by
writing a refund cheque or applying the amount to another open
invoice.
the contra-asset account and debits a depreciation expense
account. Depreciation is most often recorded as a nominal journal
entry.
debit An amount on the left side of the ledger. (Credit amounts
appear on the right.) A debit amount increases the balance of
accounts with a debit balance and decreases the balance of
accounts with a credit balance. Accounts that normally carry a
debit balance are asset and expense accounts.
discount early payment The amount taken off the balance
due in return for payment within an agreed number of days.
debit purchase
discount days The number of days from a sale or purchase
within which full payment of the balance due entitles the payee to
a discount.
detail account An account to which transactions can be
assigned. Several detail accounts can be grouped under a header
account. Detail accounts are postable while header accounts are
not postable.
D
discount volume purchase The amount taken off an item’s
cost because of a special supplier or customer arrangement.
See supplier debit.
debtors What your customers owe you. The sum of all debtors
is recorded as an asset account. Any time you record a sale in the
Sales command centre, the unpaid balance of the sale is added to
your debtors balance. Every time you enter a customer payment
(using the Sales command centre), the amount is subtracted from
your debtors balance.
deposits from customers Advances received for goods or
services not yet delivered. Customer deposits are kept in a liability
account.
deposits to suppliers Advances paid to suppliers for goods or
services not yet delivered. Supplier deposits are kept in an asset
account.
depreciation The expense allocation of the cost of an asset
over a period of time. Most accountants create a contra-asset
account, such as accumulated depreciation, to track the
depreciation of an asset. A typical depreciation transaction credits
306
Glossary
double-entry accounting A method of bookkeeping in
which every entry is balanced by another entry. Correct
double-entry accounting always provides a balanced set of books;
that is, the total value of your asset accounts minus the total of
your liability accounts should equal the total value of your capital
accounts.
E
earnings See current year earnings or retained earnings.
equity
See capital.
expense A cost associated with running a business. Expense is
an account type. Expense accounts usually carry a debit balance.
MYOB Accounting/MYOB Accounting Plus v15, uk
F
historical balance The balance of an account prior to
converting your records to MYOB Accounting. You are not
required to enter historical balances. Enter them only if you want
to compare a current month’s activity to the activity for the same
month last year.
finance charge The amount added to an outstanding balance
as a penalty for late payment.
financial statements The balance sheet and income (profit &
loss) statement. The balance sheet is your company’s financial
picture at a particular time. The income statement shows your
company’s financial performance over a period of time.
I
identifiers A one-letter code used to sort and select cards in
the card file. You can assign up to 26 identifiers to a card.
financial year The 12-month period you use to define your
accounting year. MYOB Accounting does not require that it
matches the calendar year. You are also provided an optional 13th
period for making year-end adjustments that you do not want to
affect a particular month.
income Revenue from the sale of goods or services. Income is
an account type. Income accounts usually carry a credit balance.
income statement Also called a profit & loss statement, the
income statement shows your company’s performance over a
period of time. An income statement begins with income. It then
subtracts cost of sales to produce a gross profit. Expenses are
subtracted from gross profit to produce operating profit. ‘Other
income’ amounts are added to operating profit and ‘other
expense’ amounts are subtracted from operating profit to
produce net profit.
finished item An item that has been built ready for sale from
its component items.
fixed assets Assets that have a relatively long life (a year or
more). Your buildings, cars and computers are fixed assets. Fixed
assets usually depreciate; that is, they lose some of their value as
you use them.
invoice
The record of a sale.
G
gross profit
gross wages The total of all wage categories (hourly and salary)
you pay an employee. Also known as gross pay.
H
header account A header account is used to group similar
detail accounts. You cannot post a transaction to a header
account.
User Guide
item A unit in your items list. An item can be physical stock, like
a widget or a pair of shoes; or it can be non-physical, like an hour
of your time.
It is defined as income minus cost of sales.
J
job Work for which you want to track income and expenses. A
job can be a profit centre, a product line, a project or any other
subset of your business that requires a separate income
statement.
Glossary
307
journal A tool for organising your accounting entries. All
entries are grouped into one of six journals: nominal,
disbursements, receipts, sales, purchases or stock.
N
net pay
net income Net income (net profit or loss) is the total of all
income amounts minus the sum of your expense and cost of sales
amounts. When a net income has a positive value, it is called ‘net
profit’, and when it has a negative value, it is called ‘net loss’.
L
last cost
The most recent purchase price for an item.
ledger A record of account transactions in a double-entry
accounting system.
nominal journal A journal used to record miscellaneous
transactions not entered in other journals. For example, year-end
adjustments and depreciation expense.
liability Something you owe. Your working capital loan is a
liability. Your creditors are those whom you owe for a purchase,
and are liabilities. Liabilities that are due within a year are called
current liabilities. When a liability is not due for more than a year,
it is called a long-term liability. Liabilities normally have a credit
balance.
linked account MYOB Accounting uses linked accounts to
post your stock, sales and purchase transactions to the proper
account. When, for example, you link your debtors account, you
are telling MYOB Accounting where to post the balance due from
a sale.
long-term liability
at least a year.
A liability that does not have to be paid for
M
miscellaneous purchases Used to record non-item purchases
that do not require a printed purchase order.
miscellaneous sales Used to record non-item sales that do
not require a printed invoice.
308
Glossary
Gross wages less deductions.
nominal ledger This ledger comprises all your account
information such as sales, purchases, stock, cash in and cash out.
You prepare your financial statements (balance sheet and income
statement) from the nominal ledger information. You can also
print a nominal ledger report.
O
open purchase
open sale
A purchase with an outstanding balance due.
A sale with an outstanding balance due.
opening balance The balance of an account as at the start of
the first day of your conversion month.
operating profit Profit you made before considering ‘other
income’ and ‘other expense.’
other expense An account type used to record expenses that
are not directly related to your company’s operations such as loan
interest, fines, etc. ‘Other expense’ accounts usually have a debit
balance.
MYOB Accounting/MYOB Accounting Plus v15, uk
other income An account type used to record income that is
not directly related to your company’s operations such as bank
interest, investment income, etc. ‘Other income’ accounts usually
have a credit balance.
out of balance When the total credit amount does not equal
the total debit amount in a transaction, the transaction is out of
balance. You cannot record an out of balance transaction.
entries, only one of which is a transaction. A ‘purchase’ can be
entered as a quote, order, receive item or a purchase transaction.
purging The act of erasing old data. You can purge journal
entries, closed sales, closed purchases, activity slips and contact
logs.
Q
quantity breaks Minimum buying quantities at which you
offer items to customers at a discount. In MYOB Accounting Plus,
you can set a maximum of five quantity breaks with six different
price levels for each.
P
payables
See creditors.
paycheque An employee’s pay—regardless of whether it is
paid by cash, cheque or electronic transfer. Also a printed form
constituting an employee’s pay. To print paycheques or review
pay details, go to the Payroll command centre and click Print
Paycheques.
payroll categories The components of an employee’s pay.
These are grouped into five payroll category types: wages,
entitlements, deductions, employer expenses and taxes.
profit & loss statement
See income statement.
profit centre A subset of your business for which you want to
track income and expenses. You can track a profit centre by
assigning a job number or category code to transactions.
promised date The date a pending sale or pending purchase
is due to be delivered on. If a pending sale is not delivered as of its
promised date, a reminder is posted to the To Do List.
purchase A recorded purchase transaction. In MYOB business
management software, the term also refers to a class of purchase
User Guide
R
recap transaction A function that lets you look at a journal
entry before it is recorded. Recap transaction is particularly useful
for those transactions, such as invoices and purchases, for which
the journal entry is not immediately obvious.
receivables
See debtors.
What you are owed for items or services delivered.
reconciling The process of checking that your records agree
with your bank’s records.
recurring transaction An accounting entry that is made
periodically, such as weekly payroll, monthly rent, etc.
retained earnings Money from previous years earnings that
has been left in the company. At the end of a financial year any
money earned (or lost) during the financial year is transferred to
retained earnings. Retained earnings are recorded in an capital
account.
Glossary
309
revenue Income from the sale of goods or services. Revenue is
recorded in an income account. Income accounts usually carry a
credit balance.
T
tab-delimited text file In this file format, fields are separated
by tab spaces. Files in this format can be opened by most word
processing and spreadsheet software and can usually be imported
into MYOB business management software.
reversing The process of cancelling a transaction by entering a
new transaction with the same amounts but with opposite signs.
S
terms
selling unit The unit of measurement—such as dozens,
cartons or crates—by which you sell items to your customers.
transaction
stocktake A count of your stock. Also known as a stock count
or an inventory count.
supplier Someone from whom you buy goods or services. You
must enter supplier details in a supplier card before you can
record a purchase.
supplier debit When you return something to a supplier, and
you record a purchase with a negative balance, it is called a
supplier debit (or a debit purchase). A supplier debit is also
created when you overpay your account. A supplier debit is
settled by recording a supplier’s refund cheque or by applying the
amount to another open purchase for the same supplier.
310
Glossary
An entry that affects the balance of accounts.
trial balance A report showing all the activity for an account
or accounts within a selected date range. It shows the activity
within the date range and the balance at the end of the date
range. A trial balance is useful for checking your entries before
performing your period-end processing.
shareholder’s capital The owners’ stake in the company. It is
the amount the owners invested in the company plus the current
year earnings and retained earnings.
stock Raw materials, stock available for sale and stock in the
process of being made ready for sale. Most accountants record
stock value in a current asset account. Stock items are valued
using the average cost method.
See credit terms.
W
wage category A component of wages. Wages comprise
several categories, for example, base hourly, base salary, bonus,
etc. These categories are calculated on either an hourly or salary
basis.
wage type Either hourly or salary. The basis on which a wage
category is calculated.
work in progress Work you have done for your clients that
you haven’t billed yet. This is indicated on activity slips by a value
other than zero in the Left to Bill field.
MYOB Accounting/MYOB Accounting Plus v15, uk
Index
A
account classifications 30
Account Information window 29,
174
account levels 29
to track financial information 237
AccountantLink
exporting data to accountants 261
importing journals from
accountants 263
accountants
receiving accounts list from 19
receiving adjustments from 262
sending data to 261
accounting methods
accrual 165
cash 165
accounting periods
closing 259
locking 250, 259
number of 19
accounts
adding 29, 174
adjusting to reflect work in
progress 152
assigning VAT codes to 30, 164
budgets for 241
changing 177
changing account levels 29
classification for statement of cash
flows 30, 174
combining 180
creating 29, 174
deleting 178
detail 30, 174
exporting
to accountants 261
to other software 283
finding 176
header 30, 174
importing 284
levels 29
list of 19–20, 28
multiple currencies, tracking 154
new 29, 174
opening balances 31
reconciling 57
for the first time 43
reviewing 28
setting up 28
transferring
funds to foreign account 160
money between 54
types 30, 174
See also bank accounts
Accounts Easy Setup Assistant 28
Accounts List window 174
accounts payable. See creditors
accounts receivable. See debtors
accrual accounting 165
accrual accounts
setting up for items received 86
accruals. See entitlements, liabilities
activation of company files
circumstances requiring 21
confirming activation
automatically 276
by telephone 275
over the Internet 274
initial activation
by telephone 23
over the Internet 22
when activation is not required 21
activities
billing rates
setting 143
changing 145
creating time billing 144
definition of 144
deleting 145
exporting 283
importing 284
inactivating 145
setting billing rates for 143
Activities List window 144
Activity Information window 144
activity slips
adjusting book value of work in
progress 152
assigning payroll category to 147
changing 149
creating
multiple 148
single 146
creating a slip to pay an
employee 146
deleting 149
exporting 283
finding 149
importing 284
including in employee’s pay 109,
146
multiple 148
reviewing 149
single 146
using timer to create 147
adjustments
entering in 13th period 19, 262
importing from accountants 262
making at year-end 262
administrator account
password, creating and editing 268
See also user accounts
Ageing Date window 90
Analyse Debtors window 69
analyse payables 90
Analyse Sales window 69
Analysis menu (command
centres) 13
arrows. See search icons, zoom arrows
assets, recording depreciation 258
ATM withdrawals and transfers,
recording 57
audit trail 244
auditing company file
information 250
Auto-Build Information window 132
Auto-Build Items window 133
auto-building items 132
average cost 128
311
B
backing up
company file 270
setting reminder for 27
Backorder List window 66
backorders
items purchased on 83
items sold on 83
backup file, restoring 272, 273
bad debts, writing off 80
bank accounts
adding 174
reconciling
at month-end 57, 254
at year-end 254
for the first time 43
out-of-balance amounts,
correcting 255
setting up 43
See also accounts
bank deposits, preparing 49
bills
customising 210
recording 81
See also purchases
blank lines, inserting between line
items 65, 85
Budget Shortcuts window 242
budgets 241
allocating for accounts 31
allocating for jobs 241
choosing accounts for 241
half-yearly 244
monthly 243
quarterly 244
reports for 242
yearly 244
build items 131
Build Items window 131
business calendar 14
business contacts, maintaining list
of 221
Bank Register window
finding a transaction using 185
Get Statement button 57
recording receipts in 47
recording transactions in 53
Split button 54
business details, entering 18
bank service charges, recording 254
calendar 14
bank statements
adding transactions from 57
importing 56
formats supported 56
reconciling 57, 254
out-of-balance amounts,
correcting 255
Card File command centre 33
Banking command centre 48
billing for time. See time billing
billing rates, setting for
activities 143
customers 143
employees 143
suppliers 143
312
Index
buying details, setting up default 35
C
calculator 14
currency calculator 157
Card ID field 234
Card Information window 34, 173
cards
active 178
adding 173, 217
assigning VAT codes to 164
customers 34
suppliers 36
changing 177
creating for
customers 33, 173
employees 39, 103
items 124
suppliers 36, 173
custom lists and fields 223
deleting 179
employee 173
employee payroll information 103
exporting 283
finding 176
using advanced search filters 177
using search fields 176
identification code 234
importing 284
inactive 178
organising in groups 223
personal 173
synchronising cards and Mac
Address Book 231
synchronising cards and Outlook
contacts 225
carriage
charging customer for 64
paying suppliers for 84
cash accounting 165
cash wages, creating a cheque
transaction to record 114
categories
changing 177
creating 237
deleting 179
enabling allocation of 238
finding 176
setting up 237
tracking financial information,
using 237
See also payroll categories
Change Password window 268
charging for time. See time billing
chart of accounts. See accounts
cheques
customising for printing 210
customising template 210
entering 51–52
printing 207
recurring 52
voiding 52
columns, moving and resizing in
reports 196
combining accounts 180
command centres 11–13
Company Data Auditor 244, 250–
253
Company File Confirmation
window 274
company files
activating
by telephone 23
circumstances requiring 21
over the Internet 22
auditing 250
backing up 270
business details, entering 18
checking for errors 251, 277
confirming
automatically 276
by telephone 275
over the Internet 274
creating 17
current financial year 19
desktop shortcut to 296
financial year, entering 19
New Company File Assistant 18
optimising 277
purging unwanted data from 278
restoring from backups 272
serial number, entering 18, 22
sharing on a network 17
factors affecting how they
work 279
Mac 297
Windows 289
simultaneous access for more than
one user 17
unable to open 278
verifying 251, 277
company files folder. See network
company information, entering 18
components, using to auto-build
items 131
collection letters 219
MYOB Accounting/MYOB Accounting Plus v16, uk
confirmation codes
entered during telephone
confirmation 275
generated during Internet
activation 22
confirmation 274
confirmation of company files
automatic confirmation 276
by telephone 275
over the Internet 274
contact log 221
automatic entries 222
contact management 217
See also cards
contra accounts 80
contra payments 80
conversion month 19
choosing for a new company file 19
entering opening balances 31
Credit Limit & Hold window 74
Credit Limit Override Password
window 74
credit limits
password, changing 74
prevent recording sales if customer
exceeds 74
setting 73
warn if customer exceeds 74
credit notes 78
credit terms
changing
for a purchase 82
for a sale 62
changing when recording a
purchase 82
setting default
for purchases 35
for sales 33
Count Inventory window 126
creditors
accrual account
linking for items received without
purchase 86
paying 91
reconciling accounts at
month-end 251
year-end 251
Count Stock window 127
Currencies List window 154
counting stock 134
currency
accounts 154
calculator 157
new 154
See also multiple currencies
Copy From button 124
cost of a stock item
average 128
last 128
cost of sales, account for
tracking 125
credit card statements
adding transactions from 57
matching transactions with 57
credit cards
paying 59
recording purchases 58
credit control
credit holds 75
credit limits 73
credit terms
setting default 33
finance charges
applying 75
calculating 75
deleting 76
User Guide
currency calculator 157
Currency Information window 154
custom fields
recording card details using 234
recording item details using 139,
140
custom forms
adding graphics and logos 214
custom cheques 210
data fields 212
drawing lines on 214
discounts
for early payment 72
volume 63
invoices
entering 61
payments for 53, 70
payment methods 33
payments from 53, 70
quoting 61
setting billing rates for 143
terms 33
who are also suppliers 80
drawing rectangles on 214
elements of 215
page properties, setting 211
previewing 211
printing 212
removing elements 213
resizing elements 215
saving 211
setting up page properties 211
size of 211
specifying form size 211
tool palette 212
custom lists
creating 224
filtering stock reports with 140
grouping items with 139
printing on purchases and
invoices 140
custom price levels 138
assigning to a customer 139
customer credits
deleting 188
issuing 76
recording 77
settling 78
customer payments 70
discount for early payment 72
group with undeposited funds 71
See also receiving payments
customer statements
emailing 257
printing 207, 257
sending at month-end 257
customers
assigning a price level to 139
billing rates for 143
cards, creating 33
credit holds 75
credit limits 73
credit terms 33
credits
deleting 188
issuing 76
recording 77
settling 78
D
data
exporting
to accountants 261
to other applications 283
importing
from accountants 262
from other applications 284
from RetailBasics 285
limiting access to. See user accounts
purging 278
data fields
adding to a form 212
changing font characteristics 213
changing size of 215
font characteristics 213
resizing 215
data files. See company files
dates, entry with calendar 14
debtors
payments 70
reconciling accounts at monthend 251
reconciling accounts at yearend 251
Deduction Information window 101
deductions
definition 38, 98
linked account for 38
payroll categories
Index
313
changing 101
creating 98
deleting 178
deleting transactions 188
deposits
recording 49
in the Bank Register window 53
saving as recurring 49
depreciation
accounts for 258
recording 258
detail accounts 30, 174
discounts
early payment discounts
giving 72
receiving 92
reversing customer payments
with 189
volume discounts
giving 63
receiving 83
E
early payment discounts 72
Easy Setup Assistant 26
Easy-Fill 27
EC Purchases 170
EC Sales 167
Edit Accounts window 29, 174
Edit Recurring Schedule window 190
e-filing
P14/P60 tax forms 265
P35 tax forms 265
emailing
invoices 64
purchase forms 84
reports 197
sales forms 64
statements 257
314
Index
employees
activity slips, including in pay 109
analysing payroll 121
bank details 42, 106
billing rates, setting 143
bonuses 109
cards 39, 103, 173
cash payments 113
cheque payments 113
commissions 109
electronic payments
changing bank details for current
pay 112
entering bank details 31, 42, 106,
175
entitlement balances, viewing 120
holiday pay
recording 111
hours worked, entering 110
pay details, editing 110
pay history
entering 42
viewing 119
paying 108–115
payment method 42, 106
payments, changing, deleting or
reversing 113
payroll information
analysing 121
entering 103
reviewing 119
setting up 108
payroll liabilities
clearing 116
paying 116
reviewing 121
printing paycheques and sending
payments 113
recurring pay, entering 105
sales history for 70
setting billing rates for 143
setting up, in the Easy Setup
Assistant 39
sick pay, recording 111
See also synchronising cards and
Mac Address Book
to other applications 283
to Outlook 226
See also synchronising cards and
Outlook contacts
terminating 117
time billing information
including in employee pays 109
Employer Expense Information
window 102
employer expenses
definition 38, 98
linked account for 38
payroll categories
changing 99
creating 98
deleting 178
F
End of Year Tax Forms Assistant 264
end-of-month. See month-end
end-of-year. See year-end
entitlement balances, viewing an
employee’s 120
Entitlement Information
window 100
entitlements
changing 120
definition 38
linked wages category 100
payroll categories
changing 100
creating 98
deleting 178
viewing 120
errors, checking for in company
file 251, 277
Excel, viewing MYOB reports in 198
exchange accounts for tracking
foreign transactions 154
exchange rates 157
expenses, accounts for 29
employee 38
payroll category 102
Export Data window 283
Export Summary Window 227
exporting data
to accountants 261
to Mac Address Book 231
faxing
purchase forms 84
reports 197
sales forms 64
file locking
multi-user mode 279
single-user mode 279
to protect your data 279
finance charges
customer
calculating 75
charging 75
deleting 76
supplier
paying 92
using to track late payment 96
financial year
budgets for 241
closing 260
current 17, 19
determining 17
end-of-year tasks 260
entering 19
entering last month of 18
starting a new year 263
year-end tasks 260
Find Transactions menu (command
centres) 13
Find Transactions window 184
finding
records 176
transactions 184–187
finished items 131
fiscal year. See financial year
MYOB Accounting/MYOB Accounting Plus v16, uk
fonts
changing on forms 213
changing on reports 202
default 212
foreign currency
adding a new currency 154
changing 177
deleting 179
See also multiple currencies
foreign purchases. See multiple
currencies
foreign sales. See multiple currencies
forms
adding fields to 212
batch 207
customising 210
emailing 207
faxing 207
finding 206
printing 207
G
general journal. See nominal journal
general ledger. See accounts
Getting Started guide 9
graphics
adding to forms 214
changing size of on forms 215
See also pictures
H
half-yearly budgets 244
header accounts 30, 174
headers, using to group line items in
transactions 65, 85
help, online resource 10
historical
balances 31
purchases 37
sales 34
User Guide
host computer
saving new company files on 20
setting up
Mac 299
system requirements
Mac 298
Windows 290
See also workstations
HTML format, saving reports in 196
I
Identifiers, using to group cards 223
Import and Export Options
window 226, 229
import file formats, for importing
statements 56
import log file 285
Import Summary window 230
importing data
from accountants 262
from Mac Address Book 231
See also synchronising cards and
Mac Address Book
from MYOB RetailBasics 285
from other applications 284
from Outlook 229
See also synchronising cards and
Outlook contacts
importing statements
file formats supported 56
Get Statement button 57
matching transactions 57
online banking 56
inactivating records not used
frequently 178
international transactions. See
multiple currencies
Internet banking 58
importing statements 56
inventory transfers. See build items
inventory. See stock, items
locations 129
moving between locations 130
negative on-hand quantities 66
number per selling unit 126
opening quantities and values,
entering 126
opening quantities, entering 127
opening values, entering 127
price levels
changing 137
setting custom 138
purchase history, viewing 91, 136
receiving without a purchase 85
sales history, viewing 70, 136
setting up 124
standard cost 125
time billing invoices, including
on 142
transferring 130
using custom fields for recording
details of 139, 140
invoices
customising 210
emailing 64
entering 61
faxing 64
inserting blank lines in 65
line items, entering 62
overdue invoices, list of 69
printing 207
custom lists of 140
in a batch 207
recurring 64
subtotal, adding 65
time billing invoices, creating 150
using headers to group line items
on 65
Item Information window 124
items
adding 124
adjusting quantities and values 128
asset account for tracking value
of 125
assigning VAT codes to 125, 164
auto-building 132
average cost 128
base selling price 128
building 131
changing prices of 137
counting 134
creating 124
custom lists to group 139
default location 126
default supplier number 125
deleting 179
expense account for tracking
cost 125
exporting 283
finding 176
finished item, defined 131
I Buy this Item checkbox 124
I Sell this Item checkbox 124
I Stock this Item checkbox 124
importing 284
including on time billing
invoices 142
last cost 128
items received
setting up accrual account for 86
Items Register window
finding transactions using 186
J
jobs
assigning to
payroll categories 112
purchases 83
Receive Money transactions 49
sales 63
Spend Money transactions 52
budget amounts, entering 241
changing 177
creating 239
deleting 179
detail jobs 239, 240
exporting 283
finding 176
header jobs 239, 240
importing 284
job-tracking tasks 239
Index
315
opening balances, entering 240
setting up 237, 239
sub-jobs 239
using to track income and
expenses 237–238
journal entries
creating recurring transactions
for 190
exporting 261, 283
finding 184
importing 284
from accountants 263
listing for
purchases 90
recapping transactions for 52, 64,
84, 189
recording 262
L
last cost of an item 128
layout
choosing for a
purchase 82
sale 62
setting default for all
purchases 35
sales 32
See also customising forms
learning tools 9
leave entitlements
holiday 100
sick 101
leave payments 111
letters
mail merge 219
personalised 219
liabilities
accounts for 28
licences, obtaining extra workstation
seats 270
line items on transactions
entering for purchases 83
entering for sales 62
316
Index
inserting blank lines between 65, 85
showing subtotal of 65, 85
using headers to group 65, 85
lines
change the width on forms 214
drawing on forms 214
linked accounts
bank accounts 28
payroll accounts 38
purchase accounts 35
sales accounts 33
lists
adding records to 173
deleting records from 178
inactivating records in 178
locations, stock
adding 130
changing 177
creating 129
default, changing 129
deleting 179
inactivating 178
moving items between 130
lock file problems 278, 280
locking periods 259
logos
adding to forms 214
changing size on forms 215
See also pictures
M
Mac Address Book
See synchronising cards and Mac
Address Book
Mail Merge button 69
mailing labels
customising 210
mailing labels, printing 207, 220
mailouts 219
master password. See Administrator
account
Match Transaction window 57
improving performance 282
obtaining additional licences 270
refreshing displayed data 282
See also network, single-user mode
Microsoft Outlook contacts.
See synchronising cards and Outlook
contacts
minimum stock levels 125
MYOB Help 10
money
See receiving money
See spending money
MYOB RetailBasics
importing from 285
month-end
accuracy of records, checking 244
entering budgets 241
locking periods 259
reconciling bank accounts 253
recording depreciation 258
reviewing reports 256
running the Company Data
Auditor 244, 250–253
sending customer statements 257
monthly budgets 243
mouse shortcuts 15
multiple currencies
’I Deal in Multiple Currencies’
preference 154
accounts for tracking foreign
purchases 155
accounts for tracking foreign
sales 155
adding a new foreign currency 154
currency calculator 157
depositing foreign currencies 160
exchange accounts 154
exchange rates 157
reports 161
setting up 154
tracking realised currency
gains/losses 158
transferring funds to foreign
account 160
N
navigation shortcuts 13
network
company file located in a shared
folder
Mac 297
Windows 289
file locking
multi-user mode 279
single-user mode 279
hardware required
Mac 298
Windows 290
how preferences work on 279
improving performance 282
shared company files
factors affecting how they
work 279
shared public folder
accessing from workstations 295
saving new company files to 20
setting up, Mac 299
setting up, Windows 295
storing custom reports on 281
system requirements
Mac 298
Windows 290
New Company File Assistant 18
multiple locations 129
New Time Billing window 151
multi-user mode
company file sharing
Mac 297
Windows 289
file locking 279
problems 280
new year
starting a new financial year 263
starting a new payroll year 265
MYOB Accounting/MYOB Accounting Plus v16, uk
nominal journal entries 262
assigning categories to 238
creating recurring transactions
for 190
exporting 283
importing 284
See also journal entries
O
OfficeLink
collection letters, creating 69
creating personalised letters 219
online banking, importing
statements 56
online help 10
opening balances
accounts 31
items 126, 127
jobs 240
P
P14/P60 tax forms
amending 265
e-filing 265
preparing & submitting 264
P35 tax forms
amending 265
e-filing 265
preparing & submitting 264
packing slips
customising 210
passwords. See Administrator account;
user accounts
Pay Employee window 110
pay history for employees
entering 42
viewing 119
pay slips
customising 210
optimising company files 277
Pay Suppliers window 92
orders
converting one
to a purchase invoice 89
to a sales invoice 68
converting several simultaneously
to purchase invoices 89
to sales invoices 68
purchase orders, entering 81
receiving 61
sales orders, entering 61
sending 81
pay suppliers, sending remittance
advice 92
Outlook contacts.
See synchronising cards and Outlook
contacts
overdue invoices
creating collection letters using
OfficeLink 69
viewing list of 69
See also credit terms
payables, analysing 90
paycheques
printing 113, 207
See also payroll
PAYE Income Tax 38
paying 259
paying employees 108–115
payment method default
customer 33
employee 42, 106
payments
exporting 283
importing 284
making 51, 92
receiving 47, 53, 70
recurring 190
payroll
activity slips
creating 146
including in employee pays 109
User Guide
advices, printing 114
analysing 121
categories 98–102
earnings, printing 114
employee information,
entering 103
entitlement balances 120
linked payment account
cash wages 38
cheques 38
electronic 38
pay history, viewing 119
printing paycheques 113
processing pays 108–115
setting up 97
linked accounts 38
using the Payroll Easy Setup
Assistant 37
taxes 98
loading tax tables 37
timesheets
changing details during pay
run 109
entering employee hours 107
excluding from a pay run 109
payroll categories
base hourly 39
adjusting 111
base salary 39
adjusting 111
calculated value 41, 105
changing 99–102
creating 39, 98–102
deleting 39, 179
entitlement
creating 98
linked wages category 100
finding 176
reviewing 38
Payroll Category List window 98
Payroll Details tab 40, 103
Payroll Easy Setup Assistant 37, 42
payroll liabilities
clearing 116
paying 116
reconciling at month-end 252
reconciling at year-end 252
reviewing 121
Payroll Liabilities window 116
payroll taxes 37
paying 259
payroll year
starting a new year 265
when to close 260
year-end tasks 264
payslips
printing 115
PDF. See Portable Document Format
(PDF) file
pending purchases. See purchases
pending sales. See sales
periods
closing 259
locking 250, 259
number of 19
personalised letters
creating 219
printing 207
petty cash accounts
allocating expenses to 56
expenses, tracking 55
transferring money to 55
pictures
adding to
cards 235
forms 214
changing the size of on forms 215
removing 235
replacing 235
Portable Document Format (PDF)
file 196
saving purchases as 84
saving sales as 64
preferences
Allow the sale of items with
insufficient on hand
quantities 66
Index
317
Apply Customer Payments
Automatically to Oldest
Invoice First 78
how they work on a network 279
I Deal in Multiple Currencies 27
I use MYOB RetailBasics 286
I Use Timesheets for ... and My Week
Starts on ... 106
If Credit Limit is Exceeded on
Sale 74
Prevent Data Changes During
Report Generation 281
Prompt for Backup When
Closing 27
Select and Display Account Name,
Not Account Number 27
system-wide preferences 279
time billing 142
Transactions CAN’T be Changed;
They Must be Reversed 27,
189
Use Audit Trail Tracking 27
Use Easy-Fill When Selecting From a
List 27
Use Expandable Data Entry Fields in
Windows 27
Warn Before Recording Post-Dated
Transactions 27
Warn if Customer has an
Outstanding Credit Before
Applying a Payment 27
Prepare Bank Deposit window 49,
188
Prepare Budgets window 242
price levels
assigning to customer 139
creating custom 138
setting 137
prices
average cost of an item 128
last cost of an item 128
quantity breaks 139
standard cost of an item 128
318
Index
printing
checks 92
cheques 52
customer statements 257
forms 207
invoices 64
in a batch 208
purchases 84
in a batch 208
receipts 72
statement reports 198
year-end reports 264
problems, troubleshooting 11
Process Payments window 113
processing termination
payments 117
public folder. See network
purchase
remittance advice 52
purchase activity, viewing 185
purchase debits, creating 94
purchase forms
emailing 84
faxing 84
purchase layout, setting up
default 35
purchase orders
creating from a sale 88
purchase orders, entering 81
purchases
applying a supplier debit to an
unpaid purchase 94
assigning a VAT code to a
purchase 83
assigning job to 83
changing credit terms when
recording 82
changing status of 88
choosing type of 82
credit card 58
credit terms, entering 35, 82
debits, creating 93
deleting 188
emailing purchase forms
in a batch 207
individually 84
entering 81
entering additional information 84
exporting 283
faxing 84
from overseas suppliers. See multiple
currencies
headers, adding 85
historical purchases, entering 37
history, viewing 91
importing 284
inserting blank lines in 85
layout 35
default 35
line items on, entering 83
linked accounts for 35
making payment
using the Bank Register
window 53
using the Pay Suppliers
window 58
orders 81
paying 91
several at once 93
printing 84, 207
custom lists of 140
in a batch 207
order forms 207
purchase activity, viewing 185
quotes 81
receiving items without a bill 85
recording 81
in the Bank Register window 53
recurring 85
reports 91
reversing 93
reviewing purchase information 90
saving as a PDF file 84
sending 207
setting up linked accounts 35
setting up purchase details 35
subtotals, adding 85
unpaid purchases, viewing 90, 135
using headers to group line items 85
Purchases Register window 185
Purchases window 81, 85
purging information 278
Q
quantity breaks, for stock 139
quarterly budgets 244
quotes
converting to orders or invoices 68
converting to orders or
purchases 88
customer 61
supplier 81
R
rates, setting time billing 143
realised gains and losses, tracking
sales and purchases 158
transfers 159
recapping transactions 52, 64, 84,
189
receipts, printing 72
Receive Money window 48
Receive Payments window 71
receiving money 47
cash payments 47
cheque payments 47
credit card payments 47
customer payments 70
definition of 47
exporting transactions 283
grouping with undeposited
funds 48, 71
importing transactions 284
invoice payments 71
recording receipts 47
See also receiving payments
MYOB Accounting/MYOB Accounting Plus v16, uk
receiving payments 70
customer payments 71
grouping with undeposited funds
cash transactions 48, 71
credit card 71
importing transactions 284
invoice payments 71
recording in the Bank Register
window 53
See also receiving money
reconciled transactions,
deleting 188
reconciling
bank accounts 57, 253
for the first time 43
creditor accounts 251
debtor accounts 251
out-of-balance amounts,
correcting 255
Record Journal Entry window
entering adjustments 262
records
active 178
adding 173
using Easy-Add 175
changing 177
creating 173
deleting 188
inactivating or reactivating 178
inactive 178
removing 188
rectangles, drawing on forms 214
recurring pay 41, 105
changing 105
recurring transactions 190–194
automatically recording 191
changing 192
cheques 52
creating 190
creating from an existing entry 192
deleting 193
deposits 49
editing 192
purchases 85
User Guide
recording
multiple 194
single 193
rescheduling 193
responding to reminders for 194
sales 64
scheduling payments 190
setting reminders for 191
setting up 190
comma-separated values (CSV)
files 197
HTML files 196
PDF files 196
simple text files 197
tab-delimited values files 197
sending 197
storing custom reports on
network 281
using custom lists as filters 140
viewing in Microsoft Excel 198
refreshing lists in a multi-user
environment 282
refund cheque, receiving 95
refund payments 79
refunds. See customer credits; supplier
debits
registration. See activation of
company files; licenses,
obtaining extra workstation
seats
Reports menu (command
centres) 13
restoring a backup 270
RetailBasics
importing from 285
returns. See customer credits; supplier
debits
income account for tracking
sales 125
insufficient on-hand item
quantities 66
invoice 61
layout 32, 62
default 32
linked accounts, setting up 33
order 61
printing 64
in a batch 207
quote 61
recording in the Bank Register
window 53
recurring 64
reports 70
reversing 77
reviewing information about 69
saving as a PDF file 64
setting up sales details 32
to overseas customers. See multiple
currencies
unpaid sales, viewing 69
Reminders window 194
Review Cheques Before Printing
window 115
remittance advices
customising 210
Review Sales Before Printing
window 208
reports
batches
changing 199
creating 198
deleting 199
printing 199
columns, moving and resizing 196
custom reports 203
storing on a network 281
customising 200
designing 201
emailing 197
faxing 197
filtering information appearing
on 200
printing 196
when several users active 281
purchase reports 91
reviewing at month-end 256
sales reports 70
sample 195
saving as
rounding time, in time billing 142
Sales Easy Setup Assistant 32
S
Sales Register window
finding transactions using 184
viewing and editing sales in 184
sale layout, setting up default 32
Sales window 62, 65
sales
analysing sales activity 69
assigning a VAT code to a sale 63
batch printing 207
changing status of 68
choosing type of 62
creating a purchase order 64
deleting 188
emailing 64
in a batch 207
entering 61
exporting 283
faxing 64
historical sales, entering 34
history, viewing for item, customer
or employee 70
importing 284
search icons 14
seats, obtaining extra licences 270
Select & Edit Employee’s Pay
window 110
select columns 15
Select Pay Period 109
Selected Pay Frequency & Time
window 118
selling details, setting up default
entries 33
serial number
entering into company files 18
while activating over the
Internet 22
location of 18
Index
319
Set Item Prices window 137
Settle Returns & Credits window 78
Settle Returns & Debits window 95
shared public folder. See network
shortcuts to the company file 296
Sign-on window 268
single-user mode
file locking 279
when required 280
See also multi-user mode
Spend Money window 51
spending money 50, 92
exporting transactions 283
importing transactions 284
sending remittance advice 52
Stock Count Sheet 126, 134
stock count sheets, printing 134
Split button 54
stock movements
recording 130
standard cost 125
sub-jobs 239, 240
starting a new financial year 260
subpasswords. See user accounts
starting a new payroll year 264
subtotals
showing in
purchase transactions 85
sales transactions 65
statements
customising 210
emailing 257
importing 56
printing reports 198
reconciling
out-of-balance amounts,
correcting 255
stock
adjusting 128
auto-building 132
average cost of an item 128
building 131
changing prices of 137
counting 134
custom fields 139, 140
custom lists and reports 139, 140
custom price levels
setting up 138
insufficient quantities on-hand 66
locations 129
moving between locations 130
multiple locations 129
negative on-hand quantities 66
320
Index
discounts
receiving for early payment 92
volume 83
paying 50, 91
using the Bank Register
window 53
using the Pay Suppliers
window 58
recording orders received from 81
recording purchases from 81
recording quotes received from 81
setting billing rates for 143
who are also customers 80
opening cost value, entering 127
opening cost values, entering 126
opening quantity value,
entering 127
opening quantity values,
entering 126
prices, setting 137
quantity breaks 139
receiving items without a
purchase 85
reconciling at year-end 134, 260
recording 134
transferring 130
supplier debits
creating 94
deleting 188
recording 93
refund cheques 95
settling 94
suppliers
billing rates, setting 143
cards, creating 36
credit terms, changing for a
purchase 82
credit terms, changing when
recording purchase 82
debits
creating 93
deleting 188
recording 93
refund cheques 95
settling 94
telephone banking, recording
transfers 58
terminating an individual’s
employment 117
terms of credit
customers 33
suppliers 35
text fields
adding to forms 213
changing font characteristics of 213
changing size of on forms 215
description of 210
Synchronise Cards window 226
thirteen accounting periods 19
synchronising cards and Mac
Address Book 232
Conflict Resolver window 232
resetting the synchronisation 233
Sync Alert window 232
Synchronise Cards window 232
time billing
activities
creating 144
defining 144
deleting 179
finding 176
activity slips
creating 146
including in employee pays 109
multiple 148
single 146
adjusting accounts to reflect work in
progress 152
changing 177
entering a start time before current
system time 147
including items on invoices 142
invoices
creating 150
creating in the Sales window 151
including items on 142
preferences 142
resetting timer 148
rounding time 142
setting billing rates for activities 143
setting preferences 142
timer 147–148
using special billing units 142
work in progress 152
synchronising cards and Outlook
contacts
export cards to Outlook
contacts 226
import Outlook contacts to
cards 228
including custom fields 225, 227
when you use a PDA 226, 227
system requirements
host computer
Mac 298
Windows 290
network
Mac 298
Windows 290
T
tabs, using to find records in
lists 176
tax codes. See VAT codes
tax tables 37
taxes, definition 38
MYOB Accounting/MYOB Accounting Plus v16, uk
timesheets
changing details during pay
run 109
employee hours, entering 107
entering details 107
excluding from a pay run 109
report 109
setting up 106
in the Easy Setup Assistant 42
time billing information,
entering 106
unpaid hours
clearing 108
deleting 108
reporting 109
To Do List
making supplier payments from 90
viewing purchases 90
To Do List menu (command
centres) 13
tool palette 210, 212
Transaction Journal window 186
transactions
adding from bank or credit card
statement 57
changing 187, 188
create recurring 190
create recurring from an existing
entry 192
deleting 187, 188
finding 13, 184–187
identifying user who entered 268
importing 284
from bank or credit card
statement 57
Pay Suppliers transactions 284
making changes to 188
matching during statement
importing 57
recapping 52, 64, 84, 189
recurring 190–194
reversing 189
types that can be imported 284
unchangeable 188, 189
User Guide
Transactions CAN’T be Changed;
They Must be Reversed
preference 27, 187, 189
receive money transaction 49
sales 64
spend money transaction 52
EC Purchases 170
EC Sales 167
reports 165
Transfer Money window 54
transferring
money between accounts 54
stock 130
troubleshooting problems 11
U
unchangeable transactions 188, 189
uncleared transactions, matching 57
undeposited funds
deleting transactions 188
grouping account transactions
with 48
grouping cash transactions with 71
grouping payments 48, 71
preparing bank deposit of 49
Undo Last Reconciliation
window 256
VAT codes
adding 163
assigning to
accounts 30, 164
cards 164
customers 34
items 125, 164
purchases 83
sales 63
suppliers 36
changing 177
creating 163
importing 284
setting up 163
for purchases 35
for sales 33
vendors. See suppliers
Use Recurring button 193
verify company file 251, 277
user accounts
creating 269
listing active users 279
managing 268
maximum licensed number
reached 280
passwords 269
purpose of 268
restricting access to windows and
functions 269
See also administrator account
View Contact Log window 221
user IDs. See user accounts
V
VAT
accounting method
accrual 165
cash 165
change amount assigned to
purchases 84
voiding a cheque 52
volume discounts
giving 63
receiving 83
W
wages 38
cash wages, creating a cheque
transaction to record 114
definition 98
linked account for 38
payroll categories
changing 99
creating 99
deleting 179
See also payroll
work in progress
adjusting accounts to reflect 152
tracking 152
workstations
accessing shared company file
folder 295
accessing shared public folder from
Mac 301
obtaining extra licences 270
See also host computer, network
Y
year
financial 260
payroll 260
starting a new financial year 263
starting a new payroll year 265
year-end
adjustments in 13th period 19
entering budgets 241
financial
adjustments, entering 262
optimising company file 263
providing information to your
accountant 261
reconciling accounts 251
reconciling stock 134, 260
starting a new year 263
tasks 260
payroll
e-filing tax forms 265
P14/P60 forms, amending 265
P14/P60 forms, preparing &
submitting 264
P35 forms, amending 265
P35 forms, preparing &
submitting 264
printing reports 264
tasks 264
yearly budgets 244
Wages Information window 99
Z
Widgets, sample company file 12
zoom arrows 14
Index
321
322
Index
MYOB Accounting/MYOB Accounting Plus v16, uk
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