Setting Up Your Company
Setting Up Your
Company
Table of Contents
Chapter 1: Upgrading your company file
4
To prepare to upgrade your company file for use on a network
To upgrade your company file for use with Premier v8
To use the Forms Upgrade Assistant
Reinstalling MYOB Premier
Chapter 2: Creating a company file
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6
9
10
13
To prepare to use the New Company File Assistant
To start the New Company File Assistant
To create a company file from the Premier Welcome window
To create a new company file while using Premier
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15
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Chapter 3: Using the Easy Setup Assistant
17
To prepare to use the Easy Setup Assistant
To start the Easy Setup Assistant
To use the Easy Setup Assistant
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18
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Chapter 4: Personalising your company file
21
Entering information about your company
Using Premier preferences
To use Preferences -- System
To use Preferences -- Windows
To use Preferences -- Reports and Forms
To use Preferences -- Banking
To use Preferences -- Sales
To use Preferences -- Purchases
To use Preferences -- Security
Setting up credit terms for all new customers and suppliers
Choosing changeable or unchangeable transactions
Using identifiers
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Using pricing levels
Adding custom lists and fields
Some uses for custom fields
Some uses for custom lists
Using tax codes
Multicurrency and Tax Codes
Creating and using user IDs
Chapter 5: Entering information about your company
To enter general information about your company
To enter your company’s payroll information
To set up your business calendar
Chapter 6: Using Premier preferences
To learn if transactions are changeable or unchangeable
To use Help from the Internet rather than my computer
To display the To Do List when starting Premier
To use Easy-Fill
To automatically create business contacts
To automatically print/email/fax transactions when recording
To customise the way you work with forms and reports
To customise the way your on-screen content looks
To create identifiers
To assign identifiers to a card
To label a pricing level
To assign a pricing level to a customer card
To enter a label for a custom list or field
To create list entries on a custom list
To change a list entry on a custom list
To delete a list entry on a custom list
Chapter 7: Using tax codes
To create tax codes
To change tax codes
To delete tax codes
To change tax amounts for a single transaction
Chapter 8: Securing your company’s data
To create a new user ID
To change your user ID’s password
To activate a user ID created in a previous version of MYOB software
To edit a user ID
To change a user ID’s access rights
To delete a user ID
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Chapter 9: Printing user-activity reports
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To print a report showing entries identified by user IDs
To print a report showing your entries for the session
To automatically print reports showing your entries for each session
Chapter 10: Using shortcuts
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To use Easy-Add
To use the pop-up calendar
To use the pop-up calculator
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Chapter 11: Setting Up Your Company notes and warnings
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MYOB Help
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Chapter 1
Upgrading your
company file
Upgrading Your Company File Overview;overview:Upgrading Your Company File
If you’ve used an MYOB product in the past, thank you for upgrading to
MYOB Premier! We’re sure you’ll enjoy Premier’s ease of use, coupled with
the power and flexibility of network computing.
upgrading:defined
Before you begin using Premier with an existing company file, you need to
perform a simple procedure called upgrading. Upgrading creates a new file
using the information in your existing company file, which was created and
maintained with your previous MYOB product, so it can be used with the
most recent version of Premier. The upgrade process usually takes only a
few minutes; very large company files, however, may take an hour or more
to upgrade.
company files:defined
Note: “Company file concepts” on page 76
When you upgrade your file to Premier v8, your original company file
remains in your system in its original location. The upgraded file -- which
can be used with Premier v8 -- will be in a location you specify during the
upgrading process.
If you’re using Premier on a peer-to-peer network, your company file is in a
location that can be accessed by all workstations. Since all users are
accessing the same company file, you’ll need to upgrade the company file
(and any other company files you may have created) only once. You should
run the Upgrade Assistant on the workstation where the company file is
located.
After your company file is upgraded, you can also upgrade your custom
forms, custom reports, letters, BASlink setup information and spreadsheets
to your Premier v8 folders using the Forms Upgrade Assistant. You can find
the Forms Upgrade Assistant by selecting Start > Programmes > MYOB
Premier v8 > MYOB Tools > MYOB Premier v8 Forms Upgrade Assistant.
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Chapter 1 Upgrading your company file
Step by step
“To prepare to upgrade your company file for use on a network” on page 5
“To upgrade your company file for use with Premier v8” on page 6
“To use the Forms Upgrade Assistant” on page 9
4
To prepare to upgrade your company file for use
on a network
upgrading:company files in preparation for networking;networking:upgrading company files:preparation;company files:preparing to upgrade for networking
Note: MYOB Premier works only in a peer-to-peer network
environment.
Before you begin the upgrading process, you should be sure that the
following conditions exist:
1.
If you haven’t already done so, install MYOB Premier v8 on each
workstation where Premier will be used. Use the instructions in your
Getting Started manual to learn how to do this.
When you’re installing the product, keep in mind that it must be installed
on the computer you plan to use to upgrade your company file.
2.
After you’ve installed Premier on all your workstations, be sure you know
on which workstation your company file is currently located.
3.
Next, choose the workstation where your Premier v8 company file will be
located. The workstation you choose will need to be accessible to all
Premier users after you’ve upgraded the file.
Note: “Plan the best location for your company file” on page 78
4.
If your current company file isn’t located on the workstation you chose in
the previous step, copy the company file to that workstation.
5.
Once the company file is on the proper workstation, be sure you know the
exact location of the company file (for example, C:\MYOBPremier) so you
can find it easily when you upgrade. Use Windows Explorer to see the
exact location of the company file.
6.
Finally, check to see that all workstations have full (read/write) access to
the location you choose; in other words, be sure that all workstations are
allowed to make changes to files within the location you select.
“To use the Forms Upgrade Assistant” on page 9
MYOB Help
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4
To upgrade your company file for use with
Premier v8
upgrading:company file;company files:upgrading;Upgrade Assistant:using;Upgrade Assistant:finding;versions:upgrading to current one;upgrading:to current version
Your Premier software includes a programme, the Upgrade Assistant, that
automatically upgrades your company file for use with Premier. Follow
these steps to use the Upgrade Assistant to upgrade your company file.
You can find the Upgrade Assistant by selecting Start > Programmes >
MYOB Premier v8 > MYOB Tools > MYOB Premier v8 Upgrade Assistant.
After you locate this icon, double-click it to start the Upgrade Assistant. The
process follows this sequence:
“Introduction” on page 6
“Find File to Upgrade” on page 6
“Upgrade Assistant Confirm” on page 7
“Upgrading” on page 7
“Last Upgrade Assistant window” on page 7
“Load Payroll Tax Tables” on page 8
“Optimise and verify your company file” on page 8
“Forms Upgrade Assistant” on page 9
Introduction
The first window of the Upgrade Assistant appears; this window introduces
the Upgrade Assistant. After you’ve read the text in this window, click Next
to continue.
Upgrade Assistant - Introduction
Find File to Upgrade
In this step of the Upgrade Assistant, you’ll perform two tasks.
1.
Choose the company file you wish to upgrade
In the field at the top of the Find File to Upgrade box, enter the location
and name of the company file you want to upgrade.
To choose your company file, click the Find File button; the Select
Company File to Upgrade window will appear. This window is a standard
“find file” dialog box; browse through the window to find the current name
and location of the company file you want to upgrade. (You can’t find your
company file)
After you select your company file, it will be displayed below the Find File
button.
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Chapter 1 Upgrading your company file
2.
Choose the new location and name for the upgraded company file.
The field at the bottom of the Find File to Upgrade box should
automatically display the name and location of the company file after it’s
been upgraded.
Warning: “The name and location you choose for the upgraded
company file are VERY important” on page 79
If you want to change the name and location that are displayed, click the
Save As button; a window will appear where you can enter a new name for
your company file and choose where you want the company file to be
located when the upgrade process is complete.
You should choose a name for the company file that is different from its
current name. Doing this will make it easier for you to find the correct
company file when you want to open it later using Premier.
After you’ve made your Find File to Upgrade entries, click Next to continue.
Upgrade Assistant - Find File to Upgrade
Upgrade Assistant Confirm
Use this step of the Upgrade Assistant to double-check the entries you made
in the previous step. If the entries aren’t correct, click the Back button to
return to the Find File to Upgrade window and change your entries.
Once you’re certain your entries are correct, click Next to begin upgrading
your company file.
Upgrade Assistant - Confirm
Upgrading
The amount of time needed to upgrade a company file for use with Premier
depends on the size of the file and the capabilities of the workstation you’re
using. If you have a very large company file and a slower computer with
little memory, be prepared for the upgrade process to take some time.
Upgrade Assistant - Upgrading
Last Upgrade Assistant window
When your company file is upgraded, the last window in the Upgrade
Assistant will appear. At this point, you can do either of two things:
•
If you have additional company files to upgrade, click Next. The Find File
to Upgrade window of the Upgrade Assistant will appear again. Continue
through all the windows for each company file until you’ve upgraded all
your files.
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•
If you’ve finished upgrading company files, click Finish to exit the Upgrade
Assistant.
When you’re finished using the Upgrade Assistant, you may need to register
your Premier product. If you use Premier’s payroll features, you’ll also need
to load the most recent payroll tax tables. The next steps describe these
tasks.
Upgrade Assistant - last window
Load Payroll Tax Tables
Setup > “Upgrading your company file” on page 5 > “To upgrade your company file for use with Premier v8” on page 6 >>
These steps are necessary only if you use Premier’s payroll features:
1.
Start Premier and open the company file you’ve just upgraded. The Premier
Command Centre window will appear.
2.
From the Setup menu at the top of your computer screen, choose Load
Payroll Tax Tables.
3.
Follow the instructions that appear on your computer screen. (“To load
payroll tax tables” on page 75)
4.
When you’ve finished loading your payroll tax tables, close the company
file and go on to optimise and verify the company file.
Please Note: If you’ve upgraded multiple company files, repeat steps 2 and
3 for each file.
Upgrade Assistant - Load Payroll Tax Tables
Optimise and verify your company file
You should now use the Optimisation Assistant and the Verify Company
File utility to ensure that your company file is in “healthy” working
condition before you begin making your day-to-day accounting entries
using Premier.
Note: “Optimising and verifying may take awhile” on page 78
When you installed Premier, the Optimisation Assistant also was installed.
Locate the Optimisation Assistant icon. The Optimisation Assistant appears
as an icon within the MYOB Premier folder in the Programmes folder on
your Start menu. After you locate this icon, select it to start the
Optimisation Assistant.
Upgrade Assistant - Optimise and verify your company file
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Chapter 1 Upgrading your company file
Forms Upgrade Assistant
If you’ve created custom forms, custom reports, letters, BASlink setup
information and spreadsheets in a previous version of MYOB software, you
may be able to upgrade those files to your Premier v8 folders using the
Forms Upgrade Assistant.
Note: “Important information about multiuser upgrades” on page 77
You can find the Forms Upgrade Assistant by selecting Start > Programmes
> MYOB Premier v8 > MYOB Tools > MYOB Premier v8 Forms Upgrade
Assistant. Select the Forms Upgrade Assistant icon to start the assistant.
Follow the instructions that appear. If you need additional information,
click the Help button that appears on each window. (“To use the Forms
Upgrade Assistant” on page 9)
Note: “If you were unable to copy your forms using the Forms Upgrade
Assistant” on page 77
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To use the Forms Upgrade Assistant
upgrading:form templates;Forms Upgrade Assistant:finding;versions:upgrading form templates
Your Premier software includes a programme, the Forms Upgrade Assistant,
that automatically upgrades your custom forms, custom reports, letters,
BASlink setup information and spreadsheets so that they can be used by
Premier. Follow these steps to use the Forms Upgrade Assistant to upgrade
your forms:
1.
Locate the Forms Upgrade Assistant by selecting Start > Programmes >
MYOB Premier v8 > MYOB Tools > MYOB Premier v8 Forms Upgrade
Assistant. Select the Forms Upgrade Assistant icon to start the assistant.
2.
The Welcome window opens. Click the Help button for complete
information about which types of files will be upgraded. When you’re
ready, click Next.
3.
The copying Files window opens.
In the Source field, the path to your previous MYOB software is displayed
in the Source field.
If your previous MYOB software was not installed in the default location,
you may see a message stating that the previous version could not be
found. You'll need to locate it manually. To do this, click the Browse
button to locate the programme folder of your previous MYOB software.
Click the .exe file (for example, myob.exe) and then click Open. The
correct path should now be displayed in the Source field.
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In the Destination field, the path to your current MYOB software is
displayed.
4.
Click Start.
5.
When the forms are copied, the Finished window appears. Click the Finish
button to close the MYOB Forms Upgrade Assistant.
Note: “If you were unable to copy your forms using the Forms Upgrade
Assistant” on page 77
To use the Forms Upgrade Assistant
4
Reinstalling MYOB Premier
reinstalling;installing:reinstalling
MYOB Premier may need to be installed again after your initial installation.
For example, perhaps you originally installed the Compact version of
Premier and have decided that you’d like access to help files not included in
the Compact installation. You can reinstall or remove files using the
Premier Setup Maintenance programme.
The CD included in your Premier package includes software that installs
Premier onto your computer’s hard disk.
Step by step
“To reinstall MYOB Premier” on page 10
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To reinstall MYOB Premier
reinstalling MYOB Premier;MYOB Premier:reinstalling
Setup > Reinstalling MYOB Premier >>
Follow the steps in this section to reinstall Premier on your computer(s). If
you haven’t done so already, turn on your computer.
To start the installation programme, insert the Premier CD into your
computer’s CD drive. The installation window should appear after a few
moments. [If it doesn’t, you may have disabled your computer’s AutoPlay
feature. From the Start menu, choose Run. In the Run dialog box enter
d:\setup. (Use the appropriate drive name if your CD drive is not d:.) Then
click OK.]
When you are ready to begin updating Premier, click the selection labeled
“Install MYOB Premier v8.”
1.
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The Welcome window appears after a few moments. This window will look
a bit different from the Welcome window you saw when you originally
installed Premier.
Chapter 1 Upgrading your company file
2.
Choose one of the options in this window: Click Next when you’re
finished.
reinstalling:modifying;modifying:when reinstalling
•
Choose Modify if you want to add components or remove certain
programme components that are currently installed.
reinstalling:restoring;Restore, when reinstalling
•
Choose Restore if you want to reinstall all the programme
components you specified during the original install process. You
won’t have the opportunity to add or remove specific programme
components.
reinstalling:removing;Remove, when reinstalling;removing MYOB Premier
•
Choose Remove if you want to remove ALL of the programme
components you specified during the original process. Your company
files and backup company files won’t be deleted if you choose this
option.
3.
If you chose Modify in step 2, continue to step 4. If you chose Restore, skip
to step 6. If you chose Remove, skip to step 5.
4.
If you selected Modify in step 2, the Select Components window appears.
It will look a bit different from the Select Components window you saw
when you originally installed Premier.
In the Select Components window, you can choose individual Premier
components by clicking the box next to each component you want. Check
marks will appear next to the options you selected when you first installed
Premier; mark or unmark the files you wish to add or remove from your
hard drive.
When you’re finished making your selections, click the Next button. Skip
to step 6.
5.
If you chose Remove in step 2, a message will ask if you are sure you want
to remove the selected application and its components. If you still want to
remove these files, click OK.
6.
During the installation process, you’ll notice a coloured bar in the Install
Status window. The bar shows how much of the installation (or deletion)
process has occurred so far. While this window is displayed, you don’t
need to do anything.
7.
The Maintenance Complete window will appear.
Before you begin using Premier, you may have to restart your computer. If
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this is the case, a message in the Maintenance Complete window will give
you the option to restart your computer now or wait until later to do so.
If no other applications are running on your computer, mark “Yes, I want
to restart my computer now". If other applications are running on your
computer, mark “No, I will restart my computer later” instead. You will
have to exit the other applications and restart your computer manually.
8.
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Click Finish. That’s it! Premier has been reinstalled (or deleted). Be sure to
store your Premier CD in a safe place.
•
If you indicated that your computer should restart, it will restart now.
•
If you indicated that you'll restart your computer later, the update
installation programme will close.
Chapter 2 Creating a company file
Chapter 2
Creating a company file
New Company File Overview;overview:New Company File Overview;New Company File Assistant:using;creating:company files;company files:creating:using New Company File Assistant;company files:New Company File Assistant
When you make entries in MYOB Premier, that information is stored within
one computer file. This is called your company file. This file allows you to
work with your company’s financial information without expending a lot of
time and effort on your computer’s file storage system.
Before you can begin using MYOB Premier, you must create a company file
to store your company’s business information. All the accounting
information -- your company’s transactions and other important business
records -- that are entered in MYOB Premier for a single company is stored
in one company file. MYOB Premier company file names end with PRM.
Note: “Company file concepts” on page 76
Use the New Company File Assistant to create your company file
To create a company file, you’ll use the Premier New Company File
Assistant to simplify the process. The New Company File Assistant asks you
a few important questions about your company and creates your company
file.
The New Company File Assistant consists of a number of windows in
which you can enter information about your company. The information you
enter when you create your company file will determine how your financial
records are stored and maintained in Premier, so it’s important that you
enter this information correctly.
After you’ve created a new company file, you can use the Premier Easy
Setup Assistant, which will assist you in entering the beginning financial
information for your company.
Note: “Who is responsible for creating your company file?” on page 80
Related topic
“Using the Easy Setup Assistant” on page 17
MYOB Help
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4
To prepare to use the New Company File
Assistant
New Company File Assistant:preparing to use;company files:creating:preparing to use New Company File Assistant;company files:New Company File Assistant
Before you start the New Company File Assistant, it’s a good idea to know
the following information about your company, because you’ll need to enter
it while you use the assistant. (If you have an accountant who tracks the
details of your company’s business, he or she will know the answers to these
questions.)
Note: “Some accounting information entered using the New Company
File Assistant CAN’T be changed” on page 79
•
What are your company’s name, address, phone and fax numbers, and
email address? (These entries can be changed in the Company Information
window after you create your company file.)
•
What is your current financial year?
Note: “If you want to use a financial year other than the current
one” on page 77
•
What month does your financial year end?
•
How many accounting periods are in your financial year?
Note: “Choose 13 periods if you’re not sure” on page 76
•
In which month do you want to begin using Premier to record your
accounting information?
•
Do you wish to use the accounts list provided by MYOB Premier, to
import an accounts list, or to build your own accounts list?
Note: “You can change the accounts list” on page 80
Related topics
“Creating a company file” on page 13
“To start the Easy Setup Assistant” on page 18
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To start the New Company File Assistant
New Company File Assistant:starting;company files:creating:starting the New Company File Assistant;company files:New Company File Assistant
There are two ways to start the New Company File Assistant to create a new
company file:
•
“To create a company file from the Premier Welcome window” on page 15
•
“To create a new company file while using Premier” on page 15
Chapter 2 Creating a company file
Related topics
“Creating a company file” on page 13
“To prepare to use the New Company File Assistant” on page 14
4
To create a company file from the Premier
Welcome window
creating:company files:while Premier isn’t running;company files:creating:from the Premier welcome screen
1.
Locate the MYOB Premier icon on your computer.
The icon you’re looking for is named MYOB Premier, and it’s located in
the folder that was created in the Windows Programmes folder on your
Start menu when you installed MYOB Premier. If you chose all the
suggested options during installation, your MYOB Premier system will be
installed in the MYOB Premier folder and will contain a number of icons.
2.
Once you’ve located the MYOB Premier icon, click it. The Welcome to
MYOB window appears.
3.
Click the Create A New MYOB Premier Company File button. The first
step in the MYOB Premier New Company File Assistant appears.
4.
Follow the steps that appear on your computer screen. If you need
additional information about the answers you’ll enter during the New
Company File Assistant, be sure to click the Help button at the bottom of
each window in the Assistant.
5.
When you’ve completed all the steps in the New Company File Assistant,
your new company file will be created, and you’ll be ready to set up your
company’s records in the company file.
Click the Setup Assistant button if you’re ready to set up your company’s
records now. You can use the Easy Setup Assistant to walk you through the
major setup tasks you need to perform.
Click Finish if you want to set up your records at a later time.
Related topics
“Creating a company file” on page 13
“To create a new company file while using Premier” on page 15
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To create a new company file while using
Premier
company files:creating:while Premier is running;creating:company files:while using Premier
An MYOB Premier company file must be open.
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1.
Choose New from the File menu.
2.
An alert message may ask whether you want to back up the current
company file. Make the choice you want; if you choose Yes, Premier begins
the backup process. (“Backing up company files” on page 149.)
3.
After you’ve responded to this message, the current company file will close
and the first step in the Premier New Company File Assistant appears.
4.
Follow the steps that appear on your computer screen. If you need more
information about what to enter while using the New Company File
Assistant, be sure to click the Help button at the bottom of each window in
the Assistant.
5.
When you've completed all the steps in the New Company File Assistant,
your new company file will be created, and you’ll be ready to set up your
company’s records in the company file.
•
Click the Setup Assistant button if you’re ready to set up your
company’s records now. You can use the Easy Setup Assistant to walk
you through the major setup tasks you need to perform.
•
Click Finish if you wish to set up your records at a later time.
Related topics
“Creating a company file” on page 13
“To create a company file from the Premier Welcome window” on page 15
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Chapter 3 Using the Easy Setup Assistant
Chapter 3
Using the Easy Setup
Assistant
Easy Setup Assistant Overview;overview:Easy Setup Assistant
After you’ve used the New Company File Assistant to create your company
file, you should spend some time setting up the company file so the
information you store and the transactions you record appear the way you
want them to. You can complete many setup tasks using MYOB Premier’s
Easy Setup Assistant. You can also perform these tasks manually using
windows throughout Premier, but the Easy Setup Assistant makes the
process much simpler.
Unlike the New Company File Assistant, the Easy Setup Assistant can be
used at any time, and as often as necessary, with the same company file. You
can also stop the setup process at any time and return to the Assistant when
it’s most convenient for you.
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To prepare to use the Easy Setup Assistant
Easy Setup Assistant:preparing to use;creating:company files:preparing to use Easy Setup Assistant;<$nopage>assistants:<Emphasis>See <Default Para Font> Easy Setup Assistant and New Company File Assistant;wizards:<Emphasis>See <Default Para Font> Easy Setup Assistant and New Company File Assistant
Before you start the Easy Setup Assistant, you should know some important
information about your company. You’ll need to enter it when you use the
assistant. (If you have an accountant who tracks the details of your
company’s business, he or she will know the answers to these questions.)
•
What accounts make up your business’s accounts list?
•
What are the balances of the accounts in your accounts list, as of the first
day of your conversion month?
•
Who are your customers, suppliers, employees and the personal contacts
that you’d like to track using Premier? (It’s probably best to make a list of
these people and companies before you start the setup process.)
•
What are the current balances of your customers’ and suppliers’ accounts?
(In other words, how much do your customers owe you, and how much do
you owe your suppliers, as of the first day of your conversion month?)
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•
What are the typical credit terms that you assign to your customers? What
are the typical credit terms assigned to your company by your suppliers?
Related topic
“Using the Easy Setup Assistant” on page 17
4
To start the Easy Setup Assistant
Easy Setup Assistant:starting;company files:creating:starting the Easy Setup Assistant;company files:Easy Setup Assistant
You can start the Easy Setup Assistant in the final step of the New Company
File Assistant after you’ve created your company file. If you’ve created your
company file already, you can start the assistant from Premier after you’ve
opened the company file.
•
To begin setting up your company file immediately after you’ve created it,
click the Setup Assistant button in the final step of the New Company File
Assistant.
•
If you want to set up a company file you created earlier, open the company
file in Premier, then choose Easy Setup Assistant from the Setup menu at
the top of your computer screen.
Related topic
“Using the Easy Setup Assistant” on page 17
4
To use the Easy Setup Assistant
Easy Setup Assistant:using;company files:creating:using the Easy Setup Assistant;company files:Easy Setup Assistant
Setup > Setting up your company > “To prepare to use the Easy Setup Assistant” on page 17 > “To start the Easy Setup Assistant” on page 18 >>
When you open the Easy Setup Assistant, the main Assistant window will
appear. This window is the “launchpad” for your setup tasks.
To begin setting up a particular section of the Assistant, click the button
that’s associated with the section you want to set up:
•
Customise button (Easy Setup Assistant)
•
Accounts button (Easy Setup Assistant)
•
Sales and Purchases buttons (Easy Setup Assistant)
•
Payroll button (Easy Setup Assistant)
The Assistant will walk you through the section step by step, like the
process you went through to create a new company file in the New
Company File Assistant.
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Chapter 3 Using the Easy Setup Assistant
If you need to know more about a particular step in the Assistant, click the
Help button at the bottom of the Assistant window.
Related topic
“Using the Easy Setup Assistant” on page 17
To use the Easy Setup Assistant
Customise button (Easy Setup Assistant)
Easy Setup Assistant:using Customise button;company files:creating:using Customise button in Easy Setup Assistant;customising:company files;company files:Easy Setup Assistant
The entries you make in the Customise portion of the Easy Setup Assistant
will appear in Premier’s Preferences window. With a few exceptions, the
entries you make here can be changed anytime you like using either the
Easy Setup Assistant or the Preferences window. Default selections have
been chosen for you so it’s not essential that you complete this part of the
Easy Setup Assistant. You should, however, review the default selections to
be sure they match the way you do business.
If you conduct business in currencies other than your local currency, use
this section to select “I Deal in Multiple Currencies”; Premier’s
Multicurrency feature is available only if this selection is marked.
systemwide:preferences;preferences:systemwide;User IDs:user preferences
Some options are marked system-wide; these options apply to everyone
who uses Premier. Any option without this label is specific to you (based on
the user ID you entered when you opened the company file), so your
choices might be different than those of your coworkers.
If any options are unclear to you, click the Help button in the lower left
corner of the Easy Setup Assistant; MYOB Help will appear with
information about the options displayed.
To use the Easy Setup Assistant - Customise button
Accounts button (Easy Setup Assistant)
Easy Setup Assistant:using Accounts button;company files:creating:using Accounts button in Easy Setup Assistant;accounts:setting up;company files:Easy Setup Assistant
When you created your company file, you chose an accounts list for your
company. This list probably includes most of the accounts you’ll need to
track your transactions and print important financial statements, but a few
changes may be needed to ensure the accounts list you chose is complete
and accurate for your business. You can use the Accounts section of the
Easy Setup Assistant to tailor your accounts list to your company’s specific
needs.
This part of the Easy Setup Assistant will walk you through adding,
changing and deleting accounts. When your accounts list is complete, you’ll
enter beginning balances for the accounts; these are the balances on the first
day of your conversion month (the month that you begin entering
transactions in Premier).
MYOB Help
19
You’ll also review the accounts selected for undeposited funds. The
undeposited funds account is used for the money you receive from
customers (and other sources) until you deposit the funds in a cheque
account or some other bank or financial account.
As with the Customise section of the Easy Setup Assistant, you can click the
Help button at any time to learn more about the task you’re completing or
the window that’s displayed.
To use the Easy Setup Assistant - Accounts button
Sales and Purchases buttons (Easy Setup Assistant)
Easy Setup Assistant:using Sales and Purchases buttons;company files:creating:using Sales and Purchase button in Easy Setup Assistant;sales:setting up in company file;purchases:setting up in company file;company files:Easy Setup Assistant
In the Sales and Purchases sections of the Easy Setup Assistant, you’ll enter
the names of your customers and suppliers, along with other important
information about them. You’ll also choose the credit terms you most often
extend to your customers and receive from your suppliers; these selections
can be changed for individual customers and suppliers who have other
terms. You’ll also enter historical sales and purchases; these are the sales
and purchases that were made before the start of your conversion month
but haven’t been fully paid yet.
You’ll have the chance to review the accounts that are being used to track
your sales and purchases. Premier provides default entries for you to use,
but you’re free to select other accounts if you like.
In the Sales section, you’ll also select a form layout that matches the type of
invoices you issue most often -- service, item, professional, time billing or
miscellaneous. You’ll also review the account that’s been selected for
undeposited funds. The undeposited funds account is used for the money
you receive from customers (and other sources) until you deposit the funds
in a cheque account or some other bank or financial account.
To use the Easy Setup Assistant - Sales and Purchases buttons
Payroll button (Easy Setup Assistant)
Easy Setup Assistant:using Payroll button;company files:creating:using Payroll button in Easy Setup Assistant;payroll:setting up:in company file;company files:Easy Setup Assistant
If you plan to use Premier’s Payroll features to record paycheques for your
employees, use the Payroll section of the Easy Setup Assistant to set up your
company’s tax information, the payroll categories (wages, deductions and
employer expenses) your company uses and similar information, along with
employee records for each employee for the current year. As in other areas
of the Easy Setup Assistant, you also can review the default accounts that
have been selected for your payroll transactions and change them if
necessary.
To use the Easy Setup Assistant -- Payroll button
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Chapter 4 Personalising your company file
Chapter 4
Personalising your
company file
Personalising Your Company File Overview;overview:Personalising Your Company File
You can personalise your MYOB Premier system in a number of ways to
conform to the way you work and to help you preserve the accuracy of
accounting entries:
Company Information. By entering information about the unique aspects
of your company, your Premier experience will be more closely tailored to
your needs.
Preferences. Everyone has their own way of doing their books and working
with computer programmes. An extensive set of preferences and settings are
available for you to make MYOB Premier align with your practices. (“Using
Premier preferences” on page 23)
Tax codes. If your business makes sales and purchases, you’re probably very
familiar with the concept of including tax on the transactions you conduct
with your customers and suppliers, and you know how important it is to
track these amounts carefully. To help you keep on top of taxes, MYOB
Premier uses tax codes. Each tax code represents a particular tax rate,
which is used to calculate tax on your transactions.
User IDs. User IDs may be used to safeguard your company’s accounting
data. You can set up any user ID to prevent that person from using parts of
the company file that he or she doesn’t need to use. This ensures that your
confidential information will be seen by only authorised personnel.
Customers, suppliers and employees. Use these tools to help customise the
profiles of your customers, suppliers and employees:
MYOB Help
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Entering information about your company
You can personalise your MYOB Premier company file by entering
descriptive information about your company, such as its name,
identification numbers and business calendar. The company information
you enter can be printed on many reports and forms.
Note: “Some accounting information entered using the New Company
File Assistant CAN’T be changed” on page 79
Where to enter information about your company
•
Use the Company Information window to make entries that describe your
company. You can make changes to the information in this window at any
time.
•
Use the General Payroll Information window to enter basic information
about your company’s payroll administration. You can make changes to
most of the payroll information you entered in the past, as well.
•
Use the Business Calendar window to specify which days make up your
company’s work week, as well as the days of the year on which holidays
and important business events occur. The business calendar is a three-year
calendar that includes the current calendar year, the previous calendar year
and the next calendar year.
The business calendar affects the To Do list, which reminds you to perform
your tasks on business days. The work week that you set up in the Business
Calendar is the basis for To Do List reminders. If a reminder is due to fall
on a non-business day, the To Do List will remind you to perform the task
on the first business day before the actual day the task is due. For example,
if a reminder is scheduled to appear on Saturday but your business is
closed on Saturdays, the reminder will appear in your To Do List on Friday.
•
You can enter information about your company’s bank and your
company’s bank account in the Banking view of the Account Information
window, for every one of your Banking or Credit Card accounts. You can
also enter information necessary to make electronic payments.
Step by step
“To enter general information about your company” on page 51
“To enter your company’s payroll information” on page 51
“To set up your business calendar” on page 52
“To update your company’s bank information” on page 201
Keyword: general payroll information, company information, banking information, business calendar
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Chapter 4 Personalising your company file
Using Premier preferences
customising:preferences for your Premier system;preferences:using the Preferences window
Everyone has their own way of doing their books and working with
computer programmes. The Preferences window provides many options
that you can use to achieve the flexibility you want when performing your
daily accounting tasks.
Using the Preferences window, you can choose how you access, view and
make entries in the MYOB Premier system. The preferences you choose will
be assigned to your User ID. When you open a company file using your
User ID, the preferences you chose for your file will be implemented.
You should review all the options in the Preferences window and
experiment with the possibilities they offer. In the Preferences window, click
the tabs to view all of the preferences available for each section:
•
To use Preferences -- System
•
To use Preferences -- Windows
•
To use Preferences -- Reports and Forms
•
To use Preferences -- Banking
•
To use Preferences -- Sales
•
To use Preferences -- Purchases
•
To use Preferences -- Security
systemwide:preferences;preferences:systemwide
System-wide preferences
Some of the preferences you can choose in Premier’s Preferences window
will affect everyone who works with your company file. Since these systemwide preferences can affect other people, it’s a good idea to be aware of the
effects of each choice you make in the Preferences window. Every systemwide preference is labeled “System-wide” in the Preferences window.
Preserving accounting accuracy
Premier provides many methods to keep your records as accurate as
possible. The system will be as vigilant as you want it to be; for example,
you can set up Premier to warn you when you make an entry that might be
incorrect. You can even set up Premier to prevent you altogether from
changing transactions you’ve already entered.
MYOB Help
23
Customising printed documents
preferences:customising:printed documents
Since your business is unique, you probably want your printed documents
to reflect your unique business needs. MYOB Premier’s reports and forms
give you the flexibility you need to produce high-quality, professionallooking documents that contain all the features you need.
You can use settings in the Preferences window to make working with all of
your forms and reports easier. You can choose to display currency symbols
on your documents, to display the Report Customisation window before
you print reports, and to automatically use a particular font on your forms.
In addition, you can specify the ageing periods that will be used on reports.
Assigning numbers to transactions
auto-numbering:defined;transactions:auto-numbering;transactions:numbering;numbering:transactions;auto-numbering:list of windows where used
Keeping your company’s financial records organised efficiently is a task that
relies heavily on the numbers that are assigned to your transactions, such as
cheques, sales and purchases. If your company is careful about tracking
transaction numbers, you can use MYOB Premier’s auto-numbering feature
to keep your financial records in the proper order.
When you create a transaction, the transaction number field (for example,
Cheque #) will display Auto # when that field is highlighted. This text
indicates that the transaction will be automatically given a transaction
number when it's recorded in the company file. If you wish, you can
override the Auto # text by entering another number for a transaction.
Customising your on-screen content
customising:on-screen content
If you prefer that the text on your computer screen has a particular
appearance, you can customise the text font and size. (“To customise the
way your on-screen content looks” on page 55)
To use Preferences -- System
preferences:system view
The preferences listed in the System view of the Preferences window offer a
variety of options that apply to general functions of MYOB Premier:
Automatically Refresh Lists when information changes
refresh:lists:automatic;refresh:automatic:lists;preferences:automatic list refresh
Mark this selection if you want on-screen lists and reports to be
automatically updated each time information is added, changed or removed
from the lists and reports. For example, if this selection is marked and
you're viewing the Cards List window, the contents of that window will
change immediately if another user adds, changes or removes a particular
card.
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Chapter 4 Personalising your company file
If you don't mark this selection, windows and on-screen reports won't be
updated automatically when information changes. You'll need to choose
Refresh All from the Window menu to manually update the information
you're viewing. (“Keeping the information on your computer screen up to
date” on page 139)
I Use Retail Manager
Retail Manager:preference setting;preferences:Retail Manager
Mark this selection if you want to automatically export sales, purchases,
and suppliers from RetailManager.
After you mark this selection, you must exit MYOB Premier, follow the
export procedure in Retail Manager, start up MYOB Premier again and
open your company file. If there are transactions that need to be exported, it
will be done for you automatically. (“Importing from RetailManager” on
page 1104)
I Use Timeslips Accounting Link (TAL)
Timeslips Accounting Link:preference setting;preferences:Timeslips Accounting Link
Mark this selection if you wish to use TAL with Premier. TAL allows you to
export your account list to Timeslips (a third-party time and expense
tracking system) and to import general journal entries from it.
If you mark this selection, an alert message will ask whether you want to
export your accounts list immediately or at a later time. Click Export Now
to include your accounts list in an export file.
I Deal in Multiple Currencies
multicurrency:preference setting;preferences:multicurrency
Mark this selection to use Premier's Multicurrency features. If you mark this
selection, you'll be able to record sales, purchases and other transactions in
foreign currencies, and Premier will allow you to track changes in the
exchange rate, along with the effects of those changes on your financial
records.
Once you begin recording transactions in other currencies, you cannot
unmark this option. For that reason, you may want to leave this option
unmarked if you conduct all your business in Australian dollars.
Warn if Jobs Are Not Assigned to All Transactions [System-wide]
jobs:warning preference;preferences:job warning
Mark this selection to display a reminder that one or more lines on a
transaction has no job assigned to it. You’ll have the option of recording the
transaction without assigning a job or returning to the transaction and
assigning a job. (“To add a job” on page 756)
MYOB Help
25
Please note that marking this preference requires single-user access.
(“Single-user file locking” on page 136)
Turn on Category Tracking: Categories are Required/Not Required on All
Transactions
categories:tracking preference;preferences:category tracking
Mark this selection to display the Category field in all the MYOB Premier
transaction windows. You can use the Category field to assign the
transaction to a category you select from the list. Information from the
transaction will then be included in your Category reports. (“To turn on
category tracking” on page 780)
For Time Billing, Enter Time In Special xx Minute Billing Units
time billing:units:preference;preferences:time billing units
Mark this selection if you want to enter time billing units on activity slips
for hourly activities in units other than whole hours. (“To enter time in
special billing units” on page 446)
Round Timer-Calculated Time xx x Minute Increment
time billing:rounding time preference;preferences:round time billing time units
Mark this selection to round time clocked using the timer in the Enter
Activity Slip window to a particular minute increment. Then choose to
round Up To the Next, Down to the Previous or To the Nearest increment
and enter the increment. (“To round timer entries automatically” on
page 447)
I Include Items on Time Billing Invoices
time billing:include items of invoice preference;preferences:include items on time billing invoice
Mark this selection if you want to include items along with activities on a
time billing invoice. When you use the Select From List while you're using
the time billing sales layout, both activities and items will be listed
according to their number -- Activity ID and Item Number. (“Entering
activities and items for time billing sales” on page 442)
Preferences in the System view (Preferences window)
To use Preferences -- Windows
preferences:windows view
The preferences listed in the Windows view of the Preferences window offer
a variety of options that affect how certain windows in MYOB Premier
look, when they appear and how they function. Some options apply to
specific windows, others to all windows.
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Chapter 4 Personalising your company file
Display To Do List When Starting MYOB Premier
preferences:display To Do List at start;To Do List:display at startup
The To Do List is an interactive set of reminders that you can use to
organize common business tasks. For example, you can use the To Do list to
reorder goods you keep in stock, make recurring payments, and process
recurring (standing) orders from your customers. You can set up your To Do
List to let you know whenever these and other tasks need to be done.
If you mark this option, the To Do List will appear automatically each time
you start MYOB Premier. Then you can review the To Do List to see if any
tasks need attention before you begin your business day. If you prefer to
review the To Do List at other times, leave this option unmarked. You can
open the To Do List at any time by clicking the To Do List button in any
Premier Command Centre. (“To display the To Do List when starting
Premier” on page 54)
Save Windows Size and Locations
preferences:save windows size and locations
The windows in MYOB Premier have been assigned default sizes and
locations on your computer screen. If you are satisfied with them, leave this
selection unmarked.
Many windows in MYOB Premier can be resized and all can be moved. If
you mark this selection, all windows controlled by this feature will reopen
in the last size and location you chose for them.
Show Currency Symbols in Windows
preferences:show currency symbols in windows;currency symbols:show in windows preference
Mark this selection if you want currency symbols to accompany all
appearances of currency in the MYOB Premier windows. Leave it
unmarked if you don’t want currency symbols to appear.
The selection you make here does not affect the use of currency symbols in
reports or forms. You can do that in the Reports & Forms view.
Select and Display Account Name, Not Account Number
preferences:use account name, not number
If you find it easier to recognise your accounts by their names rather than by
their numbers, mark this selection so that you can enter accounts and sort
your account search lists alphabetically by account name instead of by
account number.
Select Items by Item Name, Not Item Number
preferences:use item name, not number
If your company has many items in stock, your list of items is probably long.
If you’d like to sort your item search lists alphabetically by the items’ names
instead of by the items’ numbers, mark this selection.
MYOB Help
27
Select Cards by Card ID, Not Card Name
preferences:use card id, not name
If your company has many cards in your Card List, your list of customers,
suppliers or employees is probably long. If you’d like enter cards and sort
your card search lists numerically by the cards’ ID instead of by the cards’
names, mark this selection.
Use Easy-Fill When Selecting From a List
easy-fill;preferences:use easy-fill
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.
When you enter an existing account number or card name, Easy-Fill will
“recognise” the entry you’re making and automatically fill in the rest of the
entry for you.
Mark this selection if you want to use Easy-Fill. If you leave it unmarked,
you’ll have to enter the full number or name for each account, item and
card name you enter. (“To use Easy-Fill” on page 54)
Use Expandable Data Entry Fields in Windows
expandable data entry fields;preferences:expandable data entry fields
If you enter long descriptions (up to 255 characters) of line items in sales and
purchases, and you want to view those descriptions in their entirety
whenever the Description field is active, then mark this selection.
If you leave this selection unmarked, data entry fields will display only
those characters that fit into one line of the field.
The Enter Key Works Just Like the Tab Key When Entering Data
preferences:Enter key works like tab
If you want to press the ENTER key to click the default button (the button
with a dark border around it) in any window, leave this selection unmarked.
If you’d rather press the ENTER key to move between fields in the windows,
click the Windows tab in the Preferences window, then mark this selection.
(If you mark this selection, you can still use the TAB key to move between
fields.)
There are a few areas in Premier where the ENTER key and the TAB key work
differently, regardless of your selection here: In text boxes that allow you to
enter multiple lines of information (such as address fields), the ENTER key
moves the insertion point to the next line in the text box, while the TAB key
moves the insertion point out of the text box and into the next field in the
window. When you’re entering line items for sales, purchases and other
transactions, the TAB key moves the insertion point to the next column but
remains on the same line; the ENTER key, however, moves the insertion
point to the next line, where you can begin entering a new line item.
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Display AccountantLink Code in Edit Accounts
AccountantLink code;preferences:AccountantLink code in Edit Accounts
If you send account information to your accountant for use in accountant
software, you have the option of assigning an AccountantLink code to the
accounts in your accounts list. To display the field, mark this selection.
[“AccountantLink Code (optional)” on page 191].
Preferences in the Windows view (Preferences window)
To use Preferences -- Reports and Forms
preferences:reports & forms view
The preferences listed in the Reports & Forms view of the Preferences
window offer a variety of options that affect how reports and forms in
MYOB Premier look or function. These options apply to all reports or to all
forms, except for the one that is specific to paycheque stubs. [(“Customising
forms” on page 837 and “Working with custom reports” on page 792]
Ageing: Use Daily/Monthly Ageing Periods
ageing:preference for method;preferences:ageing periods
In MYOB Premier, you can select the method of ageing when analysing the
account balances of customers and suppliers. You can choose to use daily
ageing periods of any length you like; you also can use monthly ageing
periods.
The selections you make will affect the way information is displayed in the
Analyse Receivables and Analyse Payables windows, on plain-paper
statements and on the summary and detail versions of the following reports:
Aged Receivables, Aged Payables, Receivables Reconciliation and Payables
Reconciliation. (Understanding user-defined ageing )
Include Currency Symbols in Reports
preferences:show currency symbols in reports;currency symbols:show in reports preference
Mark this selection if you want currency symbols to accompany all
appearances of currency in the MYOB Premier reports. Leave it unmarked
if you don’t want currency symbols to appear.
The selection you make here does not affect the use of currency symbols in
windows. You can do that in the Windows view.
Include Currency Symbols in Forms
preferences:show currency symbols in forms;currency symbols:show in forms preference
Mark this selection if you want currency symbols to accompany all
appearances of currency in the MYOB Premier forms. Leave it unmarked if
you don’t want currency symbols to appear.
The selection you make here does not affect the use of currency symbols in
windows. You can do that in the Windows view.
MYOB Help
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Always Display Report Customisation Option Before Printing Report
preferences:display customisation option before printing report
The Report Customization window allows you to set criteria for presenting
reports. You can enter and/or select information in this window to filter the
report data you wish to present.
If you want this window to appear whenever you choose to print any
report, mark this selection. (“Using report filters” on page 793)
Include all Payroll Categories with YTD amount on Paycheque Stubs
preferences:include payroll categories with YTD on paycheque stubs
Mark this selection if you want all your payroll categories with the
corresponding year-to-date amount to appear on paycheque stubs.
I Use the Simplified Tax System
prefereneces:Simplified Tax System;Simplified Tax System (STS);STS
The Simplified Tax System (STS) is an optional, alternative method of
determining taxable income for eligible small businesses. The main
elements of STS are simplified depreciation rules, simplified stock rules,
and most importantly, a cash accounting method that recognises most
business income and expenses only when they are received and paid.
Mark this selection if you use the STS method, then enter the financial year
to which this method applies. STS applies to whole financial years only, not
to parts of a year, so the day and month are always the first day of the first
month of your financial year, as you defined it when you set up your
company file.
If the financial year is a past year or has already begun when you mark this
selection, Premier filters out any income you already declared or deductions
you already reported from your cash-based reports.
•
Profit & Loss [Cash] report - used for your Tax Lodgement
•
Account Transactions [Cash] report - used to audit the Profit & Loss
[Cash] report’s figures.
Preferences in the Reports & Forms view (Preferences window)
To use Preferences -- Banking
preferences:banking view
The preferences listed in the Banking view of the Preferences window offer
a variety of options that relate to cheques and deposits.
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Make a Contact Log Entry for Every Cheque
preferences:make contact log entry for every cheque;contact log:automatic entry for every cheque
Mark this preference if you want to create a contact log entry for every
cheque that you record. (“Creating business contacts” on page 727 and “To
automatically create business contacts” on page 54)
Make a Contact Log Entry for Every Deposit
preferences:make contact log entry for every deposit;contact log:automatic entry for every deposit
Mark this preference if you want to create a contact log entry for every
deposit that you record. (“Creating business contacts” on page 727 and “To
automatically create business contacts” on page 54)
Default Cheque is Already Printed
preferences:cheques automatically marked as already printed
If you mark this selection, the Already Printed selection in the Write
Cheques, Pay Employees and Settle Returns & Credits windows will be
automatically marked each time you write a cheque. This results in the
cheque not appearing on the list of cheques to be printed. Setting this
default is useful if you generally handwrite your cheques and only record
them in MYOB Premier.
If you print your cheques from MYOB Premier, you should leave this
selection unmarked. (“To print cheques” on page 262)
Display Payee, Rather Than Memo, in Registers
preferences:display payee rather than memo
This selection determines whether the Payee name or the memo
information from the Write Cheques, Pay Employees and Settle Returns &
Credits windows will appear in the Find Transactions window (Memo
column), Transaction Journal (next to the date of the transaction) and Bank
Register (Payee column), as well as several related reports.
If you mark this selection, the name that appears in the Payee field of the
source window will appear. If you don't mark this selection, the text that
appears in the Memo field source window will appear instead.
If there is no entry in the Payee field of the source window, the Memo will
appear regardless of whether or not this selection is marked.
Warn for Duplicate Cheque Numbers
preferences:warn for duplicate cheque numbers
If you mark this selection, an alert message will appear when you attempt to
record a cheque with a number that's already been used in the bank
account you’re using. This allows you to cancel the transaction and change
the number or to continue with the duplicate number.
If you don't mark this selection, you will not receive the alert message and
the same cheque number will be used.
MYOB Help
31
When I Receive Money, I Prefer to Group It With Other Undeposited Funds
preferences:group cash receipts in undeposited funds account;undeposited funds:preference
You have the choice of recording cash receipts transactions directly into an
account or of grouping cash receipts transactions into the undeposited
funds account.
This selection is automatically marked; unmark it if you don't want the
Group with Undeposited Funds option to be chosen at the beginning of
each session. (“Group with undeposited funds” on page 278)
Preferences in the Banking view (Preferences window)
To use Preferences -- Sales
preferences:sales view
The preferences listed in the Sales view of the Preferences window offer a
variety of options that relate to sales and sales forms.
Automatically [Print/E-mail/Fax/Save to Disk] Sales When They are Recorded
(Invoices, Orders and Quotes)
preferences:automatically [print/e-mail/fax/save to disk] sales when recorded
Mark this selection if you wish to automatically print, send via e-mail, send
via fax or save to disk every sales transaction immediately after you record
it. (This preference does not apply to sales with a Miscellaneous layout; you
do not print, e-mail, fax or save to disk those sales.)
If you select this option, you must also select which of the four actions you
want as your default. When you record a sale, the dialog box for your
computer that corresponds with your print/email/fax/save to disk choice
will appear immediately. You can cancel the dialog if you don’t want to
complete the action for a particular sale.
If you don't mark this selection, you must click the Print button or the Send
To button in the Sales window each time you want to perform any of these
actions. (Choosing what to do with the sale and “To automatically print/
email/fax transactions when recording” on page 55)
Caution: “The POSTbillpay method can’t be used with faxed MPowered invoices” on page 1354
Print Packing Slips When Invoices, Orders, or Invoice and Orders are Printed
preferences:automatically print packing slips when invoices recorded
Mark this selection if you wish to automatically print the packing slip that
accompanies the invoice or order you're printing. If you select this option,
you must also specify whether you want the automatic printing to occur
only when you print an invoice, only when you print an order or when you
print either an invoice or an order.
This option applies to orders or invoices you print in the Sales window and
in the Forms Selection - Print Invoices window.
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If you don’t mark this selection, you can print packing slips when you
choose, using the Forms Selection - Print Invoices window. (“To print
invoices, packing slips and labels” on page 354)
Print Labels When Sales are Printed (Invoices, Orders, Quotes)
preferences:automatically print labels when sales recorded
This option applies to sales forms you print in the Sales window and in the
Forms Selection - Print Invoices window. Mark this selection if you wish to
automatically print the labels that accompanies the invoice, order or quote
you're printing.
If you don’t mark this selection, you can print labels when you choose,
using the Forms Selection - Print Invoices window. (“To print invoices,
packing slips and labels” on page 354)
Warn if Customer has an Outstanding Credit Before Applying a Payment
preferences:warn if customer has outstanding credit before applying payment;payments:warn if customer has outstanding credit
Mark this selection if you want to be alerted whenever a customer has
outstanding customer credits with your company and you attempt to apply
a payment for that customer. The message will appear when you enter the
name of such a customer in the Customer field of the Receive Payments
window. This message is informational only; you can continue to enter the
payment if you wish.
If you don't mark this selection, you won’t receive the alert. [“To receive a
payment (Receive Payments window)” on page 386]
Apply Customer Payments Automatically to Oldest Invoice First
preferences:automatically apply customer payments to oldest invoice;customer payments:apply to oldest first
Mark this selection if you want to automatically apply customer payments
to the customer’s oldest outstanding sale. The amount you enter in the
Amount field of the Receive Payments window will automatically be
entered in the Amount Applied field of the customer’s oldest sale. You can
redistribute the payment if you wish.
If you don't mark this selection, you must manually distribute the amount
you entered in the Amount field to the sale(s) you want to apply the
payment to. [“To receive a payment (Receive Payments window)” on
page 386]
Show Customer Purchase Number in Receive Payments
preferences:show customer purchase number in receive payments
This selection allows you to choose which document numbers you prefer to
see in the Receive Payments window and Settle Returns & Credits window
when you apply the payments that customers make on their outstanding
sales balances.
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If you mark this selection, your customers’ purchase order numbers will
appear in the Receive Payments and Settle Returns & Credits windows. If
you leave this selection unmarked, the invoice numbers you assigned to
your customers’ transactions will appear in the Receive Payments and Settle
Returns & Credits windows.
Make a Contact Log Entry for Every Sale
preferences:make contact log entry for every sale;contact log:automatic entry for every sale
Mark this preference if you want to create a contact log entry every time you
record a sale to a customer in your Card File. (“Creating business contacts”
on page 727 and “To automatically create business contacts” on page 54)
Warn for Duplicate [Invoice/Customer PO/Invoice and Customer PO] Numbers
on Recorded Sales
preferences:warn for duplicate sales numbers
If you mark this selection, you will be alerted when you attempt to record a
sale whose invoice or customer PO number is already recorded. You can
then cancel the transaction and change the number or continue with the
duplicate number.
Note: “Select “Warn for duplicate numbers” if you use M-Powered
invoices” on page 78
If you select this option, you must also specify whether you want the
message to appear for only invoices, for only customer POs or for both
invoices and customer POs.
If you don't mark this selection, you won’t receive the alert message and the
same number will be used.
Marking this selection will require Premier to scan all the sales you’ve
recorded; as a result, it will take more time to record your sales. Therefore,
be sure you want to use this feature before you mark this selection.
Retain Original Invoice Number on Backorders
preferences:retain original invoice number on backorders;backorders:retain original invoice number preference
For item sales, you can choose to backorder items when an entry in the
Ship column exceeds the number of items in your current inventory. Then
when you record the sale, a separate order will be created automatically for
the backordered items.
Mark this field to assign the original invoice number on the order for the
backordered items. (“To enter line items for item sales” on page 340)
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Retain Original Invoice Number when Quotes Change to Orders or Invoices
preferences:retain original invoice number when quotes convert to orders/invoices;quotes:convert to order/invoice:retain original invoice number
Mark this field to retain the invoice number originally assigned to a quote
when you change a quote to an order or invoice. (“To convert a quote to an
order or invoice (Sales window)” on page 366 and “To convert a quote to an
order or invoice (Sales Register)” on page 366)
Delete Quotes upon Changing to and Recording as an Order or Invoice
preferences:delete quotes when quotes convert to orders/invoices;quotes:convert to order/invoice:delete when converted
Mark this field to delete quotes when you change them to orders or
invoices. (“To convert a quote to an order or invoice (Sales window)” on
page 366 and “To convert a quote to an order or invoice (Sales Register)” on
page 366)
Terms button
terms:default for customers/suppliers
Click the Terms button to open the Default Customer/Supplier view of the
Credit Terms window, where you can set up default credit terms for your
customers and suppliers. (“Setting up credit terms for all new customers
and suppliers” on page 40)
Preferences in the Sales view (Preferences window)
To use Preferences -- Purchases
The preferences listed in the Purchases view of the Preferences window
offer a variety of options that relate to purchases and purchases forms.
Automatically [Print/E-mail/Fax/Save to Disk] Purchases When They are
Recorded (Bills, Orders and Quotes)
preferences:automatically [print/e-mail/fax/save to disk] purchases when recorded
Mark this selection if you want to automatically print, send via e-mail, send
via fax or save to disk every purchase transaction as soon as you record it.
(This preference does not apply to purchases with a Miscellaneous layout;
you do not print, e-mail, fax or save those purchases to disk.)
If you select this option, you must also specify which one of the four actions
you want as your default. When you record a purchase, the dialog box that
corresponds to your print/email/fax/save to disk choice will appear
immediately. You can cancel the dialog if you don’t want to complete the
action for a particular purchase.
If you don't mark this selection, you must click the Print button or the Send
To button in the Purchases window each time you want to perform any of
these actions. (“Choosing what to do with the purchase” on page 472)
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Warn if Supplier Owes Me Money Before Making a Supplier Payment
preferences:warn if supplier owes me money before making payment;payments:warn if supplier owes me money
Mark this selection if you want to be alerted when you attempt to apply a
payment to a supplier that has outstanding debits with your company. An
alert message will appear when you enter the name of such a supplier in the
Supplier field of the Pay Bills window. This message is informational only;
you can continue to enter the payment if you wish.
If you don't mark this selection, you will not receive this alert. [“To pay a
supplier (Pay Bills window)” on page 515]
Apply Supplier Payments Automatically to Oldest Bill First
preferences:automatically apply supplier payments to oldest bill;supplier payments:apply to oldest first
Mark this selection if you want to automatically apply supplier payments to
the oldest outstanding bill you have with those suppliers. The amount you
enter in the Amount field of the Pay Bills window will be entered
automatically in the Amount Applied field of the oldest bill you have with
the supplier whose name you entered in the Supplier field. You can
redistribute the payment if you wish.
If you don’t mark this selection, you must manually distribute the amount
you entered in the Amount field to the bill(s) to which you want to apply
your payment. [“To pay a supplier (Pay Bills window)” on page 515]
Show Supplier Invoice Number in Pay Suppliers
preferences:show supplier purchase number in supplier payments
This selection allows you to choose which document numbers you prefer to
see in the Pay Bills window and Settle Returns & Debits window when
you’re applying the payments that you make on your outstanding purchases
balances.
If you mark this selection, the suppliers’ invoice numbers will appear in the
Pay Bills and Settle Returns & Debits windows. If you leave this selection
unmarked, the purchase order numbers you assigned to your purchases will
appear in the Pay Bills and Settle Returns & Debits windows.
Make a Contact Log Entry for Every Purchase
preferences:make contact log entry for every purchase;contact log:automatic entry for every purchase
Mark this preference if you want to create a contact log entry every time you
record a purchase from a supplier in your Card File. (“Creating business
contacts” on page 727 and “To automatically create business contacts” on
page 54)
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Warn for Duplicate Purchase Order, Supplier Invoice or Purchase Order and
Supplier Invoice Numbers on Recorded Purchases [System-wide]
preferences:warn for duplicate purchases numbers
If you mark this selection, you will be alerted when you attempt to record a
sale for which a Purchase Order or supplier invoice number was already
recorded. After the alert you can cancel the transaction and change the
number or continue with the duplicate number.
If you select this option, you must also specify whether you want the
message to appear for only Purchase Orders, for only supplier invoices
Purchase Orders or for both Purchase Orders and supplier invoices.
If you don't mark this selection, you will not be alerted and the duplicate
number will be used.
Marking this selection will require Premier to scan all the purchases you’ve
recorded; as a result, it will take more time to record your purchases.
Therefore, be sure you want to use this feature before you mark this
selection.
Retain Original PO Number on Backorders
preferences:retain original PO number on backorders;backorders:retain original PO number preference
Mark this field to assign the same number to an order and bill created in the
same transaction.
In an item purchase, you enter backordered items in the Backorder column
if your supplier cannot provide the entire quantity of an item you ordered.
Then when you record the purchase, a separate order is created
automatically for the backordered items
Mark this field to assign the original purchase order number to the order for
the backordered items. (“To enter line items for an item purchase” on
page 483)
Retain Original PO Number When Quotes Change to Orders or Bills
preferences:retain original PO number when quotes convert to orders/bills;quotes:convert to order/bill:retain original PO number
Mark this field to retain the original purchase order number assigned to a
quote when you change the quote to an order or bill. (“To convert a quote
to an order or bill (Purchases window)” on page 498 and “To convert a
quote to an order or bill (Purchases Register)” on page 498)
Delete Quotes upon Changing to and Recording as an Order or Bill
preferences:delete quotes when quotes convert to orders/bills;quotes:convert to order/bill:delete when converted
Mark this field to delete quotes when you change quotes to orders or bills.
(“To convert a quote to an order or bill (Purchases window)” on page 498
and “To convert a quote to an order or bill (Purchases Register)” on
page 498)
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Warn if Supplier Does Not Have an ABN for Purchases Greater Than $50 Tax
Exclusive
preferences:warn if supplier doesn’t have ABN for purchases over $50 tax inclusive;ABN:warn if supplier has no ABN preference
The ATO requires you to withhold 48.5% of the purchase amount if a
supplier has not provided an ABN on an invoice for more than $50 tax
exclusive. You should use a No ABN/TFN tax code of 48.5% if a supplier
has not quoted an ABN on their invoice for more than $50 tax exclusive, or
if amounts are withheld from investment income because no tax file number
is quoted.
Mark this field to be warned if a supplier for which you are entering a
purchase does not have an ABN. Then by clicking Yes to the warning dialog
box, you will be able to change the tax codes you have selected to a No
ABN/TFN type tax code. (You will not see the warning if you have selected
a No ABN/TFN type tax code for each line on the purchase.) (“Using tax
codes” on page 45)
Terms button
terms:default for customers/suppliers
Click the Terms button to open the Default Customer/Supplier view of the
Credit Terms window where you can set up default credit terms for your
customers and suppliers. (“Setting up credit terms for all new customers
and suppliers” on page 40)
Preferences in the Purchases view (Preferences window)
To use Preferences -- Security
preferences:security view
The preferences listed in the Security view of the Preferences window offer
a variety of options that help preserve the accuracy of your accounting
records and protect your data file.
Transactions CAN'T be Changed; They Must be Reversed
ransactions:changeable;transactions:unchangeable;preferences:changeable transactions;preferences:unchangeable transactions;Setup menu:preferences:Transactions CAN’T be Changed...;transactions:reversing;transactions:deleting;transactions:deleting;transactions:changing;company files:changeable;company files:unchangeable;audit trail
Choose whether your accounting information, such as individual
transactions, can be changed once the information has been recorded.
If you mark this selection, entries you’ve recorded in Premier can’t be
edited; instead, they must be reversed. If you wish to keep an audit trail of
the errors and corrections made to your financial records, you should mark
this selection.
If you don’t mark this selection, all entries you make in Premier can be
edited. (“Choosing changeable or unchangeable transactions” on page 41)
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Lock Periods: Disallow Entries Up to and Including -preferences:lock periods;lock periods
Select an accounting period from this list to disallow transaction entries
from occurring in or before the period you select. This prevents you from
inadvertently adding, changing or removing transactions in periods when
changes could disturb the accuracy of your financial records. The list
includes accounting periods in your current financial year and your next
financial year. It also includes a selection that disallows transaction entries
dated before your current financial year.
Making a selection here is a safeguard against entries being made in the
incorrect period; it doesn’t close the period, erase transactions or
permanently prevent you from recording a transaction in or before the
period you select. If you need to make entries in or before the period you
select, you can select an earlier period. (Note, however, that if you record a
transaction in an earlier period, your financial statements, such as your
balance sheet and profit and loss statement, for that month and all
succeeding months may be affected. You may want to reprint them after you
make your transaction entries.)
Prompt for Data Backup When Closing
preferences:prompt for data backup when closing;backup:prompt when closing preference
Mark this selection if you want to be alerted to back up your data every time
you select Quit or Open from the File menu. In the alert dialog, you can
click Yes to automatically create a backup. (“Following a system of making
backups” on page 151)
Prompt for Session Report When Closing [System-wide]
preferences:prompt for session report when closing;session report:prompt when closing preference
Choose whether you’d like a session report to be printed every time you exit
Premier.
If you choose this option, you will be alerted to print a session report each
time you select Quit, Exit, Open or New from the File menu.
If you choose to print a session report, the command you chose (Quit, Exit,
Open or New) is canceled. After the report is printed, you will have to
choose your command again, and then select No Report in the alert dialog
box. (“Viewing and printing user-activity reports” on page 50 and “To
automatically print reports showing your entries for each session” on
page 69)
Warn Before Recording Post-Dated Transactions
preferences:warn before recording post-dated transactions;post-dated transactions:warn before recording preference
Mark this selection if you want to be alerted each time you enter a future
date in a transaction entry window. This message is informational only; you
can continue to enter the post-dated transaction if you want.
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If you don’t mark this selection, you won’t be alerted when you enter a date
in the future.
Check Company File for Errors before the Backup Process
preferences:check company file for errors before backup;backup:check for errors before starting preference
Mark this selection if you want to check your company file for computerrelated errors before you begin the backup process.
If you mark this selection, the Check Company File for Errors selection in
the MYOB PremierCompany File Backup window will be marked
automatically. (“Backing up company files” on page 149)
Prompt for Data Verification When Opening
preferences:prompt for data verification when closing;verification:prompt when opening preference
Mark this selection if you want to be reminded to verify your company file
every time you open it in Premier. Data Verification checks the company
file for errors and alerts you to problems that could make your company file
unusable.
If you mark this selection, you’ll be alerted regularly of the number of days
since you last verified your company file when you start Premier and open
your company file. (“Verifying company files” on page 153)
Password button
user ID:set up
This button is available only for the user whose user ID is Administrator.
Click the Password button to open the User Access window, where you can
access the User Details window, enter new user IDs and edit existing user
IDs. (“Creating and using user IDs” on page 47)
Note: “If you used a password in previous versions of MYOB software”
on page 107
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
keyword: password, administrator, restrictions, allowed, security, protection, passwords, preferences, Master password
Preferences in the Security view (Preferences window)
Setting up credit terms for all new customers and suppliers
credit terms:for all new customers and suppliers
If you wish to establish a set of credit terms for all your new customers and
new suppliers, you can use the Preferences window to do so.
The terms you set in these windows will be applied only to new customer
and supplier cards you create. For customer cards already created, credit
terms can be assigned in the Selling Details view of the Card Information
window; for supplier cards already created, credit terms can be assigned in
the Buying Details view of the Card Information window.
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Note: The tax code you select in this window will be entered automatically
on every new card that you create. To change the tax code for cards that
have already been created, see:
“Using the Selling Details view - Card Information window” on page 693
“Using the Buying Details view - Card Information window” on page 695
Even if you set default credit terms, you can always change the terms for an
individual customer or supplier or for a particular sale of purchase.
Step by step
“To change the default credit terms for new customers” on page 710
“To change the default credit terms for new suppliers” on page 715
Setting up credit terms for all new customers and suppliers
Choosing changeable or unchangeable transactions
changeable transactions:defined;unchangeable transactions:defined;transactions:changeable;transactions:unchangeable;preferences:changeable transactions;preferences:unchangeable transactions;Setup menu:preferences:Transactions CAN’T be
Changed...;transactions:reversing;transactions:deleting;transactions:deleting;transactions:changing;company files:changeable;company files:unchangeable;audit trail
You can specify whether your MYOB Premier transactions will be
changeable or unchangeable after they’ve been recorded. That is, you can
choose either to edit and delete transactions that are recorded in your
company file or to maintain a comprehensive history of all transactions you
that you enter, thus maintaining a strict audit trail.
MYOB provides a security preference that you can use to set your
transactions as changeable or unchangeable. (“To learn if transactions are
changeable or unchangeable” on page 53)
Changeable transactions can be edited and deleted. If you notice a problem
with a transaction, the transaction can be changed or completely removed
from your company file if your transactions are changeable.
If your accountant has advised you to make necessary changes to your
transactions, turn the security preference off.
Unchangeable transactions can only be reversed; they can’t be edited or
deleted after they’ve been recorded. If you notice a problem with an
unchangeable transaction, you must record a reversal of the transaction to
remove the effects of the original transaction from your records. Then, if
you want, you can create and record a new transaction.
If your accountant requires that you maintain a strict audit trail, you should
consider turning on this preference.
Step by step
“To learn if transactions are changeable or unchangeable” on page 53
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Using identifiers
identifiers:defined;cards:identifiers:using;identifiers:using
Identifiers are one-letter labels you can assign to cards in MYOB Premier to
help you organise your cards into groups more specific than Employee,
Customer, Supplier or Personal. When you create reports or view
information about cards throughout the Premier system, you can limit the
information you view to a specific group of cards by using the identifiers
you’ve assigned to the cards in that group.
Identifiers can be used in a variety of ways -- to separate existing customers
from prospects, or to group customers by type or region, for example. If you
assign multiple identifiers to cards, you can limit the information in reports
to those individuals or companies that have been assigned all the identifiers
you specify.
For example, say you assign the identifier W to your wholesale customers,
and you assign G to government agencies. When you print the Analyse
Sales [Customer] Report, you can indicate in the Report Customisation
window that you want to include only customers who have been assigned
the identifiers G and W. The report you print will include only government
agencies who are wholesale customers.
Depending on the way you use identifiers and the number of identifiers you
assign to each card, you’ll be able to print reports for very specific groups of
customers, suppliers and employees.
Step by step
“To create identifiers” on page 56
“To assign identifiers to a card” on page 56
Using pricing levels
pricing levels:defined;items:pricing levels:using;pricing levels:using;sales:pricing levels;pricing levels:Credit Terms window;discounts:when using pricing levels;pricing levels:accounting for volume discounts;items:pricing levels;customers:volume discounts;terms:volume discounts;volume discounts:when using pricing levels
If you sell an item to different kinds of customers at different prices, you can
set pricing levels for the item. In the Item Information window, pricing
levels allow you to set an item’s selling price according to the type of
customer you’re doing business with. Pricing levels allow you to set an
item’s selling prices for up to six kinds of customers.
For example, some of your customers may do business with you as a
wholesaler. Others may buy the same item from you at a retail price. You
may also set a special price for wholesale customers who buy in bulk. Using
pricing levels in the Item Information window, you can set the selling price
of an item for each kind of customer and for five quantity ranges. Then you
can designate a corresponding pricing level for each of your customers in
the Credit Terms window.
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Establishing wholesale prices and volume discounts
Assume you’ve assigned the “wholesale” pricing level to a customer card
and you’ve entered that card on an item sale. When you enter an item on
the sale, the price that appears automatically will be the item’s price at the
“wholesale” level for the quantity you’ve entered.
If you enter pricing levels for your customers in the Credit Terms window,
be sure to take into account their volume discounts so you don’t
inadvertently undercharge for some items. If you assign the “wholesale”
pricing level to a customer so prices at that level only will appear on item
sales for that customer, don’t enter your company’s wholesale discount in
the customer’s Volume Customer Discount field. Any volume discount you
enter for the customer will be subtracted from the item’s “wholesale” price.
To set different selling prices for different types of customers and for sales of
larger item quantities, set up pricing levels for the item using the Item
Information window. If you adjust your selling prices for items sold in larger
quantities, you can enter up to five quantity ranges in the Over fields of the
Item Information window and still maintain pricing levels.
Step by step
“To label a pricing level” on page 57
“To assign a pricing level to a customer card” on page 57
Adding custom lists and fields
items:custom lists and fields;cards:custom lists and fields
If you need to record information specific to your business for your cards
and items, use the custom lists and fields in the Card Details and Item
Information windows to do so.
MYOB Premier contains three custom lists and three custom fields for each
card type and for items. You can label these lists and fields according to
your needs.
To find the Custom Lists & Field Names window, select Custom Lists &
Field Names from the Lists menu. To make entries to the custom lists, use
the Custom Lists window by choosing Custom Lists from the Lists menu.
Make entries for custom fields in the Card Details view of the Card
Information window or Item Details view of the Item Information window.
Some uses for custom fields
custom fields:defined;custom fields:printing on forms;custom fields:using on reports
You might want to use a custom field to display and print the weight of your
items. To do this, you would label one of the custom fields “Weight". Then,
every time you create an item record, you could enter the weight of the item
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in your “Weight” field in the Item Information window and use the report
design feature to display the weight of the item on item sales and purchases
reports and on most inventory reports. (“Using the Report Fields tab
(Report Customisation window)” on page 796)
You could also use a custom field to show the date of an employee’s last
performance review and print a Card File report showing that information.
Printing custom field entries
You can print the custom field entries for cards on forms for which the
cards custom fields are available. For the fields to print, you must perform
an additional step. (“To add data fields to a form” on page 852)
You can also print custom field entries for items on item sales, item packing
slips and item purchases. (“To add data fields to a form” on page 852)
Step by step
“To enter a label for a custom list or field” on page 57
Some uses for custom lists
custom lists:defined;custom lists:using with reports;custom lists:printing on forms
Custom lists can be used to sort your cards and items. You might want to
use a custom list to sort your items according to their location in the
warehouse. You could label one of the custom lists “Bin” and create an
entry in that list for each bin in your warehouse. Then, every time you create
an item record, you’ll choose the name of the bin where you store the item
from your custom “Bin” list. You can use Premier’s report Customisation
feature to choose which bin list you wish to display.
You could also use custom lists to print a list of customers who are assigned
to each of your sales territories, for example, or a list of each salesperson’s
customers. (“Using report filters” on page 793)
Printing custom list entries
You can print your card custom list entries on forms for which cards custom
lists are available. In order for the fields to print, you must perform an
additional step. (“To add data fields to a form” on page 852)
You can also print item custom list entries on item sales, item packing slips
and item purchases. (“To add data fields to a form” on page 852)
Step by step
“To enter a label for a custom list or field” on page 57
“To create list entries on a custom list” on page 57
“To change a list entry on a custom list” on page 58
“To delete a list entry on a custom list” on page 58
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Using tax codes
tax codes:using;sales:tax codes;purchases:tax codes;transactions:tax codes;tax codes:defined;tax types
If your business makes sales and purchases, you’re probably very familiar
with the concept of including tax on the transactions you conduct with your
customers and suppliers, and you know how important it is to track these
amounts carefully.
To help you keep on top of taxes, MYOB Premier uses tax codes. Each tax
code represents a particular rate that is used to calculate tax on your
transactions. You’ll set up taxes using the Tax Code List window, which can
be found by choosing Tax Codes from the Lists menu. Whenever you enter a
transaction that should be taxed, you’ll assign a specific code to each line
item in the transaction. The tax rate for that code then will be multiplied by
the amount of the line item to determine your tax amount.
See “Multicurrency and Tax Codes” on page 46 if you use Premier’s
Multicurrency feature.
In Premier, you can choose from eight tax types:
Consolidated
Consolidated tax type;tax types:Consolidated
This tax type is used for taxes that are made up of two or more tax codes or
sub-taxes.
Import Duty
Consolidated tax type;tax types:consolidated
This tax type should be used by importers bringing goods into Australia
from other countries. Tax codes with this type are used to record the import
duty payable on a purchase order without changing the total amount of the
purchase order.
Sales Tax
Sales Tax tax type;tax types:Sales Tax
This tax type is associated with the Wine Equalisation Tax.
GST
GST tax type;tax types:GST
This tax type is associated with the GST assigned to sales and purchases.
This tax type also is used for GST free goods and GST on Wine Equalisation
Tax.
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Input Taxed tax type
Input Taxed tax type;tax types:Input Taxed
This tax type should be used by organisations, such as suppliers of financial
services, that must pay GST on the purchases they make but don’t collect
GST from their clients or customers. The Input Taxed tax type also should
be used by businesses that haven’t registered for GST (businesses with
turnover of less than $50,000 annually).
Luxury Car Tax
Luxury Car tax type;tax types:Luxury Car Tax
This tax type is used by the Automotive industry to handle the luxury car
tax.
Voluntary withholdings
Voluntary withholdings tax type;tax types:Voluntary withholdings
This tax type should be used for the PAYG voluntary withholdings scheme.
No ABN/TFN
No ABN/TFN tax type;tax types:No ABN/TFN
This tax type should be used for suppliers that have not quoted ABNs on
their invoices, or for amounts that are withheld from investment income
because no tax file number was quoted. This type indicates that the tax code
is a PAYG Withholding tax type and will always be rounded down to the
nearest dollar.
You should use a No ABN/TFN tax code of 48.5% for suppliers who do not
quote an ABN on invoices for more than $50 tax exclusive, or where
amounts are withheld from investment income because no tax file number
was quoted. If both of these situations apply to your company, you will need
to create two tax codes to handle them separately.
Step by step
“To create tax codes” on page 60
“To change tax codes” on page 61
“To delete tax codes” on page 61
Multicurrency and Tax Codes
multicurrency:tax codes;tax codes:multicurrency
If you use the Premier Multicurrency feature, the tax code used on all types
of sales and purchases for customers and suppliers who are assigned a
foreign currency will be the tax code assigned to the customer or supplier.
The tax code used for freight amounts is the code assigned to the customer
or supplier. If you use the Multicurrency feature, no tax code will be
assigned to freight.
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As with other automatic entries in Premier, you can choose other tax codes
if the tax codes automatically entered aren't the correct ones for a
transaction you're recording.
Creating and using user IDs
security:company files;user IDs:security for company files
MYOB Premier provides a security system based on user IDs. Each user
must make an entry in the User ID field of the Sign-On window when
entering Premier.
You can use user IDs to maintain your company file’s integrity by assigning
access rights to each user ID. User IDs can also be used keep track of the
actions of each person, or user, who performs tasks that affect your
company file.
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
One user ID is created automatically when you create your company file:
Administrator. The Administrator has access to the entire Premier system.
The Administrator can assign a user ID to each person who uses the MYOB
Premier system; the Administrator is the only user authorized to create
other user IDs.
To maintain your data’s integrity, the Administrator can assign access rights
to each user ID profile. That is, the Administrator can control the access of
other users to various sections of the Premier system, such as individual
command centres. If the Administrator restricts the access rights of a user
ID, the user will be able to access only those areas to which he/she is
allowed access. Restricting access to your company file will prevent users
from accessing parts of the company file that they don’t need. This will
ensure that your confidential information will be seen only by authorised
personnel.
Note: If access rights aren’t assigned to a user ID, the user has access to the
entire company file, except access to the ability to create and edit user IDs.
Whenever a user adds or changes transactions in a company file, that
person’s user ID will be assigned to the information that was added or
changed. This allows you to quickly see who’s been changing your
company’s file.
MYOB Help
47
You may link your user ID to a password, which you can change, if you
wish. When you link your ID to a password, the user ID and correct
password must be entered in order to open the company file.
Step by step
“To create a new user ID” on page 63
“To edit a user ID” on page 65
“To change a user ID’s access rights” on page 66
“To delete a user ID” on page 67
“To change your user ID’s password” on page 64
To activate/inactivate a user ID, see “To edit a user ID” on page 65
Activating user IDs created in a previousversion of MYOB software
security:user IDs:activating (upgraders);user IDs:activating (upgraders);upgrading:activating user IDs
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
If you’re upgrading from a previous version of Premier, you’ll activate your
user IDs. You won’t be able to sign on as a user other than the
Administrator until you activate the user IDs. The Administrator has full
access rights to the company file and is the only user who can create and
edit other user IDs.
If you used passwords in your previous version of Premier, the access rights
from your sub-passwords will be available to copy to user IDs. User IDs can
now provide access rights for your company file. Passwords no longer
provide access rights; passwords are optional. Because of this change, you’ll
want to copy the access rights that were assigned to the passwords in the
previous version of MYOB software to the user IDs in the current version.
Activate and copy access rights using the User Access window
After you upgrade your company file, you’ll log on as the Administrator in
the Sign-on window. The Administrator has full access rights to the
company file. You’ll enter the master password from your previous version
in the Password field, if you used a master password. If you didn’t use a
master password, you’ll leave this field blank. An alert message will tell you
that user IDs created before upgrading are marked as inactive. The alert will
also ask if you want to activate them now. If you click Yes, the User Access
window will open. If you click No, the alert message will close; you can to
activate your IDs at a later time. [“To activate a user ID created in a
previous version of MYOB software” on page 64]
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Chapter 4 Personalising your company file
•
User IDs from your previous version
All of the user IDs that were used in your company file while you were
using the previous version of MYOB software, other than the
Administrator, appear in the User Access window. (When you first open
this window, the user IDs are inactive.) If you used sub-passwords, you’ll
also see password user IDs in the this window. (For more information, see
the following topic: Sub-passwords from your previous version.)
•
Sub-passwords from your previous version
If you used sub-passwords, you’ll also see password user IDs in the User
Access window. These entries contain the user access rights from the subpasswords created in the earlier version of your company file. Password
user IDs have a prefix called PASSWORD. For example, the sub-password
called SMITH in the previous version of Premier will become
PASSWORD#SMITH in Premier v8.
The password user IDs are not valid user IDs, but you can copy their
access rights to your user IDs using the Copy Restrictions function located
in the Edit User Details window.
Once the user access rights are copied to the activated user ID, you can
delete the password user ID.
Step by step
“To activate a user ID created in a previous version of MYOB software”
on page 64
Lists and reports are affected by user IDs with restricted access
user IDs:how lists and reports are affected
When you use the User Access window to restrict access to specific
windows in MYOB Premier, you also restrict access to information shown
in lists and reports throughout the entire Premier system.
When you restrict access to any of the windows below, you’re also limiting
some access to the information in at least one corresponding list or report in
Premier.
Record Journal Entry
Historical Purchase
Historical Sale
Adjust Inventory
Transfer Inventory
Receive Money
Purchases
MYOB Help
49
Sales
Spend Money
Write Paycheques
Users will still be able to view or print such lists and reports, but the
information in them may not be complete. Keep this in mind if someone
with restricted access is viewing lists or printing reports in Premier.
For example, if you set up your system so one person can’t use the
Purchases window, that person will also be restricted from seeing any
entries created in that window in Premier, such as those that normally
appear in the Purchases and Payables Journal report or the Find
Transactions window. This ensures that this person has no opportunity to
view your company’s purchasing records. Any information that doesn’t
apply to purchases, however, will still be available.
Viewing and printing user-activity reports
reports:user-activity reports;user name:reports sorted by user name;User IDs:reports sorted by user name
Some MYOB Premier reports allow you to view entries made by a specific
user during a specific time period. Premier tracks activity through the user
IDs that are entered in the Sign-on window whenever a user opens a
company file. You can use these reports to determine who made a particular
entry. You can also review your own entries during a certain time period.
You can print a General Journal, Sales Journal, Purchases Journal,
Disbursements Journal, Cash Receipts Journal and Inventory Journal that
lists all the activity of a single user, or all users, for a range of transaction
dates and/or session dates.
When you’re finished using a company file at the end of the day, you can
review your entries by printing a Session Report. The Session Report will
show only the entries that you made while you had the company file open.
(If you want the Session Report to be printed automatically whenever you
close a company file, open the Preferences window and mark the Prompt
for Session Report Upon Closing box.)
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
Step by step
“To print a report showing entries identified by user IDs” on page 68
“To print a report showing your entries for the session” on page 68
“To automatically print reports showing your entries for each session” on
page 69
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Chapter 5 Entering information about your company
Chapter 5
Entering information
about your company
Entering general information about your
company
company information:entering;entering:company information
4
To enter general information about your
company
The Company Information window should be displayed.
Many of the fields in this window already contain information you entered
in the New Company File Assistant.
Note: “Some accounting information entered using the New Company
File Assistant CAN’T be changed” on page 79
1.
Enter or change the information you want.
2.
Click OK.
Related topics
“Entering information about your company” on page 22
Entering your company’s payroll information
payroll:entering:your company’s payroll information;entering:payroll information
4
To enter your company’s payroll information
The General Payroll Information window should be displayed.
1.
Enter or change the information you want.
As you move the cursor from field to field, a description of the information
you should enter in that field appears in the portion of the window below
the fields.
MYOB Help
51
2.
Click OK.
Related topic
“Entering information about your company” on page 22
Setting up your business calendar
business calendar:setting up;setting up:business calendar
4
To set up your business calendar
The Business Calendar window should be displayed.
1.
The current month is displayed in the calendar at the top of the window.
Days that appear in grey are days when your business is closed. If you want
to change the setting for any specific days in the month, click those days in
the calendar.
If your business is always open or closed on a specific day of the week,
click that day in the middle part of the window labeled Shortcut for
setting average business week. A message will confirm that you are
changing the day’s status. You’ll be changing the status of the day for all
three years in the Business Calendar’s three-year calendar.
2.
Click OK.
3.
Add any important events that occur during the month in the Important
Dates section of the window.
4.
If you want to change other months in the Business Calendar, use the
arrows at the top of the calendar to move from month to month.
5.
Click OK.
Related topics
“Entering information about your company” on page 22
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Chapter 6 Using Premier preferences
Chapter 6
Using Premier
preferences
Using Premier preferences
4
To learn if transactions are changeable or
unchangeable
changeable transactions:defined;unchangeable transactions:defined;transactions:changeable;transactions:unchangeable;preferences:changeable transactions;preferences:unchangeable transactions;Setup menu:preferences:Transactions CAN’T be
Changed...;transactions:reversing;transactions:deleting;transactions:deleting;transactions:changing;company files:changeable;company files:unchangeable;audit trail
The Security view of the Preferences window should be displayed.
•
If “Transactions CAN’T be Changed; They Must be Reversed” is not
marked, your transactions are changeable. Recorded transactions may be
changed or deleted. If you wish to make your transactions unchangeable at
any time, simply mark the selection.
•
If “Transactions CAN’T be Changed; They Must be Reversed” is marked,
your transactions are unchangeable. Recorded transactions must be
reversed; they can’t be changed or deleted. If you wish to make your
transactions changeable at any time, simply unmark the selection.
Related topic
“Choosing changeable or unchangeable transactions” on page 41
4
To use Help from the Internet rather than my
computer
Setup > “Personalising your company file” on page 27 > Using Premier preferences > “To use Preferences -- System” on page 24 >>
The System view of the Preference window should be displayed.
Mark “I Prefer to Use Help from the Internet, Rather Than My Computer”
if you wish to access the Premier Help files from the Internet. Remember
that your computer must be connected to the Internet to use this option.
You may change this setting later if you like.
MYOB Help
53
Related topic
“To use Preferences -- System” on page 24
To use Help from the Internet rather than my computer
4
To display the To Do List when starting Premier
The Windows view of the Preferences window should be displayed.Mark
“Display To Do List When Starting MYOB Premier” if you want the To Do
List to appear automatically each time you start MYOB Premier.
Do not mark this selection if you prefer to review the To Do List at other
times.
Related topic
“To use Preferences -- Windows” on page 26
To display the To Do List when starting MYOB Premier
4
To use Easy-Fill
To activate the Easy-Fill feature, mark “Use Easy-Fill When Selecting From
a List” in the Windows view of the Preferences window.
Easy-Fill functions in fields with a search icon that, when clicked, displays a
search list of accounts or cards to choose from.
To use Easy-Fill, enter an existing account number or card name.
Easy-Fill will “recognise” the entry you’re making and automatically fill in
the rest of the entry for you by displaying the first entry that matches the
letters you've typed. For example, if you enter "St" on an invoice and you
have a customer named Stearns, that customer's name will be suggested for
you. If the invoice is for customer Stevens, though, simply keep typing.
When you type "Stev", “Stevens” will appear.
Related topic
“To use Preferences -- Windows” on page 26
To use Easy-Fill
4
To automatically create business contacts
customising:preferences for your Premier system:business contacts;preferences:automatically creating business contacts
To automatically create a business contact each time you create a cheque,
deposit, sale or purchase, click the Banking, Sales or Purchases tab in the
Preferences window, then mark the box labeled, “Make a Contact Log
Entry for Every…".
Over time, business contact information can cause your company file to
grow considerably in size. If you choose to create business contacts
automatically, we recommend that you periodically purge old contacts that
you no longer need. (Purging information that’s no longer needed)
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Chapter 6 Using Premier preferences
Related topics
“To use Preferences -- Banking” on page 30
“To use Preferences -- Sales” on page 32
“To use Preferences -- Purchases” on page 35
4
To automatically print/email/fax transactions
when recording
customising:preferences for your Premier system:transactions;preferences:recording transactions
To print/email/fax transactions immediately when you record them, click
the Sales and Purchases tabs in the Preferences window, then mark the box
labeled “Automatically Print Sales/Purchases When They’re Recorded".
Choose which method you wish to use automatically: Print, Fax or Email.
If you choose to print sales and if you want to print packing slips and
shipping or mailing labels to accompany your sales, consider marking the
boxes labeled “Print Packing Slips (or Labels) When Invoices are Printed".
Caution: “The POSTbillpay method can’t be used with faxed MPowered invoices” on page 1354
M-Powered invoices, POSTbillpay, fax, faxing, invoice
Related topics
“To use Preferences -- Sales” on page 32
“To use Preferences -- Purchases” on page 35
Customising your printed documents
4
To customise the way you work with forms and
reports
customising:preferences for your Premier system:reports and forms;preferences:customising:working with forms and reports
The Reports & Forms view of the Preferences window should be displayed.
1.
Select the Reports & Forms tab, if it isn’t already selected.
2.
Mark the boxes next to the options you want to use.
Related topics
“To use Preferences -- Reports and Forms” on page 29
Customising your on-screen content
4
To customise the way your on-screen content
looks
customising:preferences for your Premier system:reports and forms;preferences:customising:working with forms and reports
The Change Default Windows Font window should be displayed.
MYOB Help
55
1.
From the Fonts list, select the default font you want to use.
2.
From the Size list, select the default font size you want to use.
3.
Click OK. If you make a change to the size or font, the change will not take
effect until you exit and reenter MYOB Premier.
Related topics
“Using Premier preferences” on page 23
Organising your cards by using identifiers
4
To create identifiers
creating:identifiers;identifiers:creating;cards:creating:identifiers;cards:identifiers:creating
The Identifiers window should be displayed.
1.
The Identifiers window provides a field for each of the 26 letters of the
alphabet. Enter a description for as many of the identifiers as you want.
2.
Click OK.
Related topics
“Using identifiers” on page 42
“To assign identifiers to a card” on page 56
4
To assign identifiers to a card
assigning:identifiers;identifiers:assigning;cards:assigning:identifiers;cards:identifiers:assigning
The Cards List window should be displayed.
1.
Highlight the card to which you wish to assign identifiers and then click
Edit.
2.
Click the Card Details tab; click the Identifiers button that appears in this
view.
3.
Click the box next to each identifier you want to assign to the card. You
can assign up to 10 identifiers to a card.
Tip: Click the zoom arrow to add or edit the description for the identifier.
4.
Click OK.
Related topic
“Using identifiers” on page 42
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Chapter 6 Using Premier preferences
Using MYOB Premier pricing levels
4
To label a pricing level
labeling:pricing levels;pricing levels:labeling;items:pricing levels:labeling;cards:pricing levels:labeling;cards:pricing levels:labeling
The Custom List and Field Names window should be displayed.
1.
Enter a name for each pricing level you want to use.
2.
Click OK.
Related topic
“Using pricing levels” on page 42
4
To assign a pricing level to a customer card
assigning:pricing levels;pricing levels:assigning;items:assigning:pricing levels;cards:assigning:pricing levels;cards:pricing levels:assigning
Be sure the customer card is displayed in the Card Information window.
1.
Click the Selling Details tab.
2.
Choose the customer’s price level from the Item Price Level list.
3.
Click OK.
Related topic
“Using pricing levels” on page 42
Using custom lists and fields
4
To enter a label for a custom list or field
entering:labels for custom lists;custom lists:labeling;items:custom lists:labeling;cards:labeling:custom lists;labeling:custom lists
The Custom List and Field Names window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
Enter a name in one of the Name of Custom List or Name of Custom Field
fields. You can use up to three custom lists or fields for items and for each
card type in Premier.
3.
Click OK.
Related topic
“Adding custom lists and fields” on page 43
4
To create list entries on a custom list
creating:custom lists entries;custom lists:creating entries;items:custom list entries:creating;cards:custom list entries:creating
The Custom Lists window should be displayed.
MYOB Help
57
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
In the Custom List field, choose the custom list for which you want to
create list entries.
3.
Click the New button. The Edit Custom List window appears.
4.
Enter the name of the list entry you want to create.
5.
Click OK.
6.
Repeat steps 4 and 5 until you’ve entered all the list entries you want to
include in the custom list, then click Close in the Custom Lists window.
Related topic
“Adding custom lists and fields” on page 43
4
4
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To change a list entry on a custom list
changing:custom list entries;custom lists:changing entries;items:custom list entries:changing;cards:custom list entries:changing
The Custom Lists window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
Choose the custom list in the Custom List field for which you want to
change list entries.
3.
Select the list entry you want to change and click Edit.
4.
Change the name of the list entry.
5.
Click OK.
To delete a list entry on a custom list
deleting:custom list entries;custom lists:deleting entries;items:custom list entries:deleting;cards:custom list entries:deleting
The Custom Lists window should be displayed.
1.
Click the Item, Customer, Supplier, Employee or Personal tab.
2.
Choose the custom list in the Custom List window for which you want to
delete list entries.
3.
Highlight the list entry you want to delete and choose Delete List Entry
from the Edit menu.
4.
Click Close.
Chapter 6 Using Premier preferences
Related topic
“Adding custom lists and fields” on page 43
MYOB Help
59
Chapter 7
Using tax codes
Creating tax codes
4
To create tax codes
creating:tax codes;tax codes:creating;sales:creating tax codes;purchases:creating:tax codes;cards:creating:tax codes;tax types:selecting for a tax code;items:creating tax codes
The Tax Code List window should be displayed.
1.
Click the New button.
2.
In the Tax Code Information window, enter a descriptive code for the new
tax code using up to three characters, along with a description.
We recommend that you make the code as descriptive as possible so that
it'll be easy to recognise when you're entering transactions. This code will
appear in transaction entry windows, on sales and purchases and
elsewhere throughout the system.
3.
From the Tax Type list, select the option that describes the tax code you're
creating. (“Using tax codes” on page 45)
4.
After you've made your tax type selection, a number of additional fields
will appear; the fields that appear will depend upon the tax type you've
chosen. Make selections as needed.
5.
Click OK.
The next time you enter a transaction in the Sales window or Purchases
window, the tax codes you have set up will be available for you to assign to
the transaction. Tax codes also can be entered in the Spend Money window
and the Receive Money windows.
Note: “Tax codes can be entered automatically in transaction entry
windows” on page 79
Related topic
“Using tax codes” on page 45
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Chapter 7 Using tax codes
4
To change tax codes
changing:tax code information;tax codes:changing information
The Tax Code List window should be displayed.
1.
Click on the zoom arrow next to the tax code you want to change.
2.
The Tax Code Information window appears. Make the changes you wish.
3.
Click OK.
Related topic
“Using tax codes” on page 45
4
To delete tax codes
deleting:tax codes;tax codes:deleting
The Tax Code List window should be displayed.
1.
Highlight the tax code you want to delete.
2.
Choose Delete Tax Code from the Edit menu.
Related topic
“Using tax codes” on page 45
4
To change tax amounts for a single transaction
tax:changing amounts;changing:tax amounts for a single transaction
One of the following windows should be displayed:
The Sales window
-- OR -The Purchases window
-- OR -The Record Journal Entry window
-- OR -The Record Service Charges and Interest Earned window
1.
Click the zoom arrow next to the Tax field to open the Tax Information
window.
2.
Enter the new tax amounts in the Tax column.
3.
Click OK. The total tax amount displayed in the Tax field will change to
reflect the change you made.
MYOB Help
61
Click the Recalculate button if you want the tax amount to be restored to
an amount that’s based on the tax codes assigned to the transaction.
Warning: “Tax amounts change automatically when you change the
amounts to be taxed” on page 79
Related topics
“Entering additional information about the sale” on page 316
“Entering additional information about a purchase” on page 472
“Creating General Journal entries” on page 171
“Reconciling bank accounts” on page 1041
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Chapter 8 Securing your company’s data
Chapter 8
Securing your
company’s data
Creating user IDs
4
To create a new user ID
security:company files;user IDs:security for company files;security:user IDs:creating
The Preferences window should be displayed.
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
1.
Click the Passwords button. (This button is available only if you’re signed
on to Premier with the User ID named Administrator.) The User Access
window appears.
2.
Click the New button to open the User Details window.
3.
Enter a new user ID. If you want to assign a password to this user ID, enter
and reenter the password in the next two fields.
4.
To copy restrictions: Select Copy User to assign user restrictions from an
existing user ID to the new user ID. Click OK. The new user ID will appear
in the User ID column in the User Access window.
--OR-To select restrictions: Click OK. The new user ID will appear in the User
ID column in the User Access window. Select restrictions by marking
functions using the Not Allowed column.
5.
In the User Access window, click New to enter a new User ID or click OK
to close the window.
MYOB Help
63
Related topic
“Creating and using user IDs” on page 47
4
To change your user ID’s password
security:changing:passwords;user ID:changing passwords;changing:passwords;security:user ID:changing passwords;passwords:changing
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
1.
The Change Password window should be displayed. Enter your existing
password. If this is the first time you’re assigning a password or if you don’t
have a password, leave this field blank.
2.
Enter your new password in both the New Password and Confirm
Password fields. You can use any combination of letters and numbers up to
11 characters.
3.
Click OK to update your new password.
Activating user IDs created in a previous
version of MYOB software
4
To activate a user ID created in a previous
version of MYOB software
security:company files;user IDs:security for company files;security:user IDs:creating
This procedure starts at the Sign-on window. If you’ve already reached the
User Access window by following the prompts while opening your
company file, please start the procedure at step 5.
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
1.
Enter the user ID named Administrator in the User ID field. If you used
passwords in your previous version of Premier, enter the master password
from your previous version in the Password field.
If you didn’t use passwords, leave this field blank.
2.
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A window will appear asking if you want to verify your company file. Click
Yes or No, depending on whether or not you want to verify your company
file.
Chapter 8 Securing your company’s data
3.
The Command Centre will be displayed. Select Setup > Preferences, then
select the Security tab.
4.
Click the Password button. This button is only available if you’re signed on
to Premier with the User ID named Administrator. The User Access
window appears.
5.
You’ll see all of your user IDs from your previous MYOB product;
however, these user IDs will be inactive. Click Edit. The Edit User Details
window appears.
6.
The Inactive User checkbox will be marked. Unmark this checkbox.
7.
If you want to assign a password to this user ID, enter and reenter the
password in the next two fields.
8.
If you want to copy user restrictions from a sub-password that was created
in your previous version of MYOB, click the arrow in the Copy
Restrictions field and choose the appropriate password user ID. For more
information about password user IDs, see “Sub-passwords from your
previous version” on page 49.
9.
Click OK. The user ID is now activated.
10. Once the user restrictions are copied to the activated user IDs, you can
delete the password user IDs. See “To delete a user ID” on page 67.
Related topics
“Creating and using user IDs” on page 47
Changing user IDs
4
To edit a user ID
security:editing:user IDs;user IDs:editing;editing user IDs
The Preferences window should be displayed.
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
1.
Click the Passwords button. This button is only available if you’re signed
on to Premier with the User ID named Administrator. The User Access
window appears.
MYOB Help
65
2.
Highlight the user ID you want to edit in the list on the left side of the
window. Click Edit.
3.
The Edit User Details window appears. Mark the Inactive User checkbox if
you want this user ID to be inactive. Unmark the checkbox if you want this
user ID to be active.
If you want to change the password, enter and reenter the new password in
the Password and Confirm Password fields. Leave the fields blank if you’d
like a blank password for this user.
4.
If you want to copy another user ID’s access rights to this user ID, select
the user ID you’d like to copy from the drop down list in the Copy User
field.
5.
Click OK to update your changes and return to the User Access window.
Related topic
“Creating and using user IDs” on page 47
4
To change a user ID’s access rights
security:changing:user ID access rights;user ID:changing access rights;changing:user IDs’ access rights;security:user ID:changing access rights
The Preferences window should be displayed.
Note: “How User IDs were handled in previous versions of MYOB
software” on page 107
Note: “If you used a password in previous versions of MYOB software”
on page 107
1.
Click the Passwords button. This button is only available if you’re signed
on to Premier with the User ID named Administrator. The User Access
window appears.
2.
Highlight the user ID you want to change in the User ID column.
3.
Make the changes you want on the right side of the window by clicking in
the Not Allowed column. A checkmark will appear next to the functions
you wish to restrict for this user ID.
4.
Click OK.
Related topics
“Creating and using user IDs” on page 47
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Chapter 8 Securing your company’s data
Deleting user IDs
4
To delete a user ID
security:user IDs:deleting;user IDs:deleting;deleting:user IDs
The Preferences window should be displayed.
1.
Click the Passwords button. This button is only available if you’re signed
on to Premier with the User ID named Administrator. The User Access
window appears.
2.
Locate the user ID in the list on the left side of the window, highlight it,
and then click the Delete button.
3.
Click OK.
Related topic
“Creating and using user IDs” on page 47
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Chapter 9
Printing user-activity
reports
Printing user-activity reports
4
To print a report showing entries identified by
user IDs
reports:user-activity reports;user name:reports sorted by user name;User IDs:reports sorted by user name
1.
Open the Index to Reports and choose one of the following reports:
General Journal
Sales Journal
Purchases Journal
Disbursements Journal
Cash Receipts Journal
Inventory Journal
2.
Click Customise and choose All User IDs
-- or -Choose Selected and enter an individual user ID.
3.
Complete other fields in the Report Customisation window if you wish and
then click OK.
Related topic
“Viewing and printing user-activity reports” on page 50
4
To print a report showing your entries for the
session
reports:session reports:printing;session reports:printing
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1.
Choose Index to Reports from the Reports menu.
2.
Choose Session Report from the Accounts tab.
Chapter 9 Printing user-activity reports
Related topic
“Viewing and printing user-activity reports” on page 50
4
To automatically print reports showing your
entries for each session
reports:session reports:print automatically;session reports:printing automatically
1.
Choose Preferences from the Setup menu.
2.
Click the Security tab.
3.
Mark the Prompt for Session Report When Closing box.
Related topics
“Viewing and printing user-activity reports” on page 50
MYOB Help
69
Chapter 10
Using shortcuts
Using Shortcuts Overview;overview:Using shortcuts
shortcuts:Easy-Add; Easy-Add:using;shortcuts:shortcut keys; shortcut keys:using;shortcuts:pop-up calculator; calculator:using;shortcuts:pop-up calendar; calendar (pop-up):using
Several tools are included in MYOB Premier that make entering
information easier for you. Which ones fit your needs? Choose from among
the following:
Shortcut keys Use keyboard shortcuts to make entering data easier.
Easy-Add Use Easy-Add when you need to quickly and automatically add
an entry to a list. For example, you may want to enter a sale, but you don’t
have the time to enter all of the detail information about the customer; try
Easy-Add.
Pop-up calendar Use this feature when you need to find the date you want
to use and automatically add it to a transaction. For example, you may want
to enter a transaction dated for Tuesday of last week. Use this feature to
learn that date and enter it on the transaction.
Pop-up calculator Use this feature when you need to calculate an amount
and automatically add it to a transaction.
Using shortcuts
Using shortcut keys
shortcut keys:list of menu commands and keys;keys:list of menu commands and shortcut keys;menu commands:shortcut keys;Windows:shortcut keys<$nopage>hot keys:<Emphasis> See <Default Para Font> shortcut keys;accelerator keys:<Emphasis> See <Default Para Font> shortcut keys;shortcuts:shortcut keys
You can use shortcut keys to speed data entry in Premier. All the shortcut
keys correspond to Premier menu commands. Here’s a list of Premier
shortcuts and the menu commands they’re associated with.
File Menu shortcuts
New: CTRL+N
Open: CTRL+O
Close Window: Esc
Print: CTRL+P
Edit Menu shortcuts
Undo: CTRL+Z or ALT+BACKSPACE
Cut: CTRL+X or SHIFT+DELETE
Copy: CTRL+C or CTRL+INSERT
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Chapter 10 Using shortcuts
Paste: CTRL+V or SHIFT+INSERT
Select All: CTRL+A
Select from List: CTRL+L
Recap Transaction: CTRL+R
Command Centre shortcuts
(All Command Centres)
To Do List: CTRL+T
Find Transactions: CTRL+Y
Accounts
Command Centre: CTRL+1
Record Journal Entry: CTRL+G
Banking
Command Centre: CTRL+2
Spend Money: CTRL+H
Receive Money: CTRL+D
Sales
Command Centre: CTRL+3
Enter Invoices: CTRL+J
Receive Payments: CTRL+B
Time Billing
Command Centre: CTRL+4
Purchases
Command Centre: CTRL+5
Enter Purchases: CTRL+E
Pay Bills: CTRL+ M
Payroll
Command Centre: CTRL+6
Inventory
Command Centre: CTRL+7
Card File
Command Centre: CTRL+8
Cards List: CTRL+F
Reports Menu
Index to Reports: CTRL+I
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71
Window Menu shortcuts
Refresh All: P5
Help Menu shortcuts
MYOB Help: F1
Microsoft shortcuts
In addition, we support the following Microsoft shortcut key combinations:
Close Window: CTRL+F4
Next Window: CTRL+F6 or CTRL+TAB
Cycle Task: ALT+TAB or ALT+ESC
Display Start Menu or Task List: CTRL+ESC
Using Easy-Add
shortcuts:Easy-Add; Easy-Add:using
In order to enter information in many fields of Premier you must first enter
the information in a list. During the course of your business you’ll add
entries to your Cards list and your Accounts list, for example.
If the data you want to enter in a field isn’t already in a list, you might want
to add an entry using Easy-Add. Clicking the Easy-Add button, you can
quickly add an entry to a list and to the transaction you’re creating.
When you use Easy-Add, the entry is automatically added to the list and to
the transaction you’re creating, but you may wish, at a later time, to enter
additional information to complete the entry. For example, you may want to
add the address and contact information for a card file entry at a later time.
Locating the Easy-Add feature
The Easy-Add feature is located in some of the Select From List windows.
The Select from List windows are used throughout the MYOB Premier
system. They allow you to view lists of entries currently in the MYOB
Premier system and to make a selection from the list to take the next
applicable step. Examples of Select from Lists include:
Accounts (Easy-Add)
Activities
Cards (Easy-Add in Sales, Purchases and Enter Activity Slips.)
Categories (Easy-Add)
Comments (Easy-Add)
Currency
Custom Lists
Items
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Jobs (Easy-Add)
Payment Methods
Referral Sources (Easy-Add)
Shipping Methods (Easy-Add)
Superannuation Funds (Easy-Add)
Tax Codes
Using Easy-Add along with certain preference
The Easy-Add button doesn't appear in the Cards and Accounts Select from
List windows if you've marked the corresponding preference selection in
the Windows view of the Preferences window:
•
Cards: Select Cards by Card ID, Not Card Name
•
Accounts: Select and Display Account Name, Not Account Number
Step by step
“To use Easy-Add” on page 73
Using Easy-Add
4
To use Easy-Add
shortcuts:Easy-Add; Easy-Add:step-by-step
Note: The Easy-Add feature isn’t available in every Select From List
window.
1.
Make an entry in the data field and then click the search icon (or click
Enter) to open the Select From List window.
2.
Review the entries in the window; this list shows all of the entries that are
available for the field. If none of the entries is correct for the transaction
you’re entering, continue to step 3.
3.
Review the entry in the Look For Field. (If no entry appears, make an entry
in the field.)
4.
Click Easy-Add.
The entry is automatically added to the transaction and to the Select From
List.
5.
Later, if you wish, you can enter additional information to complete the
entry. For example, you may want to add the address and contact
information for a card file entry at a later time.
Related topic
“Using Easy-Add” on page 72
MYOB Help
73
To use Easy-Add
Using the pop-up calendar and calculator
4
4
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To use the pop-up calendar
calendar (pop-up):using
The pop-up calendar can speed entry data of dates in MYOB Premier.
1.
When you press the + or - keys or the spacebar while in an empty date
field, the pop-up calendar will display.
2.
Click a date in the calendar to automatically format and enter that date in
the date field.
3.
You can change the displayed date to one before or after the displayed date
by pressing the + or - keys. You can also change the date by typing in the
field as you normally do.
To use the pop-up calculator
calculator:using
The pop-up calculator can speed entry of numeric data including money
amounts, item quantities and units. The calculator is available through
every window where you enter numeric data.
1.
Pressing the Enter, +, *, / or = keys or the space bar when the cursor is in a
numeric data field will display the calculator.
2.
Use your mouse to select the numbers on the keypad as you would with
any calculator. The number in the = field of the calculator is the number
that will appear in the window where you’re entering data; click the = key
of the calculator when you’re ready to display the number.
Chapter 11
Loading payroll tax
tables
4
To load payroll tax tables
reports:session reports:printing;session reports:printing
Warning: “If you’ve received a tax update, refer to your documentation
before you load the tax tables” on page 77
1.
Start Premier and open your company file. The Premier Command Centre
window will appear.
2.
From the Setup menu at the top of your computer screen, choose Load
Payroll Tax Tables.
3.
Follow the instructions that appear on your computer screen.
4.
If you keep records using more than one Premier company file, repeat
Steps 1 to 3 for each of your company files. (Network users, please note:
This step needs to be performed only once for each company file; it doesn't
need to be performed on every workstation.)
Related topics
“To learn the revision date of payroll taxes” on page 626
MYOB Help
75
Chapter 12
Setting Up Your
Company notes and
warnings
Company file concepts
The Premier company file is an element (file) inside a computer that stores
all the information about your company that you’ve entered into Premier.
This includes basic company information, transactions, accounts, customer
information and so on.
If you plan to take advantage of Premier’s multiuser capabilities, you can
store your company file anywhere on your company’s network that can be
accessed by all the workstations used to run Premier.
Choose 13 periods if you’re not sure
If you choose 13 periods, you won’t be required to use the 13th period if
you don’t want to. However, if you choose 12 periods and later decide you
wanted 13 periods, you won’t be able to add the 13th period until the next
time you start a new financial year in Premier.
If you plan to import an Accountants Office accounts list
If you plan to import an Accountants Office accounts list, click the
Command Centre button in the final window of the New Company File
Assistant. When you’re at the MYOB Premier Command Centre, you’ll use
the instructions “To import an MYOB Accountants Office Accounts List”
on page 1118 to import the accounts list provided by your accountant.
Make sure your accountant has given you the accounts list as a text file (a
file with an extension of .txt). The default name of the file is MYOB
_SET.TXT; however, your accountant may have renamed the file.
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Chapter 12 Setting Up Your Company notes and warnings
Note: If you plan to import an Accountants Office accounts list
If you plan to keep books for more than one company
You can't use the suggested company file name more than once. Enter a
different name for your additional companies' company files. If you use the
suggested name a second time, all the information for the first company you
set up will be lost.
If you want to use a financial year other than the current one
If you’re setting up your company file so that you can start using Premier to
record your day-to-day accounting information at the beginning of the next
financial year, be sure to enter that financial year in the Current Financial
Year field.
Similarly, if you want to start recording accounting entries as of a previous
financial year, enter that year in the Current Financial Year field.
If you were unable to copy your forms using the Forms Upgrade
Assistant
If for any reason you were unable to copy your forms using the MYOB
Forms Upgrade Assistant, you will need to copy them manually. See “To
copy your forms manually to MYOB Premier” in the Installation and
Upgrade instructions that were included with your MYOB software.
If you’ve received a tax update, refer to your documentation before
you load the tax tables
If you’re loading your tax tables because you received a tax update from
MYOB Australia, refer to the printed documentation you received with the
update. The documentation will advise you whether to install the tax tables
before or after installing the update.
Note: If you’ve received a tax update
Important information about multiuser upgrades
Custom reports, forms, letters, BASlink Setup information and spreadsheets
must be upgraded on every workstation that uses them, not just the
workstation where the company file is located.
Note: Important information about multiuser upgrades
New Company File Assistant entries cannot be changed
Once you create your company file, these entries can’t be changed, and your
company’s accounting information won’t be structured the way you want it
if your entries here aren’t correct. Be especially careful when you review the
answers you’ve provided here before you continue.
When you’re certain that the answers you’ve given are correct, click Next to
continue.
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77
Optimising and verifying may take awhile
The amount of time needed to optimise and verify a company file for use
with Premier depends upon the size of the file and the capabilities of the
workstation you’re using. If you have a very large company file and a slower
computer with little memory, be prepared for optimisation and verification
to take some time. [“To optimise a company file (File menu)” on page 162]
After optimisation is complete, open your company file and choose Verify
Company File from the File menu within Premier. [“To verify your company
file (File menu)” on page 160]
Plan the best location for your company file
To help decide which workstation will be used to store your company file,
answer some questions about how your company plans to use Premier:
•
Which workstation on your network is the most powerful? As is the case
with most computer programmes, Premier can be used most efficiently on
workstations that have the most free hard disk space and random access
memory (RAM). You may want to consider placing the upgraded company
file on your company’s most powerful computer.
•
Which workstation will use Premier the most? If one employee at your
company will use Premier more than anyone else, you might want to
consider placing the upgraded company file on that employee’s
workstation. Doing this will increase the speed with which that employee
can perform his or her accounting tasks.
•
What are the job functions of each person who will use Premier? For
example, a clerk who enters and changes information in Premier
throughout the day will require more computer “horsepower” than a
manager who only views the company’s financial data from time to time.
Placing the company file on the clerk’s workstation and ensuring that
workstation is more powerful than the manager’s will increase the
efficiency of your company’s Premier activities.
Select “Warn for duplicate numbers” if you use M-Powered invoices
You should select this option if you use M-Powered invoices. This will
ensure that you do not use duplicate invoice numbers.
Note: Select “Warn for duplicate numbers” if you use M-Powered invoices
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Chapter 12 Setting Up Your Company notes and warnings
Some accounting information entered using the New Company File
Assistant CAN’T be changed
When you create your company file using the New Company File Assistant,
you’ll specify a few important details about your company, such as the name
of your current financial year and payroll year, the number of periods in
your financial year and your conversion month. This information is the
foundation of your company file and can’t be changed.
If you’ve created a company file with incorrect information that can’t be
changed, you’ll need to create a new company file with correct information
to fix the error.
Tax amounts change automatically when you change the amounts to
be taxed
The amount in the Tax field will change whenever you change an amount in
the line item area or the Freight field, regardless of whether you’ve changed
the tax amount manually. If you change a transaction’s information after
manually changing its tax amount, be sure to review the amount in the Tax
field again to ensure that the amount is still correct.
If, at a later time, you realise that the original tax amount was correct, open
the Tax Information window again and click the Recalculate button. The
tax amount will be restored to an amount that’s based on the tax codes
assigned to the transaction.
Tax codes can be entered automatically in transaction entry windows
The tax codes you set up can be assigned to items, customers and suppliers.
This will make your data entry faster and easier when you create sales and
purchases in the future. You can indicate an item is taxable using the Buying
Details and Selling Details tabs in the Item Information window. Tax codes
can be assigned to customers and suppliers using the Selling Details and
Buying Details tabs in the Card Information window.
A tax code for freight can be assigned using the Selling Details and Buying
Details tabs in the Card Information window. As with other automatic
entries, you can choose other tax codes if the codes entered automatically
aren’t correct.
Please Note: Tax codes can be entered automatically in transaction entry windows
The name and location you choose for the upgraded company file are
VERY important
The choices you make here are extremely important. Please consider the
following points before you choose a name and location for the upgraded
company file:
MYOB Help
79
•
When you enter a name for the new file, use the three-character extension
.PRM.
•
Keep in mind that all your MYOB Premier workstations must have access
to the location you specify here. When you choose a location, be sure all
workstations can access it.
Warning: The name and location you choose for the upgraded company file is VERY important
The To Do List records recurring transactions automatically
If you choose to record recurring transactions using the To Do List window,
keep in mind that these transactions will be recorded automatically. If you
need to review or change any parts of a transaction before it is recorded,
click the zoom arrow to open the transaction in the transaction window.
If you’re not sure you want to record a particular transaction using the To
Do List, we suggest you use the original transaction window to manually
enter the transaction. This will give you better control over the transaction
than you would have if you used the To Do List.
Who is responsible for creating your company file?
Since your company file will be the most vital source of information about
your company’s finances, it’s important that the proper person create and
set up your company file. Many larger companies assign this duty to an
accounting manager or system administrator, since the information entered
in this procedure may be confidential and the process requires familiarity
with your company’s accounting procedures and network.
You can change the accounts list
Keep in mind that the accounts list you select in this window can be
modified when you begin using Premier. Choose the accounts list that most
closely matches your business; you can add, change and remove accounts
later.
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