MYOB Exo Business User Guide
Below you will find brief information for Exo Business. MYOB Exo Business is a complete business system that centralizes business information. It integrates marketing databases through contact management and document management with Microsoft Office applications including email. The software is designed for small to medium sized companies and integrates all core modules.
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MYOB Exo Business
User Guide
2016.3
Table of Contents
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Table of Contents
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MYOB EXO Business User Guide
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MYOB Exo Business Overview
MYOB Exo Business is more than just an accounting solution. It is a complete business system allowing a company to centralize virtually all business information into one completely integrated solution. It eliminates the need for separate marketing databases through advanced contact management features and integrates a powerful document manager with Microsoft Office applications including email.
The software is designed for small to medium sized companies and is a completely integrated solution with all core modules in one package. Since it is an open system it is possible to integrate third party software applications to extend MYOB Exo Business s functionality.
Technical Overview
MYOB Exo Business is a seamlessly integrated suite of business management, relationships management and accounting software applications developed for the needs of growing and ever changing small and medium businesses. It features a 32-bit, multi-tiered, SQL Windows system written using Borland Delphi. Data is stored in a readily accessible industry standard format making it available to the majority of popular SQL-based business intelligence tools and productivity tools such as Microsoft Office products. The data is protected by comprehensive database and application security protocols.
Features of the System
Some of the important features of MYOB Exo Business are listed here.
Built on Industry Standard Platform
MYOB Exo Business is built on the advanced and popular industry standard network operating system, Microsoft Windows.
Offers Reliability and Data Integrity
The client/server SQL technology that MYOB Exo Business uses avoids the common causes of data corruption. This results in data security, data integrity, scalability, reliability and performance.
Provides High Scalability
The system can work well with up to 400 concurrent users. Its scalability is only dependent on the hardware that it runs on.
Allows Customisation
The software is highly adaptable and can fit into many different situations. Tools such as Menu
Designer, Report Writer and User Defined Forms allow customisation to suit your business needs.
Contains Easy-to-Use Interface
The MYOB Exo Business design is clear and simple. This makes the system easy to learn and operate.
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Getting Started
Integrates with Other MYOB Products
MYOB Exo Business integrates with the MYOB EXO Payroll product so that payroll data can be posted to the Exo Business General Ledger, and pay information sourced from the Exo Job
Costing timesheet data can be posted to EXO Payroll.
Note: Information on setting up Exo Business to integrate with EXO Payroll is available in the
Help for the Exo Job Costing module.
Integrates with Third Party Tools
MYOB Exo Business supports Microsoft SQL Server, which is an industry standard system. It also has the facility to store documents against Debtor or Creditor accounts. Thus documents such as quotes and account follow-up letters can be safely stored.
MYOB Exo Business Utilities
MYOB Exo Business offers many utilities to facilitate processing of transactions. The following summarises their function and how to locate them for further evaluation.
Debtors
Invoice Number Search
Utilities > Debtors Utilities > Invoice number search
Searches for either Debtor or Creditor invoices, and allows viewing and reprinting
Prompt Payment Discount Calculation
Utilities > Debtors Utilities > Prompt Pay Discount Calculation
Manages the discount mechanism for debtor prompt payments
Price Policies and Price Rules
Utilities > Debtors Utilities > Setup Price Policies
Sets up pricing policies for stock items or stock groups, and applies then to accounts or account groups
Invoice Batch Printing
Reports > Debtors Reports > Debtor Invoice Batch Printing
Allows batch printing of invoices, for example after warehouse order supply
Statement Batch Printing
Reports > Debtors Reports > Debtor Statements
Performs debtor statement printing
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MYOB EXO Business User Guide
Creditors
Remittance Batch Printing
Reports > Creditor Reports > Creditor Remittances
Allows batch printing of remittance advices
Sales Orders/Purchase Orders
Archive Sales Orders / Purchase Orders
Utilities > Sales Order Utilities > Archive Sales Orders
Used to archive old sales order and purchase order transactions (see page 14) to help maintain an
efficient system. Normally these records are no longer required once invoices have been created.
Stock
Price Change Scheduler
Utilities > Stock Utilities > Price Change Scheduler
Allows new prices to be preloaded, ready to be instigated at a later date. This function should be compared with Price Policies which can also support time-bound pricing.
Price Update Utility
Utilities > Stock Utilities > Price Update Utility
Allows pricing structures to be updated by formula, including rounding
Setup Stock Serial
Utilities > Stock Utilities > Setup Stock Serial Numbers
Used to initially set up serial numbers and check and edit if needed. Serial number tracking is an optional feature that can be enabled.
Serial Stock Batch Codes
Utilities > Stock Utilities > Setup Stock Batch Codes
Used to initially set up batch numbers, and check and edit if needed. Batch number tracking is an optional feature that can be enabled.
Serial Number Tracking
Utilities > Stock Utilities > Serial Number Tracking
Serial numbers can be tracked directly on the stock item master, ( Account> Stock> [search for item]> Serial Nos ), or accessed from its own Serial Number Tracking menu. This gives the ability to show how and when the stock item came into the system (e.g. creditor/ purchase order/ inwards goods reference), and how and when it left the system (e.g. Debtor/ Sales order), and internally
(e.g. works order), depending on the level of tracking detail selected for the stock item.
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Getting Started
General Ledger
GL Batch Review
Utilities > General Ledger > GL Batch Review
Allows GL batches to be reviewed (see page 308) by account range, period, dates or staff, and
printed as necessary.
Reconcile GL Account
Utilities > General Ledger > Reconcile Account
Allows transactions in a GL account to be reviewed and marked as reconciled.
System
Data Verification
Utilities > Data Verification
Performs various tests on transactions (see page 69) to highlight issues.
Email Sender
Utilities > Send E-mail
Manages the user setup for the built in email sender (see page 57), which works with in-house
mail servers.
Menu Designer
Setup > Setup Menus
Used to manage user menus (see page 90). Normally reserved for the system administration or
implementer
Document Manager
Utilities > Document Manager
Manages the storing and attaching of documents (see page 580) to Debtors and other accounts.
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MYOB EXO Business User Guide
Basic Keyboard Navigation
MYOB Exo Business can be navigated by keyboard or mouse, however it s normal to use a combination of both options. Both standard Windows and MYOB Exo Business-specific keyboard conventions are used.
Standard Windows keyboard conventions:
Key
TAB
SHIFT+TAB
Use
Moves from field to field, column to column
Moves backwards from field to field, column to column
ENTER
ARROW KEYS
PgUp, PgDn
On open windows, automatically selects the OK button.
Moves around a grid (see page 12), or up and down a list
Moves between the sections of some windows, such as moving from the invoice header, to the body, to the end
MYOB Exo Business-specific keyboard conventions
Key
F1
F3
F4
F6
F7
F5/F10
Use
Help
Debtor Search
Sales order search window
Debtors invoice entry
Debtors Invoice reprint window
Window specific functions
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Getting Started
Advanced Keyboard Navigation
MYOB Exo Business can be navigated by keyboard or mouse, commonly both options are used.
Both advanced Windows and MYOB Exo Business-specific keyboard conventions are used.
Advanced Windows keyboard shortcuts
Key
F5
F6
F7
F9
F10
F11
Key
CTRL+TAB
SHIFT+ CTRL+TAB
ALT+F4
ARROW KEYS
PgUp, PgDn
Use
Moves though Tabs from left to right.
Moves through Tabs from right to left.
Closes current MYOB Exo Business window.
Moves around a grid, or up and down a list.
Moves between the sections of some windows, such as moving from the invoice header, to the body, to the end.
MYOB Exo Business main screen keyboard shortcuts
Key
ALT+(underlined letter)
Use
Executes assigned function of that control. Normally field labels with underlined letters indicate that letter + ALT key will activate that control box s or button s function. For example, pressing ALT+C will result in the same action as clicking the button.
F3
F4
Opens the Debtor Search window.
Opens the Sales order search window.
F6
F7
Opens the Debtors Invoice Entry window.
Opens the Debtors Invoice reprint window.
Debtors Invoicing window keyboard shortcuts
Use
Opens the Debtor Account Details window.
Opens a second Debtors Invoice Entry window.
Opens the Debtors Invoice reprint window.
Opens the Sales Messages window.
Opens the Extra Delivery Addresses window.
Opens the default Delivery Address window.
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MYOB EXO Business User Guide
Insert Inserts a blank line.
CTRL+O
CTRL+L
When a line item is selected, creates a One Off Stock Item.
When a line item is selected, opens the Stock Level Enquiry window.
CTRL+N
CTRL+
When a line item is selected, creates a new Narrative.
When in a Narrative window, opens the list of Common Phrases.
Creditors Invoicing window keyboard shortcuts
Key
F5
F10
F11
CTRL+F2
Use
Opens the Creditor Account Details window.
Opens the Goods Receipt Search window.
Toggles between GL and STOCK mode.
When a line item is selected, opens the Invoice Line Periscope.
Sales Order Entry window keyboard shortcuts
Key
F4
F5
F10
Insert
CTRL+F2
CTRL+O
CTRL+L
CTRL+N
CTRL+
Use
Opens the Sales Order Search window.
When account details are is selected, opens the Debtor Account Details window.
When a line item is selected, opens the Stock Account Details window.
Opens the Extra Delivery Addresses window.
Inserts a blank line.
When a line item is selected, opens the Sales Order Line Periscope.
When a line item is selected, creates a One Off Stock Item.
When a line item is selected, opens the Stock Level Enquiry window.
When a line item is selected, creates a new Narrative.
When in a Narrative window, opens the list of Common Phrases.
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Getting Started
Purchase Order Entry window keyboard shortcuts
Key
F5
F10
Insert
CTRL+F2
CTRL+O
CTRL+L
CTRL+N
CTRL+
Use
When account details are is selected, opens the Creditor Account Details window.
When a line item is selected, opens the Stock Account Details window.
Opens the Extra Delivery Addresses window.
Inserts a blank line.
When a line item is selected, opens the Purchase Order Line Periscope.
When a line item is selected, creates a One Off Stock Item.
When a line item is selected, opens the Stock Level Enquiry window.
When a line item is selected, creates a new Narrative.
When in a Narrative window, opens the list of Common Phrases.
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MYOB EXO Business User Guide
Searching
Search windows follow a common style, regardless of what is being located. This includes search windows for debtors, creditors, general ledger and stock accounts, as well as sales orders, purchase orders, bills of materials, contacts, works orders, and inwards goods processes.
Note: Video-based Help is available for this topic on the EXO Business Education Centre.
1. To narrow the search, enter part of the name in the Search Key. Alternatively other related details may be entered into the Search Key field, (such as the account number or the
Alphacode in an account search). You can search on:
Account number, Code and Name
Any part of the debtor address
Phone number
Contact name
Balance
Note: you cannot search by Primary Group in this search.
2. Check any options relevant to the search. For example, Extended search searches more
fields (such as address, or extra search fields (see page 11)), however it is slower. If
Extended search is not checked, only basic fields are searched such as the account name and number. Check the Include inactive accounts checkbox to include both active and inactive accounts in your search.
3. Click Search. This provides a list of items that match the search criteria.
4. To select an item and view more detail, use the Up and Down arrow keys and press Enter, or Double-Click on the item using the mouse.
When inside a transaction entry grid, and an item such as an account or stock item needs to be found, enter a question mark ? and press TAB to return all the items in a search list. A partial search is also possible in place of the question mark, e.g. enter FISH and press TAB to return all items starting with FISH.
Note: Stock Item Search supports three methods: Exact Phrase, All Words and At Least One.
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Getting Started
Advanced Search
The advanced search feature is available on several windows; in some cases it is immediately available, and in others it can be accessed by selecting Advanced Search from the Search Mode control or from the File menu to replace the standard search functions with the advanced functions.
Note: As its name implies, this is an advanced search function - it will take some experimentation before you are familiar with the complex options available. If you have a large customer base, we recommend you familiarise yourself with this tool; used correctly, it can significantly refine search results.
1. To begin configuring the search parameters, click on the Filter button to add a condition or a group, or click press the button to add a new condition. The Filter button also provides a means to clear all the search parameters from its popup menu.
2. The red items are boolean functions. Using the AND operator between terms retrieves documents containing both terms. OR retrieves documents containing either term. NOT excludes the retrieval of terms from your search. Click on this to choose the function from the popup menu.
3. The ellipsis button is used to add a condition, add a group or remove a row.
4. The green , maroon and blue text items define the search parameter. The green and maroon items are interactive and will open a popup menu when clicked. The green item is the actual field definition, the maroon is a conditional argument and the blue text is a userdefined variable. The blue text can be compared to the Search Key field in the standard search window.
Note: When using the like argument, the percent character (%) is used as a wildcard. For example, to search for all Debtors whose names begin with A , enter Name like A% .
5. Add additional filter criteria by clicking the button at the bottom of list.
6. The search result is displayed below - note how this has isolated the result to only one item in this example, as the search was well defined.
Tip: The best way to get familiar with this advanced search is to experiment with a few search parameters. Searching will not have any impact on Exo Business, and if you can find the time to become initially proficient with this search method, it could save you valuable time when a fast result is required.
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MYOB EXO Business User Guide
Adding Search Fields
Profile settings can be used to add fields to search windows. A variety of Extra ... search fields profile settings are available in the Exo Business Configurator, e.g. Extra creditor account search fields, Extra stock items search fields, Extra debtor account transactions search fields, etc. To add extra search fields, enter text into these settings in the format
Field=Caption=SearchBehaviour=Format, where:
Field is the name of the database field you want to add.
Caption is the name to appear for the field on the search window.
SearchBehaviour is a string of characters that determines how to search on the field.
Available characters are:
G = show this field as an optional visible column in the search grid.
S = add this field as part of the select statement.
W = make this field value a condition in the WHERE clause.
U = force a character to uppercase for comparison. (String Fields)
E= use Exact match (=) in the where clause rather than LIKE. (String Fields)
Format determines how the field should be formatted. Available values are:
Cost = Use standard cost price formatting, without a currency symbol.
Sell = Use standard sell price formatting, without a currency symbol.
Balance = Use standard balance formatting (2 decimal places), without a currency symbol.
Qty = Use standard quantity formatting.
Disc = Use standard discount formatting, with a percent symbol (%).
DateTime = Show date/time as dd.MM.yyyy hh:mm:ss.
Date = Show date as dd.MM.yyyy.
BillQty = Use standard bill quantity formatting.
BillCost = Use standard bill cost formatting. a number between 0 and 15 = Use the specified number of decimal places, e.g. 3 will give 123.450.
Multiple search fields can be specified, separated by commas.
The =Caption, =SearchBehaviour and =Format values are optional; if no =SearchBehaviour option is specified, the default behaviour is GSWU. If no =Format parameter is specified, formatting will be applied to the field based on its field name and display name. If the display name or field name contains:
COST - Use standard cost price formatting, without a currency symbol
SELL or PRICE - Use standard sell price formatting, without a currency symbol
BAL - Use standard balance formatting (2 decimal places), without a currency symbol
QTY or QUANTITY - Use standard quantity formatting
DISC - Use standard discount formatting with a percent symbol (%)
For example, entering FAX=Fax Number, EMAIL=Email Address into the Extra debtor account transactions search fields setting will add fields for fax number and email address to the Debtor search window.
Note: Extra search fields added to search windows in this way are searched on when
Extended search is ticked. They are also available for selection when building a query on the advanced search interface.
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Getting Started
Grids
Exogrids are used in many parts of MYOB Exo Business. They simplify and standardise the way information is displayed, and control the columns that are visible and how they are sorted. The depth of functionality may vary by grid.
Note: Video-based Help is available for this topic on the Exo Business Education Centre.
Clicking on a column header name will sort the grid by that column (Code in the example above).
Dragging and dropping a column name header will re-order the grid (e.g. you can move Name to be the first column in the grid).
Right-clicking anywhere on the column headers opens a popup menu containing the following options:
Save column settings retains the current settings for this grid on the workstation.
Hide this column - as the function implies, the hides the selected column. This is useful for hiding information that is not relevant to this list. Individual columns can be reactivated by using the Select visible columns command.
Restore default column settings resets all changes back to the factory default .
Select visible columns determines the columns to display in the grid. Some optional columns are not enabled by default, as they may not suit all users.
Find prompts for search text, and searches the grid for a matching entry.
Grid ordering provides two options, to Lock Grid Ordering or to Revert to Natural
Order . This prevents automatic reordering when keying-in transactions.
Copy to clipboard copies the contents of the grid to the Windows clipboard, to be pasted into a spreadsheet or similar application (using the Edit > Paste menu in most applications).
Custom filter advanced option to apply custom SQL statements to the grid.
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MYOB EXO Business User Guide
To set column widths, place the cursor directly over a column boundary and the cursor will change to the icon. You can drag the column boundary to the appropriate width then release the mouse button to set it. To set this width as default, you will need to save your settings.
Double-clicking an item on the grid body will usually open the item.
Notes
Clicking on a column name will sort the grid by that column (in ascending order). Clicking on the column a second time will reverse sort (descending order).
Holding down the SHIFT key while clicking on a second column allows multiple sorts (e.g. sort by Primary Group, then by Name)
Custom filters are saved in the computer s registry so are unique to a workstation login.
Not all windows use Exogrids, but most search grids an some transaction entry windows do.
Grid settings, e.g. column widths and ordering, are specific to each computer. However,
they can be saved to the Exo Business database (see page 53), then restored or replicated
on other computers.
Business Flow Menus
On opening MYOB Exo Business, you are presented with this business flow menu. This menu has buttons, menus and links to user defined functions, as well as graphical elements providing a custom look and feel of the interface. Business Flow Menus are optional - if no Business Flow
Menu is specified, the Exo Business interface will contain only the main dropdown menu.
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Getting Started
Default Business Flow Menus
Business flow menus can be created and customised using Exo Business Config (see page 93). A
range of default menus are supplied with Exo Business - these menus are designed to suit the needs of staff members at various levels in your organisation. Menus are assigned to user in the
Configuration Assistant at Staff > Users .
The default menus contain a various options and sub-menus, which are divided across the following tabs:
Task Scheduler - contains the Task Scheduler function that allows you assign activities to
Exo Business users.
Sales - contains options and reports relating to Debtors and the Sales Cycle.
Purchases - contains options and reports relating to Creditors and the Sales Cycle.
Stock - contains options and reports relating to Stock items, including stocktaking and Bills of Materials.
General Ledger - contains options and reports relating to the General Ledger.
End of Month - contains a series of functions that should be performed to carry out the
End of Month process.
Reports - contains links to Exo Business reports and Dashboards.
Utilities - contains helpful utilities and setup functions for each major area of the Exo
Business system.
Education Centre - displays the Education Centre website, which provides a central point of access to all Exo Business documentation.
The exact combination of available tabs and options depends on the role of the staff member that each default menu is designed for.
Archiving Data
Archiving functions are used to remove all unwanted records and help maintain an efficient organisation of data. Archived records are taken away from the primary database tables and stored in separate archived database tables. Archiving functions provide the following benefits:
Maintains a fast and efficient data structure, making data retrieval easy.
Provides a more sophisticated search selection, ensuring correct extraction of records to be archived.
Marks records as deleted, thereby eliminating unwanted records.
Sales Orders, Purchase Orders and Stock Transfer Requests (Distribution Advantage) have archiving functions designed in a similar fashion.
The General Ledger has its own archive functionality, which works differently.
Tip: As the archived records are stored in separate archive tables, they can be retrieved by creating a simple Clarity report using the fields from archive tables and view the archived records from Clarity.
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MYOB EXO Business User Guide
Archiving Sales Orders
Utilities > Sales Order Utilities > Archive Sales Orders
Select options to search by, then click Load Orders to display all Sales Orders that match the search criteria.
Click Archive Orders to archive all Sales Orders listed. You are asked to confirm the operation. Click
Yes.
Note: Archived records are stored in the separate database tables that were set up for storing the archive records. Archived Sales Orders are stored in SALESORD_HDR_ARCHIVE and SALESORD_LINES_ARCHIVE.
Ticking the Mark as Deleted only option means that the listed Sales Orders will not be archived to a separate table; instead they are stored in the primary database table (SALESORD_HDR) and are identified by the value 1 coded for the Process Finalisation field. This signifies that the record is marked as deleted and will not appear in any Exo Business grids.
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Archiving Purchase Orders
Utilities > Purchase Order Utilities > Archive Purchase Orders
Getting Started
Select options to search by, then click Load Orders to display all Purchase Orders that match the search criteria.
Click Archive Orders to archive all Purchase Orders listed. You are asked to confirm the operation.
Click Yes.
Note: Archived records are stored in the separate database tables that were set up for storing the archive records. Archived Purchase Orders are stored in
PURCHORD_HDR_ARCHIVE and PURCHORD_LINES_ARCHIVE.
Ticking the Mark as Deleted only option means that the listed Purchase Orders will not be archived to a separate table; instead they are stored in the primary database table
(PURCHORD_HDR) and are identified by the value 1 coded for the Process Finalisation field. This signifies that the record is marked as deleted and will not appear in any Exo Business grids.
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MYOB EXO Business User Guide
General Ledger Archives
Exo Business Configurator > Utilities > General Ledger > Utilities > Consolidate GL tab
Select the period to consolidate up to, then click the Consolidate button. You are asked to confirm the operation. Click Yes.
The consolidated GL Transactions are stored in table GL_TRANS_ARCHIVE.
Note: The Delete tab on this screen contains another function to delete the GL consolidates.
This function differs from the Consolidate function by completely deleting the records from the system, making them non-retrievable, whereas the Consolidate function stores the consolidated records in a different GL archive table.
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Getting Started
Archiving Stock Transfer Requests (DA)
Exo Business Distribution Advantage > Utilities > Archive Stock Transfer Requests
Stock Transfer Requests are a feature of the MYOB Exo Business Distribution Advantage module.
They can be archived in the same way as Sales Orders and Purchase Orders.
Select options to search by, then click Load Requests to display all Stock Transfer Requests that match the search criteria.
Click Archive Requests to archive all Stock Transfer Requests listed. You are asked to confirm the operation. Click Yes.
Note: Archived records are stored in the separate database tables setup for storing the archive records. Archived Stock Transfer Requests are stored in
STOCK_REQUESTS_ARCHIVE and STOCK_REQUESTLINES_ARCHIVE.
Ticking the Mark as Deleted only option means that the listed Stock Transfer Requests will not be archived to a separate table; instead they are stored in the primary database table
(STOCK_REQUESTS) and are marked as deleted, so they will not appear in any Exo Business grids.
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MYOB EXO Business User Guide
Help Functions
MYOB Exo Business provides several online help functions, in addition the written white papers and user manuals:
On-line help. This can be accessed by selecting the by pressing F1.
Help > On-line Manual menu option or
Tool Tips are shown when hovering over an icon, a section, an option or a setting.
Window help at the bottom of most windows can be accessed by clicking the button on the top right of the window.
Additional Reading
For more in-depth understanding of key areas, detailed white papers and manuals are available, including:
Bank Reconciliation
BOMs and Stock code Enhancements
Debtors Banking Batches
GL Movements and Period Handling
GL Report Batches
GL Report Writer
Inwards Goods Receipting/Costing
Key window Controls
One-off Stock Items
Payment Processor
Payment Types and EFTPOS Integration
Period Handling and Transaction Aging
Pricing and Discount Policies
Shortcut Keys in MYOB EXO Business
Stock Integration
Stock Serial Numbers
Stock Take
Stock Valuation
Taxation Features
Users Manuals are also available for MYOB Exo Business add-on modules, including Fixed Assets,
Distribution Advantage, Clarity, Job Costing and POS.
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Getting Started
Reading Menu Paths in Topics
When a topic refers to a window it will begin with a Menu Path navigation ribbon. Some windows require a number of mouse clicks, and / or actions before they can be accessed, hence the need to include to ribbon to easily locate the window details in this topic. This also eliminates the need to write up a lengthy procedure in each topic, therefore please take the time to understand the terminology here.
Reading this ribbon is detailed below:
Example:
Account > General Ledger > [Search] > {double click on the Account} > (Details Tab) >
Command
Account > Stock
Action
Menu
Commands
Description
The > is a separator between menu commands. In this case, click Account then choose Stock from the list.
> [Search]
> {double click on the Account}
> (Details Tab)
>
Click button
Procedure
After following the menu commands a window should open, there are any number of commands that can be executed from this window, square brackets [ ] indicates that a button with this name needs to be clicked.
Sometime there are no buttons but actions that need to take place to get further into this menu path. These actions are designated by the curly brackets { }. This action designates double clicking an account name.
Click a TAB Many windows in MYOB Exo Business have two or more tabs, the brackets ( ) indicate the tab name to select.
Click an icon Icon, this simply designates an Icon to click.
Note: These actions aren t necessarily listed in the same order as illustrated in this example.
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System Setup
This chapter presents an overview of the MYOB Exo Business setup and may be useful to help the understanding of a super user , but would not normally be relevant to most users.
Note: Setup is normally performed by a certified Exo Business implementation partner. The following information is provided as optional reading to gain an understanding of MYOB
EXO Business s key building blocks.
The following diagram presents an overview of the Exo Business setup:
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Setting Up
Configuring MYOB Exo Business
Once you have installed Exo Business for the first time on your computer and/or network, it needs to be configured based on the requirements of your business. The Exo Business configuration is carried out by your partner who will ascertain your business needs and accordingly set up the system.
Once the system is configured you need to start the Exo Business program and log in as the administrator, using the name and password given to you by your partner. Logins to Exo Business are related to Staff Setup. The login to the database is defined and stored in the database connection setup which is established by your partner.
For more information related to the configuration of your system contact your Exo Business partner.
Setting up Options
You can set additional menus in Exo Business using the Menu Designer. The Extra Fields option allows you to set and customize some fields.
Refer: Setup Menus (see page 90) for details on setting up menus.
For more information related to the setting up of menus and extra fields, contact your Exo
Business partner.
Setting up Account Groups
You need to set up account groups for each of the main functions in Exo Business General
Ledger, Creditors, Stock and Debtors.
Refer: General Ledger (see page 298), Creditors, Stock and Debtors (see page 104) topics in this
help for more information on the setup of each account group.
Functions Across Groups
Some setup functions are common to all groups. These can be set up through the setup menu in
Exo Business or through the Exo Business Configuration Assistant.
Refer: Setting up Menus and Options in the following section for more information on setting up these groups.
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MYOB EXO Business User Guide
Staff and Logging In
When starting an MYOB Exo Business module, users must first log on and select an Exo Business database to connect to:
MYOB Exo Business manages the staff login process, with each staff member having their own log in name, menu assignment and their user profile. To set up a new user:
1. Open the Setup Staff window, either by selecting Setup > Staff from the Exo Business
menu, or by going to the Staff > Profile Assignment > Staff section of Exo Business Config
(see page 66).
2. Click New on the Setup Staff window. The Setup Staff Form opens:
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The staff number is automatically assigned.
Setting Up
3. Check the Active box to ensure that this staff member is on the active staff list.
Note: Once entered on the MYOB Exo Business system, a staff member cannot be deleted.
Uncheck the box to cancel a staff member from the list.
4. Fill out the staff information, such as the staff member s name and contact details.
5. Enter any staff-specific authorisation limits in the authority tab.
6. Manage the account security, and assign the staff member specific profiles and a menu.
Note: The Login ID can differ to the actual staff name.
7. To change the password of the staff member: a. Click the Change Password button. The Change Password window appears. b. Type a new password and click OK.
8. In the Setup Staff Form, click Save.
A new staff member is created and added to the list.
Default Users
Default user profiles are installed with Exo Business. The first time you log on to an Exo Business database, you will need to supply these details to log in.
For a new blank database:
Default admin user = ExoAdmin
Default admin password = ExoAdmin
For the demonstration database (Motorpartz):
Default admin user = ExoAdmin
Default admin password = ExoAdmin
Default demo user = demo
Default demo password = DEMO
Note: User names and passwords are case-sensitive.
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MYOB EXO Business User Guide
Migrating Data to EXO Business
The MYOB Exo Business Migration Wizard allows you to migrate data from an existing MYOB
Premier or MYOB Aurora One system into a new Exo Business system. The following data sources are supported:
MYOB Premier 10 (New Zealand & Australian versions)
MYOB Premier 11 (New Zealand & Australian versions)
MYOB Premier 12 (New Zealand & Australian versions)
MYOB Aurora One 16
The Migration Wizard, EXOMigrationWizard.exe, is available on the Exo Business CD in the
Supporting Files\Migration Wizard folder. Copy the Migration Wizard executable to the PC running the Exo Business database and double-click on it to start it.
Note: ODBC drivers for the system that you are importing data from must be present before running the Migration Wizard. Installers for these drivers are also available on the Exo
Business CD in the Supporting Files\Migration Wizard folder.
The wizard gathers all relevant information, migrates data from the source company file into Exo
Business and reports the results of the migration.
See the MYOB Exo Business Implementation Guide for information on how to perform a migration of data to the Exo Business system. These details include important pre- and post-migration steps, as well as the operation of the Migration Wizard itself.
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Setting Up
Extra Fields
To allow the capture of customised information, MYOB Exo Business supports Extra Fields. These are flexible points of data entry that can be defined at implementation time. They are used to collect information at time of data entry, to appear on forms or to be analysed and reported.
Examples of use of Extra Fields are many and varied, but could include:
Capturing demographic information at the point of sale.
Custom personal information about customers, such as birth dates or anniversaries.
Recording specific information on stock items, such as warranty terms or links to images.
Extra fields can be created in various areas of MYOB Exo Business, including:
Sales Orders
Purchase Orders
Debtor, Creditor and GL accounts
Contacts
Stock items
Activities
Invoices
Extra fields can be displayed on the Details 1 tab or Extra Fields tab of an account window. On transaction windows, they appear on the header or line periscope windows.
Extra Fields can also be created on custom tables (see page 30), then accessed via the EXO API.
Creating Extra Fields
EXO Business Config > System > Extra Fields
MYOB Exo Business allows users to create Extra Fields on various tables to hold vital information needed on the system.
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MYOB EXO Business User Guide
1. Open Exo Business Config and go to the System > Extra Fields section.
2. All currently defined Extra Fields are listed on the right panel. Double-click on a record to drill down and check details.
3. Click New to create a new Extra Field.
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4. For the Table name field, specify the table in the Exo Business database that you want to add a field to or display a field from.
5. For the Field name field, select the field from the database table you selected above that you want to display as an Extra Field. If the field you want to display does not already exist, click the Add Field toolbar button to add a field to the selected table. The system will automatically add a prefix of X_ if not entered by the user. Enter the correct data type and default value if necessary. No spaces are permitted in this name; use an underscore to insert spaces (_), e.g. International_Number.
6. Enter a Display name - this is the label that will be displayed next to the Extra Field when it appears on screens.
7. Enter the Position and Size of the Extra Field. The position must be unique across Extra
Fields on this table - used and unused positions are displayed on the right side panel of the window.
8. The Grid Column option applies to Extra Fields on Sales Orders, Jobs and Opportunities. If it is enabled, the Extra Field will be available as a column on the main grid of the relevant window. (Once set up, you must enable the column using the Select visible columns rightclick menu option on the grid.)
Note: For header tables, the Grid Column option is always unticked and for line tables it is always ticked. The only exception is the SALESORD_LINES table, where the option can be changed if it is ticked, Extra Fields will appear in the grid; if it is not, they will appear in the line periscope.
Setting Up
9. Select the correct Dialog Type based on the chosen field, e.g. choose Date Picker for dates, Standard Edit for varchars, Check Box for char(1), etc.
10. If the OPPORTUNITY or OPPORTUNITY_QUOTE table was specified for the Table name field, a Copy field option becomes available. This field determines what will happen to the
Extra Field when an Opportunity is copied. Choose from:
Always - the Extra Field will not appear on the Copy Opportunity window; it will always be copied when an Opportunity is copied.
Never - the Extra Field will not appear on the Copy Opportunity window; it will never be copied when an Opportunity is copied.
Prompt for value (OPPORTUNITY table only) - the Extra Field will appear in the
Extra Fields section of the Copy Opportunity window, where the user can choose to keep the original value or enter a new one.
Dialog Types
Selection Controls
If you set the Dialog Type to Drop-Down Edit , Drop-Down Selection or Drop-Down SQL
Selection , the combo boxes for Lookup SQL, Key field and Display field are activated.
The Lookup SQL can contain:
A table name, in which case the Key field and Display field combo boxes contain all fields for the specified table.
A SQL select statement that specifies which fields the Extra Field will use, in which case the
Key field and Display field combo boxes contain only the fields specified by the SQL statement.
If you are using a Drop-Down Edit or Drop-Down Selection control, the Key field and Display field are concatenated together into a single string, e.g. 1. ACCOUNTNAME . This means that the Data type for the Extra Field must be CHARACTER, so that it can record the concatenated string.
If you are using a Drop-Down SQL Selection control, only the Key field is recorded, which means that the Data type should match the data type of the selected key field.
URL Controls
There are two available dialog types for displaying URLs: URL or Shortcut and URL Lablel .
The URL or Shortcut type displays a raw URL as clickable text, e.g. http://myob.com
.
The URL Label type can display a user-friendly HTML label that links to a URL, e.g. a field that was populated with:
<a href=“http://myob.com”>MYOB website</a> would appear as MYOB website , and link to http://myob.com when clicked on.
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MYOB EXO Business User Guide
Extra Field Events
Some Extra Fields can be configured to update their values whenever the relevant field on the record type is changed, e.g. Extra Fields on a Sales Order can update when the Debtor account is changed.
When one of the following are selected for the Table name field, an Events tab becomes available:
JOB_TRANSACTIONS
JOBCOST_HDR
JOBCOST_LINES
OPPORTUNITY
OPPORTUNITY_QUOTE
SALESORD_HDR
SALESORD_LINES
The Event Field Name field displays the field that will trigger the Extra Field update. For Extra
Fields on header records, this is ACCNO; for Extra Fields on lines, it is STOCKCODE.
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Setting Up
The Event SQL field contains the SQL statement that will be used to update the Extra Field when the relevant Sales Order field is changed. Parameters can be used to pass in information:
Record Type
Job header
Job quote line
Job transaction line
Supported Parameters
:Accno
:Current_User
:Stockcode
:Current_User
:Stockcode
:Jobno
:MasterJobno
:Accno
:Current_User
Opportunity header :Accno
:Company_Type_Int
:Company _Type_Char
:Company _Id
Opportunity quote line :Stockcode
:Opportunity_Seqno
Sales Order header
Sales Order line
:Accno
:Stockcode
In the example above, an Extra Field on SALESORD_LINES has been set up to display the WEIGHT value for the selected Stock item. This value will be updated whenever the STOCKCODE on a
Sales Order line is changed.
Note: Extra Field events override default values - if a default value is specified for an Extra
Field that is populated by events, it will be ignored.
Extra Fields on Custom Tables
It is possible to add Extra Fields to custom tables you have added to the Exo Business database; these can then be accessed via the EXO API. Custom tables are accessed using the customtable endpoint, which was introduced in version 1.3 of the EXO API - see the EXO API documentation on the Exo Business Education Centre for more information.
Note: Custom tables can be created in the EXO Configurator (see below), or manually in SQL
Server. If you are creating a custom table manually, it must include a primary key field; this field must be an integer, and should be named SEQNO.
When the EXO API is installed, the Extra Fields section contains two additional subsections:
Manage Custom Tables this section allows you to set up the list of custom tables that
Extra Fields can be added to.
Custom Tables (API) this section allows you to add Extra Fields to the custom tables. It is the same as the Extra Fields screen for core Exo Business tables, but the Table name dropdown contains only tables that have been added in the Manage Custom Tables section.
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MYOB EXO Business User Guide
To add Extra Fields to a custom table:
1. Open Exo Business Config and go to the System > Extra Fields > Manage Custom
Tables section.
2. Add the custom table:
If you have already created the custom table in SQL Server, click Add
Existing Table and enter the table name to create a new entry in this section.
If the table does not already exist, click Create Table and enter a name for the custom table. The table is created in the Exo Business database and a new entry for it appears this section.
3. Go to the Extra Fields > Custom Tables (API) section and click New. The Table name dropdown contains all tables that you have added on the Manage Custom Tables section.
4. Add and configure Extra Fields on the custom table in the same way as you would on Exo Business core tables.
Custom Buttons
MYOB Exo Business allows you to add user-defined buttons to the toolbars of certain windows:
These buttons can be used to add functionality to the relevant windows, for example, to launch an external application or run a Clarity report. It is possible to pass parameters from the current window to the application or report launched by the custom button.
The following Exo Business windows support custom buttons:
Contacts
Creditor Account Details
Debtor Account Details
Opportunities
Purchase Orders
Sales Orders
Stock Item Details
Works Orders
Note: The Exo Business Job Costing and POS modules also support custom buttons, as does the Stock Requests feature of the Distribution Advantage module.
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Setting Up
Setting up Custom Buttons
Custom buttons are controlled by User-level profile settings (see page 85), which are set up in Exo
Business Config.
Each button has two profile settings: one that specifies the caption for the button and one that specifies the command that should be run when the button is clicked. For example, to add a custom button to the Debtors window, configure the settings:
Debtor custom button 1 caption
Debtor custom button 1 command line
Both settings must be configured; if either setting is blank, the custom button will not appear on the window s toolbar.
Caption Setting
The text entered for the caption profile setting of a custom button appears when the mouse pointer is hovered over the custom button:
Command Line Setting
The text entered for the command line profile setting of a custom button specifies the command that will run when the button is clicked.
To run an external program, enter:
MyProg.EXE <LOGIN> <CURRENT>
Where <LOGIN> passes the database connection details and <CURRENT> passes out the key field identifier (most commonly the SEQNO) of the current record that you have loaded on the screen at the time that you press the button.
Any parameter entered with the extension .CLR will assume that you want to run a clarity report and will call Clarity directly. It is not necessary that Clarity.EXE exist to do this, for example:
MYREPORT.CLR /S=SEQNO=<CURRENT>
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MYOB EXO Business User Guide
Event Log
MYOB Exo Business includes the ability to maintain an audit log of key events that you may want to track. For certain events in Exo Business, you can identify the event, and record the reason and time of the event, as well as who performed it. Audit events can occur in multiple places throughout the software. The event types are referred to as Event Reason Classes and are hooks in the system provided by Exo Business. Tracking of each class is optional. You can set up a list of valid reasons within each class to be chosen at run time. An additional comment may be entered by the user for each event instance should a covering note be required.
For example, if you activate the Event Reason Class corresponding to a Debtor s Stop Credit flag being changed, the following window appears whenever you change the Stop Credit field on a
Debtor account:
Multiple reasons are available for selection, and additional comments can be entered if necessary.
If the event is activated, but set to Silent , this window will not appear; the event will be logged, but the user will not be alerted.
Event Reason Classes
Exo Business provides a list of Event Reason Classes that tie in with business events (usually exceptions) throughout the application suite. These are usually security-related, such as monitoring changes to stop credit settings of Debtor and Creditor accounts.
Event Reason Classes are defined by Exo Business and cannot be created by the user. By default, most Event Reason Classes are set to inactive, the exceptions being the classes for Ledger Lock and Record Lock. The users can elect to activate a reason class either silently or interactively.
When the class is interactive the user is required to configure a list of reasons to be selected at run time.
Event Reason Classes are maintained at Exo Business Config > System > Event Log > Event
Reason Classes.
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Setting Up
Double click a class to edit it:
The fields on this screen are:
Field Description
Name
Description
This will be the caption of the window requesting a reason for the logged activity.
This displays a more explicit description to indicate circumstances of use to the user
Active This field has 3 possible settings:
No - An audit log will not be maintained for this Reason Class.
Yes - A window will be displayed requesting the user choose a reason for this event.
Silent - No window will be displayed; instead an event log entry will be created silently.
Note: You must set up Event Reasons for any class that is set to
Yes or Silent .
History Notes
Has Reference
Ticking this option will also create an entry in the History Notes of the primary entity (Debtor, Creditor, Stock item, Job).
When this option is ticked, an extra field is available on the Event Reason window, allowing users to record a reference with the logged Event. If this option is ticked, you must also set a Reference Name.
Reference Name This specifies the label for the reference field on the Event Reason window, e.g. Voucher for a discount override.
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MYOB EXO Business User Guide
Event Reasons
Event Reasons within an Event Reason Class form a list of reasons that can be chosen at run time when an event is logged. With the exception of the ledger and record lock reason classes, which cannot be deactivated, Exo Business does not automatically set up any reasons. You must establish at least one reason for each class you want to activate.
Event Reasons are maintained at Exo Business Config > System > Event log > Event Reasons.
Click New to create a new Event Reason:
The fields on this screen are:
Field
Class
Description
This is the Event Reason Class that the reason belongs to.
Name
Description
This is the name of the reason that will be selectable in the list when an event for the class occurs.
This is a short description to indicate to the user the circumstances when this reason should be used.
Report Code Determines the sequence reasons appear in the list within a reason class.
Must Fill Reference This option is available if Has Reference is ticked for the reason s class.
Ticking this option will prevent the reference from being left blank when an event is logged for this reason.
Reporting
Exo Business provides the Clarity report ReasonReportbyClass.CLR (Audit Report) to list the audit
log. You can add this report to your menu (see page 90).
Customisation
All logged events are recorded in the database table REASON_EVENTS. As this table has no dependencies, it is a good candidate for your implementer to add custom triggers if your business process requires this.
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Setting Up
Business Alerts
You can set up custom business rules and notifications for various events in the Exo Business system. Rules using custom conditions can be attached to a defined list of system events; when a rule s conditions are met, a message can be displayed to the user and a device notification or email can optionally be sent to one or more recipients. Custom rules are triggered when one of the following events occur:
A Sales Order is saved
A Sales Order is supplied
A Purchase Order is saved
An Opportunity Quote is saved
A Job Quote is saved
A Job Transaction is saved
A Serviceable Unit is saved
A Debtor Invoice is saved
A Creditor Invoice is saved
A Debtor account is saved
A Creditor account is saved
A Non Account is saved
A Stock item is saved
A General Ledger account is saved
A Contact record is saved
Note: Alerts on Debtor and Creditor Invoices are only triggered from Invoice Entry screens, e.g. the Creditor Invoice Entry screen or the Invoice Entry screen in Exo Job Costing. They are not triggered when creating the invoice from another screen, e.g. when creating a
Debtor Invoice from a Sales Order. Similarly, creating an Opportunity by copying an existing one will not trigger alerts on Opportunities.
Business Alerts are set up in the Exo Business Configurator at System > Event Log > Business
Alerts:
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MYOB EXO Business User Guide
The Rules tab displays all available events on the right; rules defined in the system for the selected event are displayed on the right. Rules are listed in order of priority to change priorities, move rules up or down using the up and down arrow buttons.
Double-click on a rule to edit it or click New to create a new rule for the selected event (the New button is disabled when the Show All box is ticked). When adding or editing a rule, the Details tab appears. The Options sub-tab displays the conditions that must be met for the rule to be activated.
A rule s status can be one of:
Active - the rule will be applied to the selected event whenever it occurs.
Inactive - the rule will not be applied.
Sub Rule - the rule will be applied when it is used as part of a composite rule (see page 42).
If it is not part of a composite rule, it will not be applied.
The Rule Type option determines how the rule s conditions will be applied. Choose from:
Record Condition - applies simple filter conditions against the record, checking the data set before it is written to the database.
SQL Query - applies a SQL query to data that is already in the database; each line is individually queried.
Composite (list) - uses a list of other Business Rules (see page 42), which are evaluated
together.
Once the rule is saved, this property cannot be changed.
The Run Against option determines whether the rule should be applied to all lines related to the record, or to the record header.
Ticking the Invert Rule option means that the alert will be triggered when the inverse of the rule conditions is met, i.e. it effectively places a NOT operation in front of the rule conditions.
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Setting Up
The Behaviour section specifies what should happen in the Exo Business interface when the rule is triggered:
Silent - no message is displayed to the user, although the fact that the rule was triggered is still logged.
Warning - a warning message is displayed to the user with Yes and No options. The user can click Yes to proceed with the action or No to cancel.
Blocking - a message is displayed to the user indicating that the action cannot proceed.
For Warning or Blocking rules, enter the message to display to the user in the section below.
This message can contain the same parameters that are used to build rule conditions see below.
Rule Conditions
The bottom section of the Details tab is where you enter the conditions that must be met to trigger the rule (unless the Invert Rule option has been ticked, in which case the rule will be triggered when the conditions are not met).
Rules with the type Record Condition are entered in the form of a filter that can include the parameters detailed below.
Rules with the type SQL Query are entered in the form of a SQL statement to run against the
Exo Business database. The parameters below can also be used in SQL statements.
Parameter Meaning
General (available for all rules)
@CURRENT_USER The ID number of the logged on user.
@STAFFNAME The name of the logged on user.
@NOW
@NOW_STR
The current date and time.
The current date and time as a string in the format yyyy-mm-dd hh:MM:ss (including quote marks).
The current date. @TODAY
@TODAY_STR The current date as a string in the format yyyy-mm-dd (including quote marks).
@COMPANYEMAIL The email address of the associated Debtor account.
@EXOLINK
A formatted exo:// protocol hyperlink (see page 49) to the transaction, e.g.
exo://saleorder(10001). Can be used in notification emails.
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MYOB EXO Business User Guide
Sales Orders (saving or supplying)
@ACCNO The ID number of the Debtor account on the Sales Order.
@ACCOUNTNAME The name of the Debtor account on the Sales Order.
@FREIGHTFREE
@ORDERNO
@SALESNO
@SUBTOTAL
Returns Y if the transaction is freight free; otherwise returns N .
The ID number of the Sales Order.
The ID number of the salesperson on the Sales Order.
The Sub Total amount on the Sales Order.
@TAXTOTAL
@TOTALDISC
The GST Total amount on the Sales Order.
The total discount on the Sales Order.
@UNDISCOUNTED The undiscounted total of the Sales Order.
@H
@L
A specified field from the SALESORD_HDR table, e.g. @H.DUEDATE.
A specified field from the SALESORD_LINES table, e.g. @L.STOCKCODE.
Purchase Orders
@PURCHORDNO The ID number of the Purchase Order.
@ACCNO The ID number of the Creditor account on the Sales Order.
@ACCOUNTNAME The name of the Creditor account on the Sales Order.
@SALESPERSON
@H
The ID number of the staff member in the Purchase Order s Ordered by field.
A specified field from the PURCHORD_HDR table, e.g.
@H.ORDERDATE.
@L A specified field from the PURCHORD_LINES table, e.g. @L.UNITPRICE.
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Debtor Invoices
@SEQNO
@ACCNO
@ACCOUNTNAME
@FREIGHTFREE
@H
@L
Creditor Invoices
@SEQNO
@ACCNO
@ACCOUNTNAME
@H
@L
Company Accounts
@ACCNO
@ALPHACODE
@H
Contacts
@CONTACTID
@ACCOUNTNAME
@H
Setting Up
The ID number of the invoice.
The ID number of the Debtor account on the invoice.
The name of the Debtor account on the invoice.
Returns Y if the transaction is freight free; otherwise returns N .
A specified field from the DR_TRANS table, e.g. @H.SUBTOTAL.
A specified field from the DR_INVLINES table, e.g. @L.DISCOUNT.
The ID number of the invoice.
The ID number of the Creditor account on the invoice.
The name of the Creditor account on the invoice.
A specified field from the CR_TRANS table, e.g. @H.TRANSDATE.
A specified field from the CR_INVLINES table, e.g. @L.TAXRATE.
The Debtor, Creditor or Non Account s ID number.
The Debtor or Creditor account s name. (Not available for Non
Accounts.)
A specified field from the DR_ACCS, CR_ACCS or PROSPECTS table.
The contact record s ID number.
The name of the company account that the contact is associated with.
A specified field from the CONTACTS table, e.g. @H.FIRSTNAME.
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MYOB EXO Business User Guide
General Ledger
Accounts
@ACCNO The GL account s ID number.
@H
@F
@Q
@H
Stock Items
@STOCKCODE
@ACCNO
@H
Jobs
@ACCNO
@ACCOUNTNAME
@JOBNO
@T
A specified field from the GLACCS table, e.g. @H.BALANCE.
The Stock item s ID code.
The ID number of the stock item s supplier.
A specified field from the STOCK_ITEMS table, e.g. @H.SELLPRICE1.
The ID number of the Debtor account on the job.
The name of the Debtor account on the job.
The job number.
A specified field from the JOBCOST_HDR table, e.g. @H.STATUS.
A specified field from the JOBCOST_FLAGS table, e.g. @F.ISACTIVE.
A specified field from the JOBCOST_LINES table, e.g.
@Q.STOCKCODE.
A specified field from the JOB_TRANSACTIONS table, e.g.
@T.QUANTITY.
Serviceable Units
@UNITNAME
@STOCKCODE
@H
@W
The Serviceable Unit s name.
The ID code of the stock item on the unit (this may be null).
A specified field from the SU_MAIN table, e.g. @H.UNITDESC.
A specified field from the SU_WARRANTY table, e.g.
@W.WARRANTY_REF.
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Setting Up
Opportunities
@ACCNO The ID number of the company account on the opportunity.
@ACCOUNTNAME The name of the company account on the opportunity.
@OPPORTUNITYID The ID number of the opportunity, or New if it has not been saved yet.
@CONTACTID The ID number of the contact associated with the opportunity.
@CONTACTNAME The name of the contact associated with the opportunity.
@H A specified field from the OPPORTUNITY table, e.g. @H.PROBABILITY.
@L A specified field from the OPPORTUNITY_QUOTE table, e.g.
@L.QUANTITY.
The alias parameters that give access to the fields of a table (@H, L@, etc) can be used to access
Extra Fields; however, computed fields are not supported in Business Alerts.
Note: While these parameters are not case-sensitive, the values of table fields are, e.g.
@F.ISACTIVE would need to look for the value Y , not y .
Composite Rules
When Composite (list) is selected for the Rule Type, the bottom section of the Details tab lets you set up a list of Business Rules that are evaluated together to trigger this rule. Click Add Rule to select an existing rule to add to the composite rule.
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MYOB EXO Business User Guide
You can select any rule for the same event as the composite rule that has its status set to Sub
Rule .
Select an Operator (AND or OR) to determine how the rule should be evaluated in conjunction with the other rules on the list. For example, if rules A, B and C are all added with the AND operator, the composite rule will be triggered if all three are triggered; if the rules are added with an OR operator, the composite rule will be triggered if any one of them is triggered.
Rule Actions
The Actions sub-tab defines a list of actions to perform when the rule is triggered. The following actions can be performed:
Sending an email to specified recipients using the Exo Email Service (see page 62).
Sending a notification to a mobile device running the Exo OnTheGo mobile app.
All actions set up for the rule are displayed. Actions are displayed in the order that they will be applied - they can be ordered using the arrow buttons on the right. Click New to create a new action.
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Setting Up
On the Details sub-tab, enter a descriptive name for the action, then select an Action Type: Email or Notification. The available settings differ depending on the action type. Once all information has been entered, click Save Action to add the action to the rule.
Note: Clicking Save Action adds the action to the rule, but does not save the rule itself click the Save button on the main toolbar to save the rule and all of its actions to the EXO
Business database. Rules that have been added but not yet saved are listed on the Actions sub-tab with the ID New .
Email Settings
When sending an email, first specify who to send the email to. One or more Exo Business staff members can be selected as recipients from the Internal Recipients dropdown, and other email
Note: The Other Recipients field can also contain parameters (see page 44) that allow the
email to be sent to an email address associated with the record that generated the alert.
Enter a subject line and the message text to send. The message body can include any of the
parameters that are available for the rule (see page 38).
Notification Settings
When sending a device notification, first select who to send the notification to. One or more Exo
Business staff members can be selected as recipients from the Recipients dropdown, which contains all staff members who have the Allow OnTheGo Access option enabled on the Staff screen in the Exo Business Configurator. Each staff member can have up to two devices configured for them; notifications will be sent to all devices configured for each selected staff member.
When a notification arrives at the OnTheGo app, it can be tapped to open a related record. The
On Arrival dropdown lets you specify what record should be opened when the notification is tapped. The available options depend on the kind of rule being configured. For example, for a rule on the Save Sales Order event, you have the option of opening the Sales Order itself, the Debtor account on the Sales Order, or the stock item on the relevant Sales Order line.
Email Parameters
Business Alerts can be sent to an email address associated with the record that generated the alert. Email address parameters can be entered into the Other Recipients field; when the alert is triggered, the parameter will be replaced with the relevant email address for the record. The following email parameters are available:
Meaning Parameter
General
@COMPANYEMAIL
@DEFAULTCONTACTEMAIL
The email address for the company (Debtor or Creditor) associated with the record.
The email address for the default Contact of the company associated with the record.
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MYOB EXO Business User Guide
@CONTACTEMAIL The email address for the Contact associated with the record
(not available for Purchase Orders or Creditor Invoices).
Sales Orders
@SALESEMAIL The email address for the Salesperson associated with the
Sales Order.
@STATEMENTCONTACTEMAIL The email address for the Statement Contact of the Debtor associated with the Sales Order.
Purchase Orders
@SALESEMAIL The email address for the staff member associated with the Purchase Order.
@STATEMENTCONTACTEMAIL The email address for the Remittance Contact of the
Creditor associated with the Purchase Order.
Debtor Invoices
@SALESEMAIL The email address for the Salesperson associated with the invoice.
@STATEMENTCONTACTEMAIL The email address for the Statement Contact of the Debtor associated with the invoice.
Creditor Invoices
@STATEMENTCONTACTEMAIL The email address for the Remittance Contact of the
Creditor associated with the invoice.
Jobs
@SOLDBYEMAIL The email address for the staff member who entered the job
(JOBCOST_HDR.STAFFNO).
@ACTIONBYEMAIL The email address for the staff member who is set as the job s manager (JOBCOST_HDR.ACTIONBY).
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Setting Up
Opportunities
@ASSIGNEDBYEMAIL The email address for the staff member in the Opportunity s Assigned
By field.
@ASSIGNEDTOEMAIL The email address for the staff member in the Opportunity s Assigned
To field.
@CREATEDBYEMAIL The email address for the staff member who created the Opportunity.
Applying Rules to Users
The Apply To sub-tab lets you specify which Exo Business staff members the rule applies to:
Tick the boxes for the users that this rule applies to, or tick Apply To All Users.
Event Rule Auditing
Every time a Business Alert is triggered, an entry is recorded in the REASON_EVENTS table used
by the Event Log (see page 32). New Reason Classes are created automatically for each type of
event that alerts can be created for.
For alerts that send a message, an entry is also stored in the new EVENTS_SCHEDULE table.
Entries include the values of all parameters relating to the rule.
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Search Templates
Search templates are pre-defined SQL statements that can be applied to searches in the Exo
Business system. Search templates can take in parameters such as a Debtor account number, so that they can return results specific to one record. Default search templates are installed with Exo
Business, and expert users can write and insert new templates.
Adding Search Templates
You can create and edit search templates using the Exo Business Configurator, in the Business
Admin > Search Templates section:
Note: The ability to create custom search templates is an advanced feature for expert users.
In-depth knowledge of SQL and the Exo Business system is assumed. The Search Templates white paper on the Exo Business Education Centre contains detailed information on how to create SQL statements for search templates.
The Search Templates screen lists all existing templates. You can filter the list by type using the dropdown at the top of the screen.
Click New to create a new search template or double-click on an existing template to edit it. You can enter and edit the SQL statement that defines the search template on the SQL sub-tab:
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Setting Up
Enter the SQL template that defines the search template into the SQL sub-tab. You can use the
Parameters list dropdown to enter parameters into the statement.
You can use the Parameters list dropdown to enter parameters into the statement.
The Active check box lets you mark a template as active or inactive. Inactive templates are not available for selection on interfaces that support search templates.
The Preview sub-tab displays the results of a search using the entered SQL statement, while the
Generated SQL sub-tab displays the SQL statement that will be generated from the query on the
Query sub-tab if any problems are detected with the query, this can be used to debug them.
The Availability sub-tab lets you control where and to whom each template will be available:
In the Available for Forms section, specify which Exo Business forms the search template will be available on, and whether or not it should be available via the EXO API. In the Available to Users, specify which users the template should be available to or tick the Available to All Users option.
Using Search Templates
Search templates can be used to filter searches:
when selecting a stock item for a transaction line, e.g. on a Sales Order, Purchase Order or
Debtor Invoice, when selecting a GL account or subaccount for a transaction, when selecting a company in EXO CRM.
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Search windows contain a dropdown that displays all of the search templates that have been defined for those searches:
Selecting a search template immediately filters the search window according to the selected template. The currently selected template is displayed at the top of the window. The Filter button on the Stock Search and GL Search windows toolbar can be used to toggle the filtering on and off.
Using Search Templates via the EXO API
Search templates are also accessible via the EXO API. A call to one of the following endpoints returns a list of available templates:
searchtemplate - lists all search templates in the system.
geolocationtemplate - lists only search templates for location-based searches on company accounts (TYPE = G).
stocksearchtemplate - lists only search templates for searches on stock items (TYPE = S). companysearchtemplate - lists only search templates for searches on company accounts
(TYPE = Y).
To use a search template to return search results, call the relevant endpoint with the ID number of the search template you want to use, e.g. http://exo.api.myob.com/stocksearchtemplate/1
Depending on the search template being called, the call may need to pass parameters to filter the search results. Parameters are passed using standard HTTP query parameters, e.g. http://exo.api.myob.com/searchtemplate/1?accno=21&q=airfil
This will return search results using the search template with the ID number 1, passing in the
Debtor account number 21 and the search string airfil as parameters. Parameters can be passed in any order.
For more information, see the EXO API documentation at http://developer.myob.com/api/exo/.
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Setting Up
EXO URL Protocol
Exo Business records can be opened from a URL/hyperlink using the exo:// protocol. The link can be on a webpage, in an email, in a third-party application, or in the Exo Business interface itself.
Exo Business grid displays support clickable URLs for the TEXT and NTEXT data types. This feature can be used in Grid widgets, to allow drilling to a URL directly from the data. In combination with
Exo Business URLs, it allows drilldown to any of the Exo Business records that support URLs.
Setting up the EXO URL Protocol
A separate application, exoprotocolhandler.exe, processes all Exo Business URLs. This application is installed with Exo Business, and must be present on all PCs where you want to use Exo Business
URLs.
To set up support for Exo Business URLs, double-click on this application to run it once (every time it runs, it checks if it is registered as the exo:// handler in local registry, and registers itself if it is not).
URL Format
Exo Business URLs are formatted as follows: exo://[connection/]command[(#)][/][?param=value¶m=value...]
Each URL has the following components:
connection
- specifies the Exo Business database connection to use.
command
- specifies the Exo Business procedure/window to launch.
(#)
- some commands allow you to open a specific record by entering the record s ID number (SEQNO or ACCNO) in brackets. If an ID number is not supplied, the search screen for that kind of record is displayed.
?param=value
- some commands support additional parameters, such as a search string. Multiple parameters are separated with an ampersand (&).
A command must be specified; all other components are optional.
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MYOB EXO Business User Guide
Supported Commands
Supported commands are listed in the table below. All commands open in the core Exo Business module, unless stated otherwise.
Note: Commands must be available as a menu item in the relevant module; users will be prevented from opening any screen that they would not normally have access to when using an Exo Business module. This ensures that the security of the Exo Business system is preserved.
Command
activity(x) campaign(x)/?search=xyz company/?search=xyz company/?find=xyz contact(x)/?search=xyz contact(x)/?find=xyz core_campaign(x)/?search=xyz core_opportunity(x) core_serviceunit(x)/?search=xyz craccount(x)/?search=xyz crinvoice(x)/?search=xyz crm_activity(x) crm_company/?search=xyz crm_company/?find=xyz crm_contact(x)/?search=xyz crm_contact(x)/?find=xyz crm_saleorder(x)/?search=xyz
Description
Opens the Activity record with the ID number x in the
Exo Business Core module.
Opens the Campaign record with the ID number x in the Exo Business CRM module, or searches for the text specified by the ?search parameter.
Opens the Company search window in the Exo
Business Core module, searching for the text specified by the ?search or ?find parameter.
Opens the Contact record with ID number x in the core
Exo Business module, or searches for the text specified by the ?search parameter.
Opens the Campaign record with the ID number x in the core Exo Business module, or searches for the text specified by the ?search parameter.
Opens the Opportunity record with ID number x in the core Exo Business module.
Opens the Serviceable Unit record with the ID number x in the core Exo Business module, or searches for the text specified by the ?search parameter.
Opens the Creditor account with the Account ID number x, or searches for the text specified by the
?search parameter.
Opens the Creditors Invoices window.
Opens the Activity record with the ID number x in the
Exo Business CRM module.
Opens the Company search window in the Exo
Business CRM module, searching for the text specified by the ?search.
Opens the Contact record with ID number x in the Exo
Business CRM module, or searches for the text specified by the ?search parameter.
Opens the Sales Order with ID number x in the Exo
Business CRM module, or searches for the text specified by the ?search parameter.
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Setting Up document(x) draccount(x)/?search=xyz invoice(x)
Opens the document stored in the Document Manager with the document ID x.
Opens the Debtor account with the Account ID number x, or searches for the text specified by the ?search parameter.
Opens the Debtor invoice with ID number x. jc_purchaseorder(x)/?search=xyz Opens the Purchase Order with ID number x in the Exo
Job Costing module, or searches for the text specified by the ?search parameter. job(x)/?search=xyz Opens the Job record with the ID number x in the Exo
Job Costing module, or searches for the text specified by the ?search parameter. opportunity(x)/?search=xyz purchaseorder(x)/?search=xyz
Opens the Opportunity record with ID number x in the
Exo Business CRM module, or searches for the text specified by the ?search parameter.
Opens the Purchase Order with ID number x, or searches for the text specified by the ?search parameter. prospect(x)/?search=xyz report/?parameters saleorder(x)/?search=xyz
Opens the Non Account x with the Account ID number x, or searches for the text specified by the ?search parameter.
Opens a Clarity report. All report parameters are supported, e.g. exo://report/?DR_Control.CLR&d=Printer&a=
N
Opens the Sales Order with ID number x, or searches for the text specified by the ?search parameter.
Opens the Serial Number Tracking window. serial/?stockcode=xyz&search=xy z serviceunit(x)/?search=xyz stockitem/?stockcode=xyz statement
Opens the Serviceable Unit record with the ID number x in the Exo Job Costing module, or searches for the text specified by the ?search parameter.
Opens the Stock item with the stock code specified by the ?stockcode parameter.
Opens the Debtors statements window. workorder(x)/?search=wyz Opens the Works Order record with the ID number x in the Exo Business core module, or searches for the text specified by the ?search parameter.
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Searching Records
For commands that support it, the ?search parameter opens the relevant search window, showing all records that match the search terms, e.g. searching Debtors with ?search=auto will show all
Debtors that include auto anywhere in the account name.
Some commands support the alternate ?find parameter, which offers more options using % wildcards (in a URL, the percent symbol must be escaped with %25). You can use the ?find parameter as follows:
?find=test
- return items that match test exactly
?find=test%25
- return items that start with test
?find=%25test
- return items that end with test
?find=%25test%25
- return items that contain test anywhere in the name
While the ?search parameter always opens the relevant search window, if the ?find parameter matches only one record, that record will be opened automatically and the search window won t appear.
Examples
exo://draccount(2) - opens the Debtor account with the ID number (SEQNO) 2. exo://crm_contact(3) - opens the Contact with the ID number (SEQNO) 3 in the EXO CRM module. exo://contact/?search=smith - opens the Contact search window, showing results for a search on smith . exo://stockitem/?stockcode=AIRFIL01 - opens the Stock item with the code AIRFIL01. exo://contact/?find=a%25 - opens the Contacts search window, showing all results that start with the letter a.
Grid Settings
ExoGrid column settings, form sizes and positions can be saved, restored and replicated using the
Exo Business Configurator (see page 66). These settings can be copied to the Exo Business
database, then restored on another computer. Saving grid settings to the database means you can:
Restore a user s settings when they move to a new computer.
Have a user s settings follow them from computer to computer.
Maintain consistent settings in a terminal server/cluster server environment.
Easily replicate the same settings across multiple computers.
Easily set up grid settings on a new computer for first time use.
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Setting Up
Saving and Manually Retrieving Grid Settings
Grid settings are saved and restored in the Profiles section of EXO Business Config (see page 85).
Three new options are available when right-clicking on a User Profile:
Save Grid Settings Saves the grid settings currently present on this computer to the Exo
Business database for this profile.
Retrieve Grid Settings Retrieves grid settings saved for this profile from the database and applies them. All existing grid settings are deleted before the new settings are applied.
Merge Grid Settings Retrieves saved grid settings for this profile from the database and applies them. Existing grid settings are not deleted.
Portable Grid Settings
Grid settings can be made portable, so that they will follow a user from one computer to another. If the Computer-level profile setting Allow portable grid settings has been enabled, then when a user logs on to a computer, the grid settings saved for the user s profile are automatically restored.
Note: The automatic restore operation only occurs when the user logging on belongs to a different profile set than the previous logged on user.
Enabling portable grid settings means that users can operate on multiple different computers (e.g. in a hot desking environment) and retain their grid settings. It also means that users settings can remain consistent in a terminal server or cluster server environment, where the hosting server may change without notice.
Replicating Grid Settings on a New Computer
The first time Exo Business is run on a computer, a record for the computer is created in the Exo
Business database. As part of this process, it is possible to replicate saved grid settings to the new computer. The following window appears the first time Exo Business is run:
Select a computer and click Inherit to create the new computer record and replicate the grid settings to the new computer.
Click Don t Inherit to create the computer record and leave grid settings at their defaults.
Click Cancel to exit the application without creating a computer record.
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Geolocation Settings
Geolocation information (latitude and longitude) can be saved for Debtors, Creditors, Non
Accounts and Contacts, based on each record s Delivery Address
Enabling Geolocation Features
The system can automatically retrieve geolocation details whenever a Delivery Address is entered or changed, depending on the profile setting Prompt for unset map coordinates on saving delivery addresses. This setting has the following options:
Always prompt for un-mapped delivery addresses - a dialog box appears, asking the user if they want to retrieve new details (this is the default).
Never prompt for un-mapped delivery addresses - new details are automatically retrieved without asking the user.
Disable map locating features - geolocation details are never retrieved - the new button does not appear on account windows.
Note: By enabling this feature you consent to send information to MYOB and for us to relay part of this information to Microsoft in accordance with the Microsoft Online Privacy
Statement (see http://go.microsoft.com/fwlink/p/?LinkId=253457) in order to retrieve mapping coordinates and confirmation of the existence of a physical address.
Setting Geolocation Details
Geolocation information is based on a record s Delivery Address. The system uses Microsoft s Bing
API to query Bing Maps for latitude and longitude details when the Location button next to the address is clicked. An icon on the button displays the status of the match:
- the system hasn t attempted to retrieve details yet.
- details successfully retrieved. Clicking the button again will open your default browser, showing the location on a map.
SHIFT
+clicking the button will attempt to retrieve location details again.
- an error occurred when attempting to retrieve details. Hovering the mouse over the button will display a popup message indicating why the attempt failed.
Clicking the button opens a window where you can verify the matched address, or select one if multiple search results are returned.
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Setting Up
The tick boxes next to each line in the Search Address panel can be used to exclude certain address lines from being matched; for example if addresses have a building or unit number as the first line, this could be excluded from searches.
Note: You can also use the Geo coding address format for Australia and Geo coding address format for New Zealand profile settings to control how geolocation data is mapped to account addresses.
Ticking the Add Country button automatically appends the country to the end of addresses if it is not already there, which can be useful if accounts addresses do not usually include a country. (For
Australian databases, Australia is appended; for New Zealand databases, New Zealand is.)
You can save these settings for all future searches by clicking the Save Settings toolbar button.
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MYOB EXO Business User Guide
Bulk Loading Location Details
Location details for accounts can be loaded in bulk from the EXO Configurator at Admin > Bulk
Update > Geocoding:
Note: This screen is also available from the main toolbar of the EXO OnTheGo Configurator.
To bulk update location details:
1. Use the Update locations for: dropdown to select the kind of account to update (Debtors,
Creditors, Non Accounts or Contacts).
2. Use the Update where status is in: dropdown to filter the list of accounts by status. Only accounts that appear on the list will be updated. By default, accounts whose status is already OK are filtered out.
3. Click Bulk Update.
The system attempts to retrieve details for each account in the list, and updates each account s status according to whether the attempt succeeds or fails.
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Setting Up
Sending Emails
Email functions are available on many windows in the MYOB Exo Business system. For example:
Emails can be sent to Contacts by clicking the button on the Contacts window.
Invoices and Statements can be emailed to Debtors by clicking the
Transactions tab of the Debtor Account Details window.
button on the
Sales Orders can be emailed to Debtors and Purchase Orders can be emailed to Creditors by clicking the button on the Sales Orders or Purchases Orders windows.
A Mailshot function (see page 583) is available on several windows for bulk sending emails
to Debtors or Creditors.
Emails can be scheduled and sent automatically using the EXO Email Service (see page 62).
A Send E-Mail menu item can also be added using Exo Business Config, allowing emails to be sent from the main menu of certain Exo Business modules.
Emails can be sent in several ways, depending on how the Exo Business system is set up.
Note: When emails are sent from Exo Business (via SMTP or the user s local email client),
they are automatically saved to the Documents tab of the relevant account (see page 161).
Email Setup
The method used to send emails from within Exo Business is determined by the Email client Userlevel profile setting. This setting has the following options:
Disabled - Emails will not be sent.
EXO SMTP - Emails will be sent via SMTP using the Exo Business Email Sender (better for sending large batches of emails). An external SMTP server is required.
Note: When using Microsoft Exchange Server, the SMTP service must be active. The Exo
Business Email Sender uses the SMTP protocol, not the IMAP protocol used by Microsoft
Outlook.
Default Email Client - Emails will be sent using the user s default email software (suitable for smaller batches of emails).
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MYOB EXO Business User Guide
SMTP Server Settings
When using the EXO SMTP option, details of the SMTP server being used must be set up before emails can be sent. The SMTP Server Settings window appears the first time you try to send an email using the Exo Business Email Sender (it can be accessed later by clicking the Setup button on the Email Sender window).
The following server settings can be configured:
Setting Description
Server Address Specify the host SMTP server. The entry can be a server or service name
(Local Area Network host only), a URL, or an IP address.
Note: IP addresses are usually only used with internal mail servers or ones that have no public DNS entry (registered domain). Ideally, a name or URL should be used.
Server Port
Requires
Authentication
Specify the number of the port to send emails on. Consult your mail service provider or IT department for information on which port to use.
This may depend on whether you want to use TLS or SSL encryption
(see below).
If your mail server requires authentication to send mail, check this box and enter a password for your account.
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Server User ID
Password
Use TLS
Use SSL
From Name
From Address
Reply Address
BCC Address
File Directory
Setting Up
For an internal mail server (such as Exchange Server) this will be the User
ID as configured for the user account in the Mail program. For ISPhosted mail account this is the account name.
Only active/required if Requires Authentication is ticked. This is the password for your mail account.
Tick Show character to show the characters of the password; if this option is not ticked, the password will be masked with asterisks.
Tick these boxes to secure emails using TLS or SSL encryption, if the
SMTP server supports them.
Note: SSL takes precedence over TLS; if both boxes are checked,
SSL encryption will be used.
This is the friendly name to appear in the Sender field of emails.
This is your email address.
Enter an address here if you would like replies sent to a different email address than the From Address. If this field is left blank the reply address will be set the same as the From Address.
This is the blind carbon copy email address. If you enter an email address here, all emails you send using this client will be secretly echoed to this address.
This is the default directory used in the Open dialog when the Attach File button ( ) is clicked.
Other Settings
The following additional email-related settings may need to be configured:
The Clarity Form profile settings (see page 87) specify whether or not various Clarity forms
should be sent via email, and how these forms should be attached to emails.
Options to email remittance advice to Creditors or to use the Mailshot function are
available on the Payment Processor General Setup window (see page 506).
The following User-level profile settings also affect how emails are sent:
Send emails using plain text -tick this setting to restrict the body of emails to plain text, rather than HTML.
Confirm before sending email - tick this setting to display a confirmation message before sending each email, or leave it blank to send emails automatically.
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MYOB EXO Business User Guide
Using the Exo Business Email Sender
When MYOB Exo Business is set to use the Email Sender, the following window appears whenever you send an email:
Some fields may be filled in automatically, depending on where the email is being sent from. For example, when sending an email to a Contact, the Contact s email address is automatically entered in the To: field.
Enter all required details and click Send to send the email.
Click the button to add an attachment to the email.
Click the Setup button to open the SMTP Server Settings window (see page 58).
Dragging and Dropping Emails
Emails in Microsoft Outlook can be dragged and dropped onto any MYOB Exo Business window with a Documents tab; this includes Company accounts, Stock items, Contacts, Opportunities, Jobs and Serviceable Units.
To drag and drop emails from Outlook to Exo Business, first open the record that you want to copy the email to, then drag the email from Outlook to anywhere on the open record window in
Exo Business. A copy of the email is saved to the window s Documents tab (see page 161).
Note: The Outlook client must be running on the same PC (real or virtual) or Terminal Server session as Exo Business. Dragging emails from a local Outlook client to Exo Business running on a Terminal Server session, for example, is not supported.
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Setting Up
EXO Email Service
The EXO Email Service can be used to automate the sending of emails from the Exo Business
system. For example, this service is used by the Business Alerts feature (see page 36) to send email
alerts.
Installing the Service
You can install and set up the EXO Email Service using the MYOB Exo Business Services Setup
Wizard and the MYOB Exo Business Service Configuration utility.
Run the MYOB Exo Business Services Setup Wizard, and when asked which features you want to install, make sure that the Messaging Service option is enabled. Once the wizard has completed, you are given the option of running the service configuration utility to set up the service. You can run the utility, MYOB.ED.EXO.Cloud.ServiceConfig.exe, at any time after installation.
Configuration of the EXO Email Service is performed on the EXO Business Alerts Configuration tab of the service configuration utility:
A single instance of the EXO Email Service runs on each PC. An instance can have multiple Exo
Business database connections configured for it. To install the EXO Email Service instance, select a database connection and click Add Connection. This adds the service and sets up a connection to the selected database. To add new connections, select them from the EXO Connection dropdown and click Add Connection.
Installing the Service Manually
The service can also be installed manually:
1. Copy the ExoEmailService.exe file to the main Exo Business install directory.
2. Open a command prompt with administrative rights at this location.
3. Enter ExoEmailService.exe /install [connection], where [connection] is the connection name for the instance of Exo Business that you are installing the service for.
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You can install the service for multiple instances of Exo Business by specifying multiple connection names, separated by spaces, e.g.
ExoEmailService.exe /install Connection1 Connection2
Once the service is installed, you can update the list of instances that it is installed for by entering:
ExoEmailService.exe /config [list of connections]
The EXO email service runs using the
Local System
account. This means that the Exo
Business database connection must have been created while logged in as an administrator account; otherwise the service will not be able to find the connection details. If you receive the error Failed to start service , you may need to open the Exo Business Connection Editor window while logged in as an administrator, then delete and re-create the connection.
Configuring the Service
Once the service has been installed, you can configure it in Exo Business Configurator at System >
Email Service. Two configuration screens are available. The first, Email Service Configuration, lets you configure the details of the email server, including address, authentication and default user information:
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Setting
Server Address
Server Port
Requires
Authentication
Server User ID
Password
Use TLS
Use SSL
From Name
From Address
Reply Address
BCC Address
File Directory
Setting Up
Description
Specify the host SMTP server. The entry can be a server or service name
(Local Area Network host only), a URL, or an IP address.
Note: IP addresses are usually only used with internal mail servers or ones that have no public DNS entry (registered domain). Ideally, a name or URL should be used.
Specify the number of the port to send emails on. Consult your mail service provider or IT department for information on which port to use.
This may depend on whether you want to use TLS or SSL encryption
(see below).
If your mail server requires authentication to send mail, check this box and enter a password for your account.
For an internal mail server (such as Exchange Server) this will be the User
ID as configured for the user account in the Mail program. For ISPhosted mail account this is the account name.
Only active/required if Requires Authentication is ticked. This is the password for your mail account.
Tick Show character to show the characters of the password; if this option is not ticked, the password will be masked with asterisks.
Tick these boxes to secure emails using TLS or SSL encryption, if the
SMTP server supports them.
Note: SSL takes precedence over TLS; if both boxes are checked,
SSL encryption will be used.
This is the friendly name to appear in the Sender field of emails.
This is your email address.
Enter an address here if you would like replies sent to a different email address than the From Address. If this field is left blank the reply address will be set the same as the From Address.
This is the blind carbon copy email address. If you enter an email address here, all emails you send using this client will be secretly echoed to this address.
This is the default directory used when adding attachments to emails.
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The second configuration screen, Email Time Configuration, lets you specify when the email service should and shouldn t send emails, and the how often it should check for new emails to send:
Setting Description
Don t send emails between
Specify the period(s) when the service should not send emails by entering start and end times here. Click the New toolbar button to enter a new pair of times. Times are entered in the 24 hour format.
Don t send emails on
Frequency
Tick the boxes for any days when the email service should not send emails.
Specify how often the service should check for new emails to send.
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Setting Up
Configuration
Configuring Exo Business
Two applications are available for configuring the settings that control the operation of the Exo
Business system:
The MYOB EXO Configurator application (also called Exo Business Config) - this application allows you to change all configuration settings in the Exo Business system.
The Exo Business Configuration Assistant - this application simplifies the configuration process by offering a reduced subset of configuration settings (selecting sensible defaults for all others).
These applications are discussed below.
Note: Changing configuration settings can have catastrophic consequences if incorrect settings are chosen. It is strongly recommended that changes only be made by a qualified
Exo Business implementation partner.
Note: Changes made in Exo Business Config or the Configuration Assistant appear in the other Exo Business applications the next time they open. If an application is open at the time changes are made, select Refresh Settings from the File menu to update the application with the new changes.
MYOB EXO Configurator
All configuration settings are available in the MYOB EXO Configurator application (Exo Business
Config). Related settings are grouped into sections and sub-sections within the application.
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MYOB EXO Business User Guide
The Configuration Assistant
The Exo Business Configuration Assistant guides users through the configuration process by highlighting essentials areas and offering a reduced subset of configuration settings.
The Configuration Assistant runs in two modes:
Immediately after the installation of Exo Business software, the Configuration Assistant runs in Setup Mode, where you are guided through the configuration of essential settings.
Settings must be confirmed before proceeding.
Once the initial configuration is complete, the Configuration Assistant runs in Maintenance
Mode, where all configuration options are available and no confirmation is required.
Tip: Information on configuring Exo Business with the Configuration Assistant is also available in the MYOB Exo Business Implementation Guide . This document is installed with
Exo Business.
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Setting Up
Database Update
Configuration Assistant > Registration > Registration Keys > Launch Update
The Configuration Assistant includes a function to update the Exo Business database for any changes to the program. This function runs automatically as soon as the Configuration Assistant opens, in the following circumstances:
After a product upgrade, when the program files are a newer version than the database.
After a new add-on module has been added.
You can also run the Database Update function manually by clicking the Launch Update button on the Registration Keys window.
Caution: It is strongly recommended that the database be backed up before any updates are performed. This means the database can be restored and operation continued on previous program versions should any issues occur. Never restore a backup over the only live copy of a database, just in case a backup is invalid, in which case the live copy will could also be destroyed. Ideally rename the original database for archival purposes.
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Data Verification
MYOB Exo Business includes a utility that performs various tests on the transactions in the Exo
Business database to highlight any errors and suggest what may be causing them. After running a
Database Update operation (see page 67), a prompt appears asking if you want to verify the data:
At other times, the data verification utility can be accessed from the Exo Business Configurator at
Utilities > Others > EXO Config Verification.
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Setting Up
The following options are available:
Field
Verify Debtors
Verify Creditors
Verify General
Ledger
Verify Current
Invoices
Verify Allocations
Verify Misc
Functions
Stock
Description
These options determine which aspects of the Exo Business system will be checked by the data verification process.
Fix Current Aged
Balances
If this option is ticked, any imbalances in the current aged balances that are detected by the data verification process will be automatically corrected.
Only List Errors
Source Ledgers
Period Range
If this option is ticked, then the output results will only show the results of tests that return errors - any tests that pass will not be listed.
Select the range of periods whose data you want to verify.
Click OK to run the data verification process. The results of the process are displayed in the lower section; click Save to save the results to a text file or Print to print them out.
Data Verification Menu Item
The Data Verification utility can be added to drop down menus (see page 90), so that it can be
accessed from other modules. It is possible to specify which of the above options will be checked by default, by editing the item s parameters. The following parameters can be entered:
D = Verify Debtors
C = Verify Creditors
G = Verify General Ledger
I = Verify Current Invoices
A = Verify Allocations
M = Verify Misc Functions
S = Stock
L = Only List Errors
Y = Fix Current Aged Balances
For example, entering DCSL means that only the Verify Debtors, Verify Creditors, Stock and Only
List Errors options will be ticked when the utility opens.
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Company Settings
Customer details and software registration information is configured at:
The Company section of Exo Business Config
The Registration section of the Configuration Assistant
Configuring Registration Information
The Registration Keys section controls the registration code entry for MYOB Exo Business modules. The registration codes are specific to the company name, the individual Exo Business product, number of users and the expiry date of the registration code.
Tip: Note the colour of the highlight bar and module. If the line is red, then the module, number of users, security code, expiry date and/or company name do not match the code given. Check that all the items match the code requested.
Modules are divided into two sections: Core and Add-on. A single registration code applies to all
Core modules. Add-on modules are all separately licensed - a registration code must be supplied for each one. Registration codes can be downloaded and applied automatically, or they can be obtained from MYOB and entered manually. Both operations are performed from the Registration
Keys section.
Before applying registration keys, however, it is vital to ensure that the company name is set up correctly:
1. Click Change Name to set the company name of the system.
2. Enter the company name on the window that appears, then click OK.
Note: The spelling of the company name is critical for the registration code to be accepted.
Ensure the name given when obtaining the registration codes from MYOB is exactly the same as entered above. Take special care with abbreviations (Limited vs. Ltd), and punctuation (Pty. vs. Pty). Incorrect spelling of the company name will cause the security code entry to be marked as
3. If the company is the subsidiary of a larger company, click Change Parent Name to set the name of the parent company.
To enter registration information:
1. Double-click the Exo Business module name.
2. Enter the following fields:
Max Users The registered number of users, as per the number of concurrent licences purchased from MYOB.
Registration Key The registration code received from MYOB for the selected module.
Expiry Date The expiry date for the Exo Business module. For more information of how this will be applied to the end user, refer to the Terms and Conditions of the End User
Licence Agreement.
3. Click Save to save these settings.
Note: The Exo Business module is the only module associated with an expiry date, however generally operation of the add-on modules will not be practical without a correctly registered Exo Business product.
Tip: Specific registration codes are not required for the core modules included with MYOB
Exo Business, with the exception of Exo Business Config.
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Setting Up
Configuring Company Details
The Company Details section holds details such as the name and address of the company using
MYOB Exo Business. This information is primarily used in reports for displaying the company s contact details, but some fields also have a specific purpose in the system such as the Country and
Bank Account fields.
Field
Company name
Description
Displays the company s name. Read-only in this section - the company name can be changed in the Registration section.
Postal address Enter the company s postal address. Four lines are available.
Street address
Country
Phone number
Fax number
Email address
A.B.N.
Enter the company s street address, or tick Street address is the same as postal address to copy the postal address details.
Select the country that the company operates in.
Note: It is very important that you choose the right Country setting. This influences the tax rates to be used on the system.
Enter a contact phone number for the company.
Enter a contact fax number for the company.
Enter a contact email address for the company.
For Australian installations, enter the Australian Business Number.
Web Site
Tax Number
Enter the company s web site
The name of the property depends on the country that the company operates in. Enter company s the tax number (e.g. GST number, VAT number).
Enter the company s bank account number. Bank account
Business Reference
Number
The Business Reference Number (BRN) uniquely identifies an Exo
Business database. It is assigned by your Business Partner.
Account name
NZ Business
Number
Payee Number
Enter the name on the company s bank account.
For New Zealand installations, enter the New Zealand Business
Number.
This field is used for MYOB M-Powered Invoices, and is available for
Australian installations only. Enter the Payee Number you obtained when you signed up for M-Powered Services.
Maximum Payment This field is used for MYOB M-Powered Invoices, and is available for
Australian installations only. This optional value applies to credit card transactions only, and is the maximum payment amount per invoice.
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Biller Name/Code This field is used for MYOB M-Powered Invoices, and is available for
Australian installations only. Select the Biller Name or Biller Code to be used on M-Powered Invoices. This appears in the How to Pay section of the invoice.
Essential Settings
The Business Essentials section of the Configuration Assistant and the Exo Business Config application defines key operations and must be carefully set up before operation begins. This includes the General Ledger setup and control accounts, period management and tax rates. These settings are not normally changed once transacting has begun.
Essential settings are configured at:
The Essential section of Exo Business Config
The Business Essentials section of the Configuration Assistant
Settings are grouped into the following subsections:
Implementation Notes
General Settings
General Ledger
GL Control Accounts
Financial Year
Analysis Codes
Current Period
Tax Rates
Company
EXO Job Costing
Implementation Notes
The Implementation Notes section is a free-form notes area where implementers are encouraged to enter important notes about the installation. For example, this might include key configuration settings, database customisations, or any unusual implementation of extra fields.
There are also fields to enter details of the Implementation Partner and System Administrator.
These details are displayed on the About Box of the core MYOB Exo Business application (select
About from the Help menu, then click Registration Details).
Click Register to send an email to MYOB containing the System Administrator Details and information from the Company Details section, so that MYOB s records of your contact information can be updated.
General Settings
The General Settings section holds information relating to decimal places, tax settings and stock costing methods.
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Setting Up
Decimal Places in Numeric Values
Set the number of decimal places used in transactions for the following amounts:
Cost prices
Sell prices
Bill costs
Quantities
Bill quantities
Discounts
Tax
The name of this section (GST, VAT, etc) depends on the country that the company is based in.
The following settings are available:
Field
Invoice basis/
Payments basis
Description
MYOB Exo Business is primarily designed to record tax on an
Invoice basis, i.e. each invoice line has a tax amount that is accrued as soon as the invoice is produced.
However, Exo Business does have additional mechanisms that will assist in the production of Tax returns based on when payments are made or received.
The differences are:
When a payment is made you will receive additional prompts to record the tax portion of a payment transaction.
The Tax return (or BAS) will gather payment transactions rather than invoice transactions and will mark these as having been included on the tax return.
Note: See the Taxation Features white paper for more information.
TAX inclusive pricing for debtors
Enable this option if prices are entered inclusive of tax. Leaving the box clear indicates tax-exclusive pricing.
Base Debtor TAX rate
Base Creditor TAX rate
Select the default tax rates applied to Debtor and Creditor transactions for analysis.
Withholding Tax on
Creditors Payments
To apply withholding tax to Creditors Payments (see page 371),
tick this option and specify a tax rate. If this option is ticked, an
option to apply withholding tax becomes available on the Creditor
Payment Entry window (see page 354).
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Other
This area contains other key settings:
Field
Stock cost method
Description
Select the costing method to use for stock items: AVERAGE, LATEST or
STANDARD.
If AVERAGE is selected, two more options relating to special transactions become available:
Include transactions with zero cost in average cost calculations
Include credit transactions in average cost calculations
Enable or disable these options as necessary.
BOM cost method
Operate in multiple currencies
Select the costing method to use for Bills of Materials (see page 558):
AVERAGE, LATEST or STANDARD.
Tick this option to enable support for multiple currencies (see page 314).
General Ledger
In this section, you can configure the General Ledger as per the customer s requirements. This information entered into this will seldom change after the initial setup and in some cases may actually have system-wide implications if it is changed.
GL Account Code Structure
The structure of the General Ledger coding method is set up here. GL account codes can be divided into up to three sections: branch-account-subaccount
Both the branch prefix and sub-account suffix are optional. Select whether branches and/or subaccount sections are needed, and the number of digits for each section. An example of the structure you have entered is displayed below in red. This example updates as changes are made.
Summarise Postings From
Tick the boxes in this section to summarise Debtor/Creditor postings to the General Ledger.
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Setting Up
GL Stock Integration
Selects the method of stock system integration to the General Ledger:
Periodic stock - This option is more suited to stock valuation where processes such as Job
Costing or Manufacturing (including the allocation of overhead or labour costs to the finished product) are used. This feature requires the user to have the GL Closing Stock procedure on their menu. Periodic Stock allows the user to determine the level of stock-onhand to be reflected in the accounts at the end of the period.
Perpetual stock - This option is the more complex of the two inventory integration methods. This method allows the posting of physical stock transactions to the General
Ledger on a one-to-one basis. Disabling this feature will require the user to manually post stock valuations in a periodic manner (Periodic Stock system). Perpetual Stock is more suited to warehousing and retail type situations with standard stock in/ stock out movements, and only supports Average stock costing methods. To use Perpetual Stock two additional accounts are required to be setup in the GL Control Accounts (Stock
Clearing Account and a Stock Adjustment Account). The Post Stock to GL menu procedure must be added to the users menu. The Stock Purchases GL Code for physical stock should point to the Stock Clearing Account; the Stock GL Coding function included in the GL
Utilities can be used to achieve this.
Select a Cost of Sales method - this controls the posting of cost of sales to the General Ledger.
Choose from:
Post to Cost of Sales from GL Control A/c - This option posts all cost of sales to a single
control account: the Cost of Sales account specified in the GL Control Accounts section (see
page 77).
Post to Cost of Sales A/c from Stock Item - This option allows the user to select multiple trading accounts based on the Stock item. Cost of sales is posted to the account specified
by the C.O.S. GL code setting on the Stock Details 2 tab (see page 184) for the relevant
Stock item.
Other
Branch no. for balance sheet Specify the default branch number for transactions on the Balance
Sheet.
Note: This field should only be set when first setting up a site. Any attempt to change its value once transactions have been entered will have unknown consequences, and may potentially corrupt the Balance Sheet branch reporting and/or data.
Chart of Accounts
While an organisation s Chart of Accounts can be set up manually from the main MYOB Exo
Business application (see page 245), the configuration applications allow you to select a pre-made
Chart of Accounts from a list. Select an Industry classification and Business type, and the premade Chart of Accounts appears in the section below.
Alternatively, you can import a chart of accounts from a CSV file, e.g. one provided by a company accountant. Click the Import button to select the CSV file containing the chart of accounts definition. See the MYOB Exo Business Implementation Guide for details of the expected file format.
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Once the Chart of Accounts has been selected or imported, it appears in the area at the bottom of the General Ledger section, where it can be altered manually if necessary:
To edit an item, right-click on it and select Edit. Make any changes then click OK.
To delete an item, right-click on it and select Delete, then click Yes to confirm.
To create a new group, account or sub-account, right-click on the node you want to create the item under and select New GL Group, New Account or New Sub-
Account as appropriate. Enter details for the new item and click OK.
GL Control Accounts
Once the Chart of Accounts has been set up (by importing the information or manual entry), the
key accounts can be brought through to the GL Control Accounts (see page 258).
The GL Control Accounts section is divided into General and Custom tabs. The General tab contains the standard control accounts, while the Custom tab contains the control accounts for more specialised areas, such as foreign exchange and advanced stock. If a pre-made Chart of
Accounts was selected on the General Ledger screen, a set of default GL Control Accounts will be displayed here.
To set a GL Control Account:
1. Right-click on an account and select Search. A search window appears.
2. Browse through the chart of accounts to find the account you want.
3. Select the account, then click Select & Close.
Financial Year
The Financial Year section is used to set up the periods that compose the financial year.
To set up the financial year:
1. Select a period and click the Edit button, or double-click to edit.
2. Enter a name for the period, as well as a short code and report code (which is useful to set the sequence in a report).
3. Select the financial Quarter that the period belongs to.
4. Under Transaction Entry Validation, select if the month is a standard calendar month or if specific dates are used.
5. If a period is not a standard calendar month, the Dates Between ... and ... of the period must be specified. These dates also contain the year, so these dates must be set up at the beginning of every financial year to reflect the change in dates.
6. Click Save to save the settings.
Note: Ensure the first name in the sequence is the first period of the financial year. This may be different to a standard calendar year.
The Load button allows you to specify and create a standard twelve month financial year.
You must also specify the first period of doing business, and the period that represents January.
Caution: Incorrect setting of the Accounting period representing January will result in incorrect population of the Period History table, as well as causing issues with the current calendar year. Ensure this is set correctly.
Note: See the Period Handling and Transaction Ageing white paper for more detail on period management.
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Setting Up
Current Period
The Current Period settings track the current period of operation, and help to enforce period transaction dates. As the Financial Year can be defined purely in calendar months rather than explicit dates, the Current Period settings are used to align the calendar months and calendar year to the financial periods. These are then used for period/date enforcement.
Field
First month of the calendar year
Description
This is required to ascertain which financial period will roll over the Current calendar year when an end of month is performed.
The system cannot determine this automatically because the financial year may start in any calendar month, and the actual financial period name is customisable (e.g. Jan , January , 01 ), so it must be explicitly set.
Note: Incorrectly setting the first month of the calendar year will result in incorrect population of the Period History table, as well as causing issues with the current calendar year. Ensure this is set correctly.
Current financial period
Current calendar year
These values confirm the current period of operation for each ledger. These automatically increment at the correct time during end of period rolls.
Transaction ages in Exo Business are numbered from current (0) backwards. Exo Business knows which period in the period table is the current one, and uses this as a point of reference to display the name of the period on reports and within data entry screens.
Tip: See the Period Handling and Transaction Ageing white paper for more detail on period management.
Default posting age
Analysis age limit
Year Names
Enter the default age for transactions when they are posted to the posted to the Debtors, Creditors, Stock or General ledgers.
Enter a maximum age (in periods) to act as a limiter in queries on the ledgers, to avoid slow performance or timeouts. The default value is 23 - on smaller databases, it should be possible to set the limit to a greater value without affecting performance.
You can customise the display names for the last, current and next year periods if necessary.
Analysis Codes
This section is where you set up Analysis Codes (see page 97). Analysis Codes are arbitrary codes
used in software applications that can be assigned to transactions. They do not perform any function themselves and are independent of the normal grouping of account codes; they are simply a customisable way of grouping related transactions together for sorting and reporting.
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Tax Rates
The Tax Rates section sets the tax rates used by the company, which are then used to create the tax return form entries. Tax rates have the ability to use separate GL Control Accounts, and link to a Tax Return Key Point for tax reporting.
To set up tax rates:
1. Select a tax rate and click the Edit button, or double-click the tax rate to edit.
2. Enter the Tax Rate details, including Name and Tax rate, and select the relevant Tax Return
Key Point reference to be used on the tax return.
Tip: See the Taxation Features white paper for more detail on taxation and tax rate setup, including suggested default settings for different countries.
Company
This section is only available in Exo Business Config, and only when the InterCompany module is in use.
Enter the Company number for this company, as specified on Setup Source Companies window in the InterCompany module.
See the InterCompany User Guide for more information on these Company numbers.
Exo Job Costing
This section is only available in Exo Business Config, and only when the Exo Job Costing module is in use.
See the Exo Job Costing User Guide for information on these settings.
Admin Settings
The Business Essentials section of the Configuration Assistant and the Exo Business Config application contains sections that business department managers may own to control their area of responsibility, e.g. stock group names, account group names.
Settings are grouped into the following subsections:
Courier
Period
Banks
General Ledger
Finance
Creditors
Stock
Debtors
Inwards Goods
Dashboards
EXO Fixed Assets (EXO Business Config only)
EXO Intercompany Consolidations (EXO Business Config only)
Serviceable Units (EXO Business Config only)
Analytics
Social Media
Note: Quick Insert functions are available for many of these sections to allow fast data entry of multiple records at once. See the Quick Insert white paper for details.
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Setting Up
Courier
This section lets you set up the couriers used for stock transfers in the Distribution Advantage module. The following items can be set up:
Dispatch Methods
Couriers
Stock Request Types
Note: In Exo Business Config, the Dispatch Methods section is available at Business Admin >
Setup.
Period
This section is available in Exo Business Config only.
Current Period
This section is the same as the Current Period section in the Essential Settings (see page 78).
Financial Year
This section is the same as the Financial Year section in the Essential Settings (see page 77).
Period Statuses
This section displays the statuses of all accounting periods, showing whether they are currently locked or unlocked. Double-clicking on a period toggles between the locked and unlocked state.
You can enter default posting ages for each ledger - these are the same settings that are available
on the Current Period section (see page 78).
Period History
This section displays the history of all recorded accounting periods. Select a period and click Edit to change its details.
Banks
Debtors (Direct Debit)
Set up the file formats for generating direct debit transfer files for Debtors. Formats for major local banks are set up by default. Click New to set up a new format manually, or Load Bank File to import a text file containing bank format information.
Click Edit to change an existing format. When editing the details of a format, click the File Format button to set up the fields that should appear in the output file:
Click New to add a new field to the format, then specify:
Which part of the file it appears in (Header, Body or Footer).
An Order number, which specifies the field s place in the file.
A description.
The type of data that the field contains.
Once these details are supplied, you can enter specific information about the contents of the field in the Details section.
Creditors (Direct Credit)
Set up the file formats for generating direct credit transfer files for Creditors. Formats for major local banks are set up by default. These are set up in the same way as the direct debit file formats for Debtors.
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Bank Formats (Reconciliation)
This section lets you set up bank file formats for use with the Bank Reconciliation function (see
page 500). These settings are also available in the EXO Finance module.
General Ledger
This section contains settings that affect the operation of the General Ledger.
Account Groups
The General Ledger is grouped into accounts with different functions such as Sales, Asset and
Liability accounts and Overheads. When setting your GL you need to name and define the groups
you require. This section lets you set up GL Account Groups (see page 245).
GL Control Accounts
GL Report Batches
The GL Report Batches utility enables multiple General Ledger Reports to be batched together
and scheduled to run at a convenient time. This section lets you set up GL Report Batches (see
page 280).
Finance
Branches
Set up branches and branch names if analysis by branch is required. A branch is usually a separate profit centre within the business. Branches often equate to locations which designate a stock holding area however multiple stock locations could also exist within a branch. Virtual locations could also exist (and possibly cross branch boundaries) to separate stock for other reasons, e.g. seconds stock or work in progress.
Note: Branches are numbered starting at 0, whereas Stock Locations are numbered starting at 1. Be careful of this difference if you have a one-to-one relationship between branches and locations.
Tax Rates
Currencies
If multiple currencies (see page 314) are used, the currencies in use are set up in this section.
Multiple currency operation is enabled on the General Settings section of Business Essentials (see
page 73).
Payment Groups
This section lets you set up the Payment Groups used in the Exo Business system. Payment
Groups cluster Payment Types together, and determine properties such as the GL Bank account associated with the payment media.
Note: See the Payment Types and EFTPOS Integration white paper for more detail.
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Setting Up
Payment Types
This section lets you set up the Payment Types used in the Exo Business system, e.g. cash, cheque,
EFTPOS. Payment Types define the properties of payment media, including whether the payment option is available, rounding, and how it integrates with the EXO Business POS add-on module.
Note: See the Payment Types and EFTPOS Integration white paper for more detail.
Payment Denominations
This section lets you set up the denominations used in the Exo Business system. Payment denominations determine the denominations that are available for each payment type.
Denominations for the CASH payment type and the local currency are set up by default, but denominations can be added for other types. Click New to add a new denomination.
Tax Return Key Points
Tax Return Key Points are internally defined rates that are used in the Tax Return functions (see
page 546), which are set up automatically during installation. Each key point relates to a point on the Tax Return form; key points are therefore specific to each country. Tax Return Key Points are automatically set up based on the country selected during installation. They should be associated with Tax Rates.
Credit Terms
Credit Terms are set up by default on install, but it is possible to add new terms, specifying positive credit factors for net day terms, and negative credit factors for month following terms (0 = Cash
Only), and whether they are active for Debtors or Creditors. Click New to create new credit terms.
For credit factors -29 to -31, it is assumed due dates are for the end of the month following, so the day of the month is decreased, if need be, until a valid date is achieved, e.g. -31 could equate to
28.02.03 or 30.04.04.
Creditors
Creditor Account Groups/Alternate Creditor Account Groups
These sections let you set up Creditor Account Groups and Alternate Creditor Account Groups (see
page 123). Creditor Account Groups are useful in reporting scenarios to group different creditor types together.
Tip: The names used to reference creditor account groups in MYOB Exo Business can be customised at System > Display Name.
Stock
Stock Groups/Alternate Stock Groups
These sections let you set up Stock Groups and Alternate Stock Groups (see page 177).
Enter Stock Group names for reporting or sorting purposes. Group names can also be shown on stock search screens and filters. Select a name and click the Edit button, or double-click on it. This is where you enter autocode prefixes and auto suffixes for one-off stock items. Enter the expected profit margin and variances and the GL code for Sales, Purchases and COS per stock group.
Note: For Stock Groups, the Parent group property references an Alternate Stock Group.
Tip: The names used to reference stock groups in MYOB Exo Business can be customised at
System > Display Name.
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Stock Locations
Select a location and click the Edit button, or double-click on it. Enter names for the stock locations, using both short-form codes and long names. There are also options useful for reporting and forms, such as the location Address, and flags to allow exclusion from reports.
Click New to add new locations beyond the default ten locations.
Note: Stock Locations are numbered starting at 1, whereas Branches are numbered starting at 0. Be careful of this difference if you have a one-to-one relationship between branches and locations.
Stock Price Groups
Enter the names of the Price Groups to be applied to stock items, and utilities in the pricing policies and updates.
Stock Price Groups allow similar products to be grouped together so that they may share common pricing policies. Using Stock Price Groups means only the price policies relating to the group need to be changed, and not every stock item. The stock item is added to a Stock Price Group in the
MYOB Exo Business core module at Account > Stock > Details 1 tab.
Note: See the Pricing and Discount Policies whitepaper for more detail.
Stock Unit Definitions
Set up the names of the stock units that will be available, e.g. EACH or PACK .
Price Names
Set up Price Names that set the base prices used for Debtor accounts. Select a name and click the
Edit button, or double-click the item to edit.
Price SQL (see page 459) is used with the Account > Stock Item > Sell Price Formulation function.
Currency is used when a price is set based a foreign currency, when used in the Pricing Calculator.
It does not restrict the price to foreign currency accounts.
Note: MYOB Exo Business supports a maximum of 100 price names.
Warranty
Set up the warranties available on stock items. Click Add to create a new warranty. Enter a description and a Charge Stock Code (you can enter part of a stock code and press ENTER to open a Search window). You must also select the Stock Group and Alternate Stock Group that this warranty applies to.
Debtors
Debtor Account Groups/Alternate Debtor Account Groups
These sections let you set up Debtor Account Groups and Alternate Debtor Account Groups (see
page 107). Set up the Debtor Account Groups and Alternate Debtor Account Groups as required to help group debtors together, e.g. by region or client type. These can be added to search grids as extra fields, and used for reporting purposes.
Tip: The names used to reference debtor account groups in MYOB Exo Business can be customised at System > Display Name.
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Setting Up
Debtor Price Policy Groups
Create names to be used for grouping debtors into Price Policy groups. Individual debtors can then join a Price Policy Group by selecting the Price Policy Group name on the Account > Debtors
> Discounts/Prices tab. The Debtor Price Policy Group is then associated with a Price Policy. All debtor accounts that belong to that Policy Group will then receive that Price Policy s prices and discounts.
Note: See the Pricing and Discount Policies white paper for more detail.
Sales
page 142), which can be applied to Contacts.
Inwards Goods
Cost Codes
Set up cost codes that relate to the shipment of goods, e.g. customs or duty.
Shipment Status
Shipment statuses define the stages of the flow of goods from the supplier to your warehouse.
These should be generic stages that apply to all methods of shipping.
Shipment Method
Shipment Methods define the type of transport being used to transport (or ship) the goods. This can also be used for report filtering.
Note: See the Inwards Goods white paper for more detail.
Dashboards
This section contains settings that relate to the Dashboards function (see page 593).
Setup Widgets
Create and edit the widgets that are available on Dashboard interfaces.
Note: For widgets to be available for selection on a Dashboard interface, they must be assigned to users by adding them to their Exo Business Analytics drop down menu
definitions using the Drop Down Menu Designer (see page 90).
EXO Fixed Assets
This section is only available in Exo Business Config, and only when the Fixed Assets module is in use. It contains settings that affect the operation of the Fixed Assets module.
See the Fixed Assets User Guide for more information on these Company numbers.
EXO Intercompany Consolidations
This section is only available in Exo Business Config, and only when the InterCompany module is in use. It contains settings that affect the operation of the InterCompany module.
See the InterCompany User Guide for more information on these Company numbers.
Serviceable Units
This section is only available in Exo Business Config, and only when the Exo Job Costing module is in use. It contains settings that affect the operation of the Exo Job Costing module.
See the Exo Job Costing User Guide for information on these settings.
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Analytics
This section provides access to the configuration settings for the Exo Business Analytics module
(see page 608).
Social Media
System Settings
The System section of the Configuration Assistant and the Exo Business Config application contains settings that affect the operation or appearance of the Exo Business system.
Display Names
Display Names allows customisation of the reference names displayed for some generic functions.
Examples include the names for Debtor Secondary Group (e.g. change to Sales Region ), and Job
Costing Description (e.g. change to Problem ).
Highlight a record you want to change the display name and click Edit. You can then enter the following details and click Save.
Field Description
Display Name Enter the name that you want to appear on Exo Business applications.
Display Hint Enter the hint text that you want to appear when a user hovers the mouse pointer over the name on Exo Business applications.
Note: Group IDs are system-generated and not customisable.
Event Log
32).
Extra Fields
This section is available in Exo Business Config only. It is where you set up extra fields (see page
26) for use throughout the Exo Business system.
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Setting Up
Profiles
Settings that are specific to the company, users or computers are stored in profiles. The Profiles section allows configuration and management of the various profile settings in MYOB Exo
Business.
Note: The Exo Business Config application allows access to all profile settings. The
Configuration Assistant offers a sub-set of the most important or most used settings.
Default Company, User, Computer profiles are provided, but customised profiles can also be created. Profiles are created in a hierarchy, with the default settings forming the default profiles. Child profiles descend from the parent profiles, and inherit the parent s settings.
However child profiles can override individual settings as required.
For example, a Sales user profile could be set up with options relevant to the Sales team. A descendant profile could then be created for the Sales Manager which has the same settings as the rest of the sales team, but has also has the rights to issue credit documents.
Profiles are then assigned to individual users or computers, or to groups of users or computers as appropriate. This allows groups of users to have the same profile assigned to them, allowing quick configuration without having to create an individual profile for each user.
Tip: The PROFILE_FIELDS table contains all of the Exo Business profiles. Users can also use the Profile Listing report to list all profiles by module.
Profile Types
The three profile types are all accessed from the Profiles section.
Company Profile
The Company profile stores company-wide settings. Because MYOB Exo Business only supports one company per database, only one company profile can exist. As such, this profile is given the name of the registered company.
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User Profiles
User profiles relate to options that are applicable to specific users, e.g. granting the user the rights to edit account information.
User profiles are then attached to staff at Staff > Profile Assignment > Staff (Exo Business Config) or Staff > Users (Configuration Assistant).
Computer Profiles
Computer Profiles store settings related to the computer hardware, or the computer s network location in a workplace. These settings include printer settings for forms and reports (because most printout destinations are associated with where the computer is located), hardware related issues (such as EFTPOS terminal hardware), and mapped file directories.
Computer profiles are assigned to physical computers at Staff > Profile Assignment > Computer
(Exo Business Config) or Staff > Computers (Configuration Assistant).
Clarity Form Profiles
The Forms section gives various profiles access to different MYOB EXO Business forms. The
Company profile specifies the Clarity files for a selection of forms.
Note: Clarity forms and reports must be stored at the directory specified in the Computerlevel profile settings Directory for Custom Clarity Forms (.CLR, .CLF and .FMT) or Directory for Standard Clarity Forms.
MYOB EXO Business looks into the Custom Clarity Directory first before going into the Standard
Clarity Directory.
User profiles configure a variety of user prompts relating to forms.
Computer profiles contain the following settings for each form:
Field
Destination
Description
A form s primary destination can be set to None, Printer, File, Viewer, Email or Grid.
Email Option Tick this box to send a copy of this document via email, in addition to sending a copy to the specified destination. All email options are conditional upon the Email client profile setting being enabled for the user.
Output Device This is the file format that is used if the Destination is set to File . If the
Email Option is ticked, it is the file format of the attachment.
Commonly viewable graphics file formats are PDF and BMP. Text and spreadsheet options are also available. If the email option is disabled and the primary destination is printer or screen this option can be only printer or screen.
Printer Name This is the Windows UNC name for the printer. This printer must be one that is already available to you in the Windows printer settings list.
Security Profiles
The Security Profiles section controls options relating to login/password security. Security options include areas such as password complexity and how often the password must be changed. While more than one security profile can exist, most sites generally will just alter the default profile.
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Setting Up
Security profiles are available at:
Profiles > Security Profiles and Staff > Profile Assignment > Security Profiles in Exo
Business Config
Staff > Security Profiles in the Configuration Assistant
Security profiles are attached to staff through the Staff > Users section.
Note: Security profiles do not control the user s access to parts of MYOB Exo Business; user
access is controlled by User profile settings (see page 86), combined with menu access (see
page 88).
Staff Settings
The Staff section of the Configuration Assistant and the Exo Business Config application is where you set up customised menus, as well as records for staff members (users ), computers and security profiles.
Menus
The Menu Designer lets you set up customised user menus for all MYOB EXO Business modules.
These menus, once defined, are then assigned to one or more staff members, possibly organised by the company staff structure. By setting up different menu structure for different users, you can restrict certain functions to those users with the authority to access them, and customize the appearance of the EXO Business interface to suit the needs of the organization.
Dropdown Menus
Dropdown menus are the standard menus available at the top of applications. The Menus >
Business Flow Menus
Business flow menus are the graphical menus that appear on the opening windows of Exo
Business applications. A business flow menu can be created for all applications, although only some applications are set up with a business flow menu by default. The Menus > Business Flow
Menu section is used to configure the business flow menus for all Exo Business applications (see
page 93).
Menu Definitions
A menu definition is a set consisting of a Dropdown Menu and a Business Flow Menu. Menu definitions are associated with users at Staff > Users (Configuration Assistant) or Staff > Profile
Assignment > Staff (Exo Business Config), and determine which menus will be used for that user.
Tip: The definition assigned to the current user is highlighted in green.
Staff
The Staff section is used to set up new staff members. This includes personal details (such as Job
Title and Phone details) and authority values (creditor invoice limits, purchase order limits). Users are configured at:
The Staff > Profile Assignment > Staff section of Exo Business Config
The Staff > Users section of the Configuration Assistant
The Users section also manages login access to MYOB Exo Business (see page 22). The staff
member is assigned a Login ID, and a password managed with the Change Password button. The
Account Status setting shows and/or sets the status of the user s account and password (Account
OK, Locked, or Expired).
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The Users section is also where Profiles are associated with the user. Specifically, this is where the user is assigned a User Profile (to define user-specific settings), a Security Profile (to determine how the user s password is managed), and a Menu Definition (to associate a menu structure with the user).
Computers
Computer profiles store settings related to the computer hardware, or the computer s location in a workplace. These settings include form and report printer settings (because most printout destinations are associated with where the computer is located in a workplace), hardware related settings (such as EFTPOS terminal hardware), and mapped file directories. Computers are configured at:
The Staff > Profile Assignment > Computer section of Exo Business Config
The Staff > Computers section of the Configuration Assistant
The Computers section manages the association of computer profiles (see page 86) to physical
workstations.
Note: User interface preferences such as customised ExoGrids and screen selection check boxes are stored in the user s Window s registry, to ensure they are unique per user. These settings will therefore follow the Windows login. Computer (and user) profiles can be shared by more than one computer or user, and are therefore not suitable for this purpose.
To assign a computer profile to a computer:
1. Alter the computer profile selection method by clicking the toolbar button (note that changing this setting mid-operation may result in having to delete and remap computer profiles). Options available are: o GUID the historical method where a unique identifier is stored within the computer s registry. This works fine if the Windows Login user is consistent, however this may not be appropriate as network operating systems tighten security and workstations have multiple users. This option will not work in a Terminal
Services environment. o
ComputerName, ClientName two separate options which are relevant for some operating systems, but not others. For instance, ComputerName is suitable for
Windows as uniquely identifying the workstation, but in some Terminal Services environments the ComputerName is the main server and ClientName is the unique username. o
ComputerName + ClientName a compound setting that is unique in most mixed operating system environments, and is the normal suggested setting.
2. Double-click on the appropriate computer name to assign a profile.
3. Select the required Computer Profile from the drop-down selection.
The computer running MYOB Exo Business needs to be associated with a computer profile.
However, a computer cannot be assigned a profile until that computer runs an Exo Business application, which then registers the computer with Exo Business, giving the configuration applications a reference with which to associate a profile.
To assist, Exo Business has a Company-level profile setting Use Default Profiles, which if enabled, will assign any new computer the default computer profile. If this setting is disabled, the user will be prompted to select a computer profile the first time an Exo Business application is run on the computer.
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If a user regularly moves their notebook computer between offices (or maybe home and office), then the computing environment could change radically. For instance, different printers could be available or the preferred location to obtain reports from could change.
Security Profiles
87).
Configuring Dropdown Menus
Setup > Setup Menu
Access to functions inside MYOB Exo Business is controlled through menus. Staff members are assigned menus, which can be shared with multiple users. The Drop Down Menu Designer is also
available in the Staff section of the Configuration Assistant and Exo Business Config (see page 66).
From the Configuration Assistant, it is also possible to set up Business Flow menus (see page 93),
which define the layout of the main window for each module, including links and buttons.
Note: As the menu setup forms a key part of the user access security, access to the Setup
Menu option should only be given to staff entrusted with full administration privileges.
1. Select the program for which the menu is to be used (e.g. MYOB Exo Business, Exo Job
Costing).
2. Select the menu name to edit.
Note: The name of the menu being used by the current user is coloured green.
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3. Click the Edit button, or double-click the item. The following window appears:
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4. Edit the menu name if desired.
5. Type in part of the menu item name in the Filter box, to refine the list of menu Procedure items.
6. Select the required menu procedure.
7. Drag the required menu procedure from the right hand side (from point 3) onto the desired place in the menu structure on the left hand side. A popup box will appear to allow the menu name to be edited:
Setting Up
8. Enter any optional parameters. For example, when adding a Clarity report, the name of the report to run must be specified in the parameters.
9. A shortcut key combination and icon can be assigned. Any menu function that is assigned
a shortcut will also appear in the shortcut menu (see page 92) for the module whose menu
is being edited.
Note: Exo Business does not enforce uniqueness on shortcut key combinations - you must ensure that you do not assign the same key combination to multiple functions in the same menu.
10. Move the selected menu item up and down the list as required by using the Move Up and
Move Down buttons or by pressing
CTRL
+
UP ARROW
and
CTRL
+
DOWN ARROW
. You can also right-click on menu items to reposition, delete or edit them.
Notes
If menu items are changed on the current user s menu, after saving and closing the menu editor, select File > Refresh Settings from the main Exo Business menu to refresh the user s menu. (Refresh Settings also refreshes other setup options, such as user profile settings).
Whole menus can be exported and imported between databases using the relevant toolbar buttons.
The menu procedure External Program allows other applications to be launched from the
MYOB Exo Business menu.
Separator bars can be added to give separators on the menu, and the separator bars can be renamed to form sub-menu headings.
The menu procedure Run Clarity Report is used to run a report designed in the Clarity report writer. The report name is entered in the parameter box, e.g. SPECIALREPORT.CLR.
Configuring Shortcut Menus
The main window of each module includes a shortcut menu in the title bar:
This menu can be configured to give quick access to commonly used functions. Either click on the icon for the function you want, or use the shortcut key combination that has been assigned to that function.
Note: Hovering the mouse pointer over an icon in the shortcut menu shows you the name of the function and the shortcut key combination assigned to it.
Shortcut menus for each module are set up when configuring dropdown menus (see page 90).
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To add a function to a shortcut menu:
1. Open the Dropdown Menu Designer (see page 90).
2. If the function you want to add to the shortcut bar has already been added to the window, double click on it. If it has not yet been added, add it by dragging the function onto the menu from the Procedures list on the right. In either case, the Menu Item window opens:
3. Select a ShortCut key combination and an Icon.
Note: Exo Business does not enforce uniqueness on shortcut key combinations - you must ensure that you do not assign the same key combination to multiple functions in the same menu.
4. Click OK, then save changes to the menu.
The function now appears in the shortcut bar, using the icon you specified.
Note: If the module whose shortcut bar you are configuring is already open, you will need to select Refresh Settings from the File menu to update the shortcut bar.
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Configuring Business Flow Menus
Business Flow Menus are added and edited in Exo Business Config at Staff > Menus > Business
Flow Menu .
Default menus can be copied with the Copy Menu button and used as the basis of a new menu.
To add a new Business Flow Menu:
1. Select the module whose menu you want to edit from the Program box, then click New to create a new menu. The Business Flow Menu editing screen appears:
The left-hand pane is the designer area where the menu is created. The right-hand pane contains a toolbox of menu elements and a list of all available menu procedures. A floating
Menu Designer Component Browser window lets you configure the properties of the currently selected item and its child component items. The Component Browser also displays the name of the menu item that the mouse is current over.
2. In the Menu Name field, enter a new name for the menu, which will be referred to when assigning the menu to users.
3. Click on the WorkSpace item on the Menu Designer Toolbox, then click on the design area on place it.
4. To change the size of the WorkSpace, hover the mouse over it and hold down CTRL. While
CTRL is held down, moving the mouse resizes the WorkSpace. Alternatively, double-click on the WorkSpace to view its Properties dialog and enter Width and Height values.
5. To position the WorkSpace, hover the mouse over it and hold down SHIFT. While SHIFT is held down, moving the mouse resizes the WorkSpace. Alternatively, double-click on the
WorkSpace to view its Properties dialog and enter Top and Left values.
Tip: To make the WorkSpace resizable, double-click on it and set the Custom property to
R and the Align property to Client .
The WorkSpace forms the base of the Business Flow menu, defining its size and shape. All other menu items are placed on it.
Tip: You can place Panel items on the WorkSpace, then place other items on the panel. This allows you to position multiple items at once.
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To add a text link to a Business Flow Menu:
1. Enter text into in the Filter field to filter the list of available procedures.
2. Drag a procedure from the list to the WorkSpace. A window displaying the link s parameters appears:
3. Enter any parameters that may be required, then click OK.
Tip: You can add links to an external file or executable by dragging the External Program procedure onto the WorkSpace, then changing its Name and entering the filename of the file/executable into its Parameters field. Similarly, you can add a link to a Clarity report by dragging the Run Clarity Report procedure onto the WorkSpace, then specifying the report.
To add a button to a Business Flow Menu:
1. Click on the Buttons item on the Menu Designer Toolbox.
2. Select the style of button (Standard, Focus or Transparent), then click anywhere on the
WorkSpace to place it.
Note: Transparent buttons allow more than one image to be specified. These images correspond to the various states of the button, e.g. inactive, active, hover.
3. Enter any parameters that may be required, then click OK.
4. Size and position the button using the CTRL and SHIFT keys.
5. Enter some text into in the Filter field to filter the list of available procedures.
6. Drag a procedure from the list onto the button. This is the procedure that will be activated when the button is clicked.
7. Enter any parameters that may be required, then click OK.
Tip: You can set a button to link to an external file or executable by dragging the External
Program procedure onto the button, then changing its Name and entering the filename of the file/executable into its Parameters field.
To add a drop-down menu to a Business Flow Menu:
1. Click on the Drop Buttons item on the Menu Designer Toolbox.
2. Select the style of button (Standard, Focus or Transparent), then click anywhere on the
WorkSpace to place it.
Note: Transparent buttons allow more than one image to be specified. These images correspond to the various states of the button, e.g. inactive, active, hover.
3. Enter any parameters that may be required, then click OK.
4. Size and position the button using the CTRL and SHIFT keys.
5. Enter some text into in the Filter field to filter the list of available procedures.
6. Drag a procedure from the list onto the button. (To add a sub-menu, drag .)
7. Enter any parameters that may be required, then click OK.
8. Repeat steps 5 7 for all other procedures you want to be available from the drop-down menu.
Note: You can add sub-menus by dragging the SubMenu item onto the dropdown button.
To add items to the submenu, select it so that its components appear on the Component
Browser, then drag items onto its name at the top of the Component Browser.
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Setting Up
The drop-down menu works in real time on the Menu designer: click on the menu to view the items that will appear under it.
To add graphical elements to a Business Flow Menu:
1. Click on the Label, Image or Line item on the Menu Designer Toolbox, then click anywhere on the WorkSpace to place the item.
2. Enter any parameters that may be required: o o
For labels, this includes the label text.
For images, this includes the image file to display. o For lines, this includes the line style and orientation.
3. Click OK.
4. Size and position the item using the CTRL and SHIFT keys.
To add a tabbed layout to a Business Flow Menu:
Two varieties of tabbed layouts are available: Standard and Enhanced. Enhanced layouts allow transparency and mouseover effects; Standard layouts do not allow these effects, but are more flexible with how tab buttons can be arranged.
1. Click on the MultiPage > Standard > MultiPage or MultiPage > Enhanced > MultiPage item on the Menu Designer Toolbox, then click anywhere on the WorkSpace to place it.
Tip: Standard MultiPages have a TabPos property that lets you specify which side of the
MultiPage tabs will appear on. Enhanced MultiPages can only have tabs at the top.
2. Size and position the MultiPage using the CTRL and SHIFT keys.
3. Click on the MultiPage > Standard > Tabsheet or MultiPage > Enhanced > Tabsheet item on the Designer Toolbox, then click on the MultiPage. Enter a name an optionally an image then click OK. This adds a tab to the top of the MultiPage.
Note: Enhanced Tabsheets allow more than one image to be specified. These images correspond to the various states of the tab button, e.g. inactive, active, hover.
4. Repeat step 3 to add more tabs to the Multipage.
5. Click on a tab, then drag other items such as links and buttons onto the MultiPage. These items will only appear when that tab is clicked.
6. Click on another tab. The items you added to the previous tab will disappear. Drag more items to the MultiPage for this tab.
7. Repeat steps 5 and 6 for all tabs.
The tabbed layout works in real time on the Menu designer: click on a tab to view the items that will appear on that tab.
To add a Dashboard interface to a Business Flow Menu:
A procedure called Dashboard is available in the list of procedures; dragging this procedure onto
a Business Flow Menu means that a Dashboard interface (see page 593) will be available when
running the module. The Dashboard can be customised and widgets can be added to it at run time. Enter D into the Custom field for the procedure to indicate that it can be docked in the
WorkSpace, so that it appears as part of the core Exo Business interface, rather than appearing in a new window. Enter DR to indicate that it is dockable and resizable. The Align property should be set to Client .
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It is also possible to add a working Dashboard interface that can be edited at design time:
1. Click on the Panels > Dock Panel item on the Menu Designer Toolbox, then click anywhere on the WorkSpace to place it. A Dashboard interface appears on the WorkSpace.
2. Size and position the Dashboard using the CTRL and SHIFT keys.
Tip: To have the Dashboard take up all of the available area, set its Align property to
Client .
3. Click on the Panels > Panel item on the Menu Designer Toolbox, then click on the
Dashboard. This adds a panel and automatically converts it to a Dashboard widget.
4. Repeat step 3 to add more widgets to the Dashboard.
5. Click on a widget, then drag other items such as links and buttons onto the widget. Repeat for all widgets.
Menu Definition
A menu definition is a set consisting of a Dropdown Menu and a Business Flow Menu. Menu definitions are associated with users at Staff > Users, and determine which menus will be used for that user.
Tip: The definition assigned to the current user is highlighted in green.
To set up a menu definition:
1. Click New to create a new definition, or Edit to alter an existing one.
2. Enter a Name for the definition.
3. Select the Drop Down Menu for this definition.
4. Select a Business Flow Menu for this definition, or click Clear if you do not want to display a Business Flow Menu.
5. Click Save to save the settings.
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Analysis Codes
Analysis Codes are arbitrary codes that can be assigned to transactions. They do not perform any function themselves and are independent of the normal grouping of account codes; they are simply a customisable way of grouping related transactions together for sorting and reporting.
This allows you to collect and monitor income and expenditure for a particular function or event that is not captured by the use of a project code or class, i.e. allows for much finer segmentation.
Once Analysis Codes are set up, they can be assigned to line items in all transaction types. A transaction can have more than one code assigned to it.
Setting up Analysis Codes
Analysis Codes are set up in Exo Business Config. Codes are grouped into CodeSets; before you can create Analysis Codes, you must set up at least one CodeSet.
Note: A maximum of five CodeSets may be created.
To set up a CodeSet:
1. Open Exo Business Config and go to Essential > Analysis Codes section.
2. Click the New CodeSet button.
3. Enter a name and description for the set.
4. If you want the codes in the set to follow a specific pattern, enter a code template in the
Analysis Code Validation field. A code template is a string consisting of the letters A and N, where A represents an alphabetical character and N represents a numeric character. For example, entering the template AANNN means that all codes in the set must consist of two alphabetical characters followed by three numbers. If you do not enter a template, codes can contain any characters.
5. Click Save to save the CodeSet.
Analysis CodeSets must be active in order for users to be able to assign the codes they contain to transactions. Activate a CodeSet by ticking its Active box. A CodeSet must have at least one code in it before it can be activated.
Analysis codes can be created directly under a CodeSet, or under another code.
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Adding Analysis Codes
To add an Analysis Code:
1. Select the Code or CodeSet you want to create the code under and click New Code.
2. Enter the code. If a template has been defined for the code s CodeSet, the code entered must match the format of the template. The code is highlighted red if it does not match the template.
3. Enter a name and description for the code.
4. Click Save to save the code.
Default Analysis Codes can be assigned to users at Configuration Assistant > Staff > Users. These codes will be assigned by default to any transaction entered by the user.
Analysis Code Profile Settings
The following Company-level profile settings may need to be configured:
Default analysis codes required - specifies whether or not default Analysis Codes must be specified for each user at Staff > Users.
Analysis codes mandatory for every transaction - specify whether or not one or more
Analysis Codes must be selected for every transaction entered.
Maximum number of analysis codes per transactions - enter the maximum number of
Analysis Codes that can be applied to a single transaction.
Hide Analysis Codes Column - if you do not intend to use Analysis Codes, this setting can be used to hide the Analysis Codes column on the Sales Order, Purchase Order, Creditors
Invoice, Debtors Invoice, Cashbook and Journal entry windows.
The following User-level profile setting may need to be configured:
Permit editing of Analysis Codes assigned to a transaction - specify whether or not users can alter the Analysis Codes assigned to a transaction. The user s default Analysis Codes are always applied, even if they are not permitted to edit them.
Head Office and Branch Accounts
About Head Office and Branch Accounts
MYOB Exo Business supports head office and branch accounts. This is useful for dealing with franchise or multi-branch Debtors or Creditors.
A guiding principle to use with this function is that purchase/sale analysis and stock-related functions are performed using branch accounts; accounts payable /receivable functions are performed using head office accounts.
Head Office Account - Transactions for the branch accounts are assigned to it. Statements produced for the Head Office Account will also list transactions.
Branch Account - When a transaction is entered on to a Branch account, it will automatically update the Head Office account that this account is connected to.
Transactions can be viewed from either the Branch account or the Head Office account.
Head Office and Branch accounts are clearly labelled on the Debtors/Creditors account window:
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Setting Up
In the toolbar are two toolbar buttons specific to the head office/branch functionality: Show
Branch and Show Head Office . If you are viewing a Branch account, you can click the Show
Head Office button to view the Head Office account; if you are in the Head Office account, you can click the Show Branch button to view branches of the head account.
Rules for Assigning Branches to a Head Office
A branch may not be assigned to another head office.
A branch may not be a head office itself (i.e. only two levels are allowed).
A branch must be an active account.
All members of a group (head office and branches) must have the same currency, e.g. a foreign currency account cannot be connected to a non-foreign currency amount.
If a head office is put on stop credit, then all the branches will also be placed on stop credit.
Reports
Reports will give individual sales and purchasing analysis on branch and head office accounts.
Statements however, give a consolidated view of transactions for a period via the head office account. Statements for the individual accounts may be printed but will only show transactions that have not been transferred to the head office account, i.e. those transactions that existed prior to the branch being assigned to a head office and were explicitly transferred to the head office account.
Advanced Head Office/Branch Features
If you have the MYOB Exo Business Configurator, the following advanced profile settings are available.
Profile Setting Description
Hide send to head office button on debtor account screen User
Profile
Hide keep trans checkbox in debtor account screen User
Profile
Enabling this option will hide the Send to Head Office button on the debtor account window. This setting would be used in conjunction with the keep transactions setting above.
Enabling this option will hide the Keep trans checkbox in the
Debtor Account window. This setting would also be used in conjunction with the keep transactions setting above.
Keeping transactions with the branch account or head office option
This is an advanced feature only available to MYOB Exo Business Configurator users.
This is a profile setting which provides a different method of handling debtors Head Office /
Branch relationships. It is not available for creditor accounts.
Using this method you have the option of allowing branch accounts to retain their transactions and to receive payments but to have a consolidated view of the purpose of reporting total balances at head office level, and for producing a consolidated statement. A summarise option is included on head office account details 1 tab, which will toggle the head office account balance to be the sum of its own posted transactions, or to be that of itself and all its independent children.
Once the profile setting has turned on, the user is able to select whether or not this profile takes effect via the keep track trans check box in the debtors account window. The profile setting Hide keep trans checkbox in debtor account screen could be used to control whether users have the option.
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Transactions
Transactions are shown only in the branch accounts to which they belong. You can only receipt payments for branch invoices in the head office account, as all transactions are automatically transferred to the head office account.
If you have MYOB Exo Business Configurator, you can explicitly transfer transactions to the head office account by clicking the button in the branch account window and then they are visible in both accounts. This action transfers all existing transactions from the branch to the head office account and sets the branch account aged balance to 0. The profile setting Hide send to head office button on debtor account screen could be used to control whether users are able to perform this action.
Transferring Branch Transactions to Head Office
If you have MYOB Exo Business Configurator, you can manually transfer branch transactions to the head office account:
1. In Account > Debtors select the required branch from the list of debtors.
2. Click the Send to Head Office button to transfer all transactions from the branch account to its head office account. The aged balance for the branch account will be set to 0 and the head office aged balance will be adjusted to reflect the added transactions.
As the system stands at present, in order to allocate a transaction within this function, the transaction must be transferred to head office.
3. Click the Show Head Office button (within the branch account) to view the head office account.
Payments
Because transactions are automatically posted to the head office account, payments are also receipted from the head office account. When a branch account is selected for this purpose, the account that appears is the branch s head office account and therefore a consolidated list of unallocated transactions from all branches is displayed for the purpose of allocation.
If you have MYOB Exo Business Configurator, and have set the Send to Head Office button to be visible, payments may be received from both branch and head office accounts although only transactions which belong to the branch are able to be allocated against i.e. if a transaction has been transferred to a head office account then it may not be allocated against via the branch account. Likewise, a payment for a transaction remaining in a branch account (and not transferred) may not be allocated via the head office account.
In the head office branch consolidation window, you can click on the View Transactions button to view transactions of the highlighted branch.
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Setting up and Viewing Head Office and Branch Accounts
1. In Account > Debtors or Account > Creditors select the account that is to be the head office account.
2. Double-click this account. The account should open defaulting to the Details 1 tab.
3. Click the Show Branch button to view, set up or link the branches. The following window opens:
Branches that belong to this Head Office will be listed here along with their aged balances.
Column
Accgroup
Description
The Debtors or Creditors Account Group of the account. Branch and Head Office can belong to different account groups (but must be of the same currency).
Group
Keep Trans
The Debtor s/Creditor s Account name.
This is set to N , as all branch transactions are automatically transferred to the head office account.
If you use MYOB EXO Configurator, this is optional, and can be set to Y to allow branch transactions to stay with the branch account.
Account No
Alphacode
Name
Balance
Current
30 Days
The Debtor or Creditor account number.
The Account code.
The full name of the account.
The total balance of the account, with a total line of all branch accounts at the bottom of the grid.
Current balance
30 day outstanding balance.
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60 Days 60 day outstanding balance.
90 Days 90 day outstanding balance.
This Month TO The Total for this month
Last Month
TO
The Total for last month
This Year TO
Last Year TO
The Total for this year
The Total for last year
4. To view account details for an existing branch, double-click on the preferred branch. The debtor account window for the selected branch will then be displayed.
5. To add branches, click on the Add button. The Account Search window opens. Select an existing account, or Click New to create a new one. If a particular account is not displayed,
Once you have added a Branch account to a Head Office, all future transactions are automatically transferred to the Head Office account. If you have Exo Business Config, you can also transfer existing transactions to Head Office.
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Debtors
This section details the functions related to debtors. It describes how you set up debtor account groups and debtor accounts as well as the major customer and sales-related tasks you perform such as Credit Control and Sales Order Invoicing.
Based on the options you have selected in MYOB Exo Business (Local, General and Staff security setup sections), you are able to perform certain functions. You can decide whether your invoices should include or exclude GST by selecting from the options in MYOB Exo Business Configurator
> Essential > General Settings . You can also check options to allow you to accept deposits against sales orders. When creating sales orders, you can set the system to provide you with additional functions as Standing Orders, Quotes and Laybys.
From the initial Debtors window you can search for a Debtor (see page 8) or create a new Debtor.
Creating a New Debtor
To create a new Debtor:
1. Go to Accounts > Debtors or press F3.
2. From the Debtor Account Details window, click the New button. The window now refreshes, displaying the Details 1, Details 2 and Extra Fields tabs, with the Details 1 tab selected.
3. Complete the fields in the Details 1 tab (see page 107) and Details 2 tab (see page 111).
4. Click Save. Additional tabs are now created.
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Debtors Master
Accounts > Debtors
Debtor account management within MYOB Exo Business is very powerful. Debtor accounts can be grouped to suit the requirements of the business and the Debtors Account Details window contains all the information related to the account, e.g. Debtor details, contacts, transactions, notes, price policies.
Information is spread across the following tabs:
Details 1 (see page 107) contains the primary company information, including details, sales and
credit information, price setup, account type flag and other system maintained information.
Details 2 (see page 111) holds the secondary information about the company, including payment
info (including prompt payment discounts), banking details, tax registration, auto order template, invoice format control and pop up alert text.
Contacts (see page 138) provides the Debtor s contact details. Users can add, delete or edit
contact information. Users can easily create documents for the contact person, and an email facility is also supported from this window.
Transactions (see page 145) users can view all transactions related to the Debtor, e.g. payments,
invoices, credit notes, adjustments, and allocations. Each transaction provides details related to the transaction such as the date, kind of transaction and the amount. Users can also email invoices and statements from this tab.
Orders (see page 113) allows viewing of the sales orders for this Debtor, its statuses and order
amount. New sales orders can also be created from this window.
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Extra Fields (see page 156) Debtor accounts support 24 extra fields that can be defined to suit
the company needs. The first three extra fields are displayed on the details1 tab and the rest on the extra fields tab. The fields available here are set up at Exo Business Config > System > Extra
Fields.
Serials (see page 156) this shows a list of all serialised stock items that were bought by this
account.
on this account.
Jobs displayed when the Exo Job Costing module is installed, this tab lists all jobs related to the account. It displays the jobcode, jobno, status, order no and start and due date.
Notes (see page 158) this tab provides a free-form way for users to record any communication
or general information related to the Debtor. Users can insert the username and date/time when
the info is recorded and common phrases (see page 160) can be entered easily. This is a very
useful tool for entering conversations and events relating to the Debtor.
to search for previous notes related to the Debtor. It s also easy to create, delete, or email history notes.
Documents (see page 161) lists all the documents related to a Debtor account. It could be a word
processing document, a graphical .gif or .avi file, or any document that is recognized by a
Windows application.
Analysis (see page 115) displays a graph that gives a quick view of the sales performance, and
allows comparison of the sales through the year. This will help to forecast future sales.
Relationships (see page 162) displays the relationships that have been made between this
account and other entities in the Exo Business system.
Opportunities displayed when functions from the Exo Business CRM module have been added to the Exo Business core, this tab displays all sales opportunities related to the account.
Activities (see page 165) displays and tasks and appointments associated with this account.
Serviceable Units displayed when the Exo Job Costing module is installed and the optional
Serviceable Units feature is enabled, this tab lists all Serviceable Units assigned to the account.
Social (see page 168) displays information about the Debtor from various social media services.
Notes
The toolbar buttons at the top of the Debtor Account Details window change when moving between tabs.
There can only be one default contact per Debtor, and the default contact cannot be deleted.
The Debtor Stop Credit flag prevents transactions being saved.
MYOB Exo Business supports a Parent/Child account relationship.
Support exists for different invoice formats for Debtor Invoices, used for both normal invoice printing and invoice batch printing.
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Setting up Debtors
Setting up Debtor Account Groups
You can use Debtor Groups to group Debtor accounts together. For example you might set up your regions as Debtor Groups. You might use the Secondary Debtor Group for the type of client, such as wholesaler, retailer, or state and interstate. You can then report on Debtor Groups and add them to search windows as extra fields.
Debtor groups are distinct from Debtor Price Policy Groups, which are only used for pricing purposes. Examples of Debtor Price Policy Groups might be trade , internet or foreign , where there is a need for a different pricing approach.
You can create account groups that are suited to the requirements of your business. When you set up Debtors, you can assign them to one of these groups, for reporting and associating price policies.
To set up a Debtor Group:
1. In the MYOB Exo Business Configuration Assistant, go to Administration > Debtors >
Debtor Account Groups from the menu on the left. The Debtor Account Group window opens.
2. Click on the New button to create a new group.
3. In the Account Group Name field, enter a name for this group.
4. In the Report Code field, enter the report code.
5. Click Save icon from the menu.
A new Account Group is created and added to the list. The Account Group number is automatically assigned.
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Debtors Details 1 Tab
The Details 1 tab is used to store the primary information for the Debtor, including contact details, sales and credit information, price setup, account type flag, and other system-maintained information.
Company Details
Field
Code
Description
The Debtor code is automatically populated, but you can change it now if you prefer.
Name
Postal
Address
Enter the name of the Debtor here as it should appear in the statements and invoices.
Enter the postal address of the Debtor. If the delivery address is the same as the postal address, press the Tab key on the last address line to automatically copy this information to the delivery address field.
Postal Code Enter the postal code if it is known or select the postal code from the
Postcode Lookup window opened by clicking the button.
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Delivery
Address
Enter the Delivery address for the Debtor. Note that an additional Line 5 and Line 6 appear beneath the country. You can use these lines to enter additional address information. Click the small button next to the delivery address to retrieve geolocation details (latitude and longitude) that match the address entered here. An icon on the button displays the status of the match:
- the system hasn t attempted to retrieve details yet.
- details successfully retrieved. Clicking the button again will open your default browser, showing the location on a map.
SHIFT
+clicking the button will attempt to retrieve location details again.
- an error occurred when attempting to retrieve details. Hovering the mouse over the button will display a popup message indicating why the attempt failed.
Enter the primary Debtor email address.
Phone
Fax
Contact name
Enter the primary Debtor phone number.
Enter the primary Debtor fax number.
The default contact for the Debtor account. This is set in the Contacts tab
(see page 138) of the Debtor account, and can be changed.
Sales Details
Field
Primary
Group
Secondary
Group
Description
Select the primary Debtors Group (see page 107) that this Debtor is related
to.
Select the secondary Debtors Group (see page 107) that this Debtor is
related to.
Sales Person Select a staff salesperson to be assigned to this account. This is optional.
Any transactions against this account will then be logged against this staff member.
Base Price Choose which base price you want to assign this Debtor to. For example, you might have set up a base price called trade , and another called internet , and determined different pricing rules for these.
Select the Debtor Price Policy Group (see page 463) for this Debtor.
Turnover Turnover totals of the Debtor account, for the current month, last month, year to date and last year, are displayed here.
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Credit Limit Information
Field Description
Credit terms Enter the credit terms you want to use for this Debtor. This may already be set to your company default credit terms for a new account.
Credit Limit Enter the credit limit you want to use for this Debtor. This may already be set to your company default credit limit for a new account.
Currency If you are using multiple currencies, choose the currency you are trading in with this Debtor in the Currency field. Once selected, all transactions with this customer are in this currency. You cannot change the currency of a
Debtor account once the account has transactions posted to it.
Aged
Balances
Aged balances for the current and previous one, two and three months, and a total balance, are displayed here.
Additional Flags
Field
Active
Description
This flag indicates whether the Debtor account is active or inactive (see
page 118). If inactive, the account is hidden from the main Search view.
Open item
Stop credit
Need Ord
No
Account
Template
Allow
Restricted
Goods
A check if you want to display all outstanding items on statements rather than only a Balance Brought Forward statement.
You must check this option if the account is a foreign currency account, or if you are calculating GST on a payments basis. Leave the box unchecked, if you want this account to be a Balance Brought Forward account.
If this checkbox is ticked, the Debtor account is on stop credit (see page 117).
This means no further transactions can be processed. Accounts on stop credit are indicated by a red band across the top of the account window.
If the profile setting Validate Debtor Order Numbers in the Configuration
Assistant is enabled, then tick this checkbox if you want order numbers checked against past order numbers to prevent duplication.
If this checkbox is ticked, this Debtor account will be used as a template for
Non Accounts and new POS accounts.
If this checkbox is ticked, you can sell any stock items that have been
flagged as restricted goods (see page 118) to this Debtor.
Note: You can enable the Use customised customer stock restrictions logic Company-level profile setting to customise and extend the
Restricted Goods function. When this setting is enabled, Exo Business uses the FN_RESTRICTED_ITEM function to determine if a Stock item can be sold to a Debtor - this function can be customised to suit the needs of your organisation.
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Private
Account
If this checkbox is ticked, this account is classed as private (see page 118).
Whether or not this account can be accessed by this level of user depends on how the Allow Access to Private Debtor Accounts user profile setting is set.
Debtors Details 2 Tab
The Details 2 tab is used to store secondary information about the Debtor, including payment information (including prompt payment discounts), banking details, tax registration, auto order template, invoice format control and pop-up alert text.
Payment Details
Field Description
Default Payment Type Select from the drop down list What payment method the debtor will generally use.
Bank Account
Number
Bank Account Name
Advice Notification
The BSB (Bank State Branch) number for the bank and branch at which the debtors account is held.
The name of the account.
The method of advice notification preferred by the debtor. Tick each checkbox to enable the advice notification type.
Prompt Payment Details
Field
Discount (%)
Description
The discount percentage being offered. Enter an integer between
0 and 100 and exclude the % designator.
Amount The discount amount being offered.
Do Not Accept Cheque Whether or not cheques will be accepted from this debtor.
Social Media Details
Field Description
Facebook The Debtor s Facebook account ID. This can be a numerical ID, or a Facebook username, if they have one.
LinkedIn The Debtor s LinkedIn account ID. This must be the numerical ID.
Twitter The Debtor s Twitter account username.
Note: If you do not know these details, you can search for them on the Social tab (see page
171).
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GST Details
Field
ABN
Description
The Australian Business Number (ABN) of the debtor. (Aus)
The GST number of the debtor. (NZ) GST
Override GST rate
The default GST rate for the country will default in here. You can override the default GST rate for this debtor here.
Miscellaneous Details
Field Description
Auto Order Template
A Bill of Materials (see page 559) order template. Manufacturing use
only.
Invoice File
Statement Delivery
Statement Contact
Invoice Type
You can use multiple invoice layouts in MYOB Exo Business (see
page 116). Invoice formats need to be saved with the invoice# filename.
Enter the number that is used in the invoice template name that will be used for this Debtor, i.e. to select invoice2.clf, enter 2 ; to select invoice5.clf, enter 5 , and so on. Leave the value as 0 to use the default invoice.clf template.
Select how statements should be delivered to this Debtor. Choose from:
None - No statement will be sent to the Debtor.
Email - Statements will be sent to the Debtor via email.
Print - Printed statements will be mailed/faxed to the
Debtor.
Both - The Debtor will be emailed statements and also sent printed copies.
When sending statements via email, the email will be sent to the address of the contact selected here.
Select the type of invoice to send to this Debtor. Choose from:
DEFAULT - Use the default invoice type, as determined by profile settings.
STANDARD - Use standard MYOB Exo Business invoices for this Debtor.
M-POWERED - Use the MYOB M-Powered Invoices service
(see page 420) for this Debtor. M-Powered Services need to be available on your system to use this feature. M-Powered
Services are available in Australia only.
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Pop-up Alert
Field Description
Pop-up Alert A note you would like to appear when dealing with this debtor. This could be a reminder about certain preferences they may have.
Debtors Orders Tab
This tab is used to view Sales Orders for the Debtor. You can also create new Sales Orders, quotes, standing orders and laybys. For a specific Sales Order, you can print an order, print a backorder, print a proforma invoice, and view the sales order history.
There are several filters available to enable you to quickly find the sales order you require; several
of these allow you to filter by Order Status (see page 330).
Sales Order Details
The grid header fields are detailed in the table below:
Column Description
Order No The Sales Order number.
Status
Order Date
Due Date
Cust Order No
The status of the sales order.
The date the Sales Order is created,
The expected time of arrival to the customer of the sales order.
A record of the customer s order number.
Reference
The code that you use as a batching system if you are entering standing orders (see page 406).
As the name implies, this is the total value of the order. Total Value
Additional Sales Order tasks are available the right-click menu:
Option Description
Print Order
Print Backorder
Print Proforma
View Sales Order
History
Prints a packing slip of the order, itemizing each item in this order.
Print a backorder
Print the proforma invoice for the selected sales order.
View the history of the sales order. See View the history of a sales order (see page 391).
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Debtor Discounts/Prices Tab
Account > Debtors > {Select a Debtor} > (Discounts/Prices)
The grid header fields are detailed in the table below:
Field
Price Policy Group
Description
This is the Debtor Price Policy Group (see page 463) to which
this Debtor account belongs.
(Price Policy grid)
Policy #
Policy Reference
Customer Reference
Start Date
End Date
Fixed
The price policy number.
The name of the price policy.
The customer s own price agreement reference number, if they keep a record of supplier prices and discounts for price checking.
The activation date of the price policy.
The end date of the price policy. Note that the start and end dates of a price policy will override the start and end dates of any included price rules; if the end date of a price policy extends beyond the end date of an included price rule, a prompt is displayed.
If checked, this means that although lower prices may be available (or may become available in time) that the price rules contained in this policy are absolute and are always applied regardless of normal price logic. These prices may be considered as agreed.
(Price rule grid)
Stock Code
Description
Stock Group
Group Name
Start Date
Stop Date
Sell Price Band
Discount %
Price
Used to search for a specific stock item s price rule.
The description of the stock item.
The stock group code to which the stock item belongs.
The stock group description.
The start date of the price rule.
The end date of the price rule.
The base price
The discount percentage of the price rule.
The new price of the discounted stock item, or blank if a stock group price rule.
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Min. Qty The minimum quantity that is to be purchased in order to receive a discount.
Policy Reference The name of the price policy.
Menu Items and other commands
Click the Setup Price Policies button to set up Price Policies (see page 462).
1. Creates a new Price Rule (see page 475)
2. Delete the selected Price Rule
Debtors Analysis Tab
The Analysis tab displays a graph that gives a quick view of the sales performance, and allows comparison of sales through the year. This will help to forecast future sales.
The Average Debtor Days value indicates the average number of days that the debtor takes to pay their invoices. This value is only visible if the Show average debtor days profile setting is enabled.
Tip: The main logic for this calculation is in a stored procedure called
DR_CR_ALLOCATION_AVE_DAYS_SP. The Number of months of debtor transactions to be used for Average Debtor Days calculation profile setting specifies how many months of debtor transactions to use when calculating the average (the default is 99).
Right-clicking on the graph provides you with the option to copy the graph into another Windows application such as Word or Excel. You can also print the graph.
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Working with Debtors
Specifying an Invoice Template for a Debtor
If you want to use different invoice formats for different kinds of customers or sales, you can do this in MYOB Exo Business by specifying a specific invoice template for each Debtor.
By default, if there is no invoice template specified for a Debtor, the invoice template Invoice.CLF will be used. To use a specific invoice template for a specific Debtor, the invoice template must be
set up in Exo Business Config, and then selected on the Details 2 tab of the Debtor account (see
page 111).
To set up invoice templates in Exo Business Config:
1. Open Exo Business Config and go to the Forms section.
2. Search for the Invoice form files profile setting.
3. Enter the file names of all invoice templates, separated by commas. File names must be of the format InvoiceX.CLF , where X is the number of the template.
4. Click Save.
To specify an invoice template for a Debtor:
1. Select the Debtor you want to specify the invoice template for.
2. Click on the Details 2 tab.
3. In the Invoice file field, enter the number that is used in the invoice template name that you want to use, e.g. to select invoice2.clf, type 2 in the Invoice file field; to select invoice5.clf, enter 5 , and so on.
4. Click Save.
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Viewing the Aged Balances of a Debtor
You can view the Aged Balances of a Debtor in the Debtor Account Details window, in summary in the Details1 tab of the debtor account, and in detail in the Transactions tab of the debtor account.
Note: If you have the MYOB Exo Business Configurator, there is profile setting to be able to change the Aged Balances of a debtor account.
1. Open the required debtor account.
2. Review the aged balances in the Credit Terms frame in the Details1 tab.
3. To view the transactions that make up each period total, click on the Transactions tab. For each highlighted period in the Transactions by Period frame, the transactions are highlighted in the transaction grid below.
Putting a Debtor on Stop Credit
The Stop Credit status on an account will highlight the account as being on Stop Credit for any user opening the Debtor account. A warning will be displayed if any user tries to process a sale or invoice for this Debtor account. You cannot process a sales order for a debtor account on Stop
Credit.
You can still process a Debtor Receipt for the account.
A reason log event exists for this action. If the event has been enabled, this action may be silently logged, or you may be prompted to select an event reason and enter any additional explanatory notes for this action.
1. Open the required Debtor account.
2. On the Details1 tab, tick the Stop Credit checkbox.
3. Click Save.
When any user next opens this debtor account, a red Stop Credit band appears at the top of the
Debtor Account Details window.
Taking a Debtor off Stop Credit
To take a Debtor off Stop Credit, you can either:
Change the status when you are processing a Debtor Receipt for this account.
Change the status in the Details1 tab of the Debtor Accounts window.
Note: You cannot clear the Stop Credit status unless you process a Debtor Receipt in this window.
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A reason log event exists for this action. If the event has been enabled, this action may be silently logged, or you may be prompted to select an event reason and enter any additional explanatory notes for this action.
To clear the Stop Credit status in the Debtor Receipts window when processing a debtor receipt for the account:
1. Go to the Transactions > Debtor Receipts > Debtor Receipt .
2. Enter the Debtor Receipts, including the amount of the Debtor Receipt.
3. Uncheck the Stop Credit checkbox.
4. Complete and save the transaction.
Making a Debtor Account Inactive
Making a Debtor account inactive will hide it from the default search view, and from search lookups from other transaction windows. However, you can still choose to include inactive accounts in your search, and then process a transaction such as a Debtor Invoice or Sales Order for an inactive account.
You cannot make a Debtor account inactive that has an outstanding balance. In this case, the
Active checkbox is greyed out and unavailable for selection in the Details1 tab. To make a Debtor account with an outstanding balance inactive, the Debtor first has to settle the outstanding balance, and then the account can be made inactive.
1. In the Debtor Accounts window, locate the Debtor account you want to make inactive.
2. Check that the balance showing in the Balance column is zero. If so, double-click on the
Debtor.
3. Clear the Active checkbox, then click Save.
Note: New Debtor accounts can be automatically set to Active or Inactive by configuring the
Set new debtor accounts as active Company-level profile setting.
Making a Debtor Account Private
A debtor account can be set to be a private account. If the Configuration Assistant has been set up to disallow access to private accounts, then when you try to open a debtor account from the search window, you will be blocked.
(Each user is part of a user profile, and this profile setting can be set differently for each user profile, for example giving management visibility of all private accounts, but preventing admin staff from viewing them.)
1. In the Debtor Accounts window, double-click on the debtor account you want to make private.
2. In the Details1 tab, tick the Private Account checkbox.
3. Click Save.
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Allowing a Debtor to Purchase Restricted Goods
If a stock item is set to be a restricted goods stock item, then to sell that stock item, the Debtor must be set to allow restricted goods. When creating a debtor transaction such as a Debtor
Invoice or Sales Order, if the Debtor is not set to allow restricted goods, the transaction will be blocked.
1. In the Debtor Accounts window, double-click the required Debtor.
2. In the Details1 tab, tick the Allow Restricted Goods checkbox.
3. Click Save.
Note: You can enable the Use customised customer stock restrictions logic Company-level profile setting to customise and extend the Restricted Goods function. When this setting is enabled, Exo Business uses the FN_RESTRICTED_ITEM function to determine if a Stock item can be sold to a Debtor - this function can be customised to suit the needs of your organisation.
Adding Extra Delivery Addresses
A Debtor account can have multiple delivery addresses associated with it.
You can add extra delivery addresses either:
from the Debtor Account Details window, by clicking the Additional Delivery Addresses... toolbar button, or
from the Debtor Invoice Entry window, in the Payments/Delivery tab, when specifying delivery details for an invoice. If you enter a new delivery address when creating a new
Debtor Invoice, the address will be saved with the Debtor account.
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To add a new delivery address:
1. Click the New button. The following window is displayed:
Working with Accounts
Note: You can change the labels on each line of your delivery addresses using the MYOB
Exo Business Configuration Assistant.
2. To edit an existing delivery address, click the Edit the Selected Item button in the toolbar, and make any required changes.
3. Save the edited, or new, delivery address.
Changing the Credit Terms of a Debtor
The default credit terms you can apply to a specific Debtor account are set up in the Finance section of the Configuration Assistant. For each credit term, you can:
specify whether it is active for Debtors or Creditors choose one of four credit term option types: No credit - cash only; End of invoice month;
Net days; Days from month following create a warning, including the warning text to display, when credit terms are exceeded
How credit terms behave in your implementation of MYOB Exo Business also depends on how the following profile settings have been set:
Debtor Credit Terms Default: New debtor accounts will inherit the credit term of this profile setting.
Debtor Balance Warning: Displays the warning set up in the credit term if invoice or sales order entry does not comply with the credit term.
Enforce Credit Terms: Enforces (not just a warning) when invoice/sales order entry does not comply with credit term.
Credit terms are managed quite separately from how transactions are aged in MYOB Exo
Business.
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To change the credit terms of a Debtor account:
1. Open the required Debtor account.
2. In the Credit section, select the required term from the Credit terms drop-down list.
3. Change the Credit limit if required.
4. Click Save.
Note: If this is a child account, which does not have its own balance, the credit limit test will apply to the parent account instead.
Creditors
This section details the functions related to Creditors. It describes how you set up Creditor Account
Groups and Creditors as well as the major creditor-related tasks you perform such as Credit
Control and Purchase Order Invoicing.
Based on the options you have selected in MYOB Exo Business you are able to perform certain functions. You can decide whether your invoices should include or exclude GST by selecting from the options in MYOB Exo Business Config > Profiles .
From the initial Debtors window you can search for a Creditor (see page 8) or create a new
Creditor.
Creating a New Creditor
To create a new Creditor:
1. Go to Accounts > Creditors .
2. Click New to create a new Creditor account. The Creditor Account Details window (see
page 123) is displayed with the Details 1 tab as the default page.
3. Complete the entries in each field of the Details 1 tab (see page 123) and Details 2 tab (see
page 126).
4. Click Save. Additional tabs are now created.
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Creditors Master
Accounts > Creditors
The Creditors account master concept is very similar to the Debtors master. Users can also setup
Creditor account groups (see page 123) suited to the requirements of the business.
Information on the Creditors Account Details window is spread across the following tabs:
Details 1 (see page 123) contains company details, purchases and credit information, account
type flag and other system maintained information.
Details 2 (see page 126) holds payment info including prompt payment and vendor discount,
banking details, default GST rate, maximum auto authorise amount, and pop-up alert text.
Contacts (see page 138) provides the creditor s contact details. User can add, delete or edit
contact information. Users can easily create document for the contact person and email facility is also supported on this window.
Transactions (see page 145) users can view all transactions related to the creditor, e.g. payments,
invoices, refunds, adjustments, allocations, etc. Each transaction provides details related to the transaction as the date, kind of transaction and the amount.
Orders (see page 128) this is where you can view a list of purchase orders on their account, its
statuses and order amount. New purchase orders can also be created from this tab.
Extra Fields (see page 156) debtor accounts supports 24 extra fields that can be defined to suit
the company needs. The first 3 extra fields are displayed on the details1 tab and the rest on the extra fields tab.
Serials (see page 156) lists serial number information pertinent to the creditor account. Users can
even view serial number history.
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Discounts/Prices (see page 128) this tab displays all the discounts and price rules to be used on
this account.
Notes (see page 158) allow users to record any communication or general information related to
the creditor. Users can insert the username and date/time when the info is recorded and common phrases can be entered easily. This is a very useful tool for entering conversations and events relating to the creditor.
History Notes (see page 158) this is like the Notes tab, but is more structured. This makes it
easier to search for previous notes related to the debtor. It s also easy to create, delete, or email history notes.
Documents (see page 161) lists all the documents related to a Creditor account. It could be a
word processing document, a graphical .gif or .avi file, or any document that is recognized by a
Windows application.
Analysis (see page 129) displays a graph that gives a quick view of the purchases performance,
and comparison of the purchases through the year. This will help to forecast future purchases.
Relationships (see page 162) displays the relationships that have been made between this
account and other entities in the Exo Business system.
Opportunities displayed when functions from the Exo Business CRM module have been added to the Exo Business core, this tab displays all sales opportunities related to the account.
Activities (see page 165) displays and tasks and appointments associated with this account.
Social (see page 168) displays information about the Creditor from various social media services.
Note: The toolbar icons at the top of the Creditor Account Details window change when moving between tabs.
Setting up Creditors
Setting up Creditor Account Groups
Setup > Business Admin Settings (General Setup) > [Creditor Account Groups]
You can create account groups that are suited to the requirements of your business. When you set up Creditors, you can assign them to one of these groups.
To set up a Creditor account group:
1. Click New to add a new group. The Details tab is displayed.
2. Enter a Name for the account group.
3. Enter a Report Code for the account group. This is a user-defined report code to report on
Debtor Price Policy Groups.
4. Click Save.
A new Account Group is created and added to the list. The Account Group number is automatically assigned.
Note: Right click on the column heading for grid-related tasks.
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Creditors Details 1 Tab
The Details 1 tab is used to store the primary information for the Creditor, including contact details,
Creditor groups, account type flag, and other system-maintained information.
Field Descriptions
Field
Code
Description
The code that relates to the account. MYOB Exo Business automatically assigns a code. If you prefer, you can change the code by overtyping it.
This code is primarily used for controlling the sorting of reports but also allows you to search a creditor. E.g. SMIT1 (Mr Smith) or JON1 (Jones Co
Ltd).
Name The name of the creditor as it should appear in statements and invoices.
Company Contact Details
Postal
Address
Post code
The creditor s postal address. If the street name is the same, press TAB on the last address line to copy the Postal Address into the Delivery Address fields.
Enter the postal code if it is known or select the postal code from the
Postcode Lookup window opened by clicking the button.
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Delivery
Address
Contact
The delivery address. If it differs from the postal address, overtype it here.
Click the small button next to the delivery address to retrieve geolocation details (latitude and longitude) that match the address entered here. An icon on the button displays the status of the match:
- the system hasn t attempted to retrieve details yet.
- details successfully retrieved. Clicking the button again will open your default browser, showing the location on a map.
SHIFT
+clicking the button will attempt to retrieve location details again.
- an error occurred when attempting to retrieve details.
Hovering the mouse over the button will display a popup message indicating why the attempt failed.
The name of the main person to be contacted.
Phone
The main e-mail address of the creditor.
The main phone number of the creditor.
Fax
Extra Fields
The main fax number of the creditor.
Default Code
This is an example of a user-defined extra field (see page 26).
Miscellaneous
Primary
Secondary
Staff
Credit Terms
Currency
The name of a primary account group, from the list.
The name of a secondary account group, from the list
The name of the staff member who normally deals with this creditor.
Select from the list to specify Cash Only or the method for due payment to the creditor.
The currency for transactions with this customer. You cannot change the currency of a Creditor account once the account has transactions posted to it.
Flags
Active A check in this box to view the creditor s account details.
The box is checked by default. If the box is not checked, the account becomes inactive, and is hidden from the main search window.
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Open Item
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A check if you want to display all outstanding items on statements rather than only a Balance Brought Forward statement.
This is a default setting if you selected the New Accounts Defaults to Open
Item in MYOB Exo Business Config > Profiles . You must check this option if the account is a foreign currency account, or if you are calculating GST on a payments basis. Leave the box unchecked, if you want this account to be a Balance Brought Forward account.
Stop Credit
Private
Account
Toolbar Buttons
If checked this will prevent further invoices being posted to this account.
If checked, this account will become a private account.
Note: These are only available once the initial values have been entered and saved in this tab.
Send the transactions to the head office account.
Edit aged balances.
On a head office account, this button displays all branches; on a branch account, this button opens the head office account.
Creditors Details 2 Tab
The Details 2 tab is used to enter and store payment info including prompt payment and vendor discount, banking details, default GST rate, maximum auto authorise amount, and pop-up alert text.
Field Descriptions
Field
Payment
Description
Select the default payment method to this creditor. Default Payment
Type
Bank Account
Number
Bank Account
Name
Miscellaneous
The bank account number of the creditor.
The name of the bank account.
Default Invoice
Mode
Select default invoice mode.
Primary Lead Time The number of days between placing an order and its arrival.
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Secondary Lead
Time
The alternate lead delivery time in days.
Prompt Payment
Discount (%)
Remittance
Contact
Pop Up Alert
The percentage of discount being offered for prompt payment.
Remittance advice will be emailed to the address of the contact selected here.
Use this field to enter a user defined popup alert.
Note: Use the ^ character to insert a carriage return.
GST
GST #
ABN
Enter the company GST number here (New Zealand only).
Enter the company s Australian Business Number here (Australia only).
Override GST Rate The override GST rate.
Track Taxable
Payments
Applies to Australian companies only. If you make payments to this
Creditor for construction or building services, you will need to track these payments for reporting on the Taxable payments annual report . Tick this option to track all payments for this Creditor.
Remittance
Send M-Powered
Payments
Remittances
Remittance
Method
This option is only available if M-POWERED is selected for the
Default Payment Type. Ticking this box means that remittance advice will be sent to this Creditor whenever payments are made to them
via the MYOB M-Powered Payments system (see page 357).
M-Powered Services need to be available on your system to use this feature. M-Powered Services are available in Australia only.
If the Send M-Powered Payments Remittances option is selected, specify how remittance advice should be delivered to this Creditor.
Choose from:
None - No remittance advice will be sent to the Creditor.
Email - Remittance advice will be sent to the Creditor via email.
Print - Printed remittance advice will be mailed/faxed to the
Creditor.
Both - The Creditor will be emailed remittance advice and also sent printed copies.
If remittance advice is to be sent by E-Mail, enter the address to send
to. This defaults to the address on the Details 1 tab (see page 123).
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If remittance advice is to be sent by Fax, enter the fax number to
send to. This defaults to the number on the Details 1 tab (see page
123).
Social Media
The Creditor s Facebook account ID. This can be a numerical ID, or a
Facebook username, if they have one.
The Creditor s LinkedIn account ID. This must be the numerical ID.
The Creditor s Twitter account username.
Note: If you do not know a Creditor s social media details, you can search for them on the
Viewing Creditor Purchase Orders
The Orders tab on the Creditor Details window contains a list of all Purchase Orders on the
Creditor account.
To filter the list of orders, check the options related to the type of orders you want to include.
Note: If you have ticked the Enable extended sales order statuses Company-level profile setting in MYOB Exo Business Config there will be more check boxes here.
The following toolbar-specific functions are available:
A new Purchase Order can be manually created (see page 334) from this window by
clicking New Order > Manual Order .
A new Forecast Based Purchase Order (see page 341) can be created from this window by
clicking New Order > Forecast Order .
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Creditor Discounts/Prices Tab
Account > Creditors > {Select a Creditor} > (Discounts/Prices)
Creditor discounts per stock code or stock price group are listed in a grid. These price rules are
defined by clicking the New Price Rule button (see page 131).
Field Definitions
The grid header fields are detailed in the table below:
Field
Stock Code
Description
The code you use to call up an item. A stock code can normally contain up to 15 characters.
Stock Price Group Stock items can be categorised and grouped on this category, this is the number assigned to this stock group.
Group Name
Price
This is the name given to the stock group, detailed above.
The price that applies to the stock item.
Discount
Min. Qty
This is the discount in a percentage received for purchasing stock items in bulk quantities. This quantity is displayed in the Min. Qty field.
This, as detailed above, is the minimum quantity that needs to be purchased from a creditor to receive the allotted discount.
Start / Stop Date If this discount or pricing is over a predetermined period, this is defined by the start and end date displayed here.
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Creditors Analysis Tab
The graph on the Analysis tab allows you to compare purchasing through the year.
Tip: Right-clicking on the graph provides you with the option to copy the graph into another
Windows application as Word or Excel. You can also print the graph.
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Working with Creditors
Creating a New Price Rule for a Creditor
The Setup Cost Price window allows you to setup purchase prices from a creditor for a single stock item, a group of stock items with a discount applied. Similarly this is applied to stock price groups, where the group is any variety of similar stock items assigned to a group.
Click the New Price Rule button on the Discounts/Prices tab of the Creditor Details window (see
page 128) to open the Setup Cost Price window.
To set up cost prices:
1. For a single stock item, enter a Stock Code (if this is unknown, enter ? and press
TAB
to open the Stock Search window). If the cost pricing is to be determined by a group, choose this group from the Stock Price Group dropdown.
2. Enter the Price Type details in the fields provided. If stock price grouping is enabled, the supplier price option is no longer available. If an item is not available from the supplier, a substitute may be required. If substitutes are available, enter the cost price for the substitution item here.
3. If discounts are attainable from the supplier, there may be Conditions to receive these, such a minimum order quantity. Alternatively these stock items may be sold only in batches, requiring the minimum quantity field to be completed. If discounts or prices are only for a predetermined period, enter the start and stop dates that define the discount period.
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Non Accounts
Accounts > Non Accounts
Non Accounts let you add companies that aren t yet Creditors or Debtors, e.g. sales prospects. A
Non Account can be converted to a full Creditor or a Debtor account at a later date if necessary.
Creating a Non Account
To create a Non Account:
1. Go to Accounts > Non Accounts .
2. From the Non Account Details window, click the New button.
3. Enter the following details on the Details tab:
Field
Name
Phone
Fax
Website
Description
Enter the name of the account as it should appear throughout the
MYOB Exo Business system.
Enter a contact phone number for the account.
Enter a fax number for the account.
Enter an e-mail address for the account.
Enter the account s website address.
Postal Address Enter the postal address of the account.
Type This is a user-definable classification of the Non Account. Select the type of account that the Non Account is, or select Edit List... to create a new type.
Base Price Choose which base price you want to assign this Non Account to.
For example, you might have set up a base price called Trade ,
and another called Internet , and determined different pricing rules (see page 475) for these.
Select the appropriate price band for this account.
Sales Person
Postal Code
Select a staff salesperson to be assigned to this Non Account. This is optional. Any transactions against this account will then be logged against this staff member.
Enter the postal code if it is known or select the postal code from the lookup window attained from the ellipsis [...] key.
Contact Person The default contact for the Non Account. Contacts are set up on the Contacts tab for the account. Initially, this field will be empty - after you have created the Non Account and added Contacts for it, you can specify one of them as the default here.
Notes The area at the bottom of the Details tab is a free-form notes area where you can enter any extra information about the account.
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Converting Non Accounts to Full Accounts
Non Accounts can be converted to full Creditor or Debtor accounts if necessary.
To convert a Non Account to a full account:
1. Click the Convert to Debtor or Convert to Debtor toolbar button, depending on the type of account you want to convert the Non Account to.
2. Click Yes when prompted to confirm the conversion.
Note: You can restrict the ability to convert Non Accounts to Creditor or Debtor accounts by disabling the User-level profile setting Allow conversion of non-accounts to Debtor or
Creditor accounts.
Non Account Details
The available tabs on the Non Account Details window are detailed below.
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Details
This tab contains contact and sales information for the Non Account.
Field
Name
Description
Enter the name of the account as it should appear throughout the
MYOB Exo Business system.
Active
Phone
Fax
Website
Postal Address
Postal Code
This checkbox indicates whether the account is active or inactive. If inactive, the account is hidden from search views.
Enter a contact phone number for the account.
Enter a fax number for the account.
Enter an e-mail address for the account.
Enter the account s website address.
Enter the postal address of the account.
Enter the postal code if it is known, or select the postal code from a lookup window by clicking the [...] button.
Delivery Address Enter the delivery address of the account. Click the small button next to the delivery address to retrieve geolocation details (latitude and longitude) that match the address entered here. An icon on the button displays the status of the match:
- the system hasn t attempted to retrieve details yet.
- details successfully retrieved. Clicking the button again will open your default browser, showing the location on a map.
SHIFT
+clicking the button will attempt to retrieve location details again.
- an error occurred when attempting to retrieve details. Hovering the mouse over the button will display a popup message indicating why the attempt failed.
Type This is a descriptive classification of the account. Select the type of account that the Non Account is, or select Edit List... to create a new type.
Account
Template
Select the Debtor account that will be used as a template for the Non
Account. Any pricing rules (see page 475) used by the template account
will be applied when generating quotes for the Non Account, e.g. for an
Opportunity when using Exo Business CRM.
Note: Debtor accounts can be marked as templates by ticking the
Account Template flag on the Details 1 tab of the Debtor Account
Details window (see page 107).
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Base Price The base price to assigned to this Non Account - this is determined by the Account Template. For example, you might have set up a base price called Trade , and another called Internet , and determined
Sales Person
Contact Person
Select a staff salesperson to be assigned to this Non Account. This is optional. Any transactions against this account will then be logged against this staff member.
The default contact for the Non Account. Contacts are set up on the
Contacts tab for the account. Initially, this field will be empty - after you have created the Non Account and added Contacts for it, you can specify one of them as the default here.
Campaign Wave This field is available if the Exo Business CRM module is installed. If the
Non Account is associated with a campaign wave, e.g. if it came about as a result of a campaign, the wave can be specified here.
To view social media account information for the Non Account (see
page 168), enter their usernames or logon IDs here.
Note: The LinkedIn ID must be the numerical ID, not a username.
The Facebook ID can be a numerical ID or a Facebook username, if one has been set up.
Extra Fields
Notes
If any Extra Fields (see page 26) have been defined for Non Accounts,
fields in positions 1 - 3 will appear in this area, while any others will appear on the Extra Fields tab.
This area is a free-form notes area where you can enter any extra information about the account.
Extra Fields
will appear on this tab.
Contacts
This tab lists all Contacts associated with the Non Account (see page 136). Use the toolbar to add
and edit Contacts:
New Contact: Create a new Contact and associate it with the Non Account.
Associate a New Contact: Select an existing Contact to associate with the Non Account.
Set as Default Contact: Set the selected Contact as the default Contact for the Non
Account. This Contact will appear as the Contact Person on the Details tab.
Remove Contact Association: Remove the selected Contact from the Contacts tab for the
Non Account. (This does not delete the Contact from the system.)
History Notes
This tab works in the same way as the History Notes tab for Debtors (see page 158).
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Opportunities
This tab is only displayed when functions from the Exo Business CRM module have been added to the Exo Business core. It lists all Opportunities associated with the Non Account.
Activities
This tab lets you associate activities (see page 165) with the Non Account in the same way as you
do for Creditors and Debtors.
Relationships
This tab lets you specify relationships for the Non Account in the same way as you do for Creditors and Debtors.
Documents
This tab lets you attach documents (see page 161) relating to the Non Account.
Social
This tab lets you view information about the Non Account from various social media services (see
page 168).
Contacts
Debtors, Creditors and Non Accounts all include a Contacts tab, where Contacts can be created and assigned to accounts. The Contact tab is a useful marketing tool; it contains a list of business
Contacts associated with the main company. You can easily create marketing campaigns or documents that get sent to the right person (Contact) within the right company.
Contacts can also be set up independently of accounts from the Contacts window, which is available under the Accounts menu.
You may on a regular basis liaise with the accounts manager. However, the right person for the details about a new product being launched by your company may be the debtor s Managing
Director. So, you can mark the information directly to the director since you have the address and e-mail details on the Contacts tab.
You can also maintain a record of how each Contact first heard about your business: newspaper, television, yellow pages or any other and determine the effectiveness of an advertising medium for your future campaigns.
The two tabs, Details and Marketing, contain information about your Contact. The Notes field on the Details tab allows you to make brief notes about the debtor or Contact listed here. Any data stored on the Contacts tab can serve as a common pool of information for the Sales and
Marketing team.
Relationships can be formed between contacts and Debtors, Creditors, Non Accounts and staff.
You can also add an Extra Fields tab with related information such as the Contact s credit card number, birthday and hobbies.
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Contacts Master
All account Contacts recorded in the Exo Business system can be viewed from the Contacts master, which is accessed by selecting Contacts from the Account menu.
The Contacts master window displays the following details for all Contacts:
Field Description
First and Last Name The first and last (family) name of the Contact.
Job Title The job title of the Contact.
Phone
The primary landline phone number for the Contact.
The email address of the Contact.
Mobile The primary mobile phone number for the Contact.
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Company Name The company name for the Contact. This will normally default to the company (Debtor, Creditor or Non Account) selected when creating this Contact.
To search for an existing Contact, enter search terms in to the Search Key field and click the Search button.
You can filter the list of Contacts by Contact List. Multiple classes can be selected.
You can filter the list of Contacts by Marketing Class (see page 142). Multiple classes can be
selected.
Working with Accounts
Double-click on an existing Contact to edit it, or click the New button to create a new
Click the button to send an email to the selected Contact(s).
Click the button to create and send a Clarity merge letter to the selected Contact(s).
Right-click on a Contact for the following options:
Send Email - Send an email to the Contact (see page 57). (This option is not available if an
email address has not been entered for the Contact.)
New Opportunity - Create a new Opportunity for the Contact.
New Activity - Create a new Activity for the Contact.
Selected Items > Export to Outlook - Export the details of all selected Contacts to Microsoft
Outlook. (This option is only available if Exo Business CRM is licensed.)
Selected Items > Merge Letter with List - Create a merge letter (see page 586) to be sent to
the selected Contacts.
Selected Items > Add to Contact List - Select a Contact List to add the Contact to. (This option is only available if Exo Business CRM is licensed.)
Contacts Tab
The Contact tab on the Debtor, Creditor and Non Account screens displays details of the account s associated Contacts.
This tab lists all the Contacts that are associated with the account. From this window, you can add new Contacts to the account, set the default Contact for the account, and create and remove other Contact associations with the account.
You can email a Contact from this window, or create a mail merge letter to them.
Field Descriptions
Field Description
Title
Salutation
The job title of the Contact.
The salutation for the Contact, e.g. Mr, Mrs or Dr.
First and Last Name The first and last (family) name of the Contact.
Direct Phone The primary landline phone number for the Contact.
Mobile The primary mobile phone number for the Contact.
Direct Fax
The fax number of the Contact.
The email address of the Contact.
Home Phone The home phone number of the Contact.
To edit an existing Contact, double-click on the Contact s name in the grid.
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Contacts Tab Toolbar Buttons
The Contacts tab is display-only; to create or change Contact information, use the toolbar buttons at the top of the window:
Create a new Contact (see page 139).
Set the selected Contact as the default Contact for this account.
Associate an existing Contact with this account.
Remove the Contact association.
Send an email to the selected Contact (see page 57).
Create and send a Clarity merge letter (see page 586) to the selected Contact.
Adding a New Contact
Click the New Contact button to add a new Contact (see page 139).
Note: We suggest that you first search for the Contact (see page 136), as they might already
be in the system.
Entering Contacts for an Account
You can create new, view, or modify existing Contacts associated with an account.
Account > Creditors or Debtor > {Double Click Account} > (Contacts) > [New Contact]
1. In the Debtor/Creditor account, click on the Contacts tab. The Contacts tab lists all Contacts for the debtor account.
2. Click the New Contact icon in the toolbar ( ). The Contacts window opens:
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3. Complete the fields in this table.
Click on the ellipsis button [...] beside the Name field to enter the salutation, first name and surname.
Click on the ellipsis button [...] beside the Postal code field to select the post code from a list.
Use the Copy Company Address icon in the toolbar if you want to copy either the postal address or delivery address from the current debtor account.
Check the Active checkbox to maintain the account of this debtor.
These actions are detailed in the Field Descriptions below:
Field
Name
Description
The Contact name can be manually entered here, however it s recommended that you use the name Check Full Name window to enter the details. Click on the ellipsis [...] button and select the Salutation, enter the First name and the Last name. Click OK to enter this full name into the name field.
Company The company name for the Contact. This will normally default to the company (Debtor, Creditor or Non Account) selected when creating this
Contact.
Job Title
Contact Details
The job title of the Contact.
Postal and
Delivery
Address
Use the Copy icon in the toolbar to copy details from the selected account. Selecting Copy company main details copies the following information to the Contact:
Postal Address
Phone
Fax
Sales person
Click the small button next to the Delivery Address to retrieve geolocation details (latitude and longitude) that match the address entered here. An icon on the button displays the status of the match:
- the system hasn t attempted to retrieve details yet.
- details successfully retrieved. Clicking the button again will open your default browser, showing the location on a map.
SHIFT
+clicking the button will attempt to retrieve location details again.
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- an error occurred when attempting to retrieve details.
Hovering the mouse over the button will display a popup message indicating why the attempt failed.
Postal Code Enter the postal code if it is known; if not, click on the ellipsis [...] button to search and select a postal code.
Phone Numbers
Phone
Fax
Mobile
Home Phone
Complete these fields with as much information at hand.
Flags
Active
Sync with
Outlook
Opt-Out eMarketing
This flag is enabled by default. If this Contact is to be inactive for any reason, disable this checkbox.
If this flag is enabled, the Contact will be synchronised with Outlook whenever a sync is performed. If this flag is not enabled, the Contact will not be included in synchronisation operations.
If the contact has opted out of electronic marketing communications, enable this flag. Contacts with this flag enabled can be excluded from
Contact Lists.
Miscellaneous
Sales Person If there is a designated salesperson associated to this debtor/creditor, enter his/her name here.
Advert/ Source The name of the advertising source through which you received this
Contact. Select the advert or source if applicable. If one is not available in the list, click the Setup button to create one. This opens the Setup Advert
Types window; click New to create a new Referral item, then save and exit.
If this Contact has account details for these online networks, enter them here.
MSDN
Yahoo
Skype ID
To view social media account information for the Contact (see page 168),
enter their usernames or logon IDs here.
Note: The LinkedIn ID must be the numerical ID, not a username. The
Facebook ID can be a numerical ID or a Facebook username, if one has been set up.
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3. Click Save. A number of additional tabs now appear in the window. Enter Contact information in these tabs.
Marketing tab (see page 142). Assign the Contact to your marketing classes (see
page 142), or categories, so your marketing campaigns are more targeted to relevant Contacts. Additional Marketing Classes can be setup, when this tab is active a Setup Marketing Classes button activates. Click this to configure additional or edit existing marketing classes.
Invoices tab (see page 143). Lists invoices for which the Contact was the default
Contact of the Debtor account.
Orders tab (see page 144). List any Sales/Purchase Orders associated with the
Contact.
Notes tab (see page 158). Enter any notes for the Contact. Use the New Note icon
on the toolbar to enter a note - this will automatically assign a header to this note.
History Notes tab (see page 158). Enter any history notes for the Contact. History
notes are notes for which the date and subject are also recorded. As with notes, click the New History Note icon to create a new history note.
Docs tab (see page 161). Link any documents to the Contact.
Accounts tab (see page 144). Edit the Debtor/Creditor accounts that the Contact is
associated with. For example, a Contact may be the manager of one company, the partner of a manager of another company, the father of a son who works at another company, and so on.
Relationships tab (see page 162). Lists any other relevant Contacts the Contact has.
Activities tab (see page 165). Lists any tasks and appointments associated with the
Contact.
Opportunities tab. This tab is only displayed when functions from the Exo Business
CRM module have been added to the Exo Business core. It lists all Opportunities associated with the Contact.
4. Click Save.
5. To make this new Contact the default Contact for this debtor account, click on the Set to
Default Contact icon in the toolbar.
Once you have set up the debtor Contact, you can also:
Create a relationship between Contacts.
Create activities for the Contact (see page 165).
Synchronise Contacts with Microsoft Outlook.
Note: If the Contact s address details are the same as those on the debtors account, click the
Copy from Account button and the details are copied here.
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Contact Marketing Classes
On the Marketing tab, you can assign the Contact to your marketing classes (see page 142), or
categories, so your marketing campaigns are more targeted to relevant contacts.
Check the checkboxes for the marketing classes that you need to associate to this contact.
Setting up Marketing Classes
To create additional classes or edit existing ones, click the Setup Marketing Classes toolbar button.
Clicking the New button will create a marketing class for the next one in the sequence. If there are a few blank classes after last defined class it is recommended editing these as preference. To edit an existing or blank class, double click on the entry in the list or highlight and click the Edit button on the toolbar.
Contact Invoices
This tab lists invoices for which the contact was the default contact of the Debtor/Creditor account.
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Contacts Orders
This tab lists the orders associated with the Contact.
Note: For this feature to work, the Add debtor contact details to transactions Company-level profile setting has to be enabled in Exo Business Config. A salesperson can be associated
with Sales Orders (see page 384).
Contact Accounts
This tab displays the Debtor/Creditor accounts that the Contact is associated with. For example, a
Contact may be the manager of one company, the partner of a manager of another company, the father of a son who works at another company, and so on.
With this tab active in the Contacts window, the following toolbar appears:
1. Assign the Contact to a Debtor or a Creditor.
2. Set as the default Contact for this debtor.
3. Un-assign the Contact from this account.
Emailing Contacts
Account > Contacts
You can send emails to individual Contacts, groups of Contacts, or all Contacts, from the Contacts window.
To email Contacts:
1. Go to the Account menu and choose Contacts. The Contacts window is displayed.
2. Select the Contacts you want to email in one of the following ways:
Highlight a single Contact
Holding the
CTRL
key down, click on a selection of Contacts
Select a marketing class, click Search, select all in that marketing class using the keystroke
CTRL
+
A
Select all Contacts using the keystroke
CTRL
+
A
3. Click the Send Email to List toolbar button ( ).
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4. If you don t have email addresses recorded for all of the selected Contacts, a warning is displayed, and you are prompted to confirm if you want to email the remaining Contacts that do have email addresses. Click Yes.
5. A dialog is displayed asking if you want to hide the CC list in the email. If you don t want each Contact to see the other Contact email addresses being emailed, click Yes to hide the email address list.
Common Account Functions
Viewing the Transaction History of an Account
Account > Creditors/Debtors > {double Click the account name} > (Transactions)
You can easily and quickly view the transaction history of an account in MYOB Exo Business on the Transactions tab of the account. From this window, you can also perform a range of tasks, including:
creating a new invoice creating a new credit note
creating a new payment allocating transactions for the account issuing credit notes searching for an invoice number emailing Debtor invoices and statements
Note: Although the Transactions tabs for Debtor and Creditor accounts differ slightly, the majority of the content is common.
The transaction history of a Creditor/Debtor is period-based, typically (but not always) monthly periods.
To view the transactions of a Creditor/Debtor:
1. From the Creditor/Debtor Account Details (search) window, select the creditor/debtor by double-clicking the required account s name.
2. Click the Transactions tab on the Creditor/Debtor Account Details window.
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The Transactions tab is displayed:
Field Descriptions
The grid header fields are detailed in the table below:
Field Description
Trans #
Date
Pd stat seq
Age
Transaction
InvNo
Ref 1
Ref 2
Ref 3
Branch Code
Due Date
The unique transaction ID.
The date the transaction was created.
The unique period number for the period, also identifying the period as
Creditors, Debtors, GL or Stock.
The period number of the transaction (where for example if 0 is the current month of July, 1 is June, 2 is May, and so on).
The transaction type, such as Invoice or Payment.
The invoice number.
An internally set reference text/number that varies according to the kind of transaction. For example, if a sales order, the sales order number is displayed; if a payment, the payment type is displayed.
An internally set reference text/number that varies according to the kind of transaction. For example customer reference number if invoice, or cheque number if Ref 1 is Cheque.
An internally set reference text/number that varies according to the kind of transaction. For example, if cheque payment type, then the bank name is displayed; if invoice, then invoice is displayed.
The branch code of the transaction, such as SYD or AKL.
The due date of the invoice, based on the credit terms of the creditor account.
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Amount The total amount of the invoice.
Outstanding
Status
The outstanding amount of the invoice.
The allocation status of the invoice, for example, Unallocated, Partly
Allocated, Allocated.
Branch
Account
GLBatchNo
If this is a branch account, this is the branch account number. If not, this column will display -1 .
The GL batch number if this was posted to GL as part of a GL batch.
Exchrate If multiple currencies are being used, the exchange rate used for this transaction. The local currency is 1 ; otherwise the actual exchange rate used displays as a decimal, e.g. 0.83 .
Debtor transactions only
Gateway TrxID Each transaction processed by the gateway service provider is issued a reference known as a TrxID. This is typically a long alphanumeric code.
See the whitepaper on payment gateways.
Batch No
Gateway No
?
This is the batch number of the banking batch.
The is the number of the defined gateway for this transaction.
Right-click on the transaction line and choose Toggle Query Status to put a question mark on the transaction, to reflect that the transaction is in question. This can then be reported on.
Creditor transactions only
Auth The authorisation status of the invoice
Paystatus The payment status of this invoice, for example, Released, paid.
Menu Commands
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Debtor and Creditor Debtor Specific
1. New Invoice: Create a new Creditor invoice (see page 350) or Debtor invoice (see page
410).
Working with Accounts
3. Allocate transactions for this account: Enter a payment on a Creditor invoice (see page
354) or allocate a Debtor receipt to an invoice (see page 416).
5. Invoice Number search: Search for an invoice (see page 152).
6. Refresh: Provides an updated transaction list.
7. Automatically allocate payments to the oldest invoice: (Debtors only). This will also allocate credits (negative value invoices) and refunds (negative payments) and zero value transactions.
8. Email Invoice: Click this button to email the selected invoice to the Debtor as a PDF attachment.
9. Email Statement: Click this button to email a statement to the Debtor as a PDF attachment.
Shortcut Menu
Right clicking on any invoice summary line opens the following shortcut window. The table below this diagram details the actions of the shortcut commands.
Creditor shortcut menu
Debtor shortcut menu
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Shortcut Command
View Invoice
Description
View the invoice in a report format.
Print Invoice
Print Receipt
Reprints the Debtor invoice (see page 417).
Prints a payment receipt. Only available for a payment transaction.
Edit Invoice
Edit Ref Fields
Opens the invoice to edit its details. This option is only available if the Permitted level of access to debtor transaction editing or
Permitted level of access to creditor transaction editing Userlevel profile setting is set to Full invoice editing allowed .
Edit the transaction reference fields for the invoice (see page
415). This option is only available if the Permitted level of access to debtor transaction editing or Permitted level of access to creditor transaction editing User-level profile setting is set to
Full invoice editing allowed or Invoice header fields editing allowed .
Duplicate Invoice
Generate Credit
Reverse Payment
Journal
Select to create a duplicate of a Debtor invoice (see page 414).
Provides a copy of the negative invoice.
Reverses a Debtor payment (see page 433).
Opens the Debtors Adjustment Entry window to make a
Debtors journal adjustment entry transaction (see page 442).
Displays a graph for the invoice showing margins. Margin Pie Chart
View Allocation Info
Reverse Allocation
Refresh
Authorise this
Transaction
Displays a list with the allocation information in a separate window.
Reverse all allocations associated with this transaction (payment or invoice). This option is only available if the Allow reversal of debtor/creditor allocations User-level profile setting is enabled.
This option is not available for transactions with deposits or foreign currencies.
Updates the entire transaction list.
Where M-Powered Payments are used (see page 357), this
option authorises the selected transaction.
View Reconciliation Info Provides a list with the reconciliation information.
View Scanned Original This option is only available if a document has been attached to the transaction. Selecting it opens the document.
View Purchase Order
Invoice History
Displays the Purchase Order History window.
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Allocate To Oldest
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Allocates a payment transaction to the oldest outstanding invoice.
Toggle Query Status (?)
View Banking Batch
View GL Batch
Transactions
View Job
Puts a question mark on the transaction, to reflect that the transaction is in question. This can then be reported on. You may need to add the ? column by right-clicking on the column header and selecting Select visible columns.
Opens the Debtors Banking Batches window (see page 438).
Opens the GL Batch Transactions window (see page 303),
showing all GL transactions associated with this transaction.
This option is only available for transactions that have been posted to the GL, and requires the Allow Sub ledgers drill through to GL Transactions User-level profile setting to be enabled.
Where the Job Costing add-on module is used, displays the job associated with the transaction.
View Sales Order History
Displays the Sales Order History window (see page 391).
View Analysis Codes
Displays the Analysis Codes (see page 97) associated with the
transaction.
Preview Journals
Attach/Unattach
Document
Displays the GL Batch Transactions window (see page 303),
showing the Debtor Ledger and Stock Ledger transactions that will be generated for the transaction. This is a preview only - no transactions are saved when the window is closed.
Allows you to select a document to attach to the transaction, e.g. a scanned copy of the original transaction document. If a document has already been attached, this option lets you remove it.
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Search Options
Group by Period
Checking the Group by Period checkbox groups the transactions by period:
Clicking on a period line lists all the transactions for that period in the grid in the area below the period groups. Once the group has been selected it can be minimised by clicking the minimise icon ( ). Maximise this view by clicking the icon again. Minimising this view provides a greater display area for the group s individual transactions in the grid below.
below:
Shortcut Command Description
Age
In MYOB Exo Business, transaction ages (see page 152) are
numbered from current (0) backwards. See for details on this numbering system.
Period Name
Invoices
Credits
Payments
Refunds
This is the period name that correlates to the
This is a total for all invoices submitted over this period.
This is the total for the credits issued to this debtor over this period.
This is the total for all types of payments received from the debtor for this period.
This is the total for all refunds issued to the debtor for this period.
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Dr Adjustments
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This is the total for all debtor adjustment transactions (see page 442)
for the selected period.
Cr adjustments This is the total for all creditor adjustment transactions for the selected period. Creditor adjustments are similar to Creditors
Payment Entry, this function creates adjustment entries against a creditor account, with predefined reasons for the adjustment.
The current debtor account balance for the selected period. Balance
Show Only Unallocated
Checking the Show only unallocated checkbox filters the transaction list to display only the transactions that are not allocated to an account. This is useful when it is necessary to allocate transactions that have not been previously allocated.
Transaction Page Numbering
While MYOB Exo Business stores transaction dates, it is not a purely date-based system. It does not rely on dates for critical procedures such as transaction ageing and posting between ledgers, nor are dates used by any of the standard reports within Exo Business to calculate control totals.
MYOB Exo Business employs a method of tagging all transactions with a nominated period number at the time of posting. As an extra validation, Exo Business can ensure that the transaction date given is valid for the period that the transaction is being posted to. This method is used to avoid the traditional problems associated with incorrectly entered dates and extra processing overhead required to age transactions into periods which often makes purely date based solutions very limited in scale.
In MYOB Exo Business, transaction ages are numbered from current (0) backwards. This may be different from the system you are familiar with, however it does give you some useful logic consistency.
Example:
0 = current period
1 = One period ago (last month)
2 = Two periods ago
54 = Fifty-four periods ago etc.
MYOB Exo Business knows which period in the period table is the current one, and uses this as a point of reference to display the name of the period on reports and within data entry screens.
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Invoice Number Search
Creditor/Debtor account > Transactions tab >
Clicking the Invoice Search button on the Transactions tab ( ) or pressing F7 opens the Invoice
Search window.
The Invoice Search window has a right click menu to giving access to many other windows. This includes drilling to the Account (Debtors or Creditors) where further transactions, reversals or updating of header reference fields may be performed from the transactions tab (if you have sufficient access rights within those windows).
From here you can reprint invoices, credits and receipts. Set search criteria and click Search. The
Print buttons are not enabled until you have selected a search item.
The filters to search by Shift and Terminal ID are disabled when the window is set to Creditors mode as they are not applicable.
Field Definitions
The grid (see page 12) header fields are detailed in the table below:
Field
Seqno
Description
A unique identifier for records in tables.
Entry Time The time of the invoice entry.
Inv Date
A/c
InvNo
Trans type
The date of the invoice entry.
The account number.
The invoice number.
The transaction type, i.e. Invoice or credit note etc.
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Name
OutStanding
Tot inc GST
Tot exc GST
Taxtotal
Alpha Code
Session_id
Gatewayno
Eftauth
Eftcaid
Eftstan
Job#
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The company name of the debtor or creditor.
Any outstanding amounts for this invoice are listed here.
The total amount that was invoiced, including GST.
The total amount that was invoiced, excluding GST.
The total amount that was taxed to this invoice.
This is the debtor/creditor code which is normally automatically assigned by the system. Generally this is the first 6 characters of the account name followed by two sequential numerals, starting at 01.
A session id is an integer value (number) which tags all transactions at the time of saving. It s transaction scoped, so when you create an invoice which has invoice line and optional payments, all those transactions get grouped together with the same session id.
It s a grouping type of field, i.e. this field gets moved / copied when the source transaction moves through the system. The invoice lines will receive a session_id when saved. The invoice lines required the stock to be decremented, resulting in the creation of a stock transaction, this copies the invoice line session id and then the stock and invoices are posted to the GL. This creates a GL transaction and once again the invoice line session id gets copied. It s primarily used to ensure that once a source transaction is posted to the GL all its source transactions can be easily identified.
This configures EFTPOS / Credit card payment gateway numbers. In
MYOB Exo Business you can set up Credit card payment gateways .
Like a direct payment service, a web service for the management and handling of payments. As Exo Business can handle multiple payments, it tags the payment debtors lines with the seqno identifying the gateway used.
This usually contains EFTPOS / Credit Card authorisation / approval codes related to payment gateways.
This usually contains a unique EFTPOS computer / terminal id . See
POS / EFTPOS whitepaper.
This usually contains a unique EFTPOS / Credit Card transactional id.
See POS / EFTPOS whitepaper
Usually a jobcost jobno / jobcode if an invoice came as a result of an
Exo Job Costing job.
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Toolbar
Print Invoice Print Docket
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Recording Additional Information through Extra Fields
If you have any specific information on an account or stock item that cannot be displayed
elsewhere, you can set up extra fields (see page 26) to display on the account s Extra Fields tab.
Note: This tab is available only if you have set up extra fields and displays the fields that you have established.
Debtor and Creditor accounts support 24 extra fields; the first three extra fields are displayed in the
Details1 tab of the Debtor/Creditor account, and the remainder on the Extra Fields tab. For Stock items, all extra fields are displayed on the Extra Fields tab.
To record extra field details:
1. Click the Extra Fields tab.
2. Complete any necessary fields on this tab.
Debtor/Creditor Account Serial Numbers
Account > Debtors/Creditors > {Double Click the Account name} > (Serials)
The Serials tab on Debtor and Creditor accounts is used to record all serialised stock items (see
page 220) sold to the Debtor/Creditor. This enables you to quickly handle Debtor enquiries about stock items they have purchased, for warranty, and return policy purposes.
Note: Before serial numbers can be used, they must be activated for the database by setting the profile Serial Numbers Tracking Enabled. Serial numbers may only be used with stocked items. Lookup items cannot be serialised.
Serial Number Types (Modes)
Occurrence of serial number processing depends on both the serial type (mode) of the stock item, and the class of the trading partner in the particular MYOB Exo Business function.
There are three classes of trading partners:
Creditor (Supplier) e.g. functions like purchase orders and creditor invoices.
Internal (no Creditor or Debtor) e.g. adjustments, transfers and works orders.
Debtors (Customer) e.g. sales orders and debtor invoices.
You can search for a serial number across all branches:
1. Click on the Serials tab of the debtor/creditor account.
2. Enter the serial number you are searching for, or leave blank to view all serialised stock items sold to this debtor.
3. Check the Exclude not in stock checkbox to exclude.
4. Check the Exclude pre-assigned checkbox.
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Search Filters
Option
Serial Number
Description
Serial numbers are maintained as part of the workflow whenever stock transactions are created for a serialised stock item. This is usually associated with a business document (e.g. Debtor invoice). When the document is saved using the Save & Exit or Save buttons, the stock items that should be serialised are determined based on the combination of the document class and the serial type of the stock items. The quantity of serials for each of these is computed.
Location Choose the location from the list to filter this search.
Exclude not in stock Tick this to filter out serial number results in the search that are not in stock.
Exclude preassigned Tick this to filter out serial number results in the search that have been pre-assigned.
Serialised Item Details
The grid (see page 12) header fields are detailed in the table below:
Column
Stock Code
Description
The Stock item code.
Description
Serial No
The description of the stock item.
The serial number of the stock item.
Location The location from which the serialized stock item was purchased.
Assigned Document If no documents are assigned the default will be none. If there are there will be a link to this document.
CR Accno
Reference
BOM Code
Worksorder No
RequestSeqno
Job No
InStock
Last Updated
The creditor account number
If applicable a reference number will be listed here.
Bill of materials code
The works order number. This number is allocated by the system.
Joins stock requests
The job number.
Provide indication if this serial number available for sale.
The date that the details on this stock item where last updated.
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Recording Notes
Notes are a freeform way of recording any communication or general information related to a selected account master. Notes can be added to Debtor, Creditor, Stock and General Ledger accounts. The username and current date are automatically entered at the start of a new note.
Notes are displayed in a list you can scroll through.
To record notes for an account:
1. Go to the Notes tab on the Account Details window:
2. Click the New Note button ( ) to enter a new note. The current system date is automatically inserted with the note.
3. Right click anywhere in the editing area to open a popup menu. Most of these are standard editing commands with the addition of Insert Username, to insert your name at the end of the note and Insert Common Phrase, see the tip below.
4. After entering the contents of the note, click the Save button to save the note entry.
Tip: Use the Common Phrases utility (see page 160) when entering repetitive information, or
to save typing and assist with retaining a generic format to notes.
History Notes
History notes are more structured and formal than Notes (see page 158). You can search for
history notes, delete them, and email them. Generally use history notes for more formal communications with the debtor/creditor, that you want to keep a record of.
A History Notes tab is available on the Debtors, Creditors, Non Accounts, Stock, General Ledger account and Sales Order windows. The following table describes the available buttons and fields on this tab:
Field/Button
New History Item button
Description
Used to create a new history item. This opens the New or Edit window.
Delete History Item button Used to delete an existing history item.
Source What sort of account the history note was created from.
Date The date this history item was created. Defaults to the current date but can be changed.
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Subject The subject of the history note.
Staff The staff member who is creating this note. Defaults to the currently logged in user, but you can enter another staff member in this field, or use the question mark search facility to search for another staff member.
History Notes Window Fields
To create a new history note, click the New History Item button ( ) on the account window toolbar.
The following table describes the fields in the History Notes window:
Field
Date
Description
The date this history note was created. Defaults to the current date but can be changed.
Staff The staff member who is creating this note. Defaults to the currently logged in user, but you can enter another staff member in this field, or use the question mark search facility to search for another staff member.
Subject
(Body)
Enter the subject of the history note.
Enter the content of the history note into the main text entry field on this window.
Email this History Item
Use this button to email this history note (see page 160).
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Editing the History Note
1. From the History Notes tab, click New History Note ( ) to enter a new note. The current system date is automatically inserted into the note. This date can be changed from the drop-down list.
2. Right-click anywhere in the editing area to open a popup menu. Most of these are standard editing commands with the addition of Insert Username, to insert your name at the end of the note and Insert Common Phrase, see the tip below. There is also Spell
Check feature for history notes.
Note: If the Spell Check option is not available, you may need to install the spellchecker
DLL files and register them manually. Contact Support for the required files and instructions on how to install them.
3. After entering the contents of the note, click Save to save the note entry.
TIP: For entering to repetitive information and to save typing and assist with retaining a
generic format to notes, use the Common Phrases utility (see page 160).
Saving and/or Emailing this History Note Item
1. Review the history note, make any changes if required, and then click Save. This is then recorded in the History Notes tab. Only after saving the note will the Print and Email this history item buttons become available. If you choose to Email this note, an email is automatically created with the following pre-populated information:
By default the addressee of the email is the current Debtor/Creditor, using the email address recorded on the Details 1 tab.
The subject of the email is the Subject of the history note.
The content of the email is the body of the history note.
2. If necessary, make any changes to the email and send.
Common Phrases
A library of common phrases can be built to save typing and assist with retaining a generic format to notes.
To select or create a common phrase:
In a supported field, press CTRL + (single quote). The Common Phrases window appears:
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To add a phrase, type the phrase and click the Add Phrase button.
To select a common phrase to the text box, begin typing the phrase and the cursor will focus on the nearest match in the search grid. Either click OK to select the highlighted phrase, or doubleclick the phrase required.
To delete a phrase from the list, highlight the phrase to be deleted and click the Del. Phrase button.
Managing / Creating Documents
The Documents tab lists all the documents related to an Opportunity, a Sales Order, a Purchase
Order, an Inwards Goods Receipt, a Works Order or a Debtor, Creditor or Stock account. The
Document Manager, which adds, edits and removes documents from accounts, its standard functionality throughout MYOB Exo Business, such as in the GL, Creditors and Stock modules.
It may be useful for your business to maintain copies of documents that you send each
Creditor/Debtor.
Any file that is recognized by Windows, including spreadsheets, documents, and graphics, can be attached to the account. Any email sent from MYOB Exo Business is automatically attached to the relevant account. You can either store documents as attachments, or in the Exo Business database. You can export a document stored in the Exo Business database back to a standalone file.
The template is a fixed format, once imported, the document is stored inside the database. It is backed up when you back up your database. If you import many large documents, the size of your database is substantially increased.
Note: If you transport the database frequently, the use of this feature should be minimal. It is recommended that you do not store large documents here.
To create documents for an account, click the Documents tab in the account masters window.
Field Definitions
The grid header fields are detailed in the table below:
Field
Doc. Date
Description
The date the document was attached to the account.
Reference
Doc. Code
Description
File Name
Linked
Any internal reference text for the document.
Any internal document code for the document.
A description of the attachment, entered by the person who attached the file.
The filename of the attached file.
Whether or not the attached file is stored in the MYOB Exo Business database, or linked to Exo Business but stored separately on your computer or network.
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Menu Commands
All the commands for document management are from the toolbar, detailed below:
Run Document Manager to add, edit and delete documents. Launches the Document
Create and edit an RTF merge letter. (see page 586) Create a merge letter to this
Debtor/Creditor using one of your preset Clarity letter templates.
Delete the selected document. Delete the attached file highlighted in the grid.
Merge account data against a template (see page 588) to produce form letter.
Export a document to another location (see page 581).
Import an existing document into this page (see page 581).
Relationships
Relationships can be formed between Contacts, Debtors, Creditors and Non Accounts. New relationship types can be defined to link any of the entities of Debtors, Creditors, Non Accounts,
Contacts, and staff.
Creating New Relationship Types
Some relationship types will have been predefined for you; however you are likely to want to create relationship types of your own. To do this, right click on any area of the relationship tree and select Setup Relationships.
The Setup Relationships window opens:
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Double-click on an existing relationship type to edit it, or click New to define a new type.
Note: Except for the Image, you cannot edit the details for a relationship type that is already in use.
A relationship in Exo Business is a two-way relationship between two entities in the Exo Business system. For example, a relationship type may define the relationship between Contacts and the suppliers (Creditors) they work for. When viewing a Contact record and creating a relationship between it and a Creditor, this relationship type could be called Works for ; when viewing a
Creditor s record and creating relationships between it and Contacts, the same relationship type could be called Employs .
Field
Entity Source
Description
Select the first type of entity that the relationship type applies to.
Choose from:
Contact
Customer (i.e. Debtor)
Supplier (i.e. Creditor)
Non Account
Staff
For example, if the relation type defines the relationship between a
Contact and a Creditor, select Contact here.
Entity Destination Select the second type of entity that the relationship type applies to. For example, if the relation type defines the relationship between a Contact and a Creditor, select Creditor here.
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Rel. Name
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Enter a name for this relationship type when viewed from Source to
Destination. For example, if the relation type defines the relationship between a Contact and the Creditor that they work for, you could enter
Works for here.
Inverse Rel. Name Enter a name for this relationship type when viewed from Destination to
Source. For example, if the relation type defines the relationship between a Contact and the Creditor that they work for, you could enter
Employs here.
Category
Image
Read-only field that displays the category that the relationship is grouped under. Displays User Defined for relationship types that are added manually.
Select an icon image to appear next to relationships of this type on the
Relationships tab, or click Default Image to use the default.
Creating Relationships between Entities
To create a relationship between Exo Business entities:
1. Go to the Relationships tab of the Debtors, Creditors, Non Accounts or Contacts window.
2. Right-click anywhere in the main window and choose New. The Relationship : New window is displayed:
3. Select the relationship type (see page 162) in the Relationship Name field.
4. Click the ellipsis button of the second Entity Name field, and search for and select the target entity.
5. Click OK.
Removing Relationships
To remove a relationship, right click on the relationship icon and select Remove.
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Activities
Activities can be set up in Exo Business to provide reminders and progress indicators for important events. An activity can be a Task or an Appointment:
A Task is a to-do item that must be completed in a specified time frame.
An Appointment is an event scheduled for a specific time.
Activities can be accessed in multiple ways:
Via the Activities tabs in the maintenance screens for Contacts, Debtors, Creditors, Non
Accounts and Sales Orders.
Via the Activity Search widget, which can be added to the Exo Business business flow menu.
Via the Exo Business CRM module.
When using the Exo Business CRM module, activities can be synchronised with Microsoft Outlook.
Tasks are converted to Outlook Tasks and Appointments are converted to Outlook Appointments.
Creating an Activity
Click the New Activity ( ) toolbar button to create a new activity. Alternatively, right-click on the
Activity Search widget s calendar in the time slot that you want to create the activity in.
The Activity Window
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Note: If Extra Fields (see page 26) have been set up for Activities, an Extra Fields tab will also
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Working with Accounts
This is the window for entering new activities; use the table below as a reference for completing the fields in this window.
Field Description
Activity Type Select whether the activity is a Task or an Appointment.
Type
Sync with
Outlook
This is a user-definable classification for the activity. Select a type from the list, or select Edit List... to create a new type.
If this box is ticked, the activity will be synchronised with Outlook whenever a sync is performed. If this box is not ticked, the activity will not be included in synchronisation operations.
Type a brief description of the activity and its purpose. Subject
Company
Contact
Assignment of an activity to a Company and/or Contact is optional. Where assigned, the activity will appear on the Activities tab of that company
(Debtor, Creditor, Non Account) and/or the Contact screen.
Note: When entering the Company name, use the search option by typing ? and pressing TAB.
Job Code
Order
Opportunity This field is only available when the Exo Business CRM module is licensed.
If the activity was created from an Opportunity, that Opportunity will be displayed here; otherwise, you can optionally specify an Opportunity to associate the activity with.
Campaign
Wave
If the Exo Business CRM module is installed, activities can be associated with a campaign wave.
Note: When creating an activity from the Details tab of the
Campaigns window, the activity is associated with the first wave of that campaign. When creating an activity from the Waves tab, the activity is associated with the selected campaign wave.
Label
This field is only available when the Exo Job Costing module is licensed. If the activity was created from a job, that job will be displayed here; otherwise, you can optionally specify a job to associate the activity with.
If the activity was created from a Sales Order, that order will be displayed here; otherwise, you can optionally specify a Sales Order to associate the activity with.
Priority
Status
A label can be specified for the activity - this affects how it will appear on calendar displays.
A priority (Low, Normal or High) can be specified for the activity. Low and
High priority tasks are indicated with an icon on calendar displays.
The Status setting has predefined list entries, but these may be edited or added to using the Edit List... option.
For Tasks, clicking the Mark Complete toolbar button automatically updates this property to Completed .
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Assigned To
Assigned By
The Exo Business Staff members that the activity was assigned to and by.
% Complete This property applies to Tasks only. Specify the percentage completion by entering a number or using the arrow controls.
Clicking the Mark Complete toolbar button automatically updates this property to 100%.
Start Time
End Time
The start and end time for the activity.
All day event If this is selected, the selections for the time of day will disappear as they are no longer valid.
Reminder If you tick this checkbox, the system will pop up a reminder from the system tray after adding a reminder icon. Reminders can be enabled or disabled using the Enable Reminders option on the Tools menu of the
Activity Search window/Dashboard widget.
Show time as This property applies to Appointments only. Select how to display the time for this activity on the Task Scheduler. Choose from:
Free
Tentative
Busy
Out of Office
Note: The relationship between the Status and % Complete properties is automatically maintained. For example, setting Status to Completed automatically updates the %
Complete value to 100 and vice versa.
Once all properties are configured, click Save & Exit on the toolbar to save your changes and close the Activity window, or Save & New to save changes to this Activity and reset all fields so that a new Activity can be added.
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Activity Recurrence
Click the Recurrence button to set an activity as recurring and establish the frequency.
Configure the recurrence options and click OK to assign this to the new or edited task. If you are editing an existing task and no longer need this recurrence to continue, click Remove recurrence to remove this from the calendar.
Social Media
MYOB Exo Business can display social media information about companies (Debtors, Creditors and Non Accounts), Contacts and Opportunities. The following social media services are currently supported:
Users have the option of viewing social media information using their own login details, or using details for the company. For example, while users may use the company details by default, a salesperson may want to view an Opportunity s LinkedIn details while logged in to their own account, so that they can see any connections between themselves and the Opportunity. It is possible to switch between company and personal accounts at any time.
Setting up Social Media
Company-wide social media details are set up in Exo Business Config at Admin > Social Media >
Setup Social Media. From this screen you can:
Authorise social media applications using a company account
Enter IDs for the company s social media accounts
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Note: The Social Media section in Exo Business Config also includes an Application
Key/Secret section. This section contains details used by the Exo Business application to connect to social media networks. Do not alter these details unless instructed to do so by
MYOB; altering these details could cause the social media functions to stop working.
Authorising Social Media Applications
To use the social media functionality, the Exo Business application must be authorised to log in to the various social networks. Users have the option of logging in and viewing social media information using their own accounts, or using a company account. To log in and authorise social media applications using a company account, click the toolbar buttons for each social media network:
Doing so retrieves an access token , which is stored and used to log users in using the company s details.
Note: To change the company account in use, go to the Twitter, Facebook or LinkedIn website and log out, then come back to this screen in Exo Business Config. You will be prompted to log in again.
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Setting up Company Social Media Accounts
The Company Social IDs sub-tab in the Social Media > Setup Social Media section contains social media account IDs or usernames for the company. The accounts entered here will be displayed by
the social media widgets (see page 172) and used when posting to social media from a campaign
wave (Exo Business CRM).
Facebook and LinkedIn distinguish between user accounts and accounts for pages or companies, which exist independently of an individual user. Extra settings are available to determine how to manage these. The following table describes all available settings:
Field
Description
User
ID/Name
Page
ID/Name
This read-only field is populated automatically when clicking the Facebook toolbar button.
If your company has its own Facebook page, enter its ID number or name here.
Campaigns to be sent from
My Company widget uses
This setting determines what appears on the My Company s Facebook
Wall widget. Select whether to display the Facebook wall for the User ID or for the Page ID.
When posting to social media from a campaign wave, you can post to the
Facebook wall for the User ID or for the Page ID; use these options to select which wall to post to.
User ID This read-only field is populated automatically when clicking the LinkedIn toolbar button.
Company ID If your company has its own account on LinkedIn, enter its ID number here.
Campaigns to be sent from
These options are disabled; at present, LinkedIn does not allow third party applications such as Exo Business to post activity to a company account, so the User option must always be selected.
My Company widget uses
This setting determines what appears on the My Company s LinkedIn
Activity widget. Select whether to show LinkedIn activity for the User ID or the Company ID.
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Company
ID/Screen
Name
This field is populated automatically when clicking the Twitter toolbar button; it can also be entered and edited manually.
This is the Twitter account ID that will be displayed on the My Company s
Twitter Mentions widget. When posting to social media from a campaign wave, the post will be sent to this account s Twitter feed.
Note: Twitter does not distinguish between users and companies, so all other Twitter properties are disabled. The User ID/Screen Name is read-only, and is automatically populated with whatever is entered for the Company ID/Screen Name.
Once you have set up these options, you can go to the Company Social Preview sub-tab see how the selected accounts will appear on the social media widgets.
Setting up Personal Social Media Logons
Users can log on to social media networks using their personal account details on the Social tab
(see page 171). If the user has not specified a personal account, they will be prompted to log in and authorise the social media applications the first time they go to a sub-tab on the Social tab. The details they enter are saved against their Staff record in the Exo Business database.
Setting up Social Media IDs
Social media usernames or account IDs can be set up for companies and Contacts in the following places:
On the Details 2 tab of the Debtor Account Details window (see page 111).
On the Details 2 tab of the Creditor Account Details window (see page 126).
On the Details tab of the Non Account Details window (see page 133).
On the Details tab of the Contacts window (see page 139).
Opportunities use the social media details set up for the company that they are associated with.
If you do not know social media details for a company or Contact, they can be searched for and
filled in automatically from the Social tab (see page 171).
Note: The LinkedIn ID must be the numerical ID, not a username. The Facebook ID can be a numerical ID or a Facebook username, if one has been set up.
The Social Tab
Social media information is displayed on the Social tab, which is available on the Debtor, Creditor,
Non Account, Opportunity and Contact screens.
Note: The Disable Social Media Tabs profile setting can be used to hide this tab on some or all of these screens.
If no details have been entered social media account details for the company/Contact/Opportunity being viewed, each sub-tab displays the results of a search for the company/Contact/Opportunity s name. Each search result has a keep button next to it; clicking this button populates the company/Contact/Opportunity s social media details with the details from that search result. (Exo Business captures as many details as it can; for example, LinkedIn search results may also specify a website and a Twitter feed - these details will be copied as well if they are not already present.)
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Once account details have been entered or found, the following social media information is displayed:
Twitter - The company/Contact/Opportunity s Twitter feed.
Facebook - The contents of the company/Contact/Opportunity s Facebook wall.
LinkedIn - All of the company/Contact/Opportunity s activity on LinkedIn.
LinkedIn Connections - All of the company s employees, sorted by degree of connection to the logged in user.
Note: The LinkedIn Connections tab is available for Opportunities only.
Each sub-tab has a More Results link at the bottom. Clicking this button opens a separate browser window to display the company s Twitter feed, Facebook wall or LinkedIn page.
On all sub-tabs, each entry has a keep button. Clicking this button copies the entry to the
company/Contact/Opportunity s History Notes tab (see page 158).
Company vs. Personal Account
On the Facebook and LinkedIn sub-tabs, buttons are available to switch between the user s personal account and the company account:
Your Account - when using the company account, this button switches to using the personal account.
Company Account - when using the personal account, this button switches to using the company account.
Log Off - when using the personal account, this button logs off the personal account.
If the user has not specified a personal account, they will be prompted to log on the first time they go to a sub-tab on the Social tab. The details they enter will be saved against their Staff record in the Exo Business database.
Social Media Widgets
The following widgets are available to display social information about your own company on
dashboard displays (see page 593):
My Company s Facebook Wall
My Company s LinkedIn Activity
My Company s Twitter Mentions
These widgets use the account IDs entered in Exo Business Config; if no details have been entered, these widgets perform a search for the Company Name as set up in Exo Business Config
> Company > Company Details.
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Stock Overview
The Stock function in MYOB Exo Business is indispensable to the operation of the system because it represents the only available link between the Sales (Debtors) Ledger and the General Ledger.
All products and services commonly supplied as part of the day-to-day business must have an appropriate code set up in this ledger. This applies to physical stock items as well as services provided. It is therefore common practice to have a number of miscellaneous stock codes
(probably one for each product group) to accommodate any infrequent sales transactions such as the sale of an asset or the renting of property. This principle has proven to work well in practice for two reasons:
1. You can take advantage of a large number of reports and graphical representations for all revenue-generating activities.
2. It shields the non-accounting sales data entry operator from more complex decisions required for General Ledger posting.
The topics in this section detail options for maintaining records of the goods and services you offer for sale. This includes:
descriptive information (see page 181)
cost and selling prices (see page 458)
physical stock levels (see page 198)
supplier sources pictures of your products.
It explains how you can categorise or group your products for your product catalogue, customer price lists and for sales analysis purposes. Also included in this section are the various methods of recording and reporting the movement of stock into, within, and out of your company.
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Stock Master
Accounts > Stock
The stock master holds the inventory items, and their pertinent details.
Working with Stock
measure, serial no. tracking method and stock levels per stock location.
Details 2 (see page 184) holds the min/max stock, sales, purchase and COS GL codes, weight
and cubic info, sales and purchase GST and the barcode and alternate codes.
Extra Fields (see page 156) only available if extra fields have been set up (see page 26).
Transactions (see page 187) contains a list of transactions for the particular stock item, e.g.
invoices, orders, receipts, adjustments, and transfers.
Orders (see page 190) displays the orders related to the stock item. It contains three panels:
sales orders, transfer requests and purchase orders.
Jobs (see page 193) displays any jobs that the stock item is currently being used in. This tab is
only available if Exo Job Costing is installed.
Works Orders (see page 194) displays Works Orders (see page 570) associated with the stock
item. This tab is divided into two panels: works orders to be produced and works orders to be used in production.
Web (see page 194) contains fields that you need to use if you are displaying your stock on a
website.
Batch Qty (see page 195) only available if the enable stock batch codes have been enabled. This
tab is used to assist in handling batch-tracked stock items
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Notes (see page 158) allows entry of free-form notes pertinent to the stock item.
History Notes (see page 158) this is like the Notes tab, but is more structured. This makes it
easier to search for previous notes related to the stock item. It s also easy to create, delete, or email history notes.
Documents (see page 161) lists all the documents related to a stock item. It could be a word
processing document, a graphical .gif or .avi file, or any document that is recognized by a
Windows application.
Analysis (see page 195) a quick preview of the sales status of the stock item. The graph displays
the dollar value (depicted through a red line). Double-click on the graph to view the total units sold (blue line).
Note: The toolbar icons at the top of the stock item window change when moving between tabs.
Stock Search
The Stock Search window is used to select a Stock item for use in a document, e.g. a Sales Order or a Purchase Order. It is usually accessed by entering ? into the code column of a new line and pressing TAB.
Note: Any variables entered into the search key field will only search the Code and
Description columns of the grid.
Enter text to search by into the Search field, set any required filters and click Search.
You can use the dropdown next to the Search button to select a search template (see page 46) to
filter the results by. If a search template is selected, you can toggle it on and off using the Filter toolbar button.
Select one or more stock items from the list, enter quantities into the Sel Qty column and click the
Select & Close button, or double-click an item to add all selected items to the document.
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Field Descriptions
Field
Search Key
Description
Enter the search name phrase or part name here.
Include inactive items
Method
Check this box is the search result is to include inactive items in the search result.
Choose one of these options to refine the search.
exact phrase: The search result must contain the words exactly as they are entered in the search key field.
all words: The search result will contain all of the words or part words entered in the search key field.
at least one: The search result will contain at least one of the words or part words entered in the search key field.
Stock grouping
Filter by stock group
Stock group fine
Check this checkbox to enable the stock group options.
Choose this radio button if you want to restrict the search results to the fine stock group relative to the variable entered into the Stock
Group field.
Stock group course Choose this radio button if you want to restrict the search results to the course stock group relative to the variable entered into the Stock
Group field.
Search results grid
Code The stock code
The stock description for the stock item. Description
Qty The physical stock level at the current location.
Stock Group (Fine) Formerly designated Primary this is a stock group from those established in Business Admin > Stock Groups.
Stock Group
(Course)
Popup Menu
Formerly designated Secondary this is a stock group from those established in Business Admin > Stock Groups.
Right clicking anywhere in the search results grid opens a popup menu with a Stock Level option. Clicking this opens the Stock level
Enquiry window which lists the physical, free, not for sale, committed and back order stock levels for the defined regions.
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Setting up Stock Groups
Setting up Stock Groups
MYOB Exo Business has a single product classification you may add any number of additional categories through Extra Fields options, but reporting needs to be customized to incorporate these additional groupings. This topic details the procedure for setting up Stock Groups. Products and services can be organised into stock groups.
Each Stock Group has an option to set up expected margin, together with an allowable variance from this expected margin. The variance below indicates that a Margin of 40% Plus or Minus 5% is acceptable, that is 35% through 45% inclusive. These can be preset via Stock Groups as illustrated below.
To set up a Stock Group:
1. Select Stock > Stock Groups from the Admin menu in Exo Business Config. The Stock
Groups window is displayed:
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2. Click New to add a new group. The Details tab is displayed:
Working with Stock
Field Definitions
The fields on this tab are detailed in the table below:
Field
Stock group number
Description
The number assigned to this group.
Stock group name Enter a name for this group
Parent group Select a parent group from the drop-down list.
Report Code
Display on website
Website picture
Enter the report code here.
A check in the box if you want to display the stock on your web site, under this group.
Autocode prefix
Autocode suffix
The path and file name of a .gif or .jpg file of a picture, if you want it to be displayed on your web site as a heading for products in this group.
Enter an Autocode Prefix, and a numeric Autocode Suffix that will increment on stock code generation. Autocode generator values against each product group.
Expected margin Used to set up an expected margin, together with an allowable variance from this expected margin. I.e. a margin of 40% with an
Margin variance acceptable 5% variance is 35% through 45% inclusive.
+/-
Sales GL code
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Cost of sale GL code
Purch clearing GL code
Select the Sales and Cost GL codes using the General Ledger Account search window.
The General Ledger Account code that purchase transactions for this stock are posted to.
About Stock Price Groups
Stock Price Groups allow you to collect similar products together that may share common pricing but are distinct products. Example whiteboard markers are stocked and sold in different colours but are all the same price, any discount policies that refer to them refer to every colour in the range. Using Stock price Groups you need only change the policies relating to the group and not every individual colour.
Stock Price Groups are set up in MYOB Exo Business Config at Admin > Stock > Stock Price
Groups.
Setting up Stock Item Details
Account > Stock
You can set up the stock items through the Stock Item Details window. The window contains a set of tabs that allow you to easily record and access stock details when you require it.
To set up stock, select Stock from the Account menu. The Stock Item Details (search) window is displayed:
This is the initial stock interface. Stock items can be found through the search options at the top of the window, or a new stock item can be added by clicking the New icon. However, it s best to search for the item first to avoid double entry. A basic method for searching is detailed below,
however, we recommend reviewing the advanced search options (see page 175).
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1. Enter the search name, phrase or part name here.
2. Search Options:
Check Include inactive items to enable inactive Stock items (i.e. items whose Active flag is unticked) to appear in search results.
Check Extensive Search to enable powerful searching when barcodes used as stock items. This is aimed at businesses that use the barcode as the stock item number, and makes searching faster and more effective. This is enabled by default.
3. Select the Method. Choose one of these options to refine the search:
exact phrase: The search result must contain the words exactly as they are entered in the search key field.
all words: The search result will contain all of the words or part words entered in the search key field.
at least one: The search result will contain at least one of the words or part words entered in the search key field.
4. Check the checkbox to enable the radio button within. Choose the fine radio button if you want to restrict the search results to the fine stock group relative to the variable entered into the Stock Group field. Choosing the course button works in the same manner, restricting the results to course group.
The grid header fields are detailed in the table below:
Field
Code
Description
The code you use to call up an item. A stock code can normally contain up to 15 characters.
Description The name or description of the stock item as it should appear on invoices or reports. The description can contain up to 40 characters which can be overtyped in the Invoice Entry, Sales Orders and
Purchase Orders windows.
Qty
Stock Group
(Fine)
Stock Group
(Coarse)
The physical stock level at the current location.
This is more of a specific stock group.
This is more of a generalised stock group.
Right-clicking on a Stock item opens a popup menu with a single item: View Image. If there is an
image associated with this Stock item (see page 194), it can be viewed by selecting this option.
Once the search fields have been defined and the stock searched with no result, begin creating
the new Stock Item by clicking New. The Stock Item Details window (see page 173) appears - to
begin with only the following tabs are available:
Once you have entered details on these tabs, click Save. All other tabs then become available.
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Entering Stock Details
Account > Stock > [Search] > {double click on a Stock item}
The main details input and display are set on two tabs on the Stock Item Details screen (Details
1 and Details 2). This allows the Stock Lookup to maintain a small floating window and not obscure other relevant information that you are entering. Together, the two tabs allow you to store reference information such as the stock code with its description, stock locations, codes, stock quantities and the various selling prices.
The note after this procedure provides more information on these features.
To enter stock details:
1. Click the Details 1 tab in the Stock Item Details window. This is the default tab that is displayed when you double-click a stock item from the Stock Item Details (search) screen.
The following window is displayed.
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2. Complete the entry fields on the screen. The following table provides information on the fields under this tab:
Field
Stock Code
Description
The code you use to call up an item. A stock code can normally contain up to 15 characters.
Description The name or description of the stock item as it should appear on invoices or reports. The description can contain up to 40 characters which can be overtyped in the Invoice Entry, Sales Orders and
Purchase Orders screens.
Groups - The group options are all selected from predefined drop down menus.
Stock Group
(Fine)
Formerly designated Primary this is a stock group from those established in Business Admin > Stock Groups .
Stock Group
(Course)
Classification
Formerly designated Secondary this is a stock group from those established in Business Admin > Stock Groups .
A selection from the list of stock classifications. These are predefined.
They can be used for selective reporting in Clarity.
Price group The name of the price group.
Cost Prices - these are detailed in Setting Cost Methods and Sell Prices (see page 458)
Supplier Cost
(NZD)
The default supplier published cost price used for purchase orders.
This price is displayed in the main supplier s currency.
Last
Average
The current cost price for the stock item inclusive of landing charges.
The weighted average cost. The cost includes or excludes GST based on your creditor account setup. Including GST is not a usual option and is not recommended.
The standard cost of this stock item. Standard
Sell Prices
Internet
Retail
Trade
The Price Names that you set up in MYOB Exo Business Config at
Admin > Stock > Price Names .
Note: MYOB Exo Business supports a maximum of 100 sell prices.
Pack Of
Other
Main Supplier
The stock code entered in the Pack of field on the Details 2 page.
The name of the main supplier (see page 196) as defined in the
Creditors Account.
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Unit / Pack Select the unit of sale for pricing, for example Per Pack, Per Box or Per
Dozen. Unit options are set up in Exo Business Config at Admin > Stock
Stock Unit Definitions.
Link stockcode If this stock item is linked to another, e.g. if this item represents a pack of other items, the linked item s stock code is displayed here. This field is read-only - its value is set using the Link stockcode field on the
Serial no. tracked
Select Yes if you want to track serial numbers for this stock item (see
page 220).
This check box is available if you have selected Track Serial Numbers in
MYOB Exo Business Config > Profiles.
Note: If checked, you are asked to enter the serial number for each unit of this item before you process a transaction such as
Sales Order, Invoice or Purchase Order.
Flags
Active Select this flag if you want to see the stock item in the main search screen. This flag is checked by default.
Lookup
Recoverable
Discountable
Select this option for a non-stock item (such as labour charges) or a physical stock item that does not require tracking of the in-stock quantities.
Note: This flag is disabled and cannot be changed once transactions have been recorded against the stock item.
This flag is only available if Exo Job Costing is installed, and is disabled unless the item is a lookup item. If ticked, it designates the stock item as a recoverable expense for Exo Job Costing.
You can clear this flag to exclude stock item from discounting price rules even though the rule encompasses the product group or price group that the stock item is in. This only applies on price rules with discounts and not on substitute price.
Restricted Goods Customers can be prevented from buying restricted stock through the restricted stock feature. You can also change the caption for restricted item using the Display Name.
Note: You can enable the Use customised customer stock restrictions logic Company-level profile setting to customise and extend the Restricted Goods function. When this setting is enabled, Exo Business uses the FN_RESTRICTED_ITEM function to determine if a Stock item can be sold to a Debtor - this function can be customised to suit the needs of your organisation.
Batch Tracked To batch-track a stock item, you need to set the item to batch tracked in the Stock Item Details window. The Enable stock batch codes profile setting must be enabled for this flag to be available.
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Item Expires
Working with Stock
This flag is only available if the Use expiry dates for batched and serialised items profile setting is enabled. It adds support for expiry dates on batch or serial number records.
An Expiry Days field is displayed on the Details 2 tab of the Stock Item
Details window (see page 184). Enter the number of days before expiry
of the stock item here.
Stock Details 2 Tab
Account > Stock > [Search] > {double click on a Stock item} > (Details 2)
Once the information has been entered into the Details 1 tab (see page 181), the details in this tab
need to be completed:
1. Click on the Details 2 tab.
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2. Complete the entry fields on the window. The following table provides information on the fields under this tab:
Field
Defaults
Description
Min Stock
Max Stock
A figure that indicates the default minimum stock level for the stock item for each location. When stock reaches this point, reordering is required.
A figure that indicates the maximum stock level for the stock item. This is the level to which reordered stock is to be raised.
Bin Code The Bin or Shelf code used when picking a stock item. Click Set by
Location to specify separate bin codes for each stock location.
Ledger Posting Profile
Sales GL code The default code that sales transactions for this stock item are posted to.
This must be a Profit & Loss account, and cannot be a GL Control
Account.
The default setting here is the Default Sales Account as set in the MYOB
Exo Business Config > Admin > General Ledger > GL Control Accounts .
Purchase GL code
Purch Clearing
GL Code
The General Ledger Account code that purchase transactions for this stock are posted to. This must be a Profit & Loss account, and cannot be a GL Control Account. This property is only available if the Lookup property on the Details 1 tab is selected.
The default setting here is the Default Purch Account as set in MYOB Exo
Business Config > Admin > General Ledger > GL Control Accounts . The post method depends on the Cost of Sales Method that you select in
MYOB Exo Business Config > Essential > General Ledger .
This property is only available if the Lookup property on the Details 1 tab is not selected. It cannot be edited, and defaults to the Stock Clearing
Account as set in the MYOB Exo Business Config > Admin > General
Ledger > GL Control Account .
C.O.S. GL code The Cost of Sales account in the General Ledger when stock is sold. This must be a Profit & Loss account, and cannot be a GL Control Account.
This property is only available if the Lookup property on the Details 1 tab is not selected.
This setting is used if Post Cost of Sales A/c from Stock Item is selected for the Cost of sales method at MYOB Exo Business Config > Essential >
General Ledger .
The default setting here is the Cost of Sales Account as set in the MYOB
Exo Business Config > Admin > General Ledger > GL Control Accounts .
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Miscellaneous
EOQ
Weight
Cubic
Duty %
Economic Order Quantity - allows you to set a minimum quantity to be ordered. The EOQ is enforced as per the EOQ prompt on purchase orders Company-level profile setting (Prompt, Force or No EOQ).
The physical weight of the stock item. This information need not be entered but is useful if you need to know the weight of items that are being couriered.
The cubic weight of the item. This information need not be entered but is useful if you need to know the volume of items that are being couriered.
Duty can be entered using automatic calculation of duty based on pre-
set percentage held on the Stock Item. This can be used in the Inwards
Goods Cost Goods screen (see page 370), where you can choose to
use the Duty Percent in the calculation of Landed Cost, by checking the
Use stk duty % checkbox, then clicking Calculate.
Dimensions
Variable Cost
Choose the dimension for this stock item if applicable. You can specify one, two or three measurements for a stock item length, square, or cubic and then buy or sell the item by these physical dimensions.
Examples of how this could be used might include selling timber/material/carpet etc. by length or length and width.
Tick this option to signify that the Stock item is a Variable Cost Item. This is an item where the cost price varies for each instance, to the point that the average cost is misrepresentative, e.g. freight by weight. If this option is ticked, the invoice line cost for the item is recorded as a percentage of the selling price on the invoice line. The percentage used is the expected
GP% on the product group for this item.
The sale GST rates on stock items.
The purchase GST rates on stock items.
Sales GST
Purch GST
Barcodes or Alternate Codes
Pack of The stock code related to this pack.
This can only be used on a Lookup item. It points at a stocked (nonlookup) item which will maintain the actual stock. The quantity of the stock item units contained in this pack is also specified.
Alternate
Suppliers/
Stock Codes
Click this button to specify alternate suppliers for the stock item (see
page 197).
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Link stockcode Lets you link this stock item to another - any transactions posted for this item are automatically posted to the stockcode you enter in this field. To specify a linked stockcode, this stock item must be set as a lookup item
on the Details 1 tab (see page 181).
For example, if you sell bottles in crates of six, you may have a Bottle stock item and a Crate of Six Bottles item - in this case, enter the Bottle item s stock code into the Link stockcode field for the Crate of Six Bottles item. This means that whenever a crate is sold, the transaction is recorded against the Bottle stock item as well.
Description
Qty
Warranty No.
Pop-Up alert
The description for the linked stock item is displayed here.
The quantity of the linked stock item that this items represents. For example, if the stock item is for a crate of six bottles, enter the Bottle item s stock code into the Link stockcode field and enter 6 into this field.
Default warranty for the stock item.
A note that you would like to appear when you sell or receive this item.
For example: 2 AA Batteries required.
Note: Use the ^ character to insert a carriage return.
Auto Narrative A stock note can represent a long description and can be customised for a particular line. Note copying can be automated for individual products by setting this field to Yes .
Expiry Days If the profile Use expiry dates for batched & serial numbers is enabled, the system will offer and expect expiry dates to be entered on serial
records if the Item Expires flag is checked on the Details 1 tab of the
Stock Item (see page 181). Enter the number of days before expiry of the
stock item here.
Viewing Stock Transactions
Account > Stock > [Search] > {double click on a Stock item} > (Transactions)
The transactions tab contains a list of transactions for a particular stock item. Transactions can be of different types and include the following:
Creditors Invoice
Debtors Invoice
Sales Order
Purchase Order
Stock Receipt
Manual Adjustment
Stocktake Var Adjustment
Stock Transfer
Edited Invoice
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To view the list of transactions, click the Transactions tab. The following window is displayed:
The Location field provides the default location. Select the required location from the list.
Click the Load button to refresh the transaction list for the selected location.
Check the Group by Period checkbox to enable the Transactions by Period window view. This setting will be remembered the next time this tab is accessed.
Field definitions
The grid header fields are detailed in the table below:
Default Window
Field
Date
Description
The date of the transaction
Alpha This is the debtor/creditor code which is normally automatically assigned by the system. Generally this is the first 6 characters of the account name followed by two sequential numerals, starting at 01
Details referring to the transaction such as transaction description. Ref1
Ref2
Batch Code
Detailed in Keying stock batch codes (see page 210)
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Qty The number of stock items.
Unit Price
Unit Cost
The price of a single stock item.
The cost price of a single stock item.
Loc
To loc
Receipt no
Kit code
Plu
The code of the location where the transaction took place.
The code of the location where the stock is being transferred.
The receipt no
A kit (BOM) code if this has been added to non sales orders.
These are Stockcodes or Barcodes for lookup items that link to a stocked item.
Transactions by Period Window
Field
Age
Description
In MYOB Exo Business, transaction ages are numbered from current (0)
backwards. See Transaction age numbering (see page 152) for details.
Period Name The period name that represents the current period for each ledger associated to the age number.
Stock items sold for the period. Sales Qty
Sales Value The total value of the stock items sold in that period, including any markups to the stock items.
Note: A sale is a credit value, therefore the Sales Value is displayed as a negative amount. The corresponding Unit Price is displayed as a positive amount.
Purchase Qty The number of stock items bought for the period.
Purchase Value The total cost to purchase all these stock items for that period.
Other Trans
Qty
Other Trans
Value
Level
The quantity of all the other types that do not belong to purchases and sales, i.e. adjustments etc for the period.
The value of all the other types that do not belong to purchases and sales, i.e. adjustments etc for the period.
The remaining number of items in stock at the end of that period.
Notes
Stock on Hand Quantities - Stock on Hand quantities can be forced into a negative by overselling.
This is ignored from the stock valuation reports. Stock quantities can be to several decimal places as governed by the options you specify in MYOB Exo Business Config > Essential > General
Settings.
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Transaction Quantities - Negative transactions (-ve) represent removal of stock from Stock on
Hand (Sales Invoice). Positive transactions (+ve) represent an addition to Stock on Hand (Stock
Receipt).
Viewing Order Status of Stock Items
Account > Stock > [Search] > {double click on a Stock item} > (Orders)
The Orders tab displays all orders related to the Stock item.
The tab is divided into three panes:
The top pane contains details related to outbound Sales Orders (see page 377).
The middle pane contains details related to transfer requests. The Stock Transfer Requests feature of the Distribution Advantage module provides enhanced stock movement transactions when: o stock transfers need a request then send process. o transferred stock is in-transit for a period of time.
The bottom pane contains details related to inbound undelivered Purchase Orders (see
page 329).
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Field Definitions
The grid (see page 12) header fields are detailed in the table below: This is divided into three
sections Sales Orders (see page 191), Transfer Requests (see page 191) and Purchase Orders (see
page 192).
Field
Sales Orders
Description
Order Number
Order Date
Due Date
A/c No
Status
Has Backorders
Name
Ordered
Supplied
Invoiced
Customer O/N
Location
BackOrder Qty
The order number of the Sales Order.
The date the order has been placed.
The date the order is due.
The account number of the debtor.
0-Not Processed, 1-Partly Processed, 2-Fully Processed, 3-Quote, 4-
Standing Order, 5-Layby
Provide an indication if there are any backorders on this order.
The name of the debtor.
The quantity of stock items that have been ordered.
The quantity of stock items that have been supplied.
The quantity of items that have been invoiced.
The customer s order number, if applicable.
The stock location.
If there are backorders, the quantity of these is displayed here.
BOM Code
BOM Seqno
Plu
Corrected Qty
Bill Of Material Code, the BOM code becomes a shortcut to the product list, to save keying each product into the order.
A unique serial sequence number for this bill of materials.
These are Stockcodes or Barcodes for lookup items that link to a stocked item.
Shows the true or current order quantity (which may be different to quantity initially ordered. Example: you ordered 10, receipted 9 then set the line to fulfilled, Corrected Qty = 9.
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Transfer Requests
RequestNo The unique request number for the stock transfer.
From Loc
To Loc
This displays the source location.
This displays the destination location.
Request Qty
In Transit Qty
Status
The requested quantity of this stock item.
The actual quantity that is in transit.
The status of the transfer:
New Request a new request entered, waiting processing and sending by the From location.
Picking The request has been saved, and locked ready to pick. However it has not been processed or dispatched yet.
In Transit a request that has been processed by the From location, and is transferred to the in-transit stock location
Complete a request that have been received and processed by the To location, and is now complete.
Request Date
Require Date
Comment
Batchcode
Plu
The date the stock transfer was requested.
A date to notify the other party of the date required.
Any user comments are displayed here.
The batch code of the Stock Item. MYOB Exo Business offers the facility to track batches of stock, although this is not set by default. If
Stock batch codes enabled is ticked in MYOB Exo Business Config, there is a Batch tracked field in every Stock Item Details > Details 1 tab. If the Batch tracked option is enabled for this stock item, the batch code listed here will allow the stock item to be tracked by batch number.
These are Stockcodes or Barcodes for lookup items that link to a stocked item.
Purchase Orders
Order No
Order date
PO Date
Line Due
A/c No
The order number of the Purchase Order.
The date the order has been placed.
The date the order has been placed.
The due date for this order
The account number of the creditor.
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Supplier Name The name of the creditor.
Ordered
Received
The quantity of items that have been ordered as per the PO.
The quantity of items that have been received.
Invoiced
Location
C
Status
Plu
Corrected Qty
The quantity of items that have been invoiced.
The stock location.
Indicates if this purchase order has been confirmed Y (Yes) - N (No).
The status of any outstanding orders.
These are Stockcodes or Barcodes for lookup items that link to a stocked item.
Shows the true or current order quantity (which may be different to quantity initially ordered. Example: you ordered 10, receipted 9 then set the line to fulfilled, Corrected Qty = 9
Costed Qty
BackOrder Qty
This is used in the costing procedure (see page 370).
The quantity of these orders on backorder.
Stock Jobs Tab
The Jobs tab on the Stock Item Details window displays any jobs that are using the stock item.
The tab consists of a dashboard interface (see page 593), which displays the WIP Stock (Grid)
widget by default. A WIP Stock (Report) widget, which displays the same information as a Clarity report, is also available. You can add this widget to the dashboard using the Add Widget button (
).
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Viewing Stock Item Works Orders
The Works Orders tab for a Stock item displays all Works Orders (see page 570) that the Stock item
is associated with, either as a component or an end result.
The To be Produced section lists any Works Orders where the Stock item is the item produced.
The To be Used in Production section lists any Works Orders where the Stock Item is used as a component.
Both sections are read-only.
Displaying Stock Items on a Website
The Web tab on the Stock Item Details window contains fields that you need to use if you are displaying your stock on a website.
To display stock items on the web, click the Web tab.
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The following options require configuration on this tab:
Field Description
Show on Web Site Tick this checkbox if you want to indicate that this stock item should be made available for sale on the web site.
Picture URL The name of the image file that is associated with this stock item. The image file should be placed in the Stock Image Files directory as specified in the Installation Details form that your MYOB Exo Business partner has given you. The image must be in one of the following file formats: BMP, GIF, JPG, PNG, ICO, EMF, WMF.
Sales text [HTML] The sales text you want to appear on the web site with the details of the stock item. The sales text field (plain text or enhanced with HTML) can be used to enter HTML formatted text. This means that it is possible to include formatting features such as bold and italic text. It is also possible to place hyperlinks to other web sites in this field.
Viewing Batch Quantities
The Batch Qty tab details the batch quantities for this stock item along with its batchcode, location, reference and expiry. To change the location, select a new location from the drop-down list and click Load. To include batches with a zero quantity, enable the checkbox.
Note: This tab is only available if the Enable stock batch codes profile setting has been enabled in Exo Business Config.
Overview
MYOB Exo Business offers the facility to track batches of stock, although this is not set by default. If the Enable stock batch codes profile setting is ticked in MYOB Exo Business Config, there is a
Batch tracked field for every Stock Item on the Details 1 tab (see page 181). If the Batch tracked
option is enabled for this stock item, the batch code listed here will allow the stock item to be tracked by batch number.
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Viewing Stock Sales Performance
Account > Stock > [Search] > {double click on a Stock item} > (Analysis)
To view the sales performance of a Stock item, click the Analysis tab:
Working with Stock
The graph provides a quick view of the sales status of the stock item. The graph displays the dollar value (depicted through a red line). Double-click on the graph to view the total units sold (blue line).
Note: Sales turnover figures represent deliveries of stock and this may not reconcile exactly with stock analysis by invoice line because of uninvoiced deliveries.
Alternate Supplier Codes and Costs
This is a special feature that allows you to maintain separate supplier stock codes that you use on purchase orders and in the stock receipt windows.
Note: By default, the feature is disabled and needs to be switched on. The existing Alternate
Suppliers option remains unaffected if you do not enable the new feature.
To enable the use of the new supplier data and to validate stock items on purchase orders, enable the following profiles in MYOB Exo Business Config > Profiles :
Use Supplier Codes on Purchase Orders
Restrict purchases to approved suppliers for stock item
The topics Defining Supplier Stock Codes (see page 197) and Maintaining the Alternate Supplier
Prices (see page 338) contain more information on setting up this feature.
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Defining Supplier Stock Codes
Account > Stock > [Search] > {double click on a Stock item} > (Details 2) > [Alternate Suppliers /
Stock Codes]
To define supplier stock codes:
Click the Alternate Suppliers / Stock Codes button on the Details 2 page (see page 184).
The following window is displayed.
Notes:
Currency is automatically assigned based on the creditor s details.
Enter a new line by clicking on the last record and pressing the down arrow.
Search for an account by typing ? in the Acc No field and pressing TAB. This displays the
Account (search) window.
Enter the name of each supplier, code, description, cost and currency.
Click Save to save this new entry.
Note: If the supplier s code for a stock item is different from your own but you only have one main supplier, you should type it here. The supplier s cost will be maintained on both windows by the creditor s invoice lines, as they are posted.
Note: You can have more than one alternate code for the same supplier. In this case, you are asked to choose on the Purchase Order.
Note: If you want to be able to type the supplier s code directly into the invoice from stock window (assuming that it was not generated via the normal purchase order Packing Slip scenario), include the stock code in the alternate code fields as usual.
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Using Different Codes and Costs
Transactions > Purchase Orders > Purchase Orders > [New]
To use different codes and costs:
1. Select Purchase Orders from the Transactions menu. The Purchase Orders (search) window is displayed.
2. Click the New button. Enter the details of the first supplier.
3. Repeat Steps 1 and 2 to create a purchase order for the second supplier (and any subsequent suppliers) using a different description, price and supplier code.
For example, you could create the same stock item TEST on 3 purchase orders with 3 supplier codes, 3 supplier costs (in different currencies), and 3 descriptions to 3 suppliers.
Note: The supplier cost is updated as part of the process of accepting creditor invoice lines.
These invoices are generated from the Purchase Orders Receipt window, Stock Receipt or
Creditors Invoice from Stock procedures. The supplier cost is not updated by manual stock transactions or stock transfers.
Note: There is an additional utility that allows you to look up a stock item, using the supplier reference.
Performing Stock Take
The Stock Take function in MYOB Exo Business uses a comparative stock take method and reports discrepancies between counted and computer stock levels. Adjustment transactions are applied via a stock take upload sub-function giving the user complete control over the timing.
Stock takes are separated by stock location. Multiple locations may have stock takes concurrently active. Within a location, partial or rolling stock takes are also accommodated using selection criteria applied to the stock take initialisation process (e.g. supplier, stock group, bin number range etc). Additional filters may be specified by custom SQL if required and these may be set differently for each location Full stock take is also supported.
Stock take data may be imported from CSV file (Comma Separated Value) rather than keyed. This provides for use of hand held scanning devices or for importing data during implementation of a new database (or new location for existing database). The CSV import file may optionally also specify the average cost of the stock being imported.
Full support for stock batch codes and limited support for serial numbers is also available.
The stock take window allows you to stock take all or individual locations. MYOB Exo Business uses an adjustment method rather than an overwrite method. Thus the result of a stock take is a positive or negative adjustment transaction to bring the levels back into line with a physical count.
Workflow Summary
Performing a stock take involves the following steps:
1. Select a location in the locations grid (see page 199).
corresponding counted quantities to zero ready for keying. See
3. Print count sheets for each location (see page 205) and perform physical count.
4. Key in the counted quantities (see page 205) or import a CSV format file containing the
count.
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5. Print variance reports (see page 207). Check any suspicious count figures and amend
keyed quantities if required. If amending counted figures be sure to reprint the variance report.
6. When happy with the counted figures, run the stock take upload function (see page 208).
This creates stock transactions for any items that have a variance. This is the first point in the workflow that any amendment to the true stock ledger occurs. Up to this point the stock take may be discarded and recounted by rerunning the initialisation at step 2.
Start a New Stock Take
To start a new stock take:
Utilities > Stock Utilities > Stock Take
The Stock Take window is displayed showing a stock locations grid.
The columns Initialised, Count sheets, Keyed, and Uploaded show date-time stamps of those steps in the process. Custom filter is an additional filter as a partial SQL statement that may be applied to each location.
Select the location where you want to carry out the stock take.
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Double click a location row (or click the Details tab) to show the location detail and edit its custom
SQL filter if required.
Options
Several options global to all locations may be set. This is usually performed once only when the database is set up. From the toolbar, click the Options button ( ).
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Selection
Exclude Batch Tracked Stock Items Condition 1. Check this item to exclude batch tracked stock items from stock take.
Note: This option will only appear if profile Enable stock batch codes is set to true. It is disabled if excluding batch-tracked items.
Summarise stock holding for batch tracked items: Condition 1 & 2. If unchecked the system will create a separate stock take row for each batch number within the item (i.e. the count of batch tracked items will be at a stock batch code level). Check this item to create a single row per stock item for batch-tracked items. This allows consolidated counting of the item ignoring the batch breakdown. If a discrepancy is found then a single batch code is then keyed to receive the variance posting.
Exclude Serialised Stock Items Condition 3. Check this item to exclude any serialised stock items from the stock take.
Note: This option will only appear if profile Enable serial numbers tracking is set to true.
Custom Filter A custom SQL statement may be entered here. It applies to all stock locations.
There is also an additional Custom filter per each stock location. The entry here should form an extension to the WHERE clause used by stock take initialisation. (e.g. STOCKGROUP2 <> 37 would always omit items for group 37)
Sorting for Countsheets and Keying by
This option controls the native sequence that rows are added to the stock take count grid. The selected option becomes the default for the key entry grid and the stock take reports. The options here are:
BinCode, Stock group, Stock code
Stock group, Stock code
Description, Stock group, Stock code
Stock code, Description
Other Options
Initialise cost prices (initial stock upload or import) This is normally only used when importing stock such as when first creating the database or when creating a new location. Check this box to make an additional column for unit cost available to the count sheet keying or
CSV
import processes. When this option is checked then the stock transactions written for variances during the upload process take this keyed cost rather than defaulting to the average cost already on the stock item master.
Reporting Options
Show system quantities on count sheets Check this option if you want to show the computer system quantities on the count sheets. When uncheck the system quantities do not print (blind stock take).
Exclude lines with zero stock from variance report Check this item to exclude items with no stock variance from the variance report.
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Stock Take
Utilities > Stock Utilities > Stock take
The stock take window assists in the stock take of all or individual stock locations. MYOB Exo
Business uses an adjustment rather than an absolute value, so the result of a stock take is a positive or negative adjustment transaction to bring the levels back into line with the physical count.
1. Set Stock Take options (see page 200) for the item selection, sorting of count sheets, cost
price initialisation and reporting options.
Note: MYOB recommends that you tick the Initialise Cost Prices option for initial stock upload or import for a new implementation.
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2. Select a location from the list, and click Initialise to initialise a new stock take on the currently selected location. This takes a snapshot in time, to allow stock take variances to be calculated.
3. Print count sheets for each location.
4. Key in the count quantities or import count.
5. Print variance reports for each location, to allow rechecking of any suspicious count figures.
Note: Potential reasons for variance could include incorrect counting or errors during keying (rather than actual stock issues). It is often valuable to recheck the Count Qty against the physical count sheets.
6. Upload the stock variation for each location to the ledger, specifying a time and period that the transactions should be entered at.
7. An optional stock take import text file can be used to import stock take figures from another source, such as a stock taking device.
Initialise a Stock Location
When you initialise a stock location the current system quantities for stock levels are copied into the temporary stock take table created when you clicked on the New button. This gives MYOB
Exo Business the system quantities for comparison against the actual physical stock count.
If you continue to perform stock transactions (for example, receive stock or invoice stock), it is important that you still count your stock at the levels when the initialisation was performed. That is, if you invoice stock and physically move it from the stock location, you must still count it in your stock take.
Therefore, to avoid any confusion and errors, it is best to restrict transactions and physical stock movements until you are ready to upload your stock take results.
MYOB Exo Business gives you the option to initialise all the stock locations at the time of starting the stock take or you can initialise stock locations individually. This gives you the ability to stock take different stock locations separately.
For example, you could stock take the main warehouse one weekend and a store/showroom stock location on the following weekend.
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Initialise One Location
To initialise one location, highlight a location in the locations grid and press the Initialise the current location button ( ). The Stock Take Item Selection window appears:
Exclude items with zero stock - Checking this checkbox will inhibit creation of stock take rows where the computer stock is zero. This is useful in reducing report sizes where there are a large number of items that are out of stock.
Note: The danger with using this option is that there may be items that have zero computer stock but have physical stock in the warehouse. Omitting items with zero computer stock also means they will not print on the count sheets and may be missed by the counting staff.
If you require selection by either supplier or a single stock group range then uncheck Show all
Stock items.
The supplier code may then be keyed or searched (
The stock groups will be preset to lowest and highest stock group numbers (i.e. equivalent to All)
? > Tab ) for.
If you require a single range of bin codes then uncheck All bin codes.
Enter low and high bin codes to define the range.
Check the Custom Filers if you wish to use these.
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The first row defaults to the custom filter from the Options window (see page 200). The second
rows defaults to the filter from the corresponding location. These may be over written here if desired. This will change them for this run only, they will not be saved back to the options.
STOCK_ITEMS=S
STOCK_LOC_INFO=L
BATCH_QUANTITIES=B
Click OK to initialise this stock take.
The initialisation process may be repeated for other locations if required. Concurrent stock takes of different locations are supported.
Note: Only one stock take per location can be active at any given time therefore the initialisation process cannot be repeated for the same location but using different parameters. Doing this will firstly erase the previous stock take for that location. Stock take initialisations can therefore not be cumulatively used for a location with differing selection criteria. Use the custom filters to achieve this.
Print Count Sheets for Each Location
Count sheets are used for the warehouse staff to record counted quantities.
Select the required location in the grid before launching the report then press the print count sheets button ( ). The report prints with no further intervention.
Use the count sheets to perform the physical count (see page 205).
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Key in Quantities
After the physical count has been performed, the hand written count quantities (see page 205) are
keyed to the system.
To import a stock take, use the drop down next to the Entry button and choose Key Count.
The Key in Stock Take Count window appears:
The grid is pre-populated with the stock items complying with the selection criteria used in the initialisation process. The system quantities are the computer stock figures as at time of the stock take initialisation (i.e. a cloned copy).
Some columns and buttons, especially for batch codes and serial numbers, only appear if the relevant profile settings are active. There are also additional read-only columns that may be selected from the Visible Columns list.
Note: If there have been additional stock transactions since the stock take initialisation then the current stock figures as visible in the stock levels grid may differ from the system quantities in the stock take window. Only the stock take variance between system quantities
(snapshot) and the counted quantities will be posted (adjustment transaction) there for once the physical count has been completed, other processing (e.g. sales and receipts) may continue even though the count quantities are not yet entered. This is therefore a comparative stock take where the count is matched to a snapshot of computer stock taken at a specific time.
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Key the quantities from the count sheet into the Count Qty column. There are two toolbar buttons that may optionally be used the assist this.
Zero Count Quantities Use this button to set all counts quantities in the grid to zero. This returns the count grid to the point following initialisation without reinitialising the stock take
(i.e. system quantities are not reset). This option is useful if the keying process is suspect and needs to be re-done.
Copy System Quantities Use this button to set all counted quantities equal to the system quantities (i.e. no variances). If a visual check of the count sheets indicates that only a few items have variations it may be faster to use this button and then amend counted quantities which differ.
Press the Save button at any time to commit your keyed work to the database. This does not exit the window. Saving does not post the stock variance transactions or affect the live stock ledger -
this happens when stock is uploaded to the ledger (see page 208).
When keying is competed use the window close button (windows X) to close the window. Clicking the Cancel button will also close the window but without saving any changes made since the last
Save.
You can return to the window for further keying or to amend previously keyed figures.
Print Variance Report
Once keying (see page 205) and/or importing (see page 208) of count quantities is complete, print
the variance reports.
Hi-light the required location and press the Print Variance Report button.
After printing, check any suspicious count figures and amend keyed quantities if required. If amending counted figures be sure to reprint the variance report afterwards and re-check.
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Upload Stock Load to Ledger
When you are happy with the counted figures on the variance report, run the stock take upload function. This posts stock transactions to the live stock ledger for the variance quantities and signals conclusion of the stock take for that location.
To upload variances press the Upload Counted Quantities button.
A window appears requesting date and period information to apply the variance stock posting.
Posting to past periods is supported as a stock take can commonly be aligned with and end of period process already performed.
Once these fields are set correctly, click the OK button to proceed. The system will confirm completion of the post.
Import Stock Take
If the stock take has been prepared outside the MYOB Exo Business (e.g. via spreadsheet or from a portable scanning device) then the counted figures may be imported. This is a substitute for keying and the usual initialisation must be performed.
Any rows in the import file for stock items that were not initialised will be rejected. If using selection criteria in the stock take initialisation then please be sure the criteria will initialise all items that will be imported.
When importing the quantity in the CSV file is added to any quantity for the item that may have been previously imported or entered to the stock take.
The file to be imported should be a CSV (comma separated variable) file containing fields
Stockcode and Quantity (in that order). Stockcode can be replaced by Barcode and is resolved to
Stockcode during the import.
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Importing a stock take
To import a stock take, use the drop down next to the Entry button and choose Import Count.
The Stocktake File Import dialog appears:
The name of the CSV file to be imported should be keyed in the field Input File. Alternatively use the ellipses button to locate the file.
The dialogue allows selection of the location that will be imported into therefore the location does not have to be hi-lighted before launching the import process.
A number of checkbox options also appear.
Filter characters Set this option to filter out from the import file any characters that are not permitted within a stock code (such as the \ character).
Expect Barcodes Set this option to signal that the first field of an imported row may be a
Barcode that must be resolved to a stock code.
Expect PLU s Set this option to indicate that some rows may contain PLU codes. These are
Stockcodes or Barcodes for lookup items that link to a stocked item.
Expect Unit Cost Set this option if unit costs will also be submitted. This requires a column in the input file containing the unit cost.
Expect Batch Codes Set this option to indicate that separate rows will exist in the import file for stock batch codes. The file will be expected to have a third column for the batch codes. For nonbatched items this column should be blank.
Expect Expiry Dates Set this option if expiry dates will also be submitted for batch-tracked items.
This requires a column in the input file containing the expiry date.
The batch codes and expiry date check boxes only appear if those profiles are active. There is no facility to import serialised stock.
Note: If the Expect Batch Codes or Expect Expiry Dates options are checked then the file format caption above the input file name changes to indicate the appropriate format.
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To import the file, click the Upload button.
Progress messages will be displayed in the notepad area at the bottom of the window.
After import proceed with printing a variance report and performing an upload as would occur for a keyed stock take. Prior to uploading, The Key quantities function may be used to correct any imported quantities if required.
Stock Take - Advanced Features
Stock Take - Advanced Features
The chapters listed here cover advanced features available in the Stock module of MYOB Exo
Business.
Keying Stock Batch Codes
If the Enable stock batch codes Company-level profile setting set then batch codes may optionally be processed in the stock take.
If batch codes are active then the Key Counted Quantities grid has an additional Batch Code column.
When summarising batch-tracked items, only a single row per stock item is initially present. The row will initially have a blank batch code. A total for the item /location may therefore be keyed without performing a batch breakdown. If the System quantity does not match the counted quantity then a batch code must be entered to which the variance will be posted. This batch code may be an existing batch code for the item or a new batch code may be created. Existing batch codes may be searched for using the usual ? character.
If not summarising batch tracked items then a row will be present for each batch code of the item/location. The system will expect that a count by individual batch code has been performed and keyed (or imported). Variations will be created per individual batch code where quantities do not match.
When on a row for a batch tracked item the Split Line button becomes active.
Use this button to perform a split. The focused row will split into two rows so that different batch numbers may be applied to each. When clicked a dialog appears:
Enter the quantity for the new line. The remainder will be left on the original line. The maximum quantity that may be entered is 1 less than on the original line. Enter a new or an existing batch code (different from the original) on the new row.
Tip: A batch number can be corrected by splitting a line and entering a new batch code to the new row. Key the required quantity to the new row and zero the counted quantity on the old row.
Note: If the profile Blank batch code warning is set, batch codes will be verified both on saving within the keying window and again when uploading.
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Keying Stock Serial Numbers
Utilities > Stock Utilities > Serial Number Tracking
Partial facility exists for keying serial numbers at stock take time.
Within stock take the system does not enforce the relationship between the location total quantity and the list of serial numbers. In other areas of the software this constraint only applies to serials that are Fully Tracked. The stock take also applies identical logic for all serial number types. This means that stock take applies to Debtor only and Creditor only serial types even though logically stock take could be considered an internal process. Taking this loose approach overcomes otherwise unnecessary complications and simplifies the process. The serial type is displayed in the
Key count quantities grid for informational purposes only.
There is no provision to import serialised stock take information.
In the Key count quantities grid a row for a serialised item will enable the Setup stock serial numbers button .
Clicking this button navigates to a window where serial numbers can be added, deleted or edited.
Note: Because of the timing differences below the controls are loose and under user control. Changes to serial numbers are immediate. They occur when each of the 3 functions available for serials are processed. For each the location, total stock will not be altered (by variation) until the stock take update is performed. The intermediate situation, prior to upload, can be that the serial list mismatches the location total yet reflects the true stock situation.
The existing in-stock serials are presented in a grid similar to the serials grid in the stock account window:
Note: These are only the in-stock serials and only for the location being keyed.
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Buttons at the right of the toolbar allow modification of this list. Another button closes the serials window and returns to the usual stock take count window.
Back to Stock Take - Use this button to return to the main stock take count window.
Add new serial numbers - Use this button to add more serial numbers to the list.
Edit the selected serial number - Use this button to change the properties of the highlighted serial number (including the serial number itself).
Remove the selected serial number - Use this button to delete the highlighted serial number.
De-assign the select serial number - Use this button to remove the selected number from its assigned document.
Note: The availability of the serial number editing buttons depends on the Allow serial number override User-level profile setting. If this is set to N , only the Back to Stock Take button is available.
Add new serial numbers
Clicking the Add new serial numbers button will open another window to permit one or more serial numbers to be specified and added to the list. Before it can offer a grid with the appropriate number of rows to be filled, the system needs to know how many additional serials are required.
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Enter the required number of new serials and click OK. The new serials grid will then be displayed.
Complete the serial numbers (and expiry dates or references if applicable) and then click Save to create these serials. The system will ensure that duplicate serial numbers are not created within a stock item (any location).
Note: See the White Paper Stock Serial Numbers for more information on the usual assisted processes (buttons) for sequential serial numbers. This White Paper is available on the MYOB Exo Business partner site (login required).
Edit the selected serial number
Highlight the serial number row you wish to edit then click the Edit the selected serial number button. Another window will open showing the serial number properties in edit mode. This is the same window as available via the menu item Setup Stock serial Numbers.
The serial number, reference and expiry date may be changed.
The location may not be changed, as this requires a stock transfer.
Note: Expiry dates require the profile Use expiry dates for Batch and Serial numbers to be active. The item must also be enabled for expiry dates.
Remove the selected serial number
To remove a serial number from the list, highlight the unwanted serial and press the Remove the selected serial number button. A confirmation message appears.
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Taking on Stock with Unit Costs
Normally costs are not keyed with a stock take. Any adjustments for variations are costed automatically and as applies with other stock transactions such as sales.
Note: Adjustments to stock value (rather than stock quantities) are accommodated separately from stock take under the menu item Transactions > Stock > Manual Stock Movements >
New > Average Cost Adjustment.
When taking on stock such as during initial database setup or creating a new stock location after a company acquisition (or similar) the database will not have an existing unit cost to apply to the stock being taken on. It is therefore convenient to key or import a unit cost along with the quantities.
To do this you must first check the Initialise cost prices checkbox from Stock take > Options .
When keying stock take count quantities, an additional Unit Cost column will be present and the cost for each item may be entered.
This cost is stored with the stock take data and will be used as the unit cost of the variance stock transaction when the stock take upload is performed.
The uploaded variance transaction performs the usual average stock calculation.
When posting to an item for which no stock exists for any location the existing value of stock is zero, therefore the average stock calculation will return the same value to STOCK-
ITEMS.AVECOST as keyed in the stock take.
When posting to an item that already has stock (e.g. from pre-existing stock or an upload from another counted location) the average cost will be calculated taking the stock value for the variance posting at the keyed unit cost and averaging it with the pre-existing stock at STOCK-
ITEMS.AVECOST.
Unit costs may also be used with the stock take import. In the stock take import window check the
Expect Unit Cost option to indicate that the import file contains this extra column.
When previous quantities for an item exist in the stock take (e.g. from a previous import file or multiple rows for the same item in the current import file) then the unit cost in the stock take for the item will be averaged from the multiple imported entries.
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Dealing with Stock Movements
Entering a Stock Movement Transaction
The majority of transactions are posted to the Stock Ledger from your Debtors, Creditors, Sales or
Purchase Order Ledgers. The Stock Transactions window is used mainly for write off write on adjustments or transferring stock between locations.
There are six types of transactions that can be performed from the Stock Movement window.
Once the type of stock movement has been selected, the transactions are essentially entered in the same way.
To enter a stock movement transaction:
1. Open the Stock Transactions window ( Transactions > Stock > Manual Stock Movements ).
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2. Click New and select the stock movement type required.
Sale moves stock OUT and updates the stock sales figures. It is mainly used to create stock turnover history when beginning a new MYOB Exo Business implementation, although the usual method is via a sales order or debtor invoice.
Receipt moves stock IN and updates the Average Cost and Latest Cost figures.
The usual method is via the purchase order and creditor s invoice.
Transfer moves stock from one location to another. A location transfer will only affect the in stock quantity; it will not affect the sales units/values or reports.
Adjust Out DECREASES the stock level for reasons other than sales. For example: damaged stock, shrinkage or manual stock take.
Adjust In INCREASES the stock levels for any purpose other than a normal stock procedure. Adjustment journals will only affect the In Stock quantity and it will not affect your purchase totals or reports.
Average Cost Adjustment adjusts the average cost of a stock item.
Working with Stock
3. Enter the header information, e.g. Date, Location and Period that the transaction will be posted.
4. Enter the transaction details, e.g. Stock code, Quantity, Location, Batch Code and GL code.
5. RIGHT-CLICK on the line details window to create a one-off stock item or view stock levels.
6. Add narrative to the transaction by clicking on the Narrative icon.
7. Click Save to process stock transaction. The system will prompt to print a stock transaction document.
Field Definitions
The grid header fields are detailed in the table below:
Field
Date
Description
The date for the transaction. The default date is the current system date. To change the date, select from the attached calendar.
Reference A reference code for internal use. This field is optional and can be left blank.
The initials of the staff member entering the transaction. Initials
Location The name of the location to which the transaction is to be updated.
Select the option from the list box. If you are entering a Transfer, this is the originating stock location.
Adjustment Type A click against the appropriate transaction type.
Grid column definitions
Stock Code
Description
Qty
To Loc
Unit Price
GL Code
Analysis Code
The stock code that pertains to the item for which the transaction is being carried out.
The description of the stock code. The default description is automatically completed here but you can overtype it if you want to change or add details.
The stock quantity for this transaction.
The location number that stock is to be transferred to. This field is only accessible if you are entering a Transfer. For all other entries this field will display N/A.
The unit price of the item. This defaults to the Latest Cost price for the stock item. You can override this price if necessary.
The general ledger code related to this stock item.
Analysis Codes are intended for use during transaction entry. They are not available on any master files (e.g. GL Control accounts, Stock Item records). The basic principle is that if a GL account can be entered or edited on a transaction, the user should also be able to enter analysis codes.
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Notes
Click the Batch Lookup button to display the Batch No Lookup window to view batch code information on all locations for a batch tracked stock item.
Serial tracked items will prompt for serial numbers on saving the movement.
The ability to create any or all of these transaction types can be controlled by the setup of the user s menu. On the Stock Transactions Entry procedure, disable particular stock movement types by entering -S (Sale), -R (Receipt), -T (Transfer), -I (Adjust In), -O (Adjust
Out), -C (Cost Adjustment).
One-Off Stock Items
About One-Off Stock Items
The One-Off Stock Items feature enables you to very quickly create a stock item for a unique, oneoff purchase or sale of stock. It offers many advantages over the practice of having a miscellaneous non-stock item with or without tracked serial numbers.
Most entry screens (such as Sales and Purchase Order entry, Debtor and Creditor Invoice entry, and Stock transactions) have the ability to create a stock item on-the-fly. This new item can inherit the values of an existing template item, or it can be an exact duplicate of another stock item in all but the actual stock code.
This feature may be used by companies who source specialized parts, or act as a portal for an entire industry niche. In these cases the potential product range is enormous, and it is not practical to hold the entire catalogue the inventory database. Using this method the items are only created as required and can be automatically disposed of to allow the transactions to take place on that transaction only.
Another scenario where this function may be useful is where the product range being sold is oneoff in nature such as trade-in goods.
Setting up Exo Business for One-Off Stock Items
For businesses that require regular trade of one-off stock items, there are two setup tasks that accelerate the process:
Setting up a one-off stock item template, which will be used to copy from when creating a new one-off stock item, and
Setting up for rapid one-off stock items, which will automatically add a prefix and suffix to any new one-off stock item codes to identify them.
Setting up a One-Off Stock Item Template
1. Create a new stock item, with a generic name to cover the attributes of new one-off stock items you are likely to require, for example TradeIn for trading in used cars.
2. Set the Classification to TEMPLATE .
3. In the Flags section, set the stock item to inactive (i.e. untick the Active checkbox), and make the stock item a lookup item (tick the Lookup checkbox).
Note: When searching for a one-off stock item, make sure you tick the Include inactive items checkbox in the Stock Item Details search window.
4. Click Save.
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Setting up for Rapid One-Off Stock Items
1. In MYOB EXO Config, go to Administration > Stock > Stock Groups.
2. For each stock group for which you need to be able to create one-off stock items, doubleclick on the stock group.
3. Enter the prefix you want to use for all automatically generated stock codes for one-off stock items in this stock group in the Autocode prefix field.
4. Enter the suffix you want to use for all automatically generated stock codes for one-off stock items in this stock group in the Autocode suffix field.
5. Click Save.
Creating a One-Off Stock Item
Sales order entry, purchase order entry, debtors invoice, creditors invoice, and stock transaction windows have a shortcut to create a stock item on-the-fly.
For example, if a second hand TV is to be traded in, a one-off stock item could be created from a
TVTRADE template stock item on a negative quantity Sales Order, or on a Purchase Order.
Note: Before creating a one-off stock item, you should complete the setup tasks (see page
217).
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To create a one-off stock item:
1. Open the transaction that is to have a one-off stock item created, e.g. a Debtor invoice.
2. Right-click on the transaction line in the grid and select Create one-off stock item.
Alternatively, press CTRL+O. The following window opens:
3. Enter a stock item into the Stock code field in the Copy From section, or search for a stock item by typing ? and pressing ENTER. Check the Include inactive items checkbox and click
Search. Selecting the Search template only option will restrict the search to stock items with a classification of TEMPLATE .
4. If the Copy From Stock code belongs to a stock group with an Autocode prefix/suffix set up, then an automatically generated stock code will be entered in the Copy To Stock code field. This Stock code can be accepted or overridden.
5. A serial number could also be scanned as the new Stock code, or part of the new Stock code as long as it can be guaranteed that this will be unique.
6. Enter in any remaining details of the new stock item as required.
7. Click OK.
Automatically Inactive Stock Items
A one-off stock item is automatically set to inactive status when there has been a stock movement and the total stock on hand falls to zero.
To keep the stock item for future transactions, change the Classification of the stock item from
ONE-OFF to NORMAL
One-off items will remain active for historical reporting and warranty tracking, but will be excluded from regular stock line reporting if they are marked as inactive.
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Stock Serial Numbers
About Serial Numbers
This section gives a technical overview of key serial number processes.
Serial numbers can only be used with stocked items; lookup items cannot be serialised.
Before serial numbers can be used, they must be activated for the database by ticking the
Company-level profile setting Enable serial number tracking. There are other profile settings that also govern their behaviour.
Note: See the Stock Serial Numbers white paper for technical information on all available profile settings.
Serial Numbers versus Batch Numbers
Serial numbered items differ from batch numbered items in the following fundamental ways:
Each serial number has an implicit quantity of one. They cannot be used with decimalised or zero quantities. Batch numbers have a quantity and these can be decimalised.
Multiple serial numbers can apply to a single document line and stock transaction. The batch number for a document line must be constant for the entire line quantity. If multiple batches are required per stock item on the document then multiple document lines must be entered.
Serial numbers are entered in a separate grid or form usually appearing during the document Save process. Batch numbers are entered directly on the document line prior to saving.
Serial numbers are maintained against the database by application program code. Batch numbers are maintained from triggers in the database when a stock transaction containing a batch number is committed.
Serial Number Types
Occurrence of serial number processing depends on both the serial type (mode) of the stock item, and the class of the trading partner in the particular Exo Business function. There are three classes of trading partners:
Creditor (Supplier), e.g. purchase orders and Creditor invoices
Internal (no Creditor or Debtor), e.g. adjustments, transfers and works orders
Debtors (Customer), e.g. sales orders and Debtor invoices
The user defines the serial type of each stock item. Types are offered for each combination of the
three trading partner classes. The Stock Item Details screen (see page 181) offers this as a drop
down combo control on the Details 1 tab:
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The types offered are:
Not Serialised the item is not serialised. Serial number dialogs and tabs will not appear for this item.
Fully Tracked (Creditor, Internal, Debtor) the item is serial tracked for all stock transaction types. This setting ensures that a serial number list by location will match the total in stock quantity for that location. It requires that serial numbers be identified for all stock movements and is therefore maintenance intensive.
Creditor and Internal the item is serial tracked only for the inwards supply chain, i.e. a transaction associated with supplier/Creditor processing and internal stock movements but not transactions associated with Debtors. Use this setting if you need to trace the source of a serial number (including internal transfers) but do not require information on the customer it was sold to.
Debtor Only the item is only tracked for transactions associated with a Debtor. Use this option if you only require tracing customer sales by serial number (e.g. for customer warranty purposes) and do not require serial detail for purchases or stock on hand.
Creditor & Debtor the item is tracked for all movements except internal movements (e.g. transfers). Use this option if you need to know both trading partners associated with this item (e.g. for both Supplier and Customer warranty), but do not need to keep stock levels by serial. This option can reduce the required serial processing compared to Fully Tracked when lots of adjustments, transfers, or works orders are involved.
Creditor Only - the item is only tracked for transactions associated with a Creditor. User this option if you only require tracing supplier purchases by serial number (e.g. for supplier warranty purposes) and do not require serial detail for stock on hand or sales.
Internal & Debtor the item is serial tracked only for the outwards demand chain, i.e. a transaction associated with customer/Debtor processing and internal stock movements but not transactions associated with Creditors. Use this setting if you need to trace the destination of a serial number (including internal transfers) but do not require information on the supplier it was obtained from.
Internal Only the item is tracked only for internal movements that do not involve either a
Creditor or Debtor. Use this setting if you do not require the tracking of the purchase of this item but do need to trace it through internal transfers or consumption (e.g. raw materials used in production).
Stock Levels and Serial Numbers
It is possible for the stock level of a stock item and the quantity of serial numbers for the stock item to not be equal.
Items set to anything other than Fully Tracked can be considered loose bindings as they can process some stock movements without entry of serial numbers. This does not imply that serial numbers are chosen automatically by the system where not requested, but rather that serial numbers are not maintained in those cases. The serial number list for an item is therefore not necessarily an accurate representation of stock on hand.
Serial number records are maintained indefinitely once created. In Exo Business, all serial number processes check for and maintain the uniqueness of a serial number within a stock item
(regardless of stock location). Serial numbers may be duplicated across differing stock items.
Each serial record has a property, INSTOCK, which will have a value of Y or N to indicate the last known state of that serial. Also, the property LOCNO indicates the last known location of that serial number. In cases where the item is not fully tracked, LOCNO will be amended where necessary by the last participating stock transaction.
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As an example, for a Creditor & Debtor only item:
After purchase and before sale LOCNO will reflect the location of the inwards goods receipt. This is still true even if an internal transfer has moved the stock to a different location or consumed it as part of a manufacturing process.
After sale LOCNO is updated to match the supply location.
Also in the above example, if there are no single entry internal only type movements (adjustments, works orders etc), then even if transfers (double entry) occur, the total stock across all locations is represented by the serial list but the location breakdown is likely to be incorrect.
Serial Number Processing
Serial numbers are maintained as part of the workflow whenever stock transactions are created for a serialised stock item. This is usually associated with a business document (e.g. Debtor invoice). When the document is saved using the Save & Exit or Save buttons, the stock items that should be serialised are determined based on the combination of the document class and the serial type of the stock items. The quantity of serials for each of these is computed. A serial numbers screen is displayed:
The top grid is populated with the required number of serialised rows. This is calculated from the line quantities of the parent document, and only items that should be considered serialised for this document class are displayed. If no items require serial processing, then the serials screen will not appear and the transaction will continue.
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It is not possible to delete or insert rows, as this would require altering the quantities on the parent document. At any stage the Cancel button can be used to discard any serial information entered and return to the parent document that can then be amended as necessary. Clicking Save again will return to a fresh serials screen.
As the top grid is navigated:
The lower grey bar will show the stock item code and name, and the upper grey bar will show the serial number type and available actions.
The lower grid will show any applicable serial number list for the item in focus.
The status bar beneath shows the filters that were applied in presenting this list and stock the stock status, location selection, and account selection.
Usually the lower grid shows a list of available serials. When the item is for a contra (negative) quantity such as a credit note, the row in the upper grid will be coloured red and the lower grid typically shows a list of serials previously traded with this partner. The column header wording of the first column (e.g. Existing Serial Numbers in the above example) also changes to reflect this.
Navigation and Data Entry
For some serial number types and document classes the serial numbers must already exist in the list shown in the lower grid. In others they may be created.
The following points should be noted when navigating the serial number screen:
When the cursor focus is in a Serial No cell of the upper grid, the left and right arrows move along this upper grid row, while the up and down arrows move the selected line in the lower grid. If the cursor focus is in another upper grid column (e.g. Expiry or Reference) then the up and down arrows navigate the top grid.
Entering, scanning or selecting a serial number will move the focus line of the top grid down one row. This accommodates rapid entry.
If an entered serial number matches an entry in the lower list, it is selected. Selection can also be done using a mouse or navigating the bottom grid and pressing
ENTER
. A selected serial will copy all its static attributes such as Expiry and Reference.
Selected serials disappear from the bottom grid so that they may not be selected multiple times. If a serial is selected in error, simply select another. The newly selected serial will replace the previous selection, and the replaced serial will be returned as the last row on the bottom list (i.e. the lower grid is not automatically resorted).
Sequential Entry
After entering a serial number, sequential numbers can be automatically entered or selected for consecutive rows that have the same stock code. This is done using the Sequential or (n)
Sequential buttons.
The Sequential button will recurse until a change of stock code is detected. The (n) Sequential button will request a quantity and recurse this many times or until a change of stock code
(whichever comes first). These functions are also available on the right mouse click menu, or by pressing F12 or CTRL-F12 respectively
When using these functions to create new serials the right-most portion of the serial number in focus is used as the incrementing integer. For example if started with a serial in the form ABC-123-
1001-Z, then 1001 will be the portion incremented. The next serial will be ABC-123-1002-Z. This function will also clone the Expiry and Reference fields from the starting row.
When selecting existing serials the system will select from the lower list in sequence. Expiry and
Reference will be obtained from the selected serial.
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Closing the Serials Window
When all rows of the upper grid are populated the Save button may be clicked to close the serials screen and continue with the transaction save.
Clicking Save without all rows populated will present a warning dialog before returning to the serials screen.
Clicking Cancel will return to the parent document. All serial number entry in the current session will be discarded.
Pre-assignment
When pre-assigning serials (see page 229), the same workflow occurs as described previously for
stock transactions.
If serials have been pre-assigned, then when the serial selection screen re-opens (either for review or subsequent stock transitions), the serials previously assigned will automatically populate the upper grid.
If the quantity required in the current session is less than the quantity pre-assigned then the preassigned serial will populate the upper grid in ascending Serial No. sequence (e.g. a Sales Order for ten items may have ten pre-assigned, but only four are being supplied for the current session). The additional assigned serials will show in the lower grid as rows with a different background colour. This allows easy identification for preferred substitution. A non-assigned serial may also be chosen as replacement if desired.
If insufficient serials have been pre-assigned, blank serial number cells will appear and will require entry.
Reporting on Serial Numbers
For most document types, MYOB Exo Business maintains link fields in the serial number records to both the header-level and line-level records of the participating document.
Clarity
Clarity reports can be used to detail serial numbers used on transaction documents.
Link fields can be used by Clarity documents to optionally print sub-reports showing serial number lists per document or per document-line. The sample file InvoiceWithSerials.CLF is provided in the
Clarity Variants Library available on the partner website.
Note: See the Stock Serial Numbers white paper for technical detail on the joins expected when linking sub-reports to document headers or lines.
Older FMT reports do not support reporting from the STOCK_SERIALS table.
Serial Number Tracking
The Serials tab of the Debtor, Creditor and Stock Item Details screens, and the Serial Number
Tracking menu function both provide a grid showing serial numbers for a stock item.
Right-clicking on a serial number row will offer a list of document classes to drill to. Classes with no link will be greyed out on this menu. The separate Serial Number Tracking screen also has buttons on the button bar for each document class plus buttons for Debtor and Creditor account screens.
These buttons are disabled when no link is present so scrolling this screen quickly identifies the links present. This screen can also be accessed as a separate window from the Serial Nos tab of the Stock Item Details account screen by clicking the button.
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The available drill-down features are:
Creditor Account
Debtor Account
Purchase Order
Inwards Goods
Sales Order
Creditor Invoice
Debtor Invoice
Assigned Document
Two additional options are possible when this form is accessed from other Exo Business modules:
Stock Transfer Requests (Supply and Sales Order Workflow)
Jobs (Job Costing)
Additional Serial Number Considerations
Changing Serial Number Types
Changing the serial number type (see page 220) for an item that has no stock transaction (e.g. a
new item) poses no problems.
Changing the serial number type when tractions exist is a different matter, especially when stock on hand is non-zero. Exo Business provides tools that allow the user to align the list of serials with the stock level without also creating stock transactions (i.e. not altering basic stock keeping field).
These tools are locked by default.
Access to the serial number editing tools is controlled by the User-level profile setting Allow serial number override. If it is set to Y , two additional buttons are available on the Serials tab of the
Stock Item Details account screen:
Add new serial numbers - request the quantity of serials to be added and then input a list of serials.
Remove the selected serial number - delete the serial row highlighted in the grid (a confirmation dialog appears).
Crediting Serials (Returns)
When crediting serial numbered stock, the system offers a list of serial numbers for selection from serial numbers previously traded with that business partner (Debtor or Creditor). Items that are set to Fully Tracked will not permit entry of serials that do not exist in the selection list. Other serialised stock items that are appropriate for the trading partner may either be selected from the offered serial list or a new serial number can be created.
Creation of serial numbers on return for a Fully Tracked item is blocked by default. The intent is to block fraudulent returns from a customer or prevent an item being returned to the incorrect supplier. Some circumstances may mean that this restriction is not appropriate, e.g. when the Exo
Business software has been implemented after some trading of these items has commenced. It may be necessary to process a return for an item legitimately traded on a previous occasion whose transaction was never recorded in an Exo Business database.
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The profile setting Serials numbers creation on return allows for loosening these controls. It has the following values:
No the system is constrained for both Creditors & Debtors (default)
Creditors return no constraint on Creditors but Debtors constrained
Debtors return no constraint on Debtors but Creditors constrained
Both Debtors & Creditors return neither Creditors nor Debtors are constrained
Deferred Invoicing
This refers to the case where a Debtors or Creditors invoice is created at a later time (i.e. not in same process as stock transaction). This occurs when costing receipts or supplying Sales Orders and the invoice is not generated at the same time.
In a partial invoice situation (invoicing less than supplied), the system matches the serials by invoice reference from the linked stock transaction (i.e. Exo Business finds the stock transaction for the invoice and locates serials with a matching link). This assumes that there has not been a subsequent stock transaction of the same class prior to invoicing (e.g. a customer return between supply and invoice). Processing of different classes is accommodated (e.g. item is received from supplier, supplied to customer, customer invoice raised, creditor invoice processed).
Last-link Storage
When multiple transactions of a similar class occur for the same serial number (e.g. a Debtors
Invoice followed by a Debtors Credit Note for goods return) the links are only maintained for the last movement. Each document class has its own set of links and therefore do not interfere with each other.
In the case of a credit note, for example, the STOCK_SERAILNOS fields INVSEQNO,
STOCKOUTSEQNO and DRINVLINESEQNO will point at the Credit Note and the links from the serial number to the original invoice are lost. If the invoice was created from a sales order then the original sales order links are still retained, provided that the credit note was manually entered and not a negative quantity sales order.
Note that STOCKINSEQNO and STOCKOUTSEQNO are direct (non-visible) links to the
STOCK_TRANSACTIONS table and apply to multiple business transaction classes. A
STOCKINSEQNO originally linked to the STOCK_TRANS for an INWARDS_GOODS_LINE may be overwritten with the link to a STOCK_TRANS associated with a CR_INVLINE used to return the goods to supplier. Both the IGRLINESEQNO and the CRINVLINESEQNO in STOCK_SERAILNOS remain valid but the original STOCKINSEQNO link to the STOCK_TRANS for the incoming goods is lost.
Maintaining all this history would require an additional table and would add additional complexity to the internal processing. It was decided that this was not warranted as usually only the last stock movement of that business type for a given serial number was of interest.
Serial history may have been recorded by document if creating PDF output of business documents.
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Stock Take
By default serialised items are included in a stock take setup. Serials can be excluded from this process.
Note: To exclude serial numbered items from stock take, enable the Company-level profile setting Exclude stock items with serial numbers from stock take, or tick the Exclude
Serialised Stock Items option on the on the Stock Take Options window (see page 200).
Stock adjustments for serial numbered items pose their own considerations:
If the stock item is of serial type Fully Tracked, then any adjustments must also provide the additional serials or determine which serials to be removed. This can be done by keying stock adjustments in the Stock Movements screen.
Other serial types do not insist that the sum of serials for a stock item / location combination match the stock level. It therefore becomes the user s choice if serial numbers are to be adjusted in association with stock take discrepancies. This consideration would normally only apply to serial types with the Internal attribute.
Reference Field
Serial numbers also offer an alphanumeric reference field for each serial item. This field has no special significance and can be used to store any additional information. Up to 30 characters is accommodated per serialised item.
This field is always present but can be hidden, if not required, by using the visible column attribute of the Exogrids. Blank or null entries are permitted so use is optional.
Tip: Adding the menu item Setup Stock Serial Numbers accommodates correcting serial reference numbers and even changing an existing mis-keyed serial number. This item is not installed to the default menus for security reasons.
Although serial numbers are identified during processing by their recorded serial number the system assigns each serial number a unique identifier to each item (SEQNO). Exo Business does not use the actual value of the serial number field for linking purposes therefore this tool can safely change it. This is useful if say some goods were accidentally receipted (created) with the wrong serial number. Uniqueness of serial numbers within a stock item is still an imposed constraint.
Note: Extra Fields functionality (see page 26) is not supported on the STOCK_SERIALNOS
table.
Serial Number History
MYOB Exo Business provides several screens to view the history of serial numbers. The main serial number record stores only the last document number for each document class. Access to these documents is provided via a right-click menu from the Serials tab in the Debtors, Creditors and
Stock account screens.
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On the Serials tab of the Debtors, Creditor and Stock account screen, the right click menu includes a View History item. This opens a window of stock transactions associated with the serial number:
Transactions in this window can be drilled into in the same way as on the main Transactions tab in the stock account screen.
The View History menu item may also be accessed from the available serials window in the lower grid when processing serial numbers.
Note: The Serial Number History screen shows stock transactions associated with stock movements. If invoicing (Debtors or Creditors) is done subsequent to the supply or receipt, the stock transaction does not contain the invoice number and hence cannot directly drill to the invoice.
For Sales Orders the stock transaction provides right-click menu access to Sales Order history from which the invoice(s) may be drilled.
To facilitate reprint of invoices with serial numbers, the system also maintains separate audit by serial number linked to invoice number. This may optionally be used in Clarity instead of the links to the primary serial number record. For compatibility with earlier versions, the default Clarity files provided still use the single level of history provided by the main serial number record.
Note: See the Stock Serial Numbers white paper for technical information on the table structures and links that may be used in Clarity.
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Advanced Serial Number Features
This section covers optional advanced features that capture additional data or extend the workflow. By default they are inactive.
Expiry Dates
If the Company-level profile setting Use expiry dates for batched & serialised items is active, the system will offer and expect expiry dates to be entered on serial records if the Item Expires option
form dd.mm.yy.
Pre-Assignment
Pre-assignment is the process of linking or associating a serial number with a document prior to the workflow that generates a resulting stock transaction. This is normally a reversible process in that alternative serial numbers may be exchanged for pre-assigned ones at any time prior to creating the stock transitions.
Pre-assignment is optional and requires that the Company-level profile setting Allow serial number assignment be activated.
Three processes may pre-assign serial numbers. These are:
Inwards Goods serial numbers can be entered in Inwards Goods Receipts and then recalled for processing during Inwards Goods Costing.
Sales Orders serial numbers can be entered at time of Sales Order Entry and then recalled for processing during supply.
Stock Transfer Requests when stock is moved to the In Transit location using the Send button (creates stock transactions) then if the pre-assignment profile is set, the selected serial numbers are tagged as assigned to the Request document until received into the destination location. This ensures that only the sent serials are processed on during the
Receive process. This is especially useful where serials for a stock item may exist in the intransit location for multiple transfer requests at any given time. On using the Receive button, the tagged list of in-transit serials is recalled for easy processing.
Pre-assignment has no effect on free stock levels or other stock calculations. By associating a serial with a document, the user can:
Create a serial number record prior to actual stock transaction processing.
Tag a serial to a particular document so that it is unavailable for selection on any other document.
Allow rapid recall of the pre-assigned list at time of generating the stock transaction.
Note: The true document class link fields are not updated until a stock transaction is processed. In this way, if a serial participates more than once for a given document class
(e.g. returned item sold on a subsequent Sales Order), the original link is not lost until overridden by the new stock transaction. De-assigning a serial number thus restores the history condition that existed previous to assignment.
Pre-assignment is determined from the serial number property ISASSIGNED, which can be one of the following values:
N - not assigned i - Inwards Goods (Supplier) o - Sales Order (Customer) q - Stock Transfer Requests (Internal) r - (Reserved for future use)
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Note: These values are case-sensitive.
An assigned serial number will also have header and line level links in a pair of fields designated for this purpose. These are separate from the links associated with the particular document class.
The assigned links have indeterminate values when ISASSIGNED = N (i.e. they are not cleared after use). If using assignment links in Clarity then the query must explicitly test the ISASSIGNED field for the correct letter associated with the document class.
Bills of Materials
Exo Business provides some additional support for serial numbers when processing Bills of
Materials.
The BILLCODE is stored in the field STOCK_SERIALNOS.KITCODE for participating serial numbers.
There is no logic to correlate or link output serial numbers to component serial numbers. In other words, the individual component numbers for an individual serial number of an output stock item is not determinable where the output quantity is greater than one. Serial numbers, both component and output, can be determined for a document.
When a bill of material is embedded within another document (e.g. Sales Order or Debtors
Invoice) then the BOM type is relevant to the serialised actions taken:
A BOM of type Kit sells the component directly and does not manufacture an output item. A serial number will therefore not be requested for the OUTPUTCODE. The component lines are true sales lines and therefore serial numbers will be requested only if the stock item s serial type contains the debtor attribute.
A BOM of type Build (manufactured) involves two simultaneous processing functions: manufacture (internal attribute) and sale (Debtor attribute). Serial numbers will be requested for items (both components and output) that have either internal and/or Debtor attributes.
If Exo Business were to apply exact rules of definition, then a BOM of type Build should theoretically not request serial numbers for components which do not contain the internal attribute (e.g. such as those marked Debtor only). This was deemed contrary to popular expectation where serial numbers for components of a manufactured item are often listed on the debtor invoice for documentation purposes only, even though the output item is the only stock code that is participating in the sale process.
The parent supply or invoice processes do not check for discrete multiples of a BOM across all components. For example, manufacturing five units where each require a component quantity of three does not enforce the supply or invoice quantities of that component to be a multiple of three. The row count for serials requested will simply derive from the supply or invoice quantities entered (as per a non-BOM line). Pre-assignment also works in the usual way.
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Style, Size, Colour
The Style Colour Size feature enables you to create and process stock (see page 173) in variations
of colour and size. A common example of how this might be used is the fashion industry, where a single item is sold in variations of colour and size. The Style Colour Size feature is available at no
extra cost to MYOB Exo Business users. The feature is enabled by configuring profile settings (see
page 231).
Fitness for Purpose
What follows is a brief description of the use of these functions. The feature is limited to the functionality described in this book, and no additional (undocumented) functionality is implied. It is widely acknowledged that there are specialised software applications developed to handle Style
Colour Size requirements, these are generally expensive to buy and complex to install and use.
Our intention here is to better accommodate MYOB Exo Business users who have an element of
Style/Colour/Size within their product range, or who have found existing specialised software to be an overkill , either being too complex or too expensive. It is essential that the users satisfy themselves that the demonstrable capabilities are sufficient for their purposes prior to purchasing
MYOB Exo Business or adding this functionality.
Style Colour Size Profile Settings
The following profile settings are available in Exo Business Config to set up and customise the
Style Colour Size feature.
Enable Style Colour Size features
To enable Style Colour Size features, tick the Enable size/colour Company-level profile setting and click Save. Close any instances of MYOB Exo Business and Config and restart for the feature to be enabled.
Style Colour Picker Swap Axis
To swap the Style Picker axis, check the Style colour picker swap axis Computer-level profile setting and click Save.
The default setting has colour as the vertical axis:
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When this setting is enabled, colour becomes the horizontal axis:
Working with Stock
Style Colour Size Stock Code Formula
To change the formatting of the Style colour code formula, edit the Size colour code formula
Company-level profile setting as necessary.
Style Colour Size Stock Description Formula
To change the formatting of the Style colour description formula, edit the Size/colour description formula Company-level profile setting as necessary.
Creating Style Size Options
Before you can generate any styles in MYOB Exo Business you will need to establish what sizes will be available across your whole product range. For example you may have some styles which come in only three sizes Small Medium and Large, other styles may come in a more comprehensive range of sizes ranging from sizes 6 through size 14. If you have a style that has an extra dimension to its sizing e.g. Black - Size 10 shoes (wide or narrow fitting), then you will need to create a separate sub style to accommodate the wide or narrow fitting or create specific sizes
10N and 10W . MYOB Exo Business accommodates two dimensions: Size and Colour.
To create style size options use the option in MYOB Exo Business Config as shown below:
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The Size ID is a unique key assigned by the system. It cannot be altered by the user and is invisible during normal operation.
The Code is a short abbreviation of the size. It is used in the formula that auto-generates stock codes for the style.
The Name is a long description used in the formulation of the descriptions of Stock items in this style.
The Is active option is enabled by default. Sizes can be made inactive if they are no longer available.
The Sort Order determines the size s position when displayed on the Style Picker (see page 237).
Creating Style Colour Options
Before you can generate any styles in MYOB Exo Business you will need to establish what colours will be available across your whole product range. If you have a style that has fabric options e.g.
Leather or Plastic, then you will need to either create a whole separate sub style to accommodate the different fabric options, or create specific Colour options e.g. Red L and Red P . MYOB Exo
Business accommodates two dimensions: Size and Colour.
To create style colour options, use the option in MYOB Exo Business Config as shown below:
The Colour ID is a unique key assigned by the system. It cannot be altered by the user and is invisible during normal operation.
The Code is a short abbreviation of the colour. It is used in the formula that auto-generates stock codes for the style.
The Name is a long description used in the formulation of the descriptions of Stock items in this style.
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The Swatch lets you pick a colour to act as a visual cue when picking this style on an order.
Clicking the edit button opens a standard colour select window:
The Is active option is enabled by default. Colours can be made inactive if they are no longer available.
The Sort Order determines the colour s position when displayed on the Style Picker (see page
237).
Creating a New Style
A style is a collection of Stock codes that are common but with minor variations. These variations are typically Size and Colour. The Size and Colour variations are two common problems for businesses that deal in styles. These are creation of a new style (maybe involving a hundred-or-so stock codes), and representation of the style in a visually compact fashion using a matrix where size is represented by the X-Axis and Colour on the Y-Axis.
In MYOB Exo Business, a Style is analogous with a Stock Group, you can set the name of product group as Style using the display names option in Exo Business Config. Stock Groups can be grouped under parent grouping Stock Group 2. For example sales of various styles of socks might be reported under the collective stock group 2 Socks .
Also the Price Groups function can be used as a useful method of controlling discounts of promotional pricing across a whole style at once.
Not all product groups are required to have style attributes:
A sports equipment shop may sell all sorts of sports equipment, but only sports apparel and sports shoes have Style/Colour/Size requirements.
A furniture store may sell furniture and bedding, but only Bed sheet product lines have a size colour attributes.
For this reason there is a flag on each product group indicating that this product group has Style attributes.
Click New on the screen above to create a new stock group, then proceed to set up the stock group in the normal manner. Tick the Style box and three more tabs appear: Style, Defaults and
Verify.
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The Style tab is the key to creating a whole style and its constituent stock items in one step.
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Field
Inherit from
Style
Description
You can inherit the properties of a similar style already created in your system. This is a very fast way to set up a style based on a style from last season. The new style need not be an exact duplicate. You may change attributes after copying.
Style Name
(N)
A long description of this style (equivalent to product group description) used in the formulation of Stock Item descriptions.
Style Code (S) Equivalent to Product group report code used as an abbreviated for of the style in the formulation of Stock codes.
Working with Stock
Size Variations
(X) and (M)
Double-click in this area or right click on this area and select Add to pick from a list of available sizes. You can add these by double-clicking on a size or highlighting one and clicking OK.
Colour
Variations (Y)
Long Name
(L)
Double-click in this area or right-click on this area and select Add to pick from a list of available colours. You can add these by double-clicking on a colour or highlighting one and clicking OK.
When you click OK, these colours are shown against the style. If you attempt to add a colour that is already selected for this style you will receive a warning.
You can delete a selected colour by right-clicking on it and selecting
Delete.
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Create matching price group
To facilitate easy maintenance of price rules for promotions or discounting of all products in the style you can automatically generate a stock Price group to match the style. Check this option if you want to create a matching price group for this purpose.
Formulas and masks
MYOB Exo Business allows you to automatically build consistent stock code details using a mask or template. The example section gives you an illustration of how the stock codes and descriptions might appear when created. If you change the formula, you will see the examples change as you do so. The letters used in the formulae correspond to the letters in brackets on the style creation screen.
There are two company level profile settings that are used to set the default formulae; however, if a style is inherited then the formula will be inherited as well. The two profiles are called:
SIZE_COLOUR_CODE_FORMULA
SIZE_COLOUR_DESC_FORMULA
Stock code Formula - can only use P, S, Y and X characters. These represent Alternate Stock
Group ReportCode (P), Style Code (S), Colour Code (Y), Size Code (X)
Description Formula are limited to Q, N, L and M characters. These represent Alternate Stock
Group Name (Q), Style Name (N), Colour Name (L), Size Name (M).
The Stock code is generally set to 23 characters and stock descriptions to 40 characters. If you need more than 40 characters, you can add additional descriptions in the notes field of the stock item. It is recommended to keep descriptions limited to 40 characters so that they can be properly viewed on reports and Invoices. Also, ensure that you have enough characters to accommodate the longest size and colour codes / descriptions before creating the style.
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Working with Stock
Processing Styles using the Style Picker
While you can treat a stock item that belongs to a style as a unique stock item, (e.g. point of sale where you may scan a barcode on the product) the style picker is used as an aid to selecting multiple stock items from the same style. An example is when you are ordering various sizes and colours from suppliers or if you are distributing a variety of colours and sizes to your customers.
The Style Picker is available in Sales Order Entry and Purchase Order Entry screens. Similar to using the dot (.) to signify you are entering a KIT code, you can use the forward slash (/) to indicate you want to search on styles:
Select a style and the Style Picker opens, showing all size/colour combinations set up for the style:
Note: Sizes and colours are ordered according to their Sort Order property. If multiple sizes/colours have the same sort order, they are ordered by their Size ID/Colour ID.
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A light yellow cell indicates that a particular size/colour combination is not available. You can set an item as unavailable by making the stock item inactive or by removing the size or colour extra field settings. The system also blocks you in entering data on a yellow cell.
You can double-click on any available cell in the grid to view the summary of the stock on hand availability for that stock item across all locations.
Select the required quantities using the Style Picker matrix, then click Save and the order will be populated with the required quantities of each stock item. From here on, the lines are independent stock codes and the order is processed as it would be normally.
Setting Other Default Values
Before creating the stock items that will make up a style, you can predefine default settings for these stock items, as illustrated below.
Note: The secondary stock group for each of these stock items is set at the stock group level.
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You can also preview the style before you create it using the view/size colour matrix option on the toolbar ( ).
You can save the description of this style without generating associated stock items.
You can verify the style description by clicking the Verify style toolbar button ( ), or by going to the Verify tab and clicking the Verify button.
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The verification checks the style description you have made, and checks any existing stock items that are attached to this style (created manually) that do not have size or colour specified. The full list of possible errors is as follows:
No style code specified
No style name specified
No size variations specified
No colour variations specified
No matching price group found
Matching price group found but Create matching price group unselected
No stock code formula specified
The stock code formula contains no style mask (S)
The stock code formula contains no colour mask (Y)
The stock code formula contains no size mask (X)
No description formula specified
The description formula contains no style mask (N)
The description formula contains no colour mask (L)
The description formula contains no size mask (M)
No style stock items exist - select Generate button
No style stock items with size/colour exist - select Generate button
These style stock items don t have size or colour specified:
These style stock items have inactive flags:
These style stock items don t follow the code/desc formula specified:
These style stock items don t have the matching price group:
These style stock items have the matching price group when shouldn t:
There is not ONE ONLY style stock item for these size/colour combos:
Generation of the stock items is a separate task performed when you click the button on the toolbar. When you click this icon you will see a progress box appear as the stock items are created.
Once the style is created, a confirmation message will appear.
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Working with Stock
Stock Items
If you search your stock items list you should now see all the constituent stock codes created by the style generator as illustrated below:
If you examine one of these items you will see that there are two extra fields that contain the stock items size and colour attributes. These are the key to building the on screen style picker matrix.
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General Ledger Overview
The General Ledger (GL) is the consolidation of all the movements created in the debtors, creditors and stock sub ledgers. The GL forms the basis of the recording of business activity. By creating as many or as few GL accounts you can define the level of detail you wish to report. The reporting can be consolidated from the GL accounts using the Report Writer. Budgets can be created to monitor the performance against expectations.
This section describes the set up related to the GL account groups, accounts and control accounts. It also explains the procedures for entering transactions, reconciling the GL and generating reports.
General Ledger Transactions
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The General Ledger
General Ledger Master
Account > General Ledger
The General Ledger (GL) is the consolidation of all the movements created in the Debtors,
Creditors and Stock sub-ledgers. GL accounts are used to identify and access accounts in the
General Ledger to prepare financial reports at the end of each period and each financial year.
Details (see page 247) contains General Ledger account no, name, report code, account group,
default GST rate and flags. It also identifies the type of GL account, the currency used and if it s a usual debit or credit account.
Transactions (see page 252) lists all the records that matched the search criteria based on
period, sub accounts and branches.
Budget (see page 253) allows multiple budgets to be set up and used for reporting purposes.
Notes (see page 158) this tab provides a way for users to record any communication or general
information related to the account. Users can insert the username and date/time when the info is
recorded and common phrases (see page 160) can be entered easily.
to search for previous notes related to the account. It s also easy to create, delete, or email history notes.
Analysis (see page 255) show trends of a particular account in graphical form.
Note: The buttons in the toolbar at the top of the General Ledger Account Details window change when moving between tabs.
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Setting up GL Accounts
Quick Guide to Setting up GL Accounts
GL accounts are used to identify and access accounts in your GL and to prepare your financial reports at the end of each period and each financial year. Here is a checklist of the steps involved in setting up GL accounts:
1. Determine the accounts you require. Your accountant can help you by providing a chart of accounts that is used to produce your end of year accounts. If you set up similar accounts in your GL, it helps reduce the amount of work required to produce your end of year accounts.
Every transaction you enter must belong to an account. Having too many accounts makes account selection more difficult during transaction entry. Having too few accounts reduces the amount of information shown in your reports. The GL chart of accounts has an impact on modules such as Asset Register and features like Foreign Currency.
2. Decide on a coding system for your accounts. You also need to decide the branches and sub-accounts to be included, depending on the options set up in Exo Business Config >
Essential > General Ledger .
3. Set up your GL Control Account in Exo Business Config > Admin > General Ledger > GL
Control Accounts . This setting determines the default GL accounts you want to use as your main bank account, debtor and creditor control accounts, errors account and so on.
4. Set up your GL Account Groups in Exo Business Config > Admin > General Ledger >
Account Groups . If there are some account groups that have already been set up, you can leave them as they are or if you prefer change them or add others to suit your requirements. These options determine the grouping of your GL accounts. For example,
Sales and Purchases, Overheads, Assets, Liabilities and Capital.
5. Enter your GL accounts by selecting Account > GL . When entering your GL accounts, note the account numbers that you will be using in your GL Control Account.
Additional Accounts
MYOB EXO Fixed Assets is an asset management system that is completely integrated with MYOB
Exo Business s General Ledger to ensure that your asset management and financials are kept upto-date at all times. When using Fixed Assets, more control accounts are required - these are set up in the Fixed Assets.
The Foreign Currency (see page 314) feature allows you to make adjustments in the General
Ledger for movements in Forex, both realised and unrealised. You should create accounts to be used in the Forex calculator.
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The General Ledger
Setting up GL Account Groups
The GL is grouped into accounts with different functions such as Sales, Asset and Liability accounts and Overheads. When setting your GL you need to name and define the groups you require.
To set up a GL account group, select Setup GL Account Groups from the MYOB Exo Business
Setup menu: Setup > Business Admin Settings > Account Groups . The GL Account Groups window is displayed.
To add a new group:
1. Click the New button.
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2. The Group no is automatically assigned and this will be the next sequential number in the list.
3. Enter a brief, descriptive Group name.
4. Select the Report code.
5. Choose the Section type. If Balance Sheet is selected, select the type: Asset, Liability or
Equity.
6. Choose the Debit/Credit type.
7. If the new group is to be reconcilable, tick the Reconcilable during bank reconciliation check box.
8. Configure the range of expected account numbers by entering them into the From and To fields.
9. Click Save to save this entry.
Setting up GL Accounts
You can set up your GL accounts based on your chart of accounts (a structured plan of how accounts are numbered), which is created to fit the needs of your business.
Entering GL Account Details
To enter GL details:
1. Account > General Ledger , this opens the GL (search) window.
2. Click New to create a new GL account. The General Ledger Account Details window opens at the Details tab:
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3. Complete the entries in each field, using the table below as a guideline.
The General Ledger
Item Description
Account no
Account Name
Report Code
Account Group
The account code for the GL Account from the chart of accounts. If you have branches and sub codes, these will be entered later, so just enter the main GL Account number here. The account number cannot be zero.
Note: Once you have saved your account details, you cannot go back and edit the account number.
The name or description of your GL account.
Any alternate account codes.
This is an optional alphanumeric field. You could use this field to store old account codes that may help you if you need to search for the old account at a later stage. This code can also be used by the Report
Writer to group accounts.
The Account Group to which the account belongs, for example (in the demo database) Trade, Retail or Foreign. Select a predefined account group from the list.
Debit/Credit
Section
Select against the usual sign of the account, either a Usual Debit or a
Usual Credit.
Choose the GL report type for this account, Profit and loss or a Balance sheet. If the Balance sheet is selected additional options can be selected. These options are Asset, Liability and equity.
Override GST rate Select the override GST rate from the list.
Currency Select the currency that applies to this GL Account.
Note: The option is available only when multi currency is enabled.
SubAccNo A sub account number. This number is automatically assigned; however it can be overwritten with another number.
This is the name of the sub account. Name
Period Totals In MYOB Exo Business, transaction ages are numbered from current (0) backwards. This may be different from the system you are familiar with, however it does give you some useful logic consistency.
Example:
0 = current period
1 = One period ago (last month)
2 = Two periods ago
54 = Fifty-four periods ago etc.
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Exo Business knows which period in the period table is the current one, and uses this as a point of reference to display the name of the period on reports and within data entry screens.
It is important you are comfortable with this and that all users understand the approach.
Note: For a Profit and Loss account, the period totals will display the account movement for the period; for a Balance Sheet account, the period totals are the accumulated balance for the period.
Flags
Active - Check this option to indicate whether the account is active or inactive. If inactive, the account is hidden from the main
Search view.
Allow journals - Check this option to allow journals on this account.
Private Account - Check this option to make this account private.
Note: Some GL accounts should have the Allow journals checkbox unticked, so accounts will be system-maintained, e.g.
Debtors control account, Creditors Control Account, Stock on
Hand.
The other tabs on the General Ledger Account Details window become visible after a GL account is created and saved.
Viewing GL Account Details
Account > General Ledger > [Search] > {double click the GL Account name}
The field descriptions are the same as for creating a new account (see page 247).
The only changes are to the toolbar menu buttons:
1. Transaction navigation. Previous, next, forward and last record.
2. Show amounts in foreign currency. If more than one currency is enabled for this account, this is only possible if it was enabled in Exo Business Config.
3. Enter a new sub account. Use this option to create a Sub Account (see page 249).
4. Edit the selected sub account. Use this option to delete a sub account s details (see page
249).
5. Delete the selected sub account. Use this option to delete a sub account (see page 250).
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Creating GL Sub Accounts
To create a new sub account, open the relevant master account and click the Enter a new sub account button on the General Ledger Account Details window ( ).
In the GL Sub Account window complete the following fields:
Field
SubAccNo
Detail
A sub account number. This number is automatically assigned by Exo
Business. You can override this number by overwriting it with another number. Once the sub account is saved, this number cannot be changed.
Name
Report Code
The name of the sub account.
The report code as per the GL accounts. This field entry is optional.
Allow journals Check this option to allow journals on this account. The default value for this setting is determined by the Allow journals option on the master account.
Click OK to save this sub account in the list.
To edit an existing sub account, click the Edit the selected sub account button ( ) to open the
GL Sub Account window. Make any changes by overwriting the current information, then click OK.
Note: You cannot edit the account number.
To delete a sub account, select the account from the list and click the Delete the selected sub account button ( ).
If you delete a sub account that has transactions against it, any previous transactions are transferred to the 00 Sub Account. However, if there are any stock items that were previously posted to this sub account they need to be re-linked to a GL account before you process any transactions. To link these stock transactions enter a new Sales GL Code in Account > Stock >
Details 2 .
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General Ledger Movements
The General Ledger Movements utility is used to display, delete and recalculate the GL movements. It is also used to initially populate the GL Movement table, although GL Movement records will be inserted and maintained automatically as transactions are processed.
Note: Populating the GL Movements table for all existing transactions could take a considerable period of time, depending on the volume of GL transactions.
Open the General Ledger Movements utility by clicking the button on the General Ledger
Account Details window toolbar.
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1. Click the Calculate button on the toolbar to calculate the initial GL movements for the accounts/ branches/ periods/ companies specified in the selection options.
2. Select either a range of accounts or a specific account, and other required filter information, and click Search to display a list of the GL movements. A result similar to the illustration above will be displayed.
3. Clicking the Calculate button on the toolbar recalculates the GL Movements for the accounts/ branches/ periods/ companies specified in the header. Alternatively, highlighting appropriate rows on the grid selecting Calculate from the right-click menu will recalculate only the selected rows.
Note: Deletion of records is based on the selected criteria (or selected rows if right-click >
Delete is used). If all records are deleted through this utility, the identity seed (MSSQL) is reset to zero so new records will start at 1.
The General Ledger
Viewing GL Transactions
Account > General Ledger > [Search] > {double click the GL Account name} > (Transactions Tab)
To view the transactions in the window filters should be defined before clicking on the Search button. These are detailed in the table below.
Note: The search behaviour on this screen is affected by the Hide GL transactions when viewing an account User-level profile setting.
Field Description
Date from and to The option to set a period range.
Age from and to
Sub account
Branch
The option to select set a period range for the transactions you want to view.
The list of sub accounts. Select a sub account from the list to view transactions for all sub accounts.
A list of branches. You can select a particular branch or to view accounts in all branches.
Company
Reverse Sort
Select the company name from this list.
Enable this option to reverse the order of displayed accounts.
Group
Transactions
Grouping
To group the displayed transactions, select one or more properties to group by from the Grouping dropdown, then tick the Group
Transactions option.
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Account details column headers
Date
Pd
The date the transaction took place.
The period number to which the transaction has been posted. (For example, 0 refers to the current period, 1 is the last period.)
Batch
Br
Sub
ChqNo
InvNo
Details
The batch number to which the transaction was entered.
The branch for the transactions.
The sub account number to which the transaction applies.
A cheque number appears here, if one applies to the transaction.
The invoice number that applies to the transaction, if appropriate.
The analysis column for the transaction (generally details about the transaction).
Debit
Credit
Positive entry in the transaction list.
Negative entry in the transaction list.
In the transaction list, you can right-click on a transaction open a popup menu. The options are:
Menu Item
View GL Batch
Description
This opens the GL Batch Transactions window for the batch number associated with this transaction.
Debit
●
Credit
●
View Source
Account
This opens the creditors master (see page 121)
source account details window.
●
View Source
Transactions
This opens a preview of an invoice for this transaction.
●
Edit Transaction references
This feature is available for receipts and adjustments. It opens a window with options to change the Transaction Date, Invoice Number,
Cheque Number and the Narrative.
● ●
View Analysis
Codes
This opens the Analysis Codes (see page 97)
window for this transaction.
● ●
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The General Ledger
Reviewing a GL Budget
Account > General Ledger > [Search] > {double click the GL Account name} > (Budget Tab)
Field
Budget code
Period
Sub Account
Branch
Budget
Description
The code for the budget. Select the code from the list.
The period for which the budget is being viewed. Select the period from the list.
A sub account number. This number is automatically assigned by MYOB
Exo Business. You can override this number by overwriting it with another number.
The name of the branch where the transaction took place.
The budget amount set for this account.
To edit a budget, click the GL Budgets button to open the GL Budgets window (see page 288).
You can now make changes to the budget.
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Viewing GL Account Trends
Account > General Ledger > [Search] > {double click the GL Account name} > (Analysis Tab)
You can view the trends of a particular account on the Analysis tab of the General Ledger Account window.
To display the monetary value labels, double click anywhere in the graph.
To view other data series, such as the budget, tick the appropriate check box under Period Totals.
To print the graph, click the print button ( ).
General Ledger Analysis Codes
Under normal operation, there are three levels of analysis in the General Ledger: Branch, Account and Subaccount. The General Ledger Analysis Codes feature allows you to define additional levels of analysis for more detailed reporting, e.g. Branch-Account-Subaccount-Analysis1-Analysis2
Note: This feature is not to be confused with Analysis Codes (see page 97), which provide a
more powerful and comprehensive method of adding analysis data to transactions.
GL analysis codes are intended for use during transaction entry. They are not available on any master files, e.g. GL Control accounts, Stock Item records. In general, if a GL account can be entered or edited on a transaction, you should also be able to enter analysis codes.
The built-in General Ledger Report Writer (see page 266) does not report on GL Analysis Codes; to
report on them, you must use Clarity Reports.
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The General Ledger
Setting up GL Analysis Codes
Select Setup > Setup Analysis Codes to define the codes. If this menu option is not available, it must be added to the menu using the Menu Designer - Setup > Setup Menu
The current number of analysis codes in use is displayed. Specify the number of codes required in the Proposed number of codes field. If this number is changed, the database must be updated to
If the Accept valid analysis codes only check box is not ticked, then any number can be entered as a GL analysis code.
If the box is checked, you must set up valid codes on the Validation tab:
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Click New to create a new code, then specify a descriptive name for the code. Codes are automatically numbered sequentially starting at 1.
The Validation tab contains a numbered column for each analysis code, i.e. if you selected to use two codes on the General tab, there will be two columns on the Validation tab. For each code, enter Y or N in each column to indicate whether the code can be used for the appropriate analysis code.
In the example above, codes 1 and 2 ( Internal and External ) can be used for Analysis Code 1 or
Analysis Code 2, while code 3 ( Special ) can only be used for Analysis Code 2. This means that the following GL code is valid:
00-0100-01-1-2
However, the following GL code is invalid, as code 3 appears in the Analysis Code 1 position:
00-0100-01-3-2
Using GL Analysis Codes
Enter GL analysis codes by appending them to GL codes in the GL Code fields on entry screens such as Debtor and Creditor invoices. GL analysis codes are separated by hyphens, i.e. Branch-
Account-Subaccount-Analysis1-Analysis2 etc.
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Setting up GL Control Accounts
Setup> Business Admin Settings > [GL Control Accounts] (General)
The GL Control Account Setup window (General tab) opens.
The General Ledger
Enter the GL Account type that each posting should go to.
The following table provides more information:
Item
Default sales account
Description
The default account for Sales (Debtors) transactions.
When you enter a new stock item, this is the sales code that the stock item defaults to.
The cost value of debtor invoices. Cost of sales account
Default purchase account
Bank account
The default account for Purchases (Creditors) transactions. When you enter a new stock item, this is the purchases code that the stock items default to.
The General Ledger account that represents your main (default) bank account.
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Debtors account The control account that represents the total amount outstanding by your debtors.
When all debtor transactions have been posted to the GL and any
Forex movements processed, this account should balance to the
Debtors Aged Balance report.
Creditors account
Profit account
Debtors GST account
Creditors GST account
The control account that represents the total amount owing to your creditors. When all creditor transactions have been posted to the GL and any Forex movements processed, this account should balance to the Creditors Aged Balance report.
An account number for the Running of the End of Financial Year process. This account is where the end of year profit (or loss) is posted during the end of year process. The account is also known as the Retained Earnings or Revenue Reserves Account.
The GL Account that the GST component from your Debtor ledger invoices get posted to GST Output Tax account.
Adjustments accounts
The GL Account that the GST component from your creditor ledger invoices get posted to.
It is also known as the GST Input Tax account.
The account that comes up as the default GL account when you enter debtor and creditors adjustment transactions.
You may often need to re-journal these transactions to other GL accounts. The GL account for each adjustment can be set at the time of making the adjustment in the sub ledger.
Errors account
Rounding account
Stock on hand account
Stock adjustment account
The account that stores any postings that have been incorrectly set up.
For example, the stock item to GL linkages have not been set correctly.
Note: Do not leave this blank. It is recommended that you nominate an errors account so that if there is a problem posting to a GL Account, the transactions are posted to this account so that they are not lost and you just need to enter a journal out of this account and into the correct GL Account.
An account that receives the result of any value rounding. Typically, any debits or credits tend to cancel out and the account has a small balance.
The account you want to post the cost of your purchases of stock items before posting to the Cost of Sales Account.
The account where adjustments are made to stock accounts.
This account is available if you have selected Live Stock to GL
Integration in MYOB EXO Business Config > Essential > General
Ledger .
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Stock clearing account
The General Ledger
The account where invoices have not been processed for stock received.
This account is available if you have selected Live Stock to GL
Integration in MYOB EXO Business Config > Essential > General
Ledger .
Note: The Stock GL Coding button on the window allows you to update the default purchases account on the Details 2 page of the Stock Item Details window to the default stock clearing account. You can elect to perform this on all stock items with a stock classification or no stock items.
GL Control Account Custom Settings
Setup> Business Admin Settings > [GL Control Accounts] (Custom)
The GL Control Account Setup window (Custom Page) opens.
Enter the GL Account type that each posting should go to.
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The following table provides more information:
Field Descriptions
Item
Deposits Received
Account
Description
Enable the Allow deposits in sales orders and general ledger profile setting in Exo Business Config if you want to store deposits on sales orders/laybys.
Withholding Tax account
Enable the Withholding Tax on Creditors Payments setting in the
Essentials > General Settings section of Exo Business Config if you want to store withholding tax from creditors.
Debtors forex variance
Creditors forex variance
Current forex variance
Creditors PP discount
Vendor discount account
Debtors Foreign Exchange variance account.
Creditors Foreign Exchange variance account.
Current Foreign Exchange variance account.
Creditors prompt payment discount.
Vendor discount account only used if vendor discount is active.
Click Save to save any edits.
Note: See the Stock Integration White Paper for more information on Stock and Control
Accounts. This White Paper is available on the MYOB Exo Business partner site (login required).
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Creating GL Batches
Creating and Posting GL Batches
GL batches contain sets of individual transactions. Batches can be created for different purposes.
This includes recording or splitting existing batches or creating recurring batches for prepaid accounts such as insurance.
To create and post a batch:
1. From the Transactions menu, select General Ledger > GL Transactions. The General
Ledger Transaction Entry window opens:
2. From the main window, click the New button to enter a new transaction. Complete the necessary fields using the table below as reference.
Field Descriptions
Item
Date
Description
The date of the transaction.
Period
Initials
Reference
Auto reverse
Repeat Branch
The period during which the transaction takes place.
Enter your initials here.
A brief description detailing the transaction.
A check if you wish to create an auto-reversing batch.
In this case the system automatically reverses the batch while performing the end of period rollover.
Check the Repeat branch checkbox to automatically copy the branch used previously to the next transaction line.
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Print Transactions Check the print transactions checkbox to enable printing of this transaction.
GL Code
Details
Inv No
Chq No
Debit
Credit
Foreign
The GL code you want to post the transaction to.
If you do not know the GL code, press ?
followed by TAB for a list of GL codes and select the ones needed. This will automatically enter the code and details in the fields.
A descriptive reason for the transaction.
The invoice number of the transaction.
This needs to be entered only if applicable.
The cheque number of the transaction.
This needs to be entered only if applicable.
Positive entry in the transaction list. Ensure that the sum of the debits and credits in the batch is equal to zero to be able to post transactions.
Negative entry in the transaction list.
The transaction amount.
This field is used only when selecting a GL account with a currency other than the default currency.
3. Click Post to GL. This saves the transactions in the batch and posts the batch to the GL.
Error Messages
If you enter a GL code for an account where you have not selected the option Allow journals on the Details tab of the General Ledger Account Details window, the following warning message is displayed:
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The sum of the debits and credits of the transactions in the batch should be equal to zero. If not, you cannot post the batch to the GL. The following error message is displayed:
Holding GL Batches for Later Posting
Transactions > General Ledger > GL Transactions
Some batches are saved as Recurring Batches or Suspended Batches until they are ready for posting. The Utilities menu in the General Ledger Transaction Entry window provides you with options related to later posting:
Recurring Batch
A Recurring Batch is a batch that is used on a repeated basis. For example, an insurance account which has been prepaid and coded to a prepayment (Current Asset) account will be spread back to expenses evenly over the period of the insurance cover. Saving a batch as a recurring batch is a quicker way to handling a batch that you have to enter every month.
Saving Recurring Batches
To save a recurring batch:
1. After entering the batch transactions, click the File menu in the General Ledger Transaction
Entry window and select Save As > Recurring Batch . The batch is given temporary file name.
2. Click OK.
The batch is stored for future recall and posting.
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Posting Recurring Batches
To post a recurring batch:
1. Click the Utilities menu in the General Ledger Transaction Entry window and select Open
Recurring Batch(es).
Note: You can open one or more recurring batches. Recurring batches can be appended to make a super batch.
The Open Recurring Batch(es) window opens.
2. Complete the fields on the window.
3. Click the Open button. The saved recurring batch is added to the list on the General
Ledger Transaction Entry window.
4. Click the Post to GL button on the transactions window. This posts the recurring batch to the GL.
Note: Repeat the steps listed above, each time you need to post a recurring batch to the
GL.
Suspended Batch
A Suspended Batch is a batch created for a one-time use only. For example, a batch has been created but cannot be immediately posted because transactions in the batch have to be checked and approved by another staff member. The batch is saved as a Suspended Batch.
Saving Suspended Batches
To save a suspended batch:
1. After entering the batch transactions, click the Utilities menu in the General Ledger
Transaction Entry window and select Save As Suspended Batch. The Save As Suspended
Batch window opens.
2. Complete the fields in the window and click OK. The batch is stored for future recall and posting.
Posting Suspended Batches
To post a suspended batch:
1. Click the Utilities menu in the General Ledger Transaction Entry window and select Open
Suspended Batch. The Open Suspended Batch window opens.
2. Complete the fields within the window.
3. Click the Open button. The saved suspended batch is added to the list on the General
Ledger Transaction Entry window.
4. Click the Post to GL button on the transactions window. This posts the suspended batch to the GL.
Reconciling GL
As an accounting staff member you need to carry out a bank reconciliation (see page 478) to aid in
the matching of transactions in the GL bank codes to the bank statements. You can perform a bank reconciliation either as a manual system where you work from a hard copy bank statement or an electronic system using a .CSN format file from the bank.
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Generating GL Reports
General Ledger Report Writer
MYOB Exo Business provides you with the ability to generate a variety of reports such as the GL
Graph, GL Trial Balance and GL Transaction Batch Listing. You need reports as a reference for yourself as well as to provide your financiers and government authorities with the financial performance and position of your organization.
The GL Report Writer enables you to report on transactions that have been posted to the General
Ledger. It is period-driven in the same way as the transactions in the General Ledger being reported on.
The Report Writer is set up in a tabulated format with rows and columns. The rows determine the content by General Ledger account or group of accounts. The columns determine the periods or budget. The report is written in a sequential order both in terms of the rows and the columns. You need to define the sequence of actions to take place, dependent on the numbering of the rows and columns. It is recommended that the first draft of the report has the rows and columns numbered in a way (say increments of 10) that allow you to insert rows or columns at a later date.
Sample Report
Reports > General Ledger Reports > Setup GL Reports
The following report is a sample of how you can use the features available in the Exo Business
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Using the GL Report Writer
GL Report Writer Setup
Reports > General Ledger Reports > Setup GL Reports
When using Setup GL Reports the user is presented with a search window showing all reports that have been set up:
The following options are available:
To create a new report, click the New button. The Details tab (see page 267) containing the
Settings and Rows And Columns sub-tabs is displayed.
To create a copy of an existing report, select the report name, then click the button. A copy of the report is added to the list of existing reports. The user can change the name of the copy by overtyping the default name.
To delete a report from the list, select the report and click the button or press the
DELETE key.
Once reports have been set up, the search window displays a list of these reports. The user can double-click a report name for details.
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GL Report Writer Settings
Reports > General Ledger Reports > Setup GL Reports > [New]
The Settings sub-tab on the Details tab allows the user to specify the settings for the report.
Initially, the page contains default settings which provide the basic settings that the report requires. If the defaults are being used, the user can move to the Rows and Columns sub-tab.
Click the Test Layout button for a preview of the layout.
Field Descriptions
Item Description
Report No The system generated number assigned to the report.
Report Name
Secondary Heading
Enter a descriptive name of the report here.
Provides a detailed heading and is in addition to the report name.
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Period End Descriptor Affects the text of the period label at the top of the report. Select either for the period ended (for Statements of Financial
Performance) or as at (for Statements of Financial Position).
There are a number of display options for each (lower case, sentence case, upper case); select the preferred option from the list.
Report Units This is used as a divisor to change the units which the report will use. For example, selecting 1000 means the report is printed in thousands (000 s).
Decimal Places
Show Commas
Short Periods in Header Uses a shorter form of the period name (for example, Jan instead of January).
Show Variance as % Shows the budget variance between actual and budget instead of a $ value.
Period Year in Header
Determines the number of decimal places shown on the report.
Determines if a comma separates the units of the report at each
000 break.
Suppress Zeros
Puts the period year in the header where period has been selected as a column.
A default setting which can be overwritten when actually running the report to determine if the report shows a row when all columns in that row equal 0.
Period No in Header
List Sub Accounts
Puts the period number in the header where period has been selected as a column.
A default setting which can be overwritten when actually running the report to determine if the report shows sub accounts, where they exist.
Repeat Header Determines if the report header should be repeated where the report continues over more than 1 page.
Tick this option if a Clarity formatting template (CLF) is to be used. Use Clarity Formatting
Deliver to Excel
Period in same Financial
Year
This option only applies to the P&L Report - All Branches Report
Type. If this option is ticked, then at run time fields set to rolling 12 months are limited to reporting the financial year only. Fields not set to rolling 12 months are not affected by this option.
Page No Location
Tick this option if the generated report is to be exported to an
Excel compliant format.
Determines the position on the page for the page number to appear. There is also an option not to display a page number.
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Page Orientation
Page Break
Font Name
Size
Report Table Name
Report Code
Validate at Runtime
The General Ledger
Selects the page as either portrait or landscape. The selection here will be determined by the number of columns the user would like to display, the font, font size and report units.
Varies depending on page orientation, font and font size selections. This could require trial and error to find what best suits the user s report.
The font to be used when printing the report.
The size of the font to be used when printing the report.
Enter a name for the report table in this field. This is essentially the file name storing the report settings.
Enter a short, descriptive code for the report. Reports are ordered
by their Report Code on the Run GL Reports window (see page
278).
If this option is ticked, Exo Business checks the Chart of Accounts when the report is run or previewed. If the Chart of Accounts has changed since the report was last edited, warnings to check the report setup appear at the end of the report and in the
Warning(s) pane on the right of this tab.
GL Report Writer Rows and Columns
Reports > General Ledger Reports > Setup GL Reports > [New] > (Rows and Columns)
The report is made up of rows and columns. As a general rule, the rows are used for a subject while the columns refer to the period to be reported on.
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You can re-order report rows by clicking on them and dragging or by using the and
A preview of the report is displayed in a pane on the right of the window. Click the Preview button
( ) to refresh the preview (the preview is also refreshed when the Save button is clicked). By default, the preview displays no data, allowing it to display and refresh faster. To display real data on the preview, click the Preview with Data button ( ).
Report Row Record
Right-clicking on a Report Rows field grid displays the following shortcut menu:
New Row: Displays a blank Report Row Record window.
Edit Row: Displays the Report Row Record window populated with the information related to the selected row.
Delete Row: Deletes the selected row from the report.
When either the new or edit row option is selected the Report Row Record window (see page 271)
opens.
Report Column Setup
Right-clicking on a Report Columns field in the grid displays the following shortcut menu:
New Column: Displays a blank Report Column Record window.
Edit Column: Displays the Report Column Record window populated with the information related to the selected row.
Delete Column: Deletes the selected column from the report.
When either the new or edit row option is selected the Report Column Setup window (see page
274) opens.
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Editing a Report Row Record
GL Report Rows are added and edited by right-clicking on a row on the Rows and Columns sub-
tab of the Setup GL Reports window (see page 270):
Field Descriptions
Item
Report
Sequence
Action type
Caption
GL Account range
To
Normally debit/credit
Description
The name of the selected report. This is displayed by default.
Enter a number here to set or change the sequence that the row performs its defined action.
Note: You can also use the and
GL Reports window (see page 270) to re-order report rows,
which changes their sequence numbers.
Determines the function that the row performs. The table below (see
page 273) lists and describes each function.
The description that appears in the row of the report.
The GL Account range to be reported on.
The GL Account range to be reported on.
Determines what sign (+ve or ve) to be applied to the number being printed.
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Branch Determines if the row is to be branch specific. If branches are being used in columns this should be set to Acc.
SQL filter Used as the where clause in a SQL statement.
Note: By default, this filter does not apply to the Budget column (if one exists). To make the SQL filter apply to the
Budget column, enter /B= followed by the SQL statement to be run against the GLBUDGETS table, e.g.
GLTRANS.BRANCHNO = 1 /B= GLBUDGETS.BRANCHNO = 1
Reset after print Used with Sub Total, Total and Grand Total lines to reset the accumulator after printing.
Action types
The following types are available from the Action type dropdown:
Item Description
01 Main Heading The heading text for the report, which is displayed in bold.
02 Sub Heading
03 Narrative
04 Page Break
Subheading text is displayed in bold and underlined.
Narrative lines are plain text with no emphasis.
This will force a page break at this row. This overrules any page length setting made on the Settings page.
Allows the user to specify a GL account to be printed in the report. 05 Single
Account
Group
06 Single
Account
Group
Conditional on
Value
Same as single account group but it allows user to specify Normally
Debit/credit (Normally Debit/credit combo box on the screen is enabled) as an extra criteria
07 Sequential
Range of
Account
Groups
If selected this shows information of GL accounts that falls in between the specified GL account group range.
08 Single General
Ledger
Account
If selected this shows information of a single GL account
09 Single General
Ledger
Account
Conditional on
Value
If selected this shows information of a GL single account but it allows user to specify Normally Debit/credit (Normally Debit/credit drop-down list on the screen is enabled) as an extra criteria.
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13 P&L Total
The General Ledger
If selected this shows information for a range of GL account. 10 Sequential
Range of
Accounts
11 Profit and Loss
Account
Range Total function
Allows the user to print a total similar to a P&L Range Value but which gets added as a P&L Total.
12 P&L Subtotal Prints the total of the list above it. If the previous subtotal has not been reset then the subtotal also includes any prior subtotals.
Prints the subtotals above the total. If the previous total has not been reset then the total also includes any prior totals.
14 P&L Grand
Total
15
16
Bal Sheet
Range Tot
Bal Sheet
SubTotal
Prints the totals above the grand total. If the previous grand total has not been reset then the grand total also includes any prior grand totals.
The same as the P&L Range Total except that it is used for a
Statement of Financial Position.
The same as the P&L Subtotal except that it is used for a Statement of Financial Position.
17 Bal Sheet
Total
18 Bal Sheet
Grand Total
19 P&L Ledger
Total
The same as the P&L Total except that it is used for a Statement of
Financial Position.
The same as the P&L Grand Total except that it is used for a
Statement of Financial Position.
Used in the Statement of Financial Position to provide the user with the sum of the current year s Statement of Financial Performance. In a technical sense it is the total of the GLTRANS where the GLACCS section = 0 for the current financial year.
Allows the user to combine GL accounts based on a SQL Filter. 20 P&L Range
Value
21 Bal Sheet
Range Val
The same as the P&L Range Value except that it is used for a
Statement of Financial Position.
22 Opening Stock Used in conjunction with periodic closing stock.
23 Closing Stock Used in conjunction with periodic closing stock.
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Editing a Report Column Record
GL Report Rows are added and edited by right-clicking on a column on the Rows and Columns
sub-tab of the Setup GL Reports window (see page 270):
Field Descriptions
Item
Report
Column Details
Heading
Type
Description
The name of the selected report. This is displayed by default.
The heading for the column. As well as plain text, this field can contain the parameters <PERIOD> or <QUARTER> - at runtime, these parameters will be replaced with the name of the period/quarter being reported on.
Determines the function that the column performs. The following list describes each function.
GL Code - Lists in the column the GL Code, where applicable.
Data Field - Lists the name of the account or the description used (if any) in the Report Row Record.
Period - Allows the user to define the period to be printed.
PD Range - Allows the user to define a period range, e.g. three months for a quarter.
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Field Name
Period No
Frame Length
From Period
Quarter Offset
The General Ledger
Moving frame of periods - Allows the user to define a period range, represented by the Frame Length value. This period
range is relative to the Frame Starts period specified at runtime (see page 278).
This Year - Displays the Year to Date value for the current financial year.
Last Year - Displays the Year to Date value for the last financial year.
Last Year End - Displays the year end value for the last financial year.
Budget - Displays the budget value for the current financial year.
YTD Budget - Displays the budget value for the current financial year to date.
Percentage - Allows the user to select a column to report on the percentage of a row.
Quarter - Displays individual periods with totals for the quarter to their right.
Quarter Total - Displays only the totals for the quarter.
Quarter Budget - Displays budget values for individual periods with totals for the quarter to their right.
Quarter Budget Total - Displays only the budget totals for the quarter.
This becomes active if the Data Field option is selected in the Type field. Allows the user to select directly from the GLACCS table.
Determines the period to be reported on.
Current Period = 0.
This becomes active if the Moving frame of periods option is selected in the Type field. It specifies the number of periods to report on.
Used in conjunction with PD RANGE. Period No becomes the start period and From Period is the end Period No.
This becomes active if the one of the Quarter options is selected in the Type field. Specify the quarter to report on. The current quarter is 0; numbers greater than 0 signify past quarters, e.g. 1 is the previous quarter, 4 is the current quarter in the previous year.
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Include rolling 12 months
The system accommodates reporting on either a financial year or rolling year (rolling 12 months) and the choice can be made at run time. This is achieved without having to modify the report after each period roll.
For each column in the report you wish to optionally report on a rolling 12 month basis, tick this option so that this field will be either rolling 12 months or financial year only dependant on run time selection. If not ticked, then the field will always report financial year only.
Order periods from oldest to newest
This option applies to columns where the Type is set to Moving frame of periods , or where the Type is set to Period and the
Include rolling 12 months option is ticked. It affects the ordering of columns: when ticked, columns are ordered from oldest to newest, e.g. July 2011, August 2011 ... June 2012; when unticked, columns are ordered from newest to oldest, e.g. June 2012, May 2012 ... July 2011.
Formatting Options
Branch Used to set a specific branch in a column. If using branches in the column the user should have branches in rows set to All.
Sequence
Alignment
Enter a number here to set or change the sequence that the row performs its defined action.
Sets the option for printing alignment to the right or the left of the column.
Determines the column width. Width
% Range Row Seq For Percentage columns, this setting specifies the ID of the row that is the upper bound for percentage values. The report will calculate percentage values for all rows between the %Range Row
Seq row and the % Row sequence row, and leave all other rows blank. If this value is set to -1, the report will calculate all rows as percentages of the value in the % Row sequence row.
% Row sequence
% Column sequence
% Column
Destination
For Percentage columns, this setting specifies the ID of the row that all rows will be expressed as a percentage of.
For Percentage columns, this setting specifies the ID of the column whose values will be expressed as percentages in this column.
For Percentage columns, the setting specifies the ID of the column that values from this column will appear in. This can be useful if the report contains several sections, each with its own total - by setting up a percentage column for each section, then setting this value to the ID of the first percentage column, all percentages will appear in the same column.
Note: If %Range Row Seq is set to -1, this value is ignored.
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Include Rolling
Quarters in the financial year of the specified quarter offset
Tick this option to report on quarters in a financial year going back from the quarter entered in the Quarter Offset field.
Running GL Reports
To run a predefined report (see page 267), select
General Ledger Reports > Run GL Reports from the Reports menu.
Item
Report
Period
Frame Starts
Budget 1 and 2
Description
Select the report to run. Reports are listed with their Report Code
and Report Name, as set up on the Settings tab of the Setup GL
Reports window (see page 267).
The period selection box determines where the report starts with respect to a period = 0 selection. For example, if the period selected in the period list is period 2, the report adds 2 periods to each column where it has a period determined (0 will become 2, 1 will become 3, and so on).
This field is only available if the report contains columns with the type Moving frame of periods . It specifies the starting period for the frame of periods. The length of the frame, i.e. the number of
periods to be reported on, is specified by the Frame Length column property (see page 274).
If the GL report being run has budgeting columns, the Budget list turns active and allows the user to select the budget to be reported against.
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Branch no(s) Use the branches either as defined or manually check the branch numbers from the window opened through the ellipsis [...] button.
Include periods in same financial year only
Suppress accounts with zero values
List sub accounts
This checkbox is only available if the P&L Report - All Branches
Report Type is selected. If this option is ticked, then at run time fields set to rolling 12 months are limited to reporting the financial year only. Fields not set to rolling 12 months are not affected by this option.
This setting determines if the report shows a row when all columns in that row equal 0. The default value is determined by the Suppress
Zeros check box on the Setup GL Reports window (see page 267).
This setting determines if the report shows sub accounts, where they exist. The default value is determined by the List Sub Accounts check
box on the Setup GL Reports window (see page 267).
Tick this option if a Clarity formatting template (CLF) is to be used. Use Clarity formatting template
Deliver to Excel
Analysis codes
Tick this option if the generated report is to be exported to an Excel compliant format.
If GL Analysis Codes have been set up (see page 255), codes can be
specified here.
Once all settings are configured, click the button to generate the report.
Saving GL Report Writer Settings
The settings on the Run GL Report window can be saved to a file, so that they can be re-used at a later time. Click the Save or Save As buttons ( or ) to save the settings as a file with the extension .GLR.
To load settings from a .GLR file, click the button and browse to select the file.
A .GLR file can also be specified as a parameter when adding the Run GL Reports menu item (see
page 90):
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Specifying a .GLR file means that when the menu item is selected, a GL report will be automatically generated using the settings in the .GLR file (the Run GL Report window does not appear). It is possible to set up multiple GL Report menu items, each with different settings, so that a variety of GL Reports can be generated quickly.
Note: By default, .GLR files are saved in the directory specified by the Directory location for standard Clarity forms profile setting (several example .GLR files are installed in this directory). When running a GL Report from a menu item as illustrated above, the .GLR file is assumed to be in this directory.
Setting the Default Report
When adding the Run GL Reports menu item (see page 90), it is possible to specify which report
should be selected by default when the Run GL Reports window opens. Enter the parameter
REPORTID=x into the Parameters field, where x is the Report No of the default report.
GL Report Batches
Reports > General Ledger Reports > Setup GL Report Batches
The GL Report Batches utility enables multiple GL Reports (see page 266) to be batched together
and scheduled to run at a convenient time. A GL report batch could be a collection of different reports such as P&L and balance sheet, but may also include repetitions of the same report with different parameters. An example of this repetition could be multiple occurrences of P&L by branch report where there is one for each branch.
Batches can be run (see page 284) via the user interface or run from a command line prompt. The
latter allows scheduling of a batch using an external scheduler such as the AT command provided with Microsoft Windows. The batch can therefore be run with no user interaction.
GL reports may also be directed to file rather than printer. For example, they may be written directly to PDF files for publication to Adobe Acrobat reader. The system automatically takes care of any output dialogues to achieve this, and so can be run without user interaction.
Setting up GL Report Batches
The Setup GL Reports Batch utility allows establishment of GL report batches. This is available from both the main MYOB Exo Business menu, and the Configuration Assistant.
Note: There are three profile settings that should be set before creating GL report batches, as well as additional profiles that also apply to all batches:
Directory location for GL Report Batch runs (Computer-level General profile)
Save GL report batch files as CSV (Computer-level General profile)
GL Report Batch output device (Clarity Form profile)
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To create a GL reports batch:
1. Start the utility from Reports > General Ledger > Setup GL Report Batches.
Note: GL Report Batches can also be set up in Exo Business Config at Admin > General
Ledger > GL Report Batches.
2. When a batch is selected or created, the system shows the Search tab. From here existing batches can be selected for editing or new batches created.
3. Double-click a row or click Edit to edit an existing batch, or click New to create a new batch.
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4. When creating or editing a GL Report Batch, the Details tab is shown. This shows some header information to identify the batch and lists the GL reports that are contained within the batch. The grid on the Details tab lists the reports to be run, in a specific order, with specific parameters. The contents of the grid are edited directly, to set the options for each report to be run. Moving off the line or saving the batch validates each line for correct entry.
Item Description
Batch number On insert, this field is automatically set to the next available number but can be changed before saving.
Description Use this field to describe the purpose of the batch, or to distinguish it from other batches.
List seq
Report
Period
Enter a number here to set or change the sequence that the reports
(with specific parameters) are run. On insert, this is automatically set to the next available number.
Select the GL Report to run from the drop-down list, which is accessed using the spacebar. This is a required field.
Select the period for which the report is to be run from the dropdown list, which is accessed using the spacebar. This is a required field.
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Budget code Select the budget for which the report is to be run from the dropdown list, which is accessed using the spacebar. This is not a required field, but should be set for reports that use budget columns.
To clear the field use the backspace key.
Branches If the report is to be run using the branch numbers defined in the report then leave this field blank. Otherwise, to override the branches set up in the report, either enter a comma-separated list of branch numbers, or right-click on the grid to Select Branch(es) or press CTRL+B.
No Zero
Sub A/C
Set this to Y to suppress reporting of lines that have only zero values.
Set this to Y to report sub-accounts on separate lines. This defaults to Y for systems using sub-accounts.
Clarity Set this to Y to view the report using Clarity instead of the usual report viewer.
Set this to Y to save the report to file instead of printing it. Save to File
Printer Name This field is used to determine what printer the report is sent to. This field is not relevant if saving to file. Leave this field blank, to use the default printer. Right-click on the grid or press CTRL+P to select a printer.
Copies If the report is not saved to file, this field is used to determine the number of copies to be printed, and defaults to 1. This field is not relevant if saving to file.
5. The following operations are available:
Insert a line using the down arrow key.
Cancel an insert/edit using the ESC key.
Delete a line using CTRL+DELETE.
Copy a line using CTRL+L. Use this to quickly set up a batch with reports using similar parameters, for example, a batch of P&L Reports, one for each branch. This copies the selected batch line, sets its list sequence to the next available number and selects it in the grid.
6. Once the batch report lines have been entered, click Save to save the batch.
Additional Batch Tools
The following functions can be used from the main Setup GL Batch Reports window, to help manage the batches.
Copy (Ctrl+O)
Copies the selected batch (including lines) to a specified Batch Number.
Merge (Ctrl+M)
Merges the selected batches into the first batch selected, resetting list sequences and deleting remaining batch headers.
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Run (Ctrl+R)
Loads the Run GL Report Batch utility (see page 284), which runs the selected batch.
Running General Ledger Report Batches
Reports > General Ledger Reports > Run GL Report Batch
GL Report batches can be run from the Setup GL Reports Batch utility (see page 280) or directly
from the Windows command line.
Note: The Run command is not available when setting up GL Report batches using the
Configuration Assistant.
Running Batches from the Run GL Report Batch Utility
GL Report Batches are normally run from the Run GL Report Batch utility, which can be accessed by clicking the Run button on Setup GL Reports Batch utility or by selecting Run GL Report Batch from the Reports > General Ledger Reports menu.
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To run a batch, select the batch from the Batch combo box, select a period if necessary, then click the Run button. The batch s progress is displayed in the main window. Batches can be run one after another; the progress window clears at the start of each batch run.
On each batch completion, the progress window content is saved to a log file. The file name is in the format:
GLRepBat<BatchNo>_<Date>_<Time>.txt
Note: Log file(s) are saved to the directory specified in the Directory for GL Report Batch runs setting.
Errors
If an error occurs while running a report, an error message appears in the progress window.
An error file is saved in the same directory as the log files. The batch continues to run the next report. The batch run error count is displayed on the last progress line.
The file name is in the format:
GLRep<ReportNo>_<Date>_<Time>_Error.txt
Running Batches from the Command Line
A GL Report Batch can be run from the command line by adding the /GLREPBAT=n parameter when starting MYOB Exo Business, where n represents the required GL Report Batch number.
This parameter must appear on the command line after the Exo Business login parameters.
When a batch is run using the /GLREPBAT=n command line parameter, the Exo Business program starts up, runs the Run GL Report Batch utility, runs the batch, saves the log file and any report or error files, and closes itself automatically.
A batch can be run directly using the Windows Command prompt, or by creating a Windows shortcut using the following entry:
C:\MYOB EXO Business.exe MyDatabase MyLogin MyPassword /GLREPBAT=2
The Windows Scheduler can be used to regularly run the batch at a specified time. The Windows
Scheduler options available will depend on the version of Windows being used.
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For example, from the Windows Command prompt, enter: at 17:11 /interactive /every:M,T,W,Th,F,S,Su C:\MYOB EXO Business.exe
MyDatabase MyLogin MyPassword /GLREPBAT=2
This example would run GL Report Batch 2 every day of the week at 5.11pm. Adjust the time or the day list in /every to suit your requirements.
Tip: To view all scheduled jobs, enter AT by itself and press ENTER.
Alternatively, use the Scheduled Tasks tool (Control Panel > Scheduled Tasks) to schedule batches.
Running Multiple GL Report Batches
To run multiple GL Report Batches together, create a batch file of GL Report Batch commands using Notepad, then run this file from Windows Explorer, or as a scheduled task.
GL Graph
The graph allows you to view the status of a series based on the selected criteria.
Viewing the GL Graph
Utilities > General Ledger Utilities > General Ledger Graphs
1. Specify the criteria for the graph: a. Select which series to display on the graph. b. Specify start and end periods for the graph. c. Enter a title for the graph.
2. Click the Generate Graph button to generate the graph. The resulting graph can be printed using the Print button.
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Setting up Graph Series
You can define additional series for the graph if more are required:
1. Click the Setup Series button on the General Ledger Graph window. The Graph Series window opens:
2. Click the New button.
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3. Enter a concise name for the series in the Series Name field.
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4. Select the Series Type from the drop down list. Depending on the type selected, other options become available. These are defined in the next few steps, bear in mind that some of these will only be available according to the Series Type chosen.
5. Select the Budget Code to which the series is to be restricted from the drop down list.
6. Select the Branch from the drop down list.
7. Specify the from and to GL Account Range as specified in the GL.
8. Click Save to add this series to the list or Cancel to lose your edits and close this window.
Maintaining GL Budgets
The GL Budgeting tool is a function within the MYOB Exo Business core product. This tool enables you to store a projection and report against it. The reporting is against transactions that have been posted to the General Ledger. It is period-driven in the same way as the transactions in the
General Ledger being reported on.
GL Budgets can be entered directly into MYOB Exo Business or imported in the form of a .csv file.
Exo Business can export budgets to a spreadsheet (for example, Excel) for modification and import the budgets back into Exo Business. You have the ability to store multiple budgets, for different years or a reforecast within the same financial year.
GL Budgeting Tool
Setting up the GL Budgeting Tool
Utilities > GL Budgets
The first time the window is displayed no budgets are listed, as none have been set up yet.
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Field Description
Budget code
If there is no code in the list, then one needs to be set up (see page 290).
Branch
A/c no
Sub
Account name
Period
Lower $
Upper $
Once a Budget Code has been selected, enter data into these fields to refine the list in the grid.
Search
Auto Refine
If Auto Refine is unchecked, click this button the display the results of the search in the grid below.
With this selected, the results in the grid will automatically refresh when information is entered into the search parameters
Menu Options
From this window the following options are available to the user.
Icon Name
New Record
Save
Cancel
292)
297)
Nav keys
Description
Creates a new budget record for a budget.
Save the new budget record.
Cancel the creation of a record for a budget.
Deletes budget records from a budget.
Prints the budget with the data entered or imported.
The arrow icons are used to navigate between transaction records.
Creates a new budget in MYOB Exo Business.
page 290)
page 291)
(see page 292)
(see page 294)
(see page 296)
Allows the user to edit a budget. It is not used to change the numbers within a budget, but it is used when a GL code is added. This creates the records for the new GL code that did not exist at the time the budget was created.
Spreads budget per period based on the spread method used.
Imports a CSV file and modifies it before importing it into the budget table.
Exports the budget to the Excel spreadsheet, in a CSV file format.
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Create a New GL Budget
To create a new budget, click the New Budget button (
) on the GL Budgets window (see page
288).
Window Functions
Item
New Budget Code
Create Empty
Budget
Copy Budget
Copy Last Year s
Actual Values
Multiply by and
Round to $
Overwrite records option
Description
The code for this budget. When running a GL Report, (Reports >
General Ledger Reports > Run GL Reports) this code appears in the
Budget list.
Select to create a budget record for all branch, account numbers and sub account numbers with a zero value.
Select to replicate an existing budget. The budget to be copied needs to be selected from the list.
Select to create a budget record for all branch, account numbers and sub account numbers with a value from the equivalent period in the previous year.
These options are only available when you are creating a new budget from an existing budget or creating a budget from the previous year s actual results.
This allows you to replace an existing budget with new records.
Note: The existing records are deleted.
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Period range selection
Allows you to only create records for a specific range. For example, you may be half way through a financial year and require a reforecast for the last 6 periods. Fewer records in the database mean that reports operate quicker than they would with a large number of zero values. The periods 1 to 12 are the periods of the financial year. 1 is the first period of the financial year and 12 is the last. So, for example, if the financial year is July to June, July is period 1 and June is period 12.
Edit a GL Budget
To edit an existing budget, select the Edit Budget button (
) on the GL Budgets window (see
page 288).
Window Functions
Item
Existing Budget Code
All Branches
Branch
All Accounts
Account
All Sub A/cs
Sub A/c
Description
From the list, select the code of the budget that is to be modified.
Select the relevant option.
If a specific branch is to be modified, the name should be selected from the list. For example, the opening of a new branch during the financial year.
Select the relevant option.
If a specific GL account is to be modified, the name should be selected from the list. For example, the creation of a new account during the financial year.
Select the relevant option.
If a specific GL sub account is to be modified, the name should be selected from the list.
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Overwrite records option
The same as Overwrite records option in the Create a New
Period range selection
The same as Period range selection in the Create a New Budget window (see page 291).
Delete GL Budget Records
To delete a budget record, click the Delete Budget button (
) from the GL Budgets window (see
page 288).
Window Functions
Item
Delete the selected budget record
Delete budget records for
Zeros Only
Period range selection
Description
Select the option to delete the record highlighted in the GL
Budgets (search) window, from the budget.
Select the option to delete records in a budget. The method is
similar to the one used when editing a budget (see page 291),
except that in this case records are removed instead of added
This allows you to reduce the size of the database and speed up the running of reports by removing all records in a budget that have a value of zero.
This functions the same as Period range selection in the New
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Spread a GL Budget
To spread a GL budget, select the Spread Budget button (
) on the GL Budgets window (see
page 288).
1. Choose a budget to be spread over the year using the Search Criteria. Click the Search button to load this budget into the spread tool.
2. Select a Spread Method. Choose from:
Use Formula - spread the budget according to a pre-defined formula.
Straight Line - distribute the spread evenly throughout the year.
3. Click Spread. The resulting spread will display in the grid. These figures can still be manually edited if need be.
4. Click OK to apply this spread to the GL budgeting tool.
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Formula Method
If the Formula method is to be used, click the Formula button to load, edit or create a formula to apply to this spread:
1. The Setup Formula window opens. If no previous formulas have been defined, click the
New button to create one. Alternatively, select an existing formula from the grid.
2. Give the new formula a name and a brief description for future reference.
3. In the grid, define the spread for the financial year by entering them adjacent to the month. These figures are in a percentage for the annual budget. Click Save to save this new spread.
Straight Line Method
Use the Straight Line Spread Method to distribute the spread evenly throughout the year:
1. Enter the total combined budget amount for the year into the Straight Line field.
2. Click the Spread button to spread this amount to selected account.
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Import a GL Budget
To import a budget, select the Import Budget button (
) from the GL Budgets window (see
page 288).
Window Functions
Item
New Budget Code
Description
The code for this budget. When running a GL Report, ( Reports >
General Ledger Reports > Run GL Reports ) this code appears in the
Budget list.
Import Budget File The location and name of the CSV file to be imported into the budget table.
Import Columns Defines the format of the CSV file to be imported. The specifications are based on the format of the existing file.
Period Range
Selection
Sub No option
The same as Period range selection in the Create a New Budget window (see page 291).
This option needs to be selected if sub accounts are required in the budget.
Select Button
Overwrite records option
Load Button
Allows the user to search for the CSV file that needs to be imported.
Is the same as Overwrite records option in the Create a New Budget window (see page 290).
Loads the CSV file into the grid (see page 12). This is an intermediate
stage prior to importing the records into the budget table. You can edit the data prior to clicking the OK button.
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OK Button
Cancel Button
The General Ledger
Loads the data from the grid into the budget table. The program performs an error check at this time to ensure that each record has a unique combination of Branch, Account and Sub Account.
Ends the session without putting data into the budget table and takes you directly back to the main budget window.
Export a GL Budget
To export a budget, select the Export Budget button (
) from the GL Budgets window (see page
288).
Window Functions
Item
Budget Code
Description
The code of the budget to be modified/exported. Select the relevant code from the list.
Branches, Accounts and Sub Accounts
Allows you to reduce the number of records to be exported.
Totals option
Exclude Zeroes
Period Range
Selection
OK Button
Cancel Button
Totals on the report, both down and across
Allows you to reduce the size of the database and speed up the running of reports by excluding all records in a budget that have a value of zero when exporting the budget.
The same as Period range selection (see page 291) in the create a
new budget window.
Exports the budget to a CSV file, launches Excel and populates the spreadsheet with the budget data.
Ends the session without putting data into the budget table and takes you back to the main budget window.
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Print a GL Budget Report
To print a budget report, select the Print Budget button (
) from the GL Budgets window (see
page 288).
Window Functions
Item
Budget Code
Description
The code of the budget to be printed. Select the relevant code from the list.
Branches, Accounts and Sub Accounts
Allows you to reduce the number of records to be printed.
Totals option
Exclude Zeroes
Period Range
Selection
OK Button
Cancel Button
Totals on the report, both down and across to appear in the printout.
Allows you to reduce the size of the printout by excluding all records in a budget that have a value of zero when printing the budget.
Is the same as Period range selection in the Create a New Budget window (see page 291).
Print the budget report according the defined options above.
Ends the session without printing and takes you back to the main budget window.
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General Ledger Transactions
General Ledger Transaction Entry
Transactions > General Ledger > GL Transactions
Transactions are generally posted to the GL from the sub ledgers. However, if there is an error or special posting to made, or if there provisions which have not yet been entered in the sub ledger, manual GL Transaction Entry can be used.
1. Click New to create new GL transaction batch.
2. Complete fields in the screen like GL Code, Details, Invoice No, Amount and Reference.
Ensure that the sum of the debits and credits in the batch is equal to zero to be able to post transactions.
3. Some batches can be saved as a Recurring or Suspended batches until they are ready for posting. The Utilities menu provides options related to later posting.
4. Click the Post to GL button to save the transactions in the batch and post the batch to the
General Ledger.
Notes
Accounts can be blocked from allowing manual journal postings. A warning message will be given if an entry is made to a GL account that does not allow manual journal postings, e.g. debtors control account.
One or more recurring batches can be opened and appended to make a super batch .
Posted GL Batches can be viewed through the GL Batch Transactions screen. A single batch number (e.g. 50), a batch range (e.g. 50-55), or selected batch numbers (e.g. 50, 51,
55) can be specified.
Select the Repeat branch checkbox to automatically copy the branch used previously to the next transaction line.
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Transactions can be viewed all for periods but posting is limited to a maximum of 24 periods.
Recurring transactions are created when rolling the period, and are posted on the current period.
Posting Ledgers to GL
Utilities > Ledger Posting > Post Ledgers to GL
All three source ledgers (Debtors, Creditors and Stock) can be posted to the General Ledger at the same time. One batch is created for each ledger. Batches are created on combination of Period and ledger, i.e. one for each period and ledger combination. The Description field for the batch indicates the ledger for which the batch has been created.
Toolbar buttons are available to access the setup screens for GL Control Accounts (see page 77),
Currencies (see page 81) and Period Statuses (see page 80), as well as the Data Verification utility
(see page 69). These options are also available in the Utilities menu.
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You can view transactions that have not yet been posted by selecting an option from the View
Unposted Tx button menu.
To post ledgers to the GL:
1. Select what information to post. Choose from:
Debtors Invoices and Adjustments
Debtors Receipts
Debtors Cost of Sales
Debtors Realise FX Gains/Losses
Creditors Invoices and Adjustments
Creditors Receipts
Creditors Stock Cost Variances
Creditors Realise FX Gains/Losses
Stock (if Exo Job Costing is installed, this option becomes Stock and Work in
Progress )
Note: The availability and default settings for these options are determined by the profile settings Allowed ledgers to post and Default status of the ledgers in Post ledgers to GL screen.
2. Specify the period or dated range you want to extract data from. Choose from:
All Unposted - All unposted transactions.
Prior to Current Period - Everything except the current financial period.
Selected Period Range - Selecting this option lets you specify a From and To period to determine the source range.
Selected Date Range - Selecting this option lets you specify From and To dates to determine the date range.
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3. Select the destination GL period. Choose from:
Source Ledger Period - With this mode each source ledger period will create a distinct General Ledger batch in the matching GL period. Where multiple periods exist in the selected set of source data, multiple GL batches will be produced.
Custom GL Period - Selecting this option lets you specify a specific GL period to receive all selected transactions. In this mode only one GL batch will be created even if multiple periods are included in the source ledger data selected.
4. Enter post run details:
The Date Stamp you want to use to date the GL transactions being posted
The Initials of the person performing the post run
A Description of the post run.
5. Click the New GL Post Run button. This creates suspended batches and marks the source ledger transactions as posted. You are given the option of printing a report on the post run. If the Generate and Process GL Post Run option is ticked, the post run will be processed automatically.
Note: Instead of clicking New GL Post Run, you can click New Preview GL Post Run to extracts and views GL data without marking the source transactions as posted. This is useful for first GL post runs, particularly during implementation. This gives you the opportunity to correct data in the source ledgers and/or ensure system setup (such as GL accounts on stock items etc.) is correct.
6. The batch(es) appear on the Post Ledgers to GL window. Review the transactions listed and ensure the total debit and total credit values balance. From here you can edit the batch if necessary by right-clicking on it (some options are not available if the batch was processed automatically):
Right-click and select Print Batch to print a report on a batch.
Right-click and select Edit Batch > Description to edit the batch s description.
Right-click and select Edit Batch > General Ledger Period to change the General
Ledger period that the batch will post to.
Right-click and select Edit Batch > Fix Imbalance to create a rounding line in the batch for the amount of the imbalance, subject to the threshold you specified by the profile setting Post Ledgers to GL Maximum. For amounts less than the threshold, the rounding line is automatically created; for amounts greater than the threshold, you are prompted for your password if you are supervisor, or if you are not a supervisor, a list of supervisors is displayed, for a supervisor to enter their password.
Right-click and select Validate Batch to check the batch for imbalances.
Right-click and select Reverse Batch to reverse the batch transactions. For pending batches, this reverts all of the source transactions from the batch to their original state. For posted batches, this takes all the source transactions from the batch and reverses the Debits and Credits.
Note: To enable the Edit Batch > Transactions option, use the Drop Down Menu Designer
(see page 90) to add the parameter +EGL to the Post Ledgers to GL menu function.
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You can also view additional information about the transactions in the batch by rightclicking on the transactions in the bottom section of the Post Ledgers to GL window:
Right-click and select View Pre Posted Transactions > Selected Account to display the showing the pre-journals that will be posted for the account that was rightclicked on.
Right-click and select View Pre Posted Transactions > All Accounts to display the showing
a consolidated view
the pre-journals
for all accounts in the grid
.
7. If the Generate and Process GL Post Run option is not ticked, click Process GL Post Run to post all batches to the General Ledger.
If you close the Post Ledgers to GL window without processing the GL post run, the next time you open it you can click Reload GL Post Run to re-open any pending post runs. If there are any pending post runs, a warning message will appear at the top of the window:
Posting Ledgers from the Command Line
The Post Ledgers to GL function can now be run from the command line, allowing you to process the default ledger posting in scheduled, automated unattended mode out of hours. To run the posting process from the command line, run Exonet.exe with the /POST_LEDGERS flag, i.e.:
Exonet.exe <database> <username> <password> /POST_LEDGERS
When run from the command line, the ledger posting process uses the following settings:
Source Ledgers Period: All Unposted
Destination GL Period: Source Ledger Period
Date Stamp: The date that would normally appear on the Post Ledgers to GL window
(usually today s date)
Initials: ATO
All of the profile settings that can normally be used to control ledger posting apply when posting from the command line.
When the ledger posting process is run from the Post Ledgers to GL window, the user is prompted to copy any invalid GL accounts to the clipboard; when running from the command line, invalid accounts are sent to the event log.
When run from the command line, the process does not prompt you to print the GL Post Run
Report once the process is complete.
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GL Batch Transactions
Utilities > General Ledger Utilities > GL Batch Transactions
You can view transactions related to a specific GL Batch if you are looking for the location of a posted transaction.
To view a GL Batch:
1. Open the GL Batch Transaction window using the path above.
2. Select the batches to display:
Enter one or more numbers into the Batch No and click the Load button. You can specify a single batch number (for example, 50 that lists all batch transactions with the batch number 50) a batch range (for example, 50 55 listing all batch transactions with batch numbers from 50 to 55) or selected batch numbers (for example, 50, 52, 54 which lists all batch transactions with batch numbers 50, 52,and
54).
Enter ? into the Batch No field and press
TAB
or
ENTER
to open a search window, or click the button next to the Batch No field. Select one or more batches (you can select multiple batches by holding down
CTRL
) and click Select & Close.
3. To group the displayed transactions, select one or more properties to group by from the
Grouping dropdown, then tick the Group Transactions option.
4. The batch details are displayed with the following details:
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Field Descriptions
Item
Batch No
Description
The batch number of the listed batch.
Date
GL Code
The date the last transaction in the batch was posted.
The GL code related to this batch.
GL Account The name of the GL account related to this batch.
Pd The period number of the transaction.
Chq No
Inv No
Details
Amount
FC Credit
Initials
Source
The cheque number of the transaction, where applicable.
The invoice number of the transaction, where applicable.
The description of the GL account related to this batch.
The Foreign Currency debit amount.
This is available only if the batch contains foreign currency transactions.
Foreign currency credit amount. This is only available if the batch contains foreign currency transactions.
The person who posted the transaction.
The GL Sources that this batch is recorded in.
Click Print to print the batch report.
Period Handling
MYOB Exo Business employs a method of tagging all transactions with a nominated period number at the time of posting. As an extra validation Exo Business can ensure that the transaction date given is valid for the period that the transaction is being posted to. This method is used to avoid the traditional problems associated with incorrectly keyed dates and extra processing overhead required to age transactions into periods, which often makes purely date based solutions very limited in scale.
When starting up the Exo Business system, you need to tell Exo Business how many periods have transpired before you begin to process transactions. This is used in General Ledger reporting and budgeting and is carried out through the General Ledger Control Accounts Setup window.
Running the end of period routine is performed from the End of Period window (see page 304).
The actions performed for the General Ledger are listed on the window to indicate progress.
Note: See the White Paper Period Handling and Transaction Ageing for more information on setting up periods and rolling ledgers. This White Paper is available on the MYOB Exo
Business partner site (login required).
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End of Period/Year
Utilities > End of Period
MYOB Exo Business has a definite end of period or roll-over procedure. This process does the following:
Sets period totals
Sets month totals
Copies aged balances to last period balances
Sets aged balances
Increments the transaction age
Increments the allocation age
Updates the allocation statuses
Sets the closing rates for all currencies
Ages the period status
Rolls the period status
Each ledger (Debtors, Creditors, Stock and General Ledger) can be rolled separately or all ledgers can be rolled simultaneously (recommended). Tick the required boxes, then click OK to roll the selected ledgers.
Ticking the End of financial year box means that the End of Year procedure will be run as well as the End of Period procedure. The additional steps taken in an End of Year procedure are discussed below.
Ticking the Take Business Analytics Snapshot means that a snapshot is taken for the Exo Business
Analytics module (see page 604) as part of the end of period process. This ensures that the final
day s trading is always completely captured.
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Rolling the Debtors Ledger
Normal sequence of events:
1. Back up your database (you might want to keep this backup long term).
2. Finish entering all transactions for the period and the financial year.
3. Print and save all required Debtor reports (especially any involving year to date totals etc).
4. Print Debtors statements.
5. Post all Debtor transactions to the General Ledger (Utilities > Ledger Postings > Post
Ledgers to GL).
6. Run the End of Period utility.
Extra steps performed in an End of Year procedure:
Copies the This Year total to the Last Year total on all Debtor accounts.
Zeros the This Year totals on all Debtor accounts.
Rolling the Creditors Ledger
Normal sequence of events:
1. Finish entering all transactions for the period and financial year.
2. Print and save all required Creditor reports (especially any involving year to date totals etc).
3. Print remittance advices, etc.
4. Post all Creditor transactions to the General Ledger (Utilities > Ledger Postings > Post
Ledgers to GL).
5. Run the End of Period utility.
Extra steps performed in an End of Year procedure:
Copies the This Year total to the Last Year total on all Creditor accounts.
Zeros the This Year totals on all Creditor accounts.
Rolling the Stock Ledger
Normal sequence of events:
1. Finish entering all Debtor invoicing and Stock receipts for the period and financial year.
2. It is normal to run a stock take just prior to the End of Year, to ensure your closing stock valuation figures are as accurate as possible.
3. Print and save any required Stock reports such as Stock Valuation and Stock Sales reports.
4. Run the End of Period utility.
Extra steps performed in an End of Year procedure:
Copies the This Year totals to the Last Year total on all Stock items.
Zeros the This Year totals on all Stock items.
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Rolling the General Ledger
Normal sequence of events:
1. Finish entering as many transactions for the period and financial year as you can. Even after the roll over you can post to prior years periods.
2. Extract and Post all transactions for the period and year from the Debtors and Creditors ledgers (Utilities > Ledger Postings > Post Ledgers to GL).
3. Print and save all required General Ledger reports (Balance Sheet, Profit & Loss etc)
4. Run the End of Period utility.
Extra steps performed in an End of Year procedure:
Zeros off the Profit & Loss accounts and posts the resulting Profit or Loss to the retained earnings account as defined in the GL Control account screen.
The Profit & Loss current year movements are cleared.
Note: The General Ledger has the capability of multiple open periods even periods in past financial years. The system will detect whenever a GL Batch is entered into a period of a past financial year and prompt you as to whether it should update the previous year s P/L figure.
(You should normally agree to update this, to prevent the Balance Sheet from going out of balance.) You can continue to enter transactions for the past year after you have rolled the
End of Year, and revised Profit & Loss and Balance sheets can be printed.
Points to Note
An End of Period must be performed before any transactions can be entered into the new period.
It is not necessary that all transactions be posted to General Ledger before a ledger is rolled over.
Complete specialised procedures like Exchange Rate Variance calculations before doing an
End of Period.
There is no loss of transaction detail as a result of the End of Period or End of Year procedures. Transaction details are retained as history and are never automatically deleted by Exo Business.
Processes and controls exist to allow transactions to be posted back into prior periods.
Period lock controls help manage this process, and periods would normally be locked once period reporting has been completed.
The Post to Past Period User-level profile setting must be enabled to allow users to post transactions on previous or past periods.
The Allow end of period rollover User-level profile setting must be enabled to allow a user to roll the end of period.
A Company-level profile setting called Enable warning for transactions not posted to GL before end of period processing can be enabled to prompt users if Post
Debtors/Creditors/Stock to GL has not been processed yet an attempting to do an end of period.
Note: See the Period Handling and Transaction Ageing white paper for more detail.
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GL Batch Review
The GL Batches report allows you to search for a set of GL Batches based on specified criteria.
With these results, you can print listings with header or transaction detail, view and edit narratives, view transactions, copy or reverse a batch, insert missing batch headers, recalculate header totals etc.
Viewing GL Batches
Transactions > General Ledger > GL Batch Review
If this menu option is not available, it must be added to the menu using the Menu Designer -
Setup > Setup Menu
or use the Exo Business Configuration Assistant (see page 66).
1. Specify the criteria (see page 308) for your search on the General (search) page of the
window. The more detail entered in these search options, the more refined your search result will be.
2. Select the options (see page 310) from the Search list and click this Search button (see page
310). The transactions that meet the specified criteria are displayed on the window.
Search Field Definitions
Item
Batch To
Description
The batch range to be searched.
Period To
Date
The period range to be searched.
The date range to be searched.
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Amount The amount related to the batch to be searched.
Source
The GL sources (see page 310) that this batch is recorded in. Clicking the
ellipsis [...] opens a popup window with options to select the sources for inclusion in the search.
Printed
Branch
Rec No
The print status of this batch. <All> | Y - Yes | N - No
The branch number to be searched.
The branch reconciliation number to be searched
Br
Src
Initials
Staff
Reference
Auto Rev
Printed
Debit
Credit
FC Credit
Initials
Staff
Search
The initials of the person entering the search criteria.
The staff member number to be used in the search
A click v if you want to display the Search list and select options (see page
310).
Tip: As you enter details in each field, the scope of the search is narrowed. If all the search fields are left blank, the search results bring up a list of all batches. You receive the same result (list of all batches) if fields are set to the default option <All>.
Field Headings
Batch No The batch number of the listed batch.
Date
Pd
The date the last transaction in the batch was posted.
The period of the transaction
The branch number where the transaction has been posted.
The GL source that this batch is recorded in
The person who posted the transaction
The staff member who posted the transaction.
The reference for the batch of transactions.
The transaction reversal status for the next rollover. Y - Yes | N - No
The print status of this batch. Y - Yes | N - No
The sum of the debit transactions in the batch.
The sum of the credit transactions in the batch.
The Foreign Currency Credit amount.
This is available only if the batch contains foreign currency transactions.
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FC Debit
The General Ledger
The Foreign Currency debit amount.
This is available only if the batch contains foreign currency transactions.
Reversed in The batch number where the reversal of a transaction has taken place
Reversed of The batch number where a transaction has been reversed.
Copied from The number of the original batch, if this is a copy.
3. If you have further details for the transaction you wish to locate, you can refine the list of transactions that are displayed on the General page. Click the Advanced tab on the window.
4. Type the information you have in the relevant field.
5. Select the options from the Search list and click the Search button. The transactions displayed now are related to your advanced search criteria.
6. Click Print to print the list of batches. The Print GL Batch Listing (see page 311) box is
displayed.
Search List and Button
The Search button on the GL Batches window has a dual function. When you click it, it displays a list with search criteria and is also a search button. After you have selected the option on the list, the system begins the search. Once the search is complete, the batches that match the search criteria are displayed on the window.
Searching by Header asks the system to locate a batch from the Batch Header Record in the GL
Batch table. The system takes the search criteria that you have specified and matches them with data available in the GL Batch table. Criteria as Narrative (Advanced tab) can only be located in the
GL Batch table while others as Batch, Period or Source(s) are available in both Header and
Transactions.
When searching by Transactions, the system looks for a batch from the GL Trans table. The search criteria that you have specified are matched against the data in the GL Trans table. Criteria as
Details can only be located in the GL Trans table, while others as Date, Period or Source(s) can be located in both GL Batch and GL Trans table.
If you click Both, the system gives you a list of all batches that meet the search criteria from either the GL Batch table or the GL Trans table. This can include batches outside your specified search range. For example, your period range may be limited from June to November 2000, but the system locates batches that relate to both Header and Transactions criteria and may display batches out of the specified date range.
The options on the search list appear in the order of their search times. Of the three options,
Header displays a list of batches in the shortest time frame while Transactions takes a longer period. Both involves a larger search and thus requires the longest time frame.
Note: The Search button also acts as a refresh button that you can click to reset your search options, after you have made any changes such as copying a batch, after changing the criteria in your search list (searching batches based on criteria in the Advanced page) or returning to the General page to search again for the previously displayed list.
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Select GL Sources
One of the factors involved in the selection criteria for the GL Batches is the transaction source. If you know the feature, function or ledger that this transaction has been created by, you can click the ellipsis [...] button next to the Source(s) field. This displays the Select GL Source(s) window.
You can select one or more options in the displayed list, or if the name does not appear on the list the name can be typed in the Other field. Clicking the Clear All button allows you to deselect options while Select All quickly selects all available options on the list.
Utilities Menu / Toolbar
The Utilities menu on the GL Batches window contains functions related to the batches. You can
also right-click a batch line to bring up a popup (see page 311) version of this menu.
GL Trans Entry - Provides a shortcut to the GL Transaction Entry window.
Insert Missing - Looks for any missing GL Batch Header and inserts the missing header.
Copy - Copies the selected batch. You can edit the batch details in the GL Transaction
Entry window.
Recalculate - Recalculates the debits and credits (Debit, Credit, FC Debit, FC Credit) transactions in the batch, based on the GL transaction records for that batch.
Reverse - Takes all the transactions from the batch and reverses the Debits and Credits.
Reference - Opens a window with an option to edit the reference text for the selected grid item.
View - Displays the transactions for the selected batch.
SQL - Brings up the SQL form that allows you to view or copy the SQL statement.
Popup Menu
The popup menu can be accessed by right clicking anywhere in the grid (see page 12). The
commands available on this popup replicate those on the Utilities menu (see page 311).
Print Options
When printing the GL Batch Listing, you have a range of options to choose from.
Transactions > General Ledger> GL Batch Review > File > Print
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Print > GL Batch List - Prints the Batch List based on the specified search criteria.
If you choose Show > Header Detail, the printed copy contains the GL Batches displayed on the window with fields from the GL Batch table.
If you choose Show > Transactions and Narrative, the printed copy provides the name of the batch and all the transactions it contains with fields from the GL Trans table.
Print > Selected GL Batch - Prints the selected batch.
If you choose Show > Header Detail, the printed copy contains the selected batch line with fields from the GL Batch table.
If you choose Show > Transactions and Narrative, the printed copy contains all transactions related to the batch line with fields from the GL Trans table.
Show > Header Details - Prints the batch header detail with the fields form the GL Batch table.
Show > Transactions and Narrative - Prints the transactions and narrative with fields from the GL
Trans table.
Display Search Criteria - Checking this option prints the search criteria that you have entered on the window. This option is available only with the following:
Print > GL Batch List and Show > Header Detail
Print > GL Batch List and Show > Transactions and Narrative
Print Next Batch on New Page
Prints each batch of transactions on a new page. This option is available only with the following:
Print > GL Batch List and Show > Transactions and Narrative
Advanced Search Tab
Item
Reference
Details
Chq No
Inv No
Auto Rev
Include Related
Search
Description
The description of the batch.
The details of the batch, as listed in the GL Transactions window.
The cheque number
The invoice number included in the GL Transactions.
The transaction reversal status of the batch. <All> | Y - Yes | N - No
The batches where another batch is related to the batch found in the search, e.g. Reversed in and Reversed of
Click to display the Search list and select options
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GL Trial Balance Tree
The Trial Balance Tree is a complete list of all GL accounts split between Profit & Loss and Balance
Sheet accounts. It allows you to scroll down the list of accounts and select the one you require.
It is useful for creating a dynamic trial balance report; additionally it s used to review transactions, primarily by account and period range.
To view a GL Trial Balance, select Reports > General Ledger Reports > GL Trial Balance Tree. The
Trial Balance Tree window opens:
Select the options on the window. The following table provides more information.
Item
Load
Description
Clicking this button loads the Trial Balance tree relative to the options selected in the View and Range configuration area.
Expand All
Collapse All
View Transactions
The transactions in the grid are listed by account name. Adjacent to this is a group total. To view the details and subtotals of this account it needs to be expanded, as illustrated for current assets above. This button expands all the accounts, this action can be undone by clicking the Collapse All button.
Clicking this will open the transaction details window for a selected account from the tree.
Note: This has to be an individual account from an expanded account group.
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View: Trial Balance With this option selected clicking the load button loads the trial balance details into the tree view.
Profit and loss A/cs
Balance
Sheet A/cs
Range: Use account
Balances
YTD at:
With this option selected clicking the load button loads the profit and loss accounts details into the tree view.
With this option selected clicking the load button loads the Balance
Sheets accounts details into the tree view.
Age from:
Tick this check box if you want the tree to display the values for the entire year.
The period range for which you require the list of GL accounts. This option is available only if you have not selected the YTD Values option.
Show inactive accounts Tick this check box to show GL accounts that are flagged as inactive.
Hide zero balance Tick this box to hide any GL accounts that have a balance of zero.
Use account group report codes
Enable this option to display the Rep code total column. (You must click Load again to refresh the display after enabling this option.)
Use sub accounts
Branch
Company
This is only available if the Range is set to a date Range and not sorted by balances. Enabling this option adds the Sub acc dr and
Sub acc cr columns. (You must click Load again to refresh the display after enabling this option.)
Only available when sub accounts is ticked. Choose the branch from the list to filter by branch. Click Load to view the sub account totals.
Only available when sub accounts is ticked. If available, choose the company from the list to filter by company. Click Load to view the sub account totals.
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Foreign Currency
The purpose of multi-currency is to allow users to store Debtors, Creditors and Balance Sheet accounts in a currency other than the default currency. MYOB Exo Business has a utility to convert these transactions into the default currency for the General Ledger.
Note: Enabling multi-currency within the system adds options to many transaction entry screens and reports and may complicate the system unnecessarily if the user s business does not require frequent foreign exchange transactions. If the transactions in foreign currency are infrequent, it is recommended that this function is not enabled.
Setup
Enabling Foreign Currency Features
To enable Exo Business to accommodate foreign currency transactions the option Operate in multiple currencies must be ticked at Exo Business Configuration Assistant > Business Essentials >
General Settings .
Once this option is ticked, the Currency property becomes available when creating new accounts.
Setting up Local Currencies
You can maintain exchange rates at Exo Business Config > Administration > Finance > Currencies .
Note: You can also edit currencies from within the main Exo Business application by adding the Setup Currencies menu item.
The local currency (0) exists in all Exo Business databases when they are initially created. If the local currency does not reflect the region the user is in, it should be changed immediately, before any further transactions are entered. The local currency rate must always have buy and sell rates of 1.
Click New to create a new currency rate.
Exchange for all currencies except the local currency can be edited directly on the Current Rates tab. The Buy Rate for each currency is the exchange rate used when purchasing from Creditors; the Sell Rate is the exchange rate used when selling to Debtors. The Local Curr Val Buy and Local
Curr Val Sell values show the inverse values of the Buy Rate and Sell Rate respectively. It is expected that users will update currency exchange rates frequently. When editing rates, users are warned if they attempt to change rates by more than a pre-defined limit (set by the % Change
Alert property on the Details tab).
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To edit all properties of an existing currency rate, double-click on it or select it and click Edit. The
Details tab is displayed:
The Details tab also contains a history of all rate changes for the currency.
Currency Closing Rates
The Closing Rates tab on the Currencies screen displays the closing currency rates for each financial period:
These rates are used for all future valuations relating to the period ending balance, e.g. in period end reports such as Control account reconciliation reports and Aged balance reports.
Closing rates can be set or altered for the prior period (age 1); for all other periods, the rates are read-only.
Unrealised foreign exchange gains and losses can also be re-evaluated (see page 321) for the prior
period.
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Setting up Control Accounts
In order that variances in exchange rates can be accommodated within the GL to balance the changes in the Debtor and Creditor control accounts, the user needs to create a Forex Gain/Loss account in the profit and loss section of the GL.
Note: Once a Debtor/Creditor or GL bank account has had any transactions posted to it, the user cannot change the currency.
After the necessary GL accounts have been created, the user needs to nominate the Forex
Gain/Loss accounts as control accounts for each ledger.
Setting up Customers/Suppliers
A guiding principle of having customers and suppliers in foreign currencies is that any transaction that takes place is in the customer s/supplier s currency. The user s view of the account will also be in the customer s/supplier s currency. The required currency should be selected from the Currency list when creating a Debtor or Creditor account:
Sales reports and all Stock movements are always converted to local currency immediately, at the rate the transaction applied to.
Note: The currency cannot be changed once the account has been saved.
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Operation
The Foreign Currency option may be required in different situations.
During Sale/Purchase
The General Ledger
The rate displayed here is the default rate selected from the currency table, as set up in Exo
Business Config. You can overwrite the rate here.
During Payment Entry
The rate displayed here is the default rate selected from the currency table, as set up in Exo
Business Config. You can overwrite the rate here.
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While Designating a Foreign Currency GL Account
The Currency is set when the account is first created, and cannot be changed once the account is saved.
The amounts displayed in the Period Totals section are in the local currency. However, if this is a foreign currency account and the user has clicked the Show amounts in foreign currency button (
), these amounts are converted from the local currency to the appropriate foreign currency.
The currency button is active only if the account is a foreign currency account.
To change the default setting from the default currency, select the foreign currency previously set up in Exo Business Config. Changing this currency does not affect the currency that the account is reported in.
The foreign currency numbers are stored in the GLTRANS table and used to calculate the unrealised change in the foreign currency.
Note: Once a transaction is entered in the account, the currency cannot be changed.
Foreign Currency Reconciliation
Reconciliation is carried out through the Foreign Exchange Rate Variance Calculator window, which calculates variances based on the specified rates.
Before running the reconciliation, the following GL Control Accounts must be set up at Exo
Business Config > Business Essentials> GL Control Accounts :
Debtors Forex Variance
Creditors Forex Variance
Current Forex Variance
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Utilities > Foreign Exchange Rate Variance Calculator
The General Ledger
Click the Reports > Detailed Report option to generate a detailed report that shows the allocation of payments to invoices in each ledger, with the adjustment made to take up the difference.
Because allocation of payments is all-important in the calculation of variances, the Unallocated
Payments Report highlights unallocated payments so that these can be redressed prior to recalculation and posting.
Note: The Exchange Rate Change History, Exchange Rate Debtor Gains and Exchange Rate
Creditor Gains reports are available as standard Clarity reports.
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When you are satisfied with the allocations, the summary screen can be printed (click the Reports
> Summary Report option on the Foreign Exchange Rate Variance Calculator window). The journal posting in the GL can then be activated by clicking the Post to GL button.
Field
Source Ledgers Period
/ Date Range
Description
Specify the period or dated range you want to extract data from.
Choose from:
All Unposted - All unposted transactions.
Prior to Current Period - Everything except the current financial period.
Selected Period Range - Selecting this option lets you specify a From and To period to determine the source range.
Selected Date Range - Selecting this option lets you specify
From and To dates to determine the date range.
This control applies to realised variances only; the entire subledger is re-valued for current and unrealised variances at the end of the specified period.
Take up allocated
Debtor transactions
Take up allocated
Creditor transactions
Provides realised transactions as per the details report. Transactions can be posted to the source ledger period, or a custom period can be selected. A Destination GL Period can be selected for realised foreign exchange variances.
Adjust foreign currency General
Ledger a/c balances
Adjust General Ledger
Debtor control a/c with reversing journal
Adjust General Ledger
Creditor control a/c with reversing journal
Gives the difference in the exchange rates on the actual transactions and the rates in the Setup Currencies screen. A
Destination GL Period can be selected for unrealised foreign exchange variances and for current foreign foreign exchange variances.
Unrealised foreign exchange variances can only be posted into the current period or prior periods (i.e. periods 0 or 1). If
EXO Intercompany is installed, they can only be posted to the current period.
Note: The Integrated Cashbook (Transactions > General Ledger > Integrated Cashbook
Entry), when being used on a foreign currency designated bank account, can be used to enter payments into Debtor and Creditor accounts, as long as the Debtor or Creditor is the same currency as the bank account, or using the local currency. Exo Business converts the transaction using the exchange rate provided.
Note: Realised gains or losses will only be posted to the GL after the invoice(s) and corresponding payment(s) have been allocated.
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Foreign Exchange Re-evaluations
Unrealised foreign exchange gains and losses can be re-evaluated from the following places:
The Setup Currencies window. A Re-evaluate button is now available on toolbar. On the
Current Rates tab, clicking this button performs a re-evaluation on the current period (age
0). On the Closing Rates tab, the button is only available when the prior period (age 1) is selected.
During the End of Period process (see page 304). For example, when ending June and
rolling into July, the End of Period utility now re-values the unrealised gains/losses for June and sets the closing rates for June. This also applies to the End of Year process.
The Foreign Exchange Variance Calculator (see page 319).
The Re-evaluate button on the Setup Currencies window is disabled when EXO
Intercompany is installed, as EXO Intercompany already has its own foreign exchange revaluation functions.
When posting foreign exchange variances to the current period (age 0), the previous revaluation is reversed before a new auto-reversing journal takes place.
When posting to the previous period (age 1), the existing valuations in age 1 are reversed and new ones are entered for the period. These then auto-reverse themselves out in the next period, i.e. age 0. In addition to this, any existing foreign exchange auto-reversals in age 0 are reversed out as well.
When re-evaluating unrealised gains and losses from the Setup Currencies window, the Profit account (Retained Earnings) is also updated, if the period being re-evaluated is a part of previous year.
Integrated Cashbook
Transactions > General Ledger > Integrated Cashbook Entry
The Integrated Cashbook is used to enter information directly from a bank statement. It is used for
Foreign Exchange accounts, bank fees, and interest and for cash transactions that have not been processed by Debtors or Creditors.
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To make a new entry:
1. From the main window, click New to enter a new transaction. Complete the necessary fields using the table below as reference.
Item
Reference
Description
Enter some reference test to identify this entry.
Bank Account The GL account for the bank statement
Date
GL Period
Entered by
PreAllocation
Mode
Transactions
The date the statement is prepared.
The period the GL transactions are to be posted to.
The initials of the staff member preparing the statement.
Check this option to enable the Pre-allocation mode.
Check this option to enable the printing of transactions.
Consolidate GL
Postings
Grid column headings
Lr The name of the ledger.
To select the type, click the cursor in the field and press:
G (General Ledger)
D (Debtors Ledger)
C (Creditors Ledger)
X (Expense)
I (Income)
A/c
Check this option if all Debtor entries are to be consolidated as one.
The account number or part of the account name. Double-click on the account name to drill down to the relevant GL, Debtor or
Creditor account.
Name/Details
Subledger
Account
The account name or the transaction details.
The subaccount name.
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Type
Chq/Ref
Date
The General Ledger
The type of transaction.
To select the type, click the cursor in the field and press:
C (Cash)
Q (Cheque)
V (Visa)
M (Mastercard)
A (Amex)
D (Diners)
E (Eftpos)
I (Direct Credit)
T (Direct Debit)
The cheque number or reference number.
The date of the transaction.
Enter the date in the format dd.mm.yy
$ Expense
$ Income
The amount of the transaction if it is an expense.
The amount of the transaction if it is an income.
GST
Options
The GST rate number.
An edit button is available in this column for Expense and Income lines. Clicking this button opens a Cashbook Periscope window, where a different GST rate and/or value can be entered.
Analysis Codes
Click in this column to select Analysis Codes (see page 97) for the
line.
2. Click Post to GL to process the cashbook transaction. Alternatively, click Save to save as a recurring or suspended transaction.
Notes
The Integrated Cashbook is also accessible from the Bank Reconciliation module.
Pre-allocation mode is supported.
System settings are also available to consolidate posting.
Only D, C, X and I transactions (Debtors, Creditors, eXpense and Income) have a tax component.
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General Ledger Export for Accounting Systems
Account > Accounts Systems Export
General Ledger accounts and transactions can be exported in a format that can be imported into the MYOB Accountants Office system using the Accounting System Export window.
Setting up Accounting System Export
Before the Accounting System Export function can be used, the following setup tasks must be performed:
1. Open the Exo Business Configurator and go to the Profiles section. a. Set the External accounting system Company-level profile setting to MYOB
Accountants Office Link . b. Edit the Directory location for documents Computer-level profile setting to specify the directory that export files should be saved to.
2. Go to the Staff section.
3. Use the Menu Designer at Staff > Menus > Dropdown Menu to add the Accounts Systems
Export menu option to the Account menu, if it is not already available.
Exporting for Accounting Systems
Select the Accounts Systems Export menu option. The Accounting System Export window appears:
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To export data:
1. Enter a name for the export file.
2. Specify the range of periods to export transaction data for.
3. Click Export.
The exported file is saved to the directory specified by the Directory location for documents profile setting. This file can then be imported from MYOB Accountants Office - contact
Accountants Office Support if you need assistance with importing files.
Note: This function updates GLTRANS.EXPORTSEQNO from 0 to 1 so that these transactions will not be picked up again.
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Other Related Procurement Transactions
The following functions are also related to the procurement cycle, including creditor invoice functions.
Creditor Adjustments
Transactions > Creditor Adjustments
Similar to Creditors Payment Entry, this function creates adjustment entries against a creditor account, with predefined reasons for the adjustment.
Editing Creditors Invoice
Account > Creditors > Transactions > Right-click > Edit Invoice
The editing of Creditor Invoices is controlled. If enabled, an existing creditor invoice may be opened for editing, (subject to restrictions such as the transaction already being posted). The process is then very similar to creating a new creditors invoice.
An alternative setting restricts editing of creditor invoices to reference fields only (e.g. narratives and order numbers).
Credit Note/Refund
Account > Creditors > Transactions > Right-click > Generate Credit
The issuing of credit transactions is controlled. If enabled, an existing creditor invoice can be reversed by RIGHT-CLICKING on an existing transaction, and selecting Generate Credit. The
Creditors Invoice Entry window will be displayed with the original invoice available for editing, but with negative invoice quantities resulting in a negative price.
Alternatively, a credit note can also be generated using the main Creditors Invoice Entry window, using a negative quantity value. The invoice is then processed in the normal way.
Allocating/Reallocating Payments against Invoices
Account > Creditors > Transactions > Allocate
Payments and invoices can be fully, partially or automatically allocated using the allocation tools.
Authorising Creditor Invoice Payment
Account > Creditors > Transactions > Right-click > Authorise
Approving creditor transactions for payments can also be done by right-clicking on a transaction on the creditor account. This then links with the Creditors Payment Processor for payment.
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Working with Purchase Orders
Viewing Purchase Orders
Transactions > Purchase Orders > Purchase Orders
Purchase Orders may be used to instigate the purchasing cycle. This functionality allows the entry,
searching, editing, and receipting of Purchase Orders, which can later be converted into Creditor
Invoices (see page 350) to assist in keeping the purchases cycle accurate.
To view existing orders:
1. Enter text in the Search Key field.
2. Select a Branch from the drop-down box
3. Filter by the Order status
4. Click Search.
Double-click on the appropriate row to drill-down and open the order. Or right-click and select
Edit the Selected Order.
The table below details all the fields and functions within this window.
Field Description
Search Key
This restricts the Purchase Order grid (see page 12) to display orders whose
creditor names have part of the search string in their name. E.g. MAR for will list
Purchase Orders with the word Mart and Market in its name. Alternatively if you have details related to the Purchase Order as the Order No, Account No or the
Name, enter this information in the Search Key field and click the Search button.
This provides you with a list of Purchase Orders that match the search criteria.
Branch This filters the grid to display orders that originated at a certain branch only. If <All
Branches> is selected this effectively nullifies this filter.
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Order
Status
The Procurement Cycle
Each of these checkboxes will allow the inclusion of the described order in the grid.
Unprocessed Orders - Orders that have been entered but have not been processed.
Partly Processed Orders - Orders that have been entered but not supplied, partly supplied (dispatched) or fully supplied (dispatched), but not invoiced.
Fully Processed Orders - Orders that have been fully supplied (dispatched) and fully invoiced.
If the Enable extended Purchase Order statuses Company-level profile setting is enabled, two additional statuses are available:
Quotations - Orders that have been created as quotations, which have not yet been converted to a full Purchase order
Awaiting Authorisation - Orders whose total exceeds the staff member s
authorisation limit (see page 339). These orders must be authorised by a
staff member whose authorisation limit is greater that the order total.
This toggles the display of the Purchase Order history window. By default the history grid is not displayed. However when toggled, the window will retain the last setting, i.e. if it was set to display in the last session, it will continue to do so until it is turned off again.
Grid The grid is the area that displays a list of the service orders as defined by the
search and filter criteria. Right clicking on the Grid header will open a generic
popup menu (see page 12). Right-clicking inside the grid opens a specific popup menu (see page 331).
The order items in the grid are colour coded to provide easy identification or the order progress:
Current Order: Navy
Overdue Order: Maroon
Partially Supplied Order: Green
Supplied Order Black
The order number. Order No
Order Date The date that the order was processed.
Due date The expected date to receive the order.
Accno
Name
Status
The creditor account number.
The name of the creditor. This relates to the account number.
This is the order status: 0 - Not Processed (This has 2 sub categories, overdue ), 1 - Partly Processed , 2 - Fully Processed. current and
Value Ex
GST
This is the combined total of the order, excluding GST.
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Confirmed This checkbox indicates that the supplier/creditor has acknowledged the order.
Local value This is the combined total of the order, converted to the local currency.
Main Grid Right-click Menu
Edit the selected order
Set Status to Fully
Processed
Authorise the
Selected
Order
Convert
Quote to
Order
Takes you to the Order (Entry) window for the selected order. However, you cannot edit a Fully Processed order. This can also be accomplished by double clicking on the order.
Forces the selected order into the Fully Processed status, even if it has not been dispatched or invoiced.
Authorises an order with status Awaiting Authorisation . This status is only available if the Enable extended Purchase Order statuses Company-level profile setting is enabled. Staff members can only authorise an order if the order total
does not exceed their authorisation limit (see page 339).
Changes a Purchase Order Quote (order with the status Quote ) to Not
Processed to accept a quote.
Note: Quotes are only available if the Enable extended Purchase Order statuses Company-level profile setting is enabled.
Delete Deletes the order in any status.
Copy Order Copies the selected order.
View
Purchase
Order
History
This opens the Purchase Order history (usually displayed at the bottom of the main Purchase Order window) in a separate window:
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History
Whether the Purchase Order history is docked in the main Purchase Order interface or opened as a separate window, the function and behaviour is still the same. The only difference with the docked version is that the menu functions are available from the right-click menu and not on the main toolbar.
Note: To aid performance on large databases when scrolling the search grid you may care to minimise (hide) the History panel, as in this mode the history is not queried from the database.
Doc#
Activity
Date-Time
Order No
A system-generated number
For example New Order, Order Qty.
The date and time of the activity.
Purchase Order Number as selected from top grid.
Receipt No
Invoice No
Sales Person
Staff#
Branch
State
Related Rec
Link
The receipt number of the Purchase Order.
The invoice number of the Purchase Order.
The salesperson for the Purchase Order line activity.
The Staff # of the salesperson for the Purchase Order line activity.
The branch where this sales order was created.
The state of the Purchase Order.
Any related records to this Purchase Order.
Displays any documents that have been linked to the Purchase Order, such as
PDF invoices or statements.
History Window Right-click Menu
Account This opens the creditor account details window for the selected history transaction.
Purchase Order This opens the Purchase Order for the selected history transaction.
Inwards Goods This opens the inward goods window to enter any details for inward goods.
View Document This opens a print preview copy of the Purchase Order receipt.
View History Allows the user to swap the filter on the window to a different class for the highlighted line. For instance you may wish to drill in from a creditors invoice, locate the Purchase Order(s) that it came from and then see what other events may exist for that Purchase Order (e.g. other receipts or invoices where partial shipment has occurred).
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Print History This opens a print ready print preview of the Purchase Order History report for the selected history transaction.
Toolbar
Print: This prints the selected order.
List: This prints the list defined by the search result.
List (Clarity): This prints the list to a clarity preview window, click here to see a sample.
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Delete Order: Clicking this icon marks the order as deleted.
Copy Order: This opens the copy order window, providing options to copy selected components of this order. In the Copy To: fields, the order number is automatically assigned to the next one in the list. Choose the account to copy to, note you can use the ?
> Tab shortcut to open the account search window. Choose whether to copy the contents of the Header narratives and / or the Line narratives by checking the appropriate checkboxes.
Email Order: This emails the selected order directly to the associated Creditor as a PDF attachment.
Note: If the Confirm before sending email profile setting is enabled, the email will appear before sending, giving you the opportunity to edit it. If the setting is disabled, the email will be sent automatically without being displayed.
The Procurement Cycle
Entering Purchase Orders
The Purchase Order option in the Transactions menu is used to enter, edit supply, invoice and delete Purchase Orders. Purchase Orders can be fully or partly invoiced at a later time.
Note: If the Allow new lines to be added to partly processed purchase order User-level profile setting is enabled, it will be possible to add new lines to a partly processed Purchase
Order. It will also be possible to edit any lines on a partly processed order that have not yet been receipted or invoiced.
To enter a Purchase Order:
1. Open the Purchase Orders window (see page 329).
2. Click New. Alternatively, click the Copy button to copy and edit an existing order.
Note: If the Enable extended purchase order statuses Company-level profile setting is enabled, the New button becomes a dropdown that allows you to create a new Purchase
Order or a new Purchase Order Quote.
The following window opens:
3. In the account header section, enter the Creditor account number followed by the TAB key, or search for the account by entering part of the account name, or simply ? and
ENTER to search through all accounts.
4. Complete the remaining header fields, such as date, delivery address, stock location, lead time and Purchase Order header extra fields. See the table below for field definitions.
Note: You can click the button to hide the header details, leaving more room for viewing the Purchase Order lines.
5. On the Order Details tab enter the stock item code (or use ? to search), the quantity, and enter or override the price if necessary. You can enter percentage discounts per Purchase
Order line. You can right click on a line to add a line narrative, create a one off stock item or view stock levels.
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Note: Purchase Orders are limited to a maximum of 2000 lines; however, 400 is suggested as a sensible maximum. More than this may result in performance degradation.
6. Add a Purchase Order header narrative by clicking on the Narrative icon ( ).
7. For foreign creditors, you can click the Exchange Rate button to refresh exchange rate and use the buy rate from currencies table.
8. Click Show Tax Summary ( ) to review tax rates used on Purchase Order.
9. Click Save to save the Purchase Order. The system will assign the next Purchase Order number, and prompt to print the order.
Field Definitions
Field
Account
Description
The name of the account. If you have specified a default account in
MYOB Exo Business Config > Admin > Creditors > Creditor Account
Groups , the default is displayed here.
Ordered by
Confirmed
The name of the person placing the order.
Check this box to confirm all lines in the Purchase Order, i.e. the supplier
/ creditor has acknowledged the order. This will also change the order
status in the Purchase Orders (see page 329) listing window.
Delivery Address The address for delivery. The default address is taken from the stock location. Press F10 or right-click for a list of alternate addresses.
Note: Stock location addresses are configured in MYOB Exo
Business Config at Admin > Stock > Stock Locations.
Order Date The date. This defaults to the current system date. You can change it by selecting the preferred date from the calendar.
Due Date
Location
Lead Time
Exch rate
Job Code
Sales Order
Branch
The date that the goods are due to arrive.
The name of the stock location that the goods will be dispatched from.
Choose between primary (the number of days between placing an order and its arrival) or secondary (the alternate lead delivery time in days) lead
times. These times are defined in the Creditors Details 2 Tab (see page
126).
The currency and exchange rate for the creditor.
The job code, if using the Exo Job Costing module.
If the Purchase Order was created from a Sales Order (see page 342), this
field instead displays the ID of the Sales Order that the Purchase Order was created from.
The branch name and number. The default here is based on the one that you set in MYOB Exo Business Config > Admin > EXO Finance >
Branches .
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Campaign Wave If the Exo Business CRM module is installed, Purchase Orders can be associated with a campaign wave to track purchases against a marketing campaign.
Order details
Stock Code
Description
The code for this purchase item. This code can be either the Stock code or the GL code.
The description of the stock items. This is automatically entered when you press the TAB key after entering the stock code.
The quantity of the stock item. The default is set to 1. Qty
Price The price that applies to the stock item. This is the price that is set up in the stock window and is based on the price level assigned to this customer.
Total
Supplier Code
Options
The total price for this invoice line.
The supplier s code for this stock item.
Click on the ellipsis [...] to open the Purchase Order Line Periscope (see
page 338) window for this stock item.
The date the order line is due. Due Date
C
Job Code
Tick or clear this box to indicate whether or not the Purchase Order has been confirmed. This can also be set by ticking the Confirmed checkbox
in the Purchase Order Line Periscope (see page 338).
The job code. It defaults to the code from the Job code field in the header, but it can be changed per line. This is only relevant for the Exo
Job Costing module.
Sell Price
Cost Type
Cost Group
The sell price as detailed in the stock details 1 tab (see page 181) and
Setting Cost Methods and Sell Prices (see page 458)
The job type established in Exo Job Costing. This is only relevant for the
Exo Job Costing module.
The cost group established in Exo Job Costing. This is only relevant for the Exo Job Costing module.
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Menu commands
Print: There are three print options: Order, List and List (Clarity).
Show Tax Summary: This opens the Tax Rate Summary window, listing the Tax rate #, name, % Calculated Tax and Actual Tax. This is a static window, no information can be entered or edited here.
Refresh Exchange Rates: This loads the latest exchange rate from the currencies table.
Receipt using Inward Goods: This opens the Inwards Goods Receipt Goods window (see
page 367).
Note: Once a Purchase Order has been fully receipted (no outstanding quantities), this button is disabled.
Receipt this Order: This opens the Purchase Order Receipt window (see page 344).
History: This opens the History window (see page 331) for the Purchase Order.
Addresses: If alternate delivery addresses need to be specified for the delivery of this order they can be selected from this Extra Delivery Address window.
Narrative: To add any comments or notes to the order. This is a very basic text editor and the contents of the comments are saved by clicking the OK button.
File Menu Commands
All the file menu commands are replicated on the toolbar (detailed above).
Documents
Once a new Purchase Order is saved, a Documents tab (see page 161) becomes available on the
Purchase Order window, where you can add, edit and removes documents from the order.
Notes
If you delete all lines off a Purchase Order grid, you will need to press
INSERT
to add a new line.
Right-click on a stock item to view stock levels in all stock locations (or press
CTRL
+
L
), or to create a one-off stock item (or press
CTRL
+
O
) or add a line narrative
Clicking on a cell in the main table and dragging allows you to select multiple cells across one or more lines. The right-click menu includes options to copy and paste the selected cells, so you can, for example, copy the cells to a spreadsheet, edit them, then paste the edited data back into the grid.
Click the control on the left of the grid headings to hide or show columns on the grid.
The purchase price of a stock item on a Purchase Order is automatically suggested by the system, based on the following hierarchy: o
Use the Stock item > Details 1 > Cost prices > Supplier price if the Purchase Order is being raised for the Stock item > Details 1 > Main Supplier. (If the supplier cost price or the supplier account number is set to 0, then this setting will be ignored).
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o o o
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Otherwise, use the Supplier Cost from the Stock item Details 2 tab (see page 184) if
there is a supplier cost price set for the stock item. The use of Pack Sizes will also impact on the price selected.
Otherwise, use the Price from the most recent Purchase Order raised against that supplier, for that stock item.
Otherwise, default the Purchase Order Price to $0.00, ready to be manually entered.
Maintaining the Alternate Supplier Prices on stock items can assist in automatic entry of the purchase price on a Purchase Order. Having a Stock item > Details 1 tab > Cost prices >
Supplier of $0 or a Stock item > Details 1 tab > Main Supplier of account number 0 on the stock item would mean only the Alternative Suppliers price table needs to be maintained.
A user s Check supplier cost prices when purchase prices change profile can be enabled to prompt to update the supplier cost price when overriding prices when placing or creating a Purchase Order. This assists in interactively maintaining the alternative supplier price lists during Purchase Order entry and purchase pack price for each alternate supplier. Appropriate columns are also added to Purchase Orders entry window.
Press F10 to select a delivery address from the Extra Delivery Addresses window.
GL codes can be used instead of stock items on a Purchase Order by using the format
@GLCODE. Lookup stock items could also be created to point to a GL account.
Purchase order lines due dates can be changed on a partially processed Purchase Order through the Receipt button.
The company profile setting Delivery Addresses Shared allows delivery addresses to be shared among all accounts.
A profile can be enabled to update alternate supplier price when costs changes on the
Purchase Order. This updates the Supplier_Stockitems.PurchPackPrice field and not the
LastCost field. The LastCost field is updated only by the action of costing receipted goods and therefore represents the true landed cost from this supplier.
Supplier Cost (SKU price) displays the Packcost (purchase price) divided by the pack quantity.
The Update LastUpdate field for supplier code cost price when prices change profile is also available if users want to keep track when the cost price had changed.
You can confirm or unconfirm all Purchase Order lines by using the PO Orders menu.
A profile is available to let the system save a transaction when using an inactive stock item.
GET_COST_PRICE stored procedure is used to establish cost prices on a Purchase Order.
The profile option Creditors Invoice Line Discounts controls the availability of the discount column on the Purchase Order entry window.
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Purchase Order Line Periscope
Transactions > Purchase Orders > Purchase Orders > [New] > (Order Details) > [...]
This window is used to assist the data entry when creating a new Purchase Order (see page 334).
In addition it provides further options to:
Adjust the GST rate and view the GST value of this adjustment.
Adjust the price %.
View the stock item.
Purchase Order Authorisation
Authorisation limits can be enabled for Purchase Orders. If a staff member creates a Purchase
Order with a total that exceeds their authorisation limit, that order will be given the status
Awaiting Authorisation . An order in this status cannot be processed further until it is authorised by a staff member with a higher authorisation limit (or if the order is reduced so that its total is no longer over the staff member s limit).
Setting up Authorisation Limits
By default, authorisation limits are not applied to Purchase Orders and the Awaiting
Authorisation status is not available. To enable Purchase Order authorisation, the Enable extended purchase order statuses Company-level profile setting must be ticked in Exo Business
Config.
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Once authorisation is enabled, staff members authorisation limits must be set up on the Setup
Staff window (see page 22) or the Staff section of Exo Business Config (see page 88). Authorisation
limits are set up on the Authority tab:
Authorising Purchase Orders
Purchase Orders whose total exceeds the authorisation limit of the staff member that created
them are displayed on the Purchase Order screen (see page 329) with the status Awaiting
Authorisation . To authorise a Purchase Order, right click on it and select Authorise the Selected
Order from the popup menu. A staff member can only authorise an order if its total is less that the staff member s authorisation limit; if it is not, an error message is displayed:
If the staff member s limit allows them to authorise the order, a confirmation message appears:
Click Yes. The Purchase Order s status is changed to Not Processed and it can now be processed as normal.
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Forecast Based Purchase Orders
Transactions > Purchase Orders > Forecast Based Purchase Orders
Forecast-based Purchase Orders compare stock on hand and outstanding sales and purchase orders, and suggests the items to reorder based on reorder levels. This uses the Primary Supplier field on the stock item.
Note: See also the On Demand Purchase Orders functionality in the Distribution Advantage module. On-Demand Purchase Orders provides an assisted form of creating purchase orders directly from sales order information This function is available in the optional
Distribution Advantage module.
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1. Enter the Supplier name that the Purchase Order will be generated against.
2. Select the Primary stock group range, Location and define if the system will list all suppliers stock or only stock that requires replenishment.
3. Click the Recompute button ( ) to recalculate the stock requirement statistics for all suppliers if required.
The Procurement Cycle
4. Click the Generate button ( ) to generate the stock requirement for a single supplier button and populate the table with stock items that match the search criteria
5. Review the results, and manually override the Order Now quantity if required.
6. Click Print to print a report of the suggested items. Alternatively, click Export to CSV File to output the grid rows in Excel format.
7. The Copy/Paste tab can be used to paste in rows, for example, by exporting the Stock
Requirement grid to CSV, editing it in Excel, then pasting the edited rows back into the
Copy/Paste tab.
8. Click Post Order to open the purchase order window and automatically populate the order based on the reorder item listing created.
Notes
The system will warn if there are more than 400 records that match the search criteria, to ensure the results remain manageable Users can then use a more restrictive filter options.
The Recalculate stock requirement statistics for all suppliers recalculation can be set as a scheduled task if the calculations are excessively complex.
The CALC_STKREQUIREMENT stored procedure is used to establish the manner how stock requirements will be calculated.
Use of economic order quantity in forecast based purchase ordering is possible if an EOQ is specified on the stock item, and the setup profile option Use of Economic Order
Quantities on Auto Purchase Orders is enabled.
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Creating Purchase Orders from Sales Orders
It is possible to create one or more Purchase Orders directly from a Sales Order.
To create Purchase Orders from a Sales Order:
1. Open the Sales Order that you want to create Purchase Orders from.
2. Click the Generate PO(s) button on the Sales Order window toolbar, or right-click on the grid and select Generate Purchase Order(s).
Tip: This button/menu option can be hidden using the Hide sales order controls User-level profile setting.
3. The Generate Purchase Order(s) from Sales Order window opens:
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The following details are displayed for each line on the Generate Purchase Order(s) from
Sales Order window. All details are read-only, except for Order Now.
Note: By default, only lines where the Order Now value is greater than 1 are displayed. To display all lines from the source Sales Order, tick the Show All Sales Order Lines box.
Field
Supplier
Description
Supplier for the stock item. If no supplier is defined for a stock item, it will appear under MISC PURCHASES.
Stock Code The unique code for the stock item.
Description
SO Qty
Supplied
Prev PO
Description of the stock item.
Quantity from the Sales Order.
Quantity that has already been supplied.
Quantity that already appears on previous Purchase Orders.
EOQ
The Procurement Cycle
Economic Order Quantity, which sets a minimum amount for orders.
Recommended This value is equal to:
SO Qty - Supplied - Prev PO
The value is adjusted up to the EOQ, where this applies.
Order Now The quantity that will appear on the Purchase Order. The default value is the same as Recommended. (If a line is not ticked, its default Order Now quantity is 0.)
4. Select/de-select the lines to create orders for. Lines are grouped by supplier; selecting or deselecting a supplier selects/deselects all lines under that supplier.
5. Edit the Order Now quantities for selected lines as necessary.
Note: When editing the Order Now quantity, the EOQ is enforced as per the EOQ prompt on purchase orders Company-level profile setting (Prompt, Force or No EOQ).
6. Click Generate PO(s).
Purchase Orders are created, one for each supplier. Purchase Orders are created one at a time - once one is saved and closed, the next one opens. All lines that are ticked and have an Order Now value greater than zero are included in Purchase Orders. The Sales Order field is populated with the ID of the parent Sales Order. (This field replaces the Job Code field on Purchase Orders that were created by other means.)
Notes
Bills of Materials are not supported in Purchase Orders. This means that BOMs lose their structure when they reach the Purchase Order, and appear as a collection of individual stock items.
Any changes forced by customer or supplier changes after Purchase Orders have been created will not automatically change the status or quantities of those Purchase Orders. This process must be handled manually.
When the Purchase Order is receipted, costed and invoiced, this has no effect on the original Sales
Order in terms of supply, generation of invoice etc. This process must be handled manually.
Receipting Purchase Orders
Transactions > Purchase Orders
After a Purchase Order has been entered, the ordered stock has to be supplied. Depending on availability of stock and requirement of invoice you can click the appropriate button on the
Purchase Orders screen.
The stock specified on the order may not be available immediately or only a part of it can be supplied at the present time.
You can receipt more than one Purchase Order to a Goods Received Note and invoice it.
In summary you can receive goods, associate costs and create creditors invoice directly through the purchase order.
Note: This method does not support the more advanced features of the Inwards Goods (see
page 367) system.
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1. Search for the Purchase Order to receipt (see page 329). Once the required order is
opened, click the Receipt button to open the Purchase Order Receipting window (see
page 346) and receive ordered items.
2. Click the Add Line icon to add line items to be receipted. This opens the Add Line To
Order window:
345 a. Enter the stock code or enter ? and press the TAB key to search for the code. b. Add a brief Description to detail the order. c. Enter the Quantity and Unit price.
The Procurement Cycle
d. Select Analysis Codes (see page 97) by clicking on the ellipsis button [...]
e. Select the GST Rate and enter the value. f. The Job Code, Cost type and Cost group can all be searched by entering ? and pressing the TAB key. g. Click OK to add the new item to be receipted.
3. Change due dates for all stock lines, or change the due date per line with the Purchase
Order Supply Periscope by clicking on the (+) link.
4. Click Receipt All if everything is to be receipted at this time.
5. Check the Generate Invoice checkbox if a creditor s invoice is to be created at this time.
The system will prompt for the entry of the creditor s invoice number when processed.
6. Click Process to receipt stock items and optionally create the creditors invoice.
Notes
Stock transactions can only be posted to the current period using the Purchase Order
Receipt method.
Use the Inwards Goods Receipt function to assist in receiving more than one purchase order on a single creditor s invoice.
The Receipt or IWG buttons can optionally be hidden by using the user profile Purchase
Order Hide Controls .
MYOB Exo Business recommends Inwards Goods Receipt as a preferred method in receiving stock.
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Purchase Order Receipt Details Tab
This topic provides an overview of the Purchase Order Receipt Details tab.
Transactions > Purchase Orders > Purchase Orders> {Double Click an order} > [Receipt]
Field Descriptions
Field
Account through to
Branch
Description
See Entering a Purchase order - Field Definitions (see page 335).
Checkbox options
Invoice as Supplied Enable this option if you want the Receipt Now quantity to be copied to the Invoice Now field. If it is not checked, you will need to manually enter the figures in the Invoice Now field. Entering the quantity is essential if you wish to generate an invoice.
Enable this option if you want a receipt record printed for this order. Print Receipt
Document
Generate Creditor
Invoice
Show All
Enable this option if you want to generate an invoice for this
Purchase Order.
Enable this option to view all items in the Purchase Order. To view only items that have not been supplied, leave the box unchecked.
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Force to Fully
Processed Status
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Enable this option if you want to force the order to the fully processed status, even though the order may not be fully receipted or invoiced.
Other options
Receipt date This automatically defaults to the current system date but you can select the preferred date from the calendar.
The packing slip number. Packing slip
Grid options
Stock code
Description
Ordered
Receipted
Outstand
Invoice
UnInvoiced
Receipt Now
Invoice Now
Unit Price
Confirm
Location
Toolbar commands
The stock code of the item being receipted.
The description of the stock item as defined in the Stock window.
The quantity of the stock item that you ordered.
The quantity of the stock item previously receipted.
The outstanding quantity.
The quantity you have previously generated an invoice for.
The quantity that is yet to be invoiced.
The quantity that you are receiving.
If you have checked the Invoice as Supplied box, press TAB for the system to automatically copy the Invoice as Supplied quantity to the
Invoice Now field.
The quantity you wish to invoice here.
You will be unable to process the invoice if the field is left at 0.
The price that applies to the selected stock item.
Enable this option to confirm the purchase order, i.e. the supplier / creditor has acknowledged the order.
The stock location that the goods are receipted to.
Account: This opens the creditor in the Creditor Account Details window (see page 121).
Tax Summary: This opens the Tax Rate Summary window, listing the Tax rate #, name, %
Calculated Tax and Actual Tax. This is a static window; no information can be entered or edited here.
Refresh Exchange Rates: This loads the latest exchange rate from the currencies table.
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Add a line: This button adds a new line (order item to be receipted) to the order (see page
345).
Find Line: Opens the Stock Search window (see page 175) to search for a line in the order.
Receipt all: Click this button to receipt everything for this order.
Process: Click this button to receipt stock items and optionally create the creditors invoice.
Narrative: Click this button to open a text editor, so you can enter notes in this editor relating to the selected line.
Reversing Purchase Orders
There are two methods for reversing a Purchase Order in MYOB EXO Finance. You can reverse it through the original Purchase Order or you can reverse it through a new Purchase Order.
To reverse an order through the original Purchase Order:
1. Open the original Purchase Order and click the Receipt button. The Purchase Order
(Supply) window is displayed.
2. Note the stock quantity in the Receipted field and type this quantity as a negative in the
Receipt Now and Invoice Now fields.
Note: If you have checked Invoice as Supplied, the quantity from the Receipt Now field is automatically copied into the Invoice Now fields.
3. Click Process to reverse the order. The Payment/Entry window is displayed.
4. Click OK to save this refund.
5. If the creditor s account is an Open Item account, the Allocation window is displayed and you can allocate the refund against the credit note. Once you have finished the process, the Purchase Orders (search) window is displayed.
Note: If you have checked Include Partly Processed Orders, the order that you have just reversed is marked as a backorder. You can now select this order and remove it from the purchase order system.
The creditor s account in the Transactions tab now contains a credit. If you look at the transaction list for the stock item you reversed, you will see a credit here as well.
You can also reverse a Purchase Order without going back to the original Purchase Order:
1. Create a new order and type the same details but with negative stock quantities.
2. Once you have entered the details in the Purchase Order (Entry) window click the Receipt button and ensure that the Invoice as Supplied and Generate Creditor Invoice boxes are checked.
3. Check the Enter Payment box if a payment has been entered.
4. Type the same quantity that was supplied into the Supply Now box but as a negative quantity. If the Invoice as Supplied box has been checked, MYOB Exo Business automatically updates the Invoice Now column.
5. Click the Process button to process the transaction. If you selected Generate Creditor
Invoices, the Generate Creditor Invoice window is displayed.
6. Click OK to save any changes that you make.
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Generating Creditor Invoices
The Creditor Invoice Entry window is used for entering invoices from suppliers where a Purchase
Order was not used to initiate the purchase and/or the invoice does not involve the purchase of stock items. The invoice window links directly to the General Ledger Account Codes for coding the purchases, but the transactions are not posted to the General Ledger itself until the Post Creditors to GL option has been run.
Entering a Creditor Invoice
Account > Creditors > {double Click the creditor s name} > (Transactions) > [New Invoice]
You can create an invoice for an existing creditor through the Invoice Entry window. Invoices can be for stock and non-stock transactions.
Creditors Invoice Entry allows invoices from creditors to be entered into MYOB Exo Business, either by manual entry (supporting both stock and GL code entry), or by automatically pulling information from inwards goods receipts or purchase orders.
Non-stock Transactions
To enter a creditor invoice for a non-stock transaction:
2. Click the New Invoice button on the main toolbar ( ). The Creditor Invoice Entry window is displayed.
Tip: You can also open the Invoice Entry window by clicking the Creditors Invoice option in the Transactions menu of the main Exo Business window.
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Field Descriptions
Field
Account
Description
The name of the account.
If you have specified a default account in MYOB Exo Business at Config >
Admin > Creditors > Creditor Account Groups , the default is displayed here.
Salesperson
Invoice date
Payment due
Job code
Invoice no
The name of the person who is entering the invoice.
You can type the name or select from the list.
The date of the invoice.
This defaults to the current system date but this can be altered by selecting another from the attached calendar.
The date the payment is due.
If you are using the Exo Job Costing module, you can enter a job code here to associate the invoice with a job.
The invoice number.
If you do not enter an invoice number, the system will not allow you to save the invoice entry.
The customer order number. Customer order no
Location
Age
(currency)
Branch
Type
Code
Description
The location where the invoice is being generated.
The relevant financial period from the list.
If you operate in multiple currencies, this is the currency specified for the debtor account, e.g. AUD , NZD . If you don t operate in multiple currencies, this field displays as N/A and cannot be edited.
The name of the branch where the transaction took place.
The code for the type of transaction.
This is changed by clicking the toggle mode button. It will be GL for direct coding to General Ledger or Stock for stock item purchases.
Either the GL or Stock code for the item being invoiced.
If you do not know the GL or Stock code, press ? + TAB for a list of GL codes and select the one you require. This will automatically enter the description, quantity, price and total fields.
The description of the item.
Once you enter the code, the default description is displayed. If you wish to change this, you can overtype the displayed description.
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Qty
The Procurement Cycle
The required quantity.
The default is 1 but you can change to the required quantity.
Price The unit price of this line item.
Whether the price you enter is inclusive or exclusive of GST depends on whether you have selected Creditors GST Inclusive Pricing in MYOB Exo
Business at Config > Essential > General Setup .
The invoice line total. Total
Once you have entered all details on the Invoice tab, you can click the Payment tab to enter the payment on the invoice, or click the Documents tab to attach a document to the invoice, e.g. a scanned copy of the original invoice document. Click Save to save the invoice to the creditor s account.
Notes
You can copy an invoice line by pressing ALT + INSERT on your keyboard. This will copy the line that the cursor is in.
Use the Paste Invoice Lines button if the invoice lines have been prepared in another
Windows application (e.g. spreadsheet), and are to be pasted into the grid.
RIGHT CLICK on the line details window to create a one-off stock item. (One-off items allow quick creation of a stock code based on template items, for things such as trade-in items, or creating items as needed from large parts catalogues.)
Creditors Invoice maximum limit is 400 rows.
The menu item Creditors Invoice Entry from Stock can be used if stock codes are used more frequently than GL codes on a creditors invoice.
The Payments tab can be disabled by unticking the Allow entry of creditor payments profile setting in Exo Business Config.
Only one document can be attached to each Creditor Invoice. Adding a document to an invoice that already has one attached will result in the new document replacing the existing one. To view the document attached to an invoice, right-click on it on the
Transactions tab of the Creditor Account Details window (see page 145) and select View
Scanned Original.
Stock Transactions
To enter a creditor s invoice for a stock transaction:
1. From the Creditor Account Details window, click the Transactions tab. The Transactions page is displayed.
2. Click the New Invoice button. The Creditor Invoice Entry window is displayed.
3. If the Mode field displays GL , click the Toggle Mode button so that is displays STOCK .
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4. Click the Goods Receipt button. The Goods Receipt Search window opens:
5. You can now receipt multiple purchase orders for one supplier to one Goods Received
Note, and then add the landed costs.
In step 4, the Goods Receipt button has two options:
If the On Costs option is selected, the Inwards Goods On Costs window (see page 370) opens:
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Entering a Payment on a Creditor s Invoice
If you need to enter a payment at the same time as the invoice, you can go to the Payment window and make the payment entries. Alternatively this is for recording individual creditor payments, such as singular payments made by hand-written cheque or electronically. Payments
are normally made using the Batch Payment Processor (see page 512).
To enter a payment on a Creditor s invoice:
1. Open the Creditor Payment Entry Window:
From the Creditor Account Details window, go to the Transactions tab and click the
New Payment button ( ).
Select the Transactions > Creditor Payments > Creditor Payment Entry menu item.
Note: Opening the Creditor Payment Entry window from a Creditor account will automatically assign the payment to that Creditor.
2. Enter the account and payment details information.
Select the date, period and age (if applicable).
Select the payment Type from the predefined drop-down list.
Enter the payment Amount and if it s in foreign currency, enter the conversion rate.
(If you enter an amount that is less than the outstanding amount, the balance amount is displayed against Outstanding in the Invoice Summary panel.)
If the Withholding Tax on Creditors Payments option has been enabled in the
Essential > General Settings section of Exo Business Config, options to apply withholding tax to the payment become available at the bottom of the window.
3. Click the ellipses button to view the creditor account details, to check details if needed.
4. If payment is by a cheque, press F12 in the Chq/Ref field to automatically assign a sequential number.
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5. Click Save. If the account is an Open Item account, the allocation window will be presented, allowing the payment to be allocated to an invoice.
6. Click the Auto button to allow the system to automatically balance out based on transaction value.
7. If this is not possible due to the amount, click the Part Allocate % button to allocate the selected amount.
8. Click Save to save these allocations.
Note: You can also enter a payment before you allocate the payment to the invoice, or as a
Creditor Payment Run
Transactions > Creditor Payments > Creditor Payment Batch Processing
Creditor payment runs can be performed to create multiple cheque payments or supported direct credit banking files.
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1. Enter the selection criteria for invoices to be paid; creditor, account group, due date etc.
2. Also choose the pay method cheque or direct.
3. Click Search to list all creditors that have invoices that meet the selection criteria.
4. Double-click on a row to view the invoices that have been selected.
5. For an invoice to be paid, it must be set to Released . Then for an account to be paid, the
To Pay flag must be set to Y . There are a variety of ways of setting these statues.
The toolbar buttons on the Creditor Account tab (Release All, Release None, Pay
All, and Pay None) affect all payable invoices on all displayed Creditor accounts.
The toolbar buttons on the Transactions tab (Release All, Release None, Hold All,
Pay, Don t Pay) affect all invoices on the selected Creditor account.
Pressing
SPACEBAR
on the selected account will toggle To Pay .
Pressing
SPACEBAR
on a selected invoice will toggle the Release Status .
Status change options are also available from the right-click menu.
6. Click the Save Pay Status button to save the creditor account To Pay status and Release
Status of the invoices.
7. Click Process Cheques or Process D/Cs to start the pay-run. Cheques will be printed or the
Direct Credit file created.
Notes
Use Calc Disc to calculate prompt-payment discounts.
Creditor payment authorisation is an option that is also supported, requiring invoices to be authorised before they can be released for payment if the value of the invoice exceeds the limit of the user that entered them.
Account Lists can be set up to group accounts by payment priority, category or special account grouping.
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When expected accounts or invoices do not show up on window, review account payment type, invoices due dates and other filter options used.
Most payment processor reports are now supported in Clarity.
M-Powered Payments
The MYOB M-Powered Payments service lets you pay your suppliers electronically and send them remittance advices in one easy process, directly from the MYOB Exo Business software.
The M-Powered Payments process works as follows:
1. MYOB Exo Business is set up to use M-Powered services.
2. Purchases are made, and invoices are received from Creditors.
3. Payments are entered and authorised in Exo Business, then sent the M-Powered Payments system, which processes the payments.
4. Exo Business is updated with the details of the payment, and remittance advice is sent to
Creditors (optional).
Note: The M-Powered Payments service is only available in Australia.
Setting up M-Powered Payments
M-Powered Payments must be set up before the feature can be used in MYOB Exo Business.
It is highly recommended that you use the latest Exo Business Installer to set up program files. If you just copy the executables manually, it is easy to miss out additional files that are necessary to connect to the M-Powered services database. If you run the EXO Business Installer, these files will be copied to the right location automatically.
Also, the registered company name in the Exo Business Configurator cannot contain any characters that Windows would not allow for a filename, i.e. \ / : * ? , |
The reason for this is that the first time an M-Powered Services database is created from Exo
Business, it will create a .box file to hold the M-Powered database. This box file will have a name that matches the Company Name recorded in the Exo Business Configurator at Company >
Company Details.
If you need to change you company name, contact the MYOB licensing department for new Exo
Business registration codes and also contact the M-Powered Services team for the new licensing and user login codes.
Set up Shared Directory (optional)
If the same M-Powered database is to be accessed by multiple users, you will need to specify the location of the database on all PCs that will be used to access it. Specify this location by configuring the Directory location for M-Powered Database Computer-level profile setting using the Exo Business Configurator.
Activating M-Powered Payments
To activate the M-Powered Payments service, open the M-Powered Service Centre application by selecting the M-Powered Service Centre menu option or clicking the M-Powered icon on the
Purchases tab of the main graphical menu:
Click the Send/Receive button on the Service Centre to contact MYOB M-Powered Services and activate M-Powered Payments.
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Set up Banks
One or more bank accounts to use for M-Powered Payments must be set up in the MYOB Exo
Business Configuration Assistant:
1. Open the Configuration Assistant and go to the Administration > Banks > Creditors (M-
Powered) section.
2. Click New. Enter the following details:
Field
Bank Number
Description
Enter a unique identification number for the bank.
Bank Name
BSB Number
Bank Account Number
Bank Account Name
Enter the bank s name.
Enter the BSB (Bank State Branch) number for the bank and branch at which the company s account is held.
Enter the company s bank account number.
Enter the name on the company s bank account. This must match the name of the account as recorded by the bank.
Company Trading Name Enter the name by which the company does business
(which may be different from the Bank Account Name).
Default Select this option to make this bank account (M-Powered) the default account for Creditor payments.
3. Slick Save.
Set up Creditors
For all Creditor accounts that you want to use M-Powered Payments:
1. Open the Creditor account and select the Details 2 tab (see page 126).
2. Select M-POWERED for the Default Payment Type property. This enables the Remittance group of properties.
3. Select the Send M-Powered Payments Remittances option if you want to send remittance advice to this the Creditor when payments are made. a. If you selected this option, specify whether to send remittance advice by E-Mail or
Fax. b. Enter an e-mail address or fax number to send remittance advice to.
Recording Payments
Payments made via M-Powered Payments are entered the same way as other Creditor payments.
Once made, payments must be authorised and sent to MYOB M-Powered Services.
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Single Payments
When entering single payments using the Creditor Payment Entry window (see page 354), select
M-POWERED for the Type field. This enables the following extra fields:
Field
Bank
Description
Select one of the bank accounts you set up in the MYOB Exo
Business Configuration Assistant under Creditors (M-Powered).
Your Statement Text Enter text to appear on your bank statement.
Their Statement Text Enter text to appear on the Creditor s bank statement.
Enter all other values as normal and click Save to enter the payment.
Payment Batches
When entering payment batches using the Creditors Payment Processor (see page 505), select
M-POWERED for the Pay by field (this option is only available when the M-Powered Service is enabled). The grid is populated with all Creditors awaiting payment who are set up to be paid via
M-Powered Payments. You can select which payments you want to make in the usual way.
When you are ready, click the Process M-Powered button. Specify the following details on the window that appears:
Field Description
Statement Text Enter text to appear on your bank statement.
Bank Select one of the bank accounts you set up in the MYOB Exo Business
Configuration Assistant under Creditors (M-Powered). If the Use Default
Bank option is selected, the default bank is selected and cannot be changed. Untick this option to select a bank manually.
Once the process is complete, you are given the option of launching the M-Powered Service
Centre to authorise transactions.
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Authorising Transactions
Once payments have been entered, they must be authorised and sent to MYOB M-Powered
Services using the MYOB M-Powered Service Centre application. Open this application by selecting the M-Powered Service Centre menu option or clicking the M-Powered icon on the
Purchases tab of the main graphical menu:
Note: Before authorising transactions, you must set up one or more people who can authorise transactions at MYOB M-Powered Service Setup > MYOB M-Powered Payments.
All payments awaiting authorisation are listed. To authorise payments and send them to MYOB:
1. Double-click on a payment (or click the arrow icon next to it) to view the payment s details.
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2. Click the Authorise button. The following window appears:
3. Select an authoriser and enter their password, then click Authorise Now to authorise the payment.
4. Repeat this process for all payments that you want to process now. Once you are done, click Send/Receive on the main window to send the authorised payments to MYOB M-
Powered Services for processing. Payments that are still waiting to be authorised will not be sent.
Once payments are sent to MYOB M-Powered Services and processed, Exo Business is updated with the details of the payments. Remittance advice is sent to Creditors, as specified by the
remittance options selected for each Creditor (see page 357).
Entering a Credit Note
Account > Creditors > {double Click the creditor s name} > (Transactions) > [Credit Note]
A credit note is used to reverse or correct an
invoice
. It reverses all of the operations that the invoice performs. A credit note can only be initiated for an invoice, not a payment.
Occasions when you may need to enter a credit note include reversing a creditor s invoice, making a prompt payment discount or offering a special price reduction.
To enter a credit note:
1. Use the path above to access the Creditor Invoice Entry window.
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2. The Creditor Invoice Entry window opens with the selected invoice already loaded and credited, as illustrated above.
3. If you have entered a payment for this invoice, click the Payments tab to enter a refund.
Enter the same payment but the negative equivalent of the original invoice.
Note: Entering a Credit Note with a positive quantity and a negative value may cause your reports to be inaccurate. It is important that the quantity is negative to bring the stock back in. If the quantity is positive, the stock will be removed.
4. Click Save. The Creditor Transaction Allocation window is displayed listing all transactions.
5. With the transaction selected, allocated this by clicking the Auto button or clicking the Part
Allocate % button and selecting the allocation amount.
6. Click Save. This displays the Creditor Account Details > Transactions page.
7. A right-click in the transactions list brings up a shortcut menu. Select Refresh or click the refresh button on the toolbar. This refreshes the transactions list and displays your credit note as a refund.
Tip: You may prefer to enter credit notes on your invoices and leave all payments for a particular day of the month (for example the 20th). All payments can then be made through
the Payment Processor, as a Batch Payment (see page 512). Alternatively, you can enter a
credit note by selecting the Generate Credit option from the right-click shortcut menu on the invoice summary line.
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Posting Creditors to the General Ledger
Utilities > Ledger Postings > Post Ledgers to GL
Once all your creditor invoices have been processed they need to be posted to the General
Ledger.
View Unposted Transactions
To view unposted transactions:
1. Use the path above to open the open the Post Ledgers to GL window.
2. From the View Unposted Trx button menu, select Creditors Transactions.
The following window opens:
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3. Select the period and click the Scan button the search for the Unposted Creditor
Transactions.
4. Double-click on any item in the list to view the invoice.
The Procurement Cycle
Posting Transactions
1. In the Post Ledger to GL window, complete all the fields. Select the creditor ledger period or creditor transaction date range from which the creditor s transactions are to be extracted, and the general ledger period to be posted into. It is also suggested that the user key in their initials as a reference. For Creditors, ensure that only Creditor options are checked in the Source Ledgers to Post section.
2. Click the New GL Post Run button to retrieve the transactions that match the criteria.
The following window opens:
3. Right-click on an account to view the GL Account or View Pre Posted transactions from the popup menu.
4. Review the transactions listed and ensure the total debit and total credit values balance.
5. Click Process GL Post Run to post extracted transactions to GL. The system assigns the next
GL batch number.
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Printing Creditor Remittance Advices
Reports > Creditors Reports > Creditor Remittances
The Remittance Advices window is used to print remittance advices for a single Creditor or all
Creditors, for the current period or the last period. Not only is there a summary line for each
Creditor, giving totals for the current month and past 3 months, and balance, but also a detailed list of each transaction that makes up those balances. You can drill to view any Creditor Invoice.
1. Choose the Statement date. This the date the statements will be dated.
2. Choose whether you want to print a statement/statements for the current period (This
Period) or the Last Period.
3. If you require more criteria to filter the Creditors for whom you want to print statements, click the Show advance search options icon in the top right corner of the window.
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4. Complete the Advanced Search fields using the following table:
Field
Account Selection:
From and To Accounts
Description
The From and To accounts of the account range you want to filter on. Use the same account number in both fields to select the statement of a single Creditor.
Balances: From and To The From and To account balances of the balance range you want to filter on. For example, you might decide it s not worth the postage to send out statements with a balance of less than $5.
Include Accounts with:
Zero Balances
Choose to include accounts with zero balances.
Include Accounts with:
Credit Balances
Choose to include accounts with credit balances.
Include Accounts with:
Inactive Status
Choose to include accounts whose Active flag is unticked.
Include Accounts with:
Current Activity regardless of account balance
Choose to include accounts with any activity in the current period, regardless of their account balance.
Age Balance
Account Group
You can generate statements for those Debtor accounts with an outstanding balance of a particular age, e.g. print statements for accounts with outstanding balances for 2 months.
Choose to include accounts of a specific Account Group.
Custom Filter SQL Advanced feature: You can use a SQL query statement to filter the accounts, using any of the fields in the DR_ACCS table. Select whether to Append the SQL query to the default filter using an AND operation or Replace the default filter.
Note: When selecting the Replace option, your custom filter must be preceded with an AND or OR operation.
5. Click the Search button at any stage to refresh the list with your search criteria. If you are printing statements for multiple Creditors, filter the required Creditor accounts so that the
Print All button will print only the statements you want to print.
6. Double-click a Creditor account line in the top grid of the window to list the transactions of that Creditor that make up their account balance for the selected search criteria.
7. Double-click a Creditor Invoice line in the bottom grid to view the printed invoice.
8. If you have selected multiple Debtors, click the Print All button; if you are printing a single
statement, click the Print One button. To bulk send remittances by print and/or email (see
page 583), click Mailshot.
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Inwards Goods
Inwards Goods Receipt Goods
Transactions > Inwards Goods > Inwards Goods Receipt
Note: When a purchase order has been fully receipted (no outstanding quantities) then this function will not be available.
Inwards Goods is the more sophisticated goods receipt mechanism, including support for oncosts, and receipting stock across multiple purchase orders in one delivery.
Receipting is the process used to record goods physically received into the warehouse as they arrive, irrespective of price or additional charges. Inwards Goods Receipting is designed to enhance workflow by allowing warehouse staff to check and record Receipt quantities against the
Purchase Orders in Exo Business. Receipted quantities are recorded against the Purchase Order at the time of Receipting.
The Inwards Goods Receipting function records a list of stock items and corresponding quantities received, but does not action stock transactions to place them into available stock. Thus there is no effect on Stock Item > Cost Prices (e.g. Average and Last Cost) or the General Ledger. It is designed to allow the warehouse staff to record items received as an independent step from
Costing those items into stock. A Receipt can be recalled and amended up until an Inwards Goods
Costing is done. It therefore allows data entry to be suspended and saved for later completion.
Receipting is usually actioned from a list of outstanding Purchase Orders but additional lines (not originally ordered) may also be added to the Receipt. An Inwards Goods Receipt may therefore also be used for non-order Receipts (i.e. no Purchase Order). Receipts may span multiple Purchase
Orders but only from the same Creditor. Partial Receipts from Purchase Orders are accommodated.
1. To view existing receipts, enter the Receipt no, Stock code or Purchase order no, and then click Search. DOUBLE CLICK on the selected record to drill down on the receipt.
2. To create a new receipt, click the New Receipt button.
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3. In Receipt Details, enter details to identify the Supplier that the receipt relates to and tick the Show all Locations check box if you want to display PO s from all locations. The purchase orders list is automatically populated as soon as you tab out of the supplier field.
4. Click Refresh to reflect recent changes that might have occurred since you first loaded the form.
5. Review the list and choose the purchase orders that are to be receipted in.
6. Click the Receive Selected button to load purchase order details into the bottom grid, or double-click an individual line. Repeat the process if multiple purchase orders are to be included in the one receipt. Alternatively, select multiple orders at once by holding the
CTRL key while clicking on the required purchase orders, and then press Receive Selected.
7. If there are many lines to be receipted, minimise the now completed purchase orders part of the window by clicking on the Minimise button in the panel s top right corner. This will give maximum window space for the receipt lines.
8. Enter the receipted quantity Rec Qty, or click Receipt All if all lines are to be fully receipted.
9. If additional items are to be receipted that are not on a purchase order, these can be added by clicking on the Add Line button. Select the stock item and enter the quantity received.
10. The purchase order line can be split into several lines by clicking on the Split Line button. This may also be useful when recording batch codes for a stock item.
11. To clear un-receipted lines, click on the Clear button. This will remove all PO lines where the receipted quantity RecQty is equal to zero.
12. Press Line Fulfilled button to complete an under receipt or over receipted line. This satisfies the purchase order by adjusting the corrected quantity on the purchase order line to resolve the line as fulfilled thereby completing the order automatically.
13. Click Save to save the receipt; the system will assign the next Receipt number. This process will save your work and update the outstanding quantities on the Purchase Order. Once
being receipted will be attached automatically. Documents will also be available for the
receipt on the Inwards Goods Costing window (see page 370).
14. Click the Auto Cost button to by-pass the Inwards Goods Costing function by updating stock at the values displayed on the Inwards Goods Receipt window (that have come from the PO). This is available for local suppliers only and enabled through a user profile setting.
15. Alternatively, use the Cost Now button to go directly into the Inwards Goods Costing function. This button is hidden when user does not have the Inwards Goods Costing menu option.
Note: The options in steps 14 and 15 are selected from the button drop down if applicable.
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Field definitions
The grid header fields are detailed in the table below:
Field
Supplier
Description
The Creditor from whom the goods are being received
Packing Slip/Ref
Location
The Supplier s packing slip or reference number.
The Location (Warehouse) into which the stock will be posted.
Date
No cartons
Shipping ref
Receipt notes
Date the goods were received. Defaults to today s date.
Number of packages received containing the goods.
The shipping carriers reference - usually a consignment number
Any notes pertinent to the Receipt
IWG Receipt Lines
PO No Purchase Order Number as selected from top grid.
Stock Code The Stock Code that pertains to the item for which the transaction is being carried out
Description
Ordered
O/S Qty
Sup Price
Discount
Rec Qty
The description of the Stock Code.
The quantity ordered as per the PO.
The outstanding quantity for this Stock Code in this Purchase
Order. Takes the ordered quantity of the Stock Item, less Receipts already saved. This is a reference for user to check quantity received is acceptable.
The cost that applies to the stock item unit, as entered in the Purchase
Order line. The supply prices (Sup Price) can be amended here if necessary. This will not alter the original Purchase Order price.
Allows any discount you may have received to be applied. This will not alter the original Purchase Order price.
The Quantity physically received. This always defaults to zero and requires changing to reflect actual quantity of stock received.
Notes
Uncosted receipts may be reviewed and edited. The stock ledger is not updated until the costing process is performed.
Expiry Date, Batch number and Serial numbers can be entered if these options are being used.
If a purchase order is partially receipted, the remainder can form one or more further receipts.
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Shipments can be enabled through a Company setup profile option. Receipts can be part of a shipment (e.g. a container). One shipment, containing many receipts from different suppliers can then be costed together.
Inwards goods receipts now show a count of receipted lines in the bottom panel of window.
A new user profile Prompt to print receipt labels allow users to specify when to be prompted to print Stock labels in Inwards goods. Options are Never, After Receipting and
After Costing. Default is Never.
Inwards Goods Cost Goods
Transactions > Inwards Goods > Inwards Goods Costing
Inwards Goods Costing provides various options to add costs the incoming stock valuation, including estimating apportionment by methods such as quantity and weight.
1. To find the required receipt, enter the Receipt no., Stock code or Purchase order no., and then click Search. A list of receipts that meet the criteria will be returned. Select the receipt from the list to display the costing grid.
Search by
Receipt No
Stock Code
Purchase Order
No
Searches for / Requires
Searches for the Receipt number allocated to a Receipt when saved.
Enter a specific Receipt number if known, or leave this field blank and click Search to list all Receipts.
Use this search function to find all Receipts containing a
Receipt line for the requested stock code.
A stock code must be specified (i.e. searches on a blank field will be unsuccessful)
Use this search function to find all Receipts containing lines from the requested Purchase Order number.
A Purchase Order number must be specified (i.e. searches on a blank field will be unsuccessful)
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2. In the top panel, enter an on-cost Cost Code, for example; freight, handling charges or custom charge. These costs will be apportioned to the stock items in the bottom grid and spread by quantity, value, weight or cubic. You can use ? + TAB to display the cost code window. Cost codes are established from the Setup menu of this window.
Note: The term on-cost refers to the additional costs of a given Shipment, over and above the agreed purchase price of the goods. (Some companies may know these costs as landing costs .) On-cost relates to the extra costs involved in getting the goods from the supplier to the warehouse, where this cost is not included in the unit cost of the goods.
Some examples of on-costs are: sea freight, airfreight, insurance, customs clearance costs, duty, freight to the warehouse.
3. The bottom grid shows the items from the Stock Receipt. Values in grey cannot be changed, but Supplier Unit Price (in supplier s currency), the exchange rate, duty and specific fixed costs per unit can be modified.
4. The exchange rate displayed comes from the purchase order. Click the Exchange Rate button to refresh the exchange rate on every line with the current exchange rate.
5. If the duty percent has been recorded on the stock item, the Use stk duty % option will allow the stock item s Duty amount to be calculated automatically.
6. Once all costs have been entered, click Calculate to automatically calculate the Landed
Cost. The landed cost may be manually overridden if necessary.
7. Click the Process button to complete the process. This will update the stock ledger, increasing the stock-on-hand quantity, and creating stock transactions to represent the receipt. Alternatively, the costing information can be saved to be retrieved later, changed, and then processed.
Notes
The prompt to create a Creditors Invoice is suppressed if Creditors invoice does not appear on the user s menu.
Cost types are user definable, and standardise the name, description and cost spread type.
Shipment statuses, shipment methods, and costs are set up in the Setup menu on the Inwards
Goods Costing window.
If the perpetual stock method is being used, the new stock receipt transactions will give rise to GL accounting entries the next time Utilities > Ledger Posting > Post Stock to GL (Perpetual) is run.
Dealing with Creditor Payments
After you have entered the invoice you can complete the payment entry at the same time (see
page 350), using the payment tab, or you can make a payment entry before you allocate the
payment (see page 354). You can also process payments using the Payment Processor (see page
506). When making a payment to the Creditor, you need to make an entry of the payment on the
Creditor s account and then allocate that payment to the appropriate invoices on that account.
You can check the current credit status of accounts through the Creditor Reports (see page 589).
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Reallocating Payment against Creditor Accounts
Account > Creditors > {Double click an account} > (Transactions) > [Allocate Transactions]
If you allocate a payment incorrectly, you can reallocate it.
To reallocate a payment:
1. From the Creditor Account Details screen, click the Transactions tab.
2. In the Transactions page, click the Allocate Transactions button ( ). The Creditor
Transaction Allocation screen is displayed.
3. In the View Criteria drop-down, select Include Current Transactions. (For old payments, select Include All Transactions.)
4. Select the transaction you want to reallocate by checking the Sel checkbox.
5. Click the Auto button to automatically unallocate it. You can now reallocate the payment
(see page 354).
Processing Payments
You can quickly process your payments using the Payment Processor. This Processor is a program that is available in the EXO Finance add-on module. It enables you to process cheques or direct credit payments for creditors singularly, or in a batch.
Cheque Payments
The Payment Processor prints the cheque, the remittance advice and allocates the payment against the account in one complete process.
Direct Credit Payments
For direct credits, the Payment Processor creates a file that is loaded into your desk-banking program. The file for your specific bank needs to be loaded in the set up. You can also email the remittance advice to the supplier.
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Manual Cheque Payment
The Payment Processor allows you to create a cheque for an invoice that does not require the creation of a Creditor.
Tracking Taxable Creditor Payments
From July 1 2012, businesses in the building and construction industries that make payments to contractors for building and construction services are required to report these payments to the
Australian Tax Office (ATO) on the Taxable payments annual report - this is an annual report providing details of taxable payments for building and construction related activity.
MYOB Exo Business includes features that let you track construction industry taxable payments
(CITP), which will aid in completing this report. For more information on taxable payments, refer to the ATO website.
Setting Up
To enable the features relating to taxable payments, tick the new Track Taxable Payments to suppliers for building and construction related activity Company-level profile setting.
All Creditors whose payments you need to track should have an Australian Business Number
(ABN) recorded.
If you plan to submit the Taxable Payments Return to the ATO electronically (see page 375), you
must set up addresses in EXO Config at System > Display Names. When gathering address details to include in the Taxable Payments Return, Exo Business uses the Purpose property of address
Display Names to determine which details to include. For example, whichever address field has been given the Street property will be used to populate the street detail for all accounts included in the return. Before you can generate the return, you must assign purposes to the relevant address details. Each purpose can be assigned only once; for example, once you have assigned the Street purpose to one address field, Street will not be available in the Purpose dropdown for any other address fields. All purposes should be assigned to an address field.
Note: You should assign purposes to the Delivery Address fields, i.e. DELADDR1 -
DELADDR6, rather than the Postal Address fields.
Once each purpose has been assigned to an address field, you can review your company s address details in EXO Config at Company > Company Details, and Creditors address details on
the Details 1 tab of the Creditor Account Details window (see page 123) to ensure that the correct
data has been entered into all fields.
Tracking Creditors
When CITP features are enabled, a Track Taxable Payments option becomes available on the
Details 2 tab of the Creditor Account Details window (see page 126). When this option is ticked, all
payments from the Creditor will be tracked for reporting on the Taxable payments annual report.
Tracking Payments
When entering Creditor Payments, if the selected account has its Track Construction Payments
from tracking on an individual basis.
When editing a payment via the Edit Ref Fields right-click option, the Taxable payment option can be edited.
Note: Access to the Edit Ref Fields option is controlled by the Permitted level of access to creditor transaction editing profile setting.
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Reporting on Taxable Payments
Taxable Payments can be reported on using the Taxable Payments Reporting Worksheet menu item. When added to a menu in the Exo Business core module, this item opens a window where taxable payments for Creditors can be reviewed and the Taxable Payments Annual Report (TPAR) can be generated:
Initially, the worksheet displays all Creditors whose Track Construction Payments option is enabled, and the period selected is the current year. To specify a different year or a specific period/date range to include in you report, select it using the Filter Criteria controls, then click
Search. Double-clicking on a Creditor opens the Creditor Account Details window (see page 121).
Ticking the Show Payments options shows all payments for the selected Creditor in the lower part of the window. Payments that have been marked as taxable are displayed normally; payments that have been marked as non-taxable are highlighted purple. You are not required to report on all payments to a tracked creditor; for instance if the payments are for materials only (such as building supplies and materials) then you can exclude these individual payments when you enter the payment or on this worksheet. Double-click on a payment or select it and press SPACE to toggle its taxable status (doing so updates the totals in the grid above automatically). You can also right-click on a payment to view the payment s allocation details and to edit it using the Edit
Transaction Reference window (if the Edit Ref Fields option is available).
The Print dropdown contains options for printing two CITP reports:
Taxable Payments Return - this report displays, for each Creditor over the selected year or period/date range, the information that needs to be entered on the Taxable payments annual report.
Taxable Payments Details - this report display the details of all taxable payments for the selected Creditor over the selected year or period/date range.
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Ticking the Include payments to suppliers where an ABN wasn t quoted checkbox sets the reports to include payments where taxes were withheld or retained and paid to the ATO on the suppliers behalf. This is dependent on the use of Withholding Tax on Creditor Payments setting, which is
A Creditor may begin the reporting year without an ABN, and then supply an ABN later when trading within the same tax year.
Sending the Taxable Payments Report Electronically
As well as printing out a physical Taxable Payments Return, you can send the return directly to the
ATO from the Taxable Payments Reporting Worksheet window using Standard Business
Reporting (SBR). To do this you will need:
A my.MYOB account your Business Partner will need to contact MYOB s administration team with your details to sign you up for an account.
A Business Reference Number (BRN), which uniquely identifies an Exo Business database contact your Business Partner for the BRN for your database (they will be given it after your my.MYOB account is created). Once you have a BRN, enter it in the Business
Reference Number field on the Company > Company Details section of EXO Config.
A software ID this is generated in EXO Config at Business Essentials > SBR. Click the
Request Software ID button to generate the software ID (the ID is based on your BRN).
Note: If you are already using the Bank Feeds feature (see page 529), you will already have
a my.MYOB account and BRN - you do not need to apply for these again.
Click the SBR button ( ) to open a confirmation window that displays details of all payments that will be submitted:
Any validation errors that have been encountered will be displayed here - you must correct any errors before the report can be submitted. You can double-click on an error to go to the related
Creditor account.
If there are no errors, you can click Submit to submit the report to the ATO - at this point, you must enter your my.MYOB account details.
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A confirmation message appears once the report has been submitted.
You can check the progress of your submission on the SBR Manager window, which can be opened by clicking the
toolbar button on the NZ GST Return window.
Note: You can re-submit a report if necessary; records that have already been submitted will be overwritten.
Handling Reconciliation
At this stage you need to reconcile all the creditor statements to the invoices in MYOB Exo
Business. Check that all invoices are entered and agree to the statement that all invoices to be paid are valid.
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Sales Cycle Overview
The MYOB Exo Business Sales Order model is generic and flexible, and can handle simple singlestage processing of sales orders, through to multi-stage sales order processing.
We strongly recommend you work with your business partner to ensure sales order processing is set up in the best way to support your business processes. This would include configuration of the numerous Sales Order profile settings in the Configuration Assistant, and creating any extra fields you require to capture additional information in your sales orders.
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Quick Supply your Sales Orders
At its simplest, you can raise a sales order and then supply and invoice it in one step. When in the
Sales Order window, you can just click the Quick Supply icon, and choose the next step in the process, or just click OK to process the order according to the default options already set up. You can accept deposits or payments at the time of supply, and print the invoice for the customer there and then.
You can choose to process your sales orders primarily at the sales order level, but for any given sales order line, you have considerable control over all release and supply of that line, price and discounting.
Control your Sales Order Release and Supply Process
As your business processing requirements scale up, typically more granular control is required in each phase of the process, particularly when warehousing of inventory is involved, which usually means separate picking and packing of orders in batches. There are a number of defined phases in Exo Business s sales order model, giving you the control of the batch through each phase of the sales order supply and release process.
The basic steps in the Sales Order supply process are Process Order, Process Release for Picking,
Process supply/stock movements, and Process invoice.
Process
Process Order
Description
Commits the stock for the sales order.
Creates the picking list. Process Release for
Picking
Process supply/stock movements
Process invoice
Creates the packing slip, stock transactions are generated, and stock moved out of stock on hand.
Creates the invoice. Becomes fully invoiced if all quantities supplied, or remains partly processed. Debtor invoice lines created for all supplied quantities.
When stock is short-supplied to you, or you have far more orders than you can fulfil, you can choose to release some portion of the sales order quantity, and back order the rest, to ensure all your customers at least receive some of the stock item.
For greater granularity in sales order processing, you can use the Tasks menu. Tasks are used to set the selection criteria and processing actions, and include the processing of release, pick, supply and invoice quantities. Tasks work at the sales order level. (Use the Distribution Advantage module to use customised tasks at a sales order line level.) Generally speaking, only businesses with large or complex inventory setups are likely to use the Tasks menu.
Serialised/Batch-tracked Stock Item Support, and Laybys
Sales Orders supports serialised and batch-tracked stock items (see page 220).
Layby sales (see page 408) are also supported, although the functionality was designed to work in
conjunction with the POS module.
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Batch Processing
Batch sales order processing is used to group sales order together for processing; batch sales order line processing is a separate module of EXO, and is used to group together individual sales order lines into a batch for processing.
The Distribution Advantage module gives you another level of batch processing functionality and customisability, including on-demand purchase orders, batch sales order line processing, stock transfer requests and sales order consolidation.
About Back Orders
Back Orders typically occur when a stock item is out of stock, so the order quantity is recorded as a
Back Order, to be supplied when you receive more quantity of the stock item. However, you may also want to ration your available quantity of a stock item across a number of Sales Orders, to ensure each Sales Order at least is partly supplied. In MYOB Exo Business, in addition to the status of Back Order, there is also the status of Release. The Release quantity is the quantity of an undelivered stock item that remains allocated to a Sales Order. The sum of the Release and Back
Order quantities equal the Sales Order quantity, i.e. the Back Order quantity is separate from the
Release quantity. Adjust the Back Order quantity to what you require, and the Release quantity is automatically adjusted.
To use a simple example, if you have a Sales Order of 10 of an item, but want to only supply 5 of the 10, to ration out the shipment of the item you have just received, 5 will have a status of Back order, to be supplied at a future date, and 5 will have a status of Release, to part-supply the Sales
Order.
(If you have the MYOB Exo Business Configurator, you can turn this setting off by changing the
Enforce constraint of sales order quantity and release quantity Company-level profile setting.)
When you supply a Sales Order with insufficient stock to supply a line, the Stock Shortage window is displayed, asking if you want to back order the shortfall quantity:
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Note: The Check available stock for sales orders profile setting affects the checks that determine when this window appears.
The Sales Cycle
If you choose not to back order, the shortfall quantity will show as negative stock for the stock item, and the Sales Order can be processed. This prompt is controlled by the Default response to backorder prompt User-level profile setting in Exo Business Config. By default it is already activated, but if you set it to Never , the Back Order prompt will not be displayed and no quantities will be placed on back order.
Consignment Sales Orders
The only difference with a consignment sales order is the use of the consignment location. Make sure you invoice out of the same consignment location, so the stock will come out of that location.
Consignment orders require the following to be set up:
A consignment stock location. Make sure you only use one consignment location, as you can easily end up with multiple consignment locations.
The profile setting Allow Consignment stock orders through sales orders profile to be enabled in the MYOB Exo Business Configuration Assistant.
Other Related Sales Transactions
The following are other functions that are related to the Sales Cycle.
Discounts and Special Prices
Utilities > Debtor Utilities > Setup Pricing Policies
MYOB Exo Business supports extensive discount and special pricing structures, through the use of advanced Pricing Policies that can impact individual items or entire stock or pricing groups.
Quantity breaks and specific contract or fixed pricing is also supported.
Note: See the Pricing and Discount Policies white paper for more detail on discounting, prompt payment discounts, and pricing policies.
Credit Notes
Account > Debtors > Transactions > Right-click > Generate Credit
The issuing of credit transactions can be a controlled function. If enabled, an existing debtor invoice can be reversed by right-clicking on an existing transaction and selecting Generate Credit.
The Debtors Invoice Entry window will be displayed with the original invoice available for editing, but with negative invoice quantities and therefore a negative price.
Alternatively, a credit note can be generated directly from the main Debtors Invoice Entry window using a negative quantity value. The invoice is then processed in the normal way.
Depositing Allocated Payments
Transactions > Debtors Receipts > Debtors Banking Batches
Debtors banking batches are used to batch payments that have already been entered for deposit into a bank account.
Direct Debit
Direct Debits are supported as an add-on module to MYOB Exo Business, for business that are authorises to perform regular deductions directly from debtor bank accounts
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Generating Sales Orders
Viewing Sales Orders
The Sales Order window has powerful functionality to support searching for sales orders, including extensive filtering and use of sales order statuses. Sales Order history is displayed for the highlighted sales order. You can also perform a number of additional functions relating to the sales order, including creating or viewing the manifest for the order, processing the order using the Batch Sales order processing function, copying a sales order, and drilling to the original sales order transaction. A number of printing options are available.
Transactions > Sales Orders
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1. Select the branch whose sales orders you want to search in the Branch field.
Note: The ability to create and view sales orders for other branches is controlled by the profile setting Allow Sales Order Search view, creation for other branches in the
Configuration Assistant.
2. Choose which order statuses you want to include or exclude from the search in the Order
Status list.
3. To use additional search filters in your search, tick the Apply extra filter options checkbox.
The search results are displayed in the grid below. The following table describes all the visible columns in this grid. Click the Set Defaults button to save the default statuses of all search filters.
Field
Order No
Description
The Sales Order number.
Cust O/NO
Order Date
The customer s order number.
The date the Sales Order was created.
Due Date
A/c
Name
Reference
Status
The date the Sales Order was due to the customer.
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The account number of the customer.
The account name.
Any additional reference number entered for the Sales Order.
The status of the Sales Order. 0-Not Processed, 1-Partly
Processed, 2-Fully Processed, 3-Quote, 4-Standing Order, 5-
Layby
Value ex GST
Local value
Value of the Sales Order, excluding GST.
This is the value of the Sales Order, converted to the local currency.
Has Unreleased This field is ticked if there are any quantities on the Sales Order that have not yet been released.
Has Back Orders This field is ticked if there are any backorders in the Sales Order.
Has Unpicked This field is ticked if there are any quantities on this Sales Order that have not yet been picked.
Has Unsupplied This field is ticked if there are any quantities on this Sales Order that have not yet been supplied.
Has Uninvoiced This field is ticked if there are any quantities on this Sales Order that have not yet been invoiced.
Hold
Phase
Finalised
This field is ticked if the Sales Order has been put on hold.
The phase of the sales order, for example Invoiced or Order .
Normal or Forced , meaning was the sales order finalised in the normal way, or forced to fully processed.
4. Click the
button to review the history of the highlighted Sales Order line (see page 391).
You can also view a list of Debtor Transactions for the highlighted sales order line by clicking on the button on the right side of the window above the Sales Order History grid.
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Searching for Sales Orders
When you have a large list of sales orders, finding a specific sales order quickly can be a challenge.
There are a number of useful ways of searching for sales orders in MYOB Exo Business.
Transactions > Sales Orders > Sales Orders
The main Sales Order Search window is displayed:
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Use the Search Key field to search on part of the account name, order number, customer order number, or reference.
Select the branch you want to search on, or select <All Branches> .
Select the order status(es) you want to search on by ticking the relevant Order status checkboxes.
For further Search filter options, tick the Apply Extra Filter Options checkbox. The Sales
Orders - Extra Filter Options window is displayed. In this window you can choose to filter by order date range, delivery date range, account group, the salesperson, an order number range, or enter multiple order numbers separated by commas to retrieve multiple sales orders.
The Sales Cycle
Click the Filter button in the toolbar at the top of the window to use the Sales Order Line
Filter window to further refine your search. This window is used to search sales order lines by stock item and then by sales order status. You can also sort by any of the columns in this window.
Remember that you can also use visible columns functionality to view additional columns and sort by them, to make searching easier. By default, a number of columns are hidden in the Sales Order
Search window. For example, you can make visible orders that are On Hold, and then sort by this column in the grid.
Advanced
In addition to these search methods, you can also use the Custom Filter functionality, which you can use to create custom SQL queries. The Custom Filter is accessible in several windows throughout MYOB Exo Business. In the Sales Order Search window, right-click on the column headings of the grid and choose Custom Filter > Set Filter. Note that this requires knowledge of
SQL and familiarity with the table names and field names in the MYOB Exo Business SQL database.
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Creating Sales Orders
Transactions > Sales Orders
Create customer Sales Orders from the Transactions menu or directly from the Debtor Account >
Orders tab.
1. Click the New button to create a new Sales Order, or click the arrow to the right of the button to create a new quote, layby or standing order. The type of Sales Order is indicated in the title bar near the top of the window.
A Quotation is a Sales Order that doesn t commit any stock until it is converted to an invoice or standard Sales Order. No GL transaction is created until it is converted.
A Standing Order is a Sales Order which is not actioned until you process it in the
Process Standing Orders window, at which point each standing order is converted to an invoice. It is used when the debtor wants exactly the same Sales Order to be supplied, often at regular intervals. No GL transaction is created until it is converted.
A Layby Sales Order does commit the stock item quantity. Normally deposits are made on laybys, and you can specify a default deposit percentage, and enforce it.
2. The Sales Order window opens:
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Enter the Sales Order details using the following table.
Field
Account
Description
The account for which you are creating the Sales Order. You cannot process a Sales Order for an account on stop credit; a warning will be displayed.
Contact If the Add debtor contact details to transactions profile setting is enabled, a Contact can be selected for the Sales Order.
Correspondence related to the order will be sent to this Contact s email address, rather than the account s email address.
Salesperson Enter the salesperson you want to record as having made the sale.
To search for a salesperson, type ? in the field and tab.
Campaign
Wave
If the Exo Business CRM module is installed, Sales Orders can be associated with a campaign wave to track sales against a marketing campaign.
Opportunity This field is available if the Exo Business CRM module is installed. If the Sales Order was generated from an Opportunity, the
Opportunity will be entered here automatically; otherwise, one can be manually entered (enter ? and press
TAB
to search for an
Opportunity).
Delivery
Address
The default address of the debtor account. Click the Home icon in the toolbar to select or create another delivery address for the account.
Order Date
Due Date
The date the Sales Order is created.
The expected time of arrival to the customer of the Sales Order.
Default Loc# Choose the stock location from which you are supplying the stock.
You can specify location at the Sales Order line level by clicking on the Sales Order Line Periscope button and selecting the required location in the Location field.
On Hold Putting a Sales Order On Hold changes the Sales Order status to
Not Processed. The quantity of the ordered stock item is still committed. The status bar at the top of the Sales Order has a red background.
In the Sales Order search window, you can filter on Sales Orders which are On Hold.
AUD/NZD
Reference
GST
The currency of the transaction.
Any reference annotation you require on the Sales Order.
Select whether the prices shown on the Sales Order are GSTinclusive or -exclusive. Changing this setting affects the Sub Total,
GST Total and Order Total values at the bottom of the window.
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Consign loc This field is displayed if the Allow Consignment stock orders through Sales Orders profile setting has been enabled in Exo
Business Config. To create a consignment order (see page 380),
make sure you select the Consignment location here. This is the location from which the stock is supplied.
Branch
Extra Fields
Cust o/n
The branch of the Sales Order. If the profile setting Allow Sales
Order search, view & creation for other branches is enabled, you can specify any branch in this field.
Any Extra Fields (see page 26) created for the Sales Order header
are displayed in this section.
Note: Extra Fields on the Sales Order header can be configured to
update their values (see page 29) whenever the Debtor account
number on the Sales Order is changed; similarly, Extra Fields on
Sales Order lines can be configure to update whenever the Stock code on the line changes.
If you have an Extra Field for the Customer Order Number set up, the profile setting Validate debtor order numbers in is set to On
Entry or On Save , and the Debtor for which you are creating the
Sales Order has the Need Ord No checkbox ticked in the Debtor
Account Details window, then entering an order number for the
Sales Order is compulsory. A check is also made to ensure the order number hasn t already been used.
3. Enter the stock item details for the Sales Order in the grid below, using the following table.
Field
...
Description
Click in this column to open the Sales Order Line Periscope (see page
398) for the current line.
Stock Code Enter the stock item code, or type ? and tab to select from a list. To add a Bill of Material in Sales Order entry window, enter a full stop (.) then the Bill code on the Sales Order line stock code column.
Description The description of the stock item.
Qty Enter the quantity of the stock item being ordered.
@Price The price of the stock item.
Note: You can click the button to check the prices of all lines against the latest cost and selling prices from the Stock ledger.
Discount (%) Enter any discount for the line. This column will not appear if you disabled the profile setting Allow manual entry/override of discounts on debtor invoice and sales order lines in Exo Business Config; this
also applies to the Discount field in the Sales Order Line Periscope
(see page 398).
Total The total for the line.
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Enter the analysis code you want to use for this Sales Order line. Analysis
Codes
Note: Sales Orders are limited to a maximum of 1000 lines.
4. To add a description of the Sales Order, click the Narrative button.
5. To add a one-off stock item, right-click in the grid and choose Create One-Off Stock Item.
6. Once you have entered information in the header part of the Sales Order, you can minimise the Sales Order header by clicking on the Minimise/maximise button in the top right corner of the window. You can also view the Sales Order line total excluding tax and the discounted unit price excluding tax of a Sales Order line in the bottom panel of the window.
7. Click Save to save the Sales Order. The system will assign the next number, and prompt to print the Sales Order.
8. To make deposits against Sales Orders, the profile setting Allow deposits in sales orders and general ledger in the Configuration Assistant needs to be enabled. If enabled, when you save the Sales Order, you are asked if you want to make a deposit against the Sales
Order. You can also specify the percentage required for a minimum deposit on any Sales
Order, using the Minimum Layby Deposit Percentage profile setting.
9. Click Yes, and the Payment/Receipt window (see page 426) is displayed in which you can
enter the payment details.
10. If you use dispatch methods, and the profile setting Prompt for dispatch information for debtor invoices and sales orders is enabled, you will be prompted to select the dispatch method from the list displayed.
The following table describes the toolbar functions at the top of the window:
Button
Narrative
Description
Add a narrative to the Sales Order.
All
Lines/Outstanding
For partly processed Sales Orders, this button filters the Sales Order lines to view all, or view only outstanding, i.e. not processed, lines.
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Quick Supply
Quick Supply (see page 396) all Sales Order lines in the Sales Order.
Supply
Supply (see page 393), or part-supply, the order.
Emails a copy of the Sales Order to the email address recorded for the
Debtor account on the order.
Add extra delivery addresses (see page 119) to the Sales Order.
Addresses
More Actions
Tax Summary
Account
Check Prices
Display a summary of all tax rates that apply to the items on the Sales
Order.
View the Debtor Account Details window for the debtor account of the Sales Order.
Check the prices on the Sales Order against the latest cost and selling prices from the Stock ledger.
View the history of the Sales Order (see page 391).
History
Generate PO(s)
Review Stock
Availability
Generate one or more Purchase Orders based on the Sales Order (see
page 342).
This options is available for unprocessed Sales Orders when back
Adding a Bill of Materials to a Sales Order
You can select Bills of Materials (see page 558) (BOMs) by entering a . (full stop) in the Stock
Code column and pressing ENTER. This opens a list of active BOMs for you to select from. After selecting a BOM, you are prompted for the quantity that you require:
Note: Decimal quantities can be entered if the Quantities value at Exo Business Config >
Essential > General Settings > Decimal Places in Numeric Values is set to a value greater than zero.
When inserting a BOM, the system will draw in its default components. A BOM header displays in bold. Its cost and sell price is calculated from the sum of its component lines, which have a shaded background. Any change to these component lines will result in a change rolling up to the BOM header. The totals are calculated on the sum of the component lines of BOMs together with normal non-component lines.
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If the BOM is priced by total, then after inserting the BOM lines you will be asked to confirm the total price for the BOM:
The top option obtains its price from the Bill of Materials setup screen. This price is editable at run time and is apportioned across the kit lines (price rollup/rolldown). If the BOM has an output code pointing at a stock item code, the system will test for the best price on that stock code and the result will be offered with the bottom option. This price is not editable but may be selected if desired.
Copying Sales Orders
You can also create a new Sales Order by copying an existing order. To copy a Sales Order:
1. Select the order and click the Copy Order button ( ). Alternatively, right-click on the order and select Copy Order. The following window opens:
Note: You can specify a different order to copy by entering a different number into the
Order no field.
2. Enter the Debtor account to raise the new order for. This defaults to the account of the order being copied.
3. Select a Status for the new order.
4. Select whether to copy header and/or line narratives to the new order.
5. Click OK. The new Sales Order opens.
6. Save the order and close.
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Reviewing Stock Availability
Where back orders are enabled, the More Actions > Review Stock Availability option is available for unprocessed Sales Orders. Selecting this option checks for stock shortages on the Sales Order - if any are detected, the Stock Availability window opens, displaying stock levels for the items on the Sales Order:
Note: For this window to appear, the Check available stock for sales orders profile setting must be enabled, and the Default response to backorder prompt profile setting must be set to Yes or No (not Never ).
By default, only line items that have stock shortages are displayed - tick the Show all lines box to display the details of all lines on the Sales Order.
The Back Order quantities for each stock item can be edited on this window. The Back Order dropdown contains additional options for backordering stock items:
Backorder shortage quantities
Force backorder entire quantities for shortage lines
Force backorder entire quantities for all lines
Reset backorder quantities to zero
Note: If the Default response to backorder prompt profile setting is set to Yes , the Back
Order quantities will be set to the Shortage quantities by default.
Additional Tabs
Once a new Sales Order is saved, additional tabs become available on the Sales Order window:
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Viewing the History of a Sales Order
The Sales Order History window can be viewed in two ways:
in a separate window, by clicking the History toolbar button on a partly processed Sales
Order
in the bottom panel of the main Sales Orders search window (see page 382), by clicking
the button.
The following fields are available in the History pane:
Field
Doc #
Description
A system-generated ID number.
Activity
Date-Time
For example New Order, Order Qty.
The date and time of the activity.
Sales Person
Staff #
Branch
BSOLP Batch
The salesperson for the sales order line activity.
The Staff # of the salesperson for the sales order line activity.
The branch where this sales order was created.
If this sales order was processed as part of a batch, the batch number.
Link Displays any documents that have been linked to the sales order, such as PDF invoices or statements.
In this window you can:
View each event in the Sales Order lifecycle, such as New Order, Invoice, Release, Delivery.
View any documents linked to the Sales Order (such as PDFs of the packing slip or invoice) in the Links field.
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View any Debtor transactions associated with the sales order, such as Invoice, Payment,
Refund, Credit. Click the button on the right side of the window to display the Debtors
Transactions pane.
Drill to the original transaction or document for the line. For new order activity, doubleclicking will drill to the original Sales Order transaction; for Release activity, the packing slip is displayed.
Right-click on any line to view the Debtor account details window for the account or print the history of this Sales Order.
Sales Order Transactions
The Transactions tab of the Sales Order window shows all transactions related to a Sales Order:
Right-click on a transaction to view it.
Supplying Sales Orders
Transactions > Sales Orders > [Select Order] > Supply
The Sales Order Supply window allows the supply on an order-by-order basis, with the maximum control. The Sales Order Supply window is used to supply one sales order at a time, or part of a sales order. Using the Supply window, the processing can be divided into three stages:
1. Release items for picking
2. Supply or create stock movements
3. Generate invoice
To process multiple sales order at once, use the Batch Sales Order Processing window (see page
399).
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To process a complete sales order quickly, use the Sales Order Quick Supply window (see page
396).
1. To supply a Sales Order through the Supply window, open the Sales Order and click on the Supply button. The Supply Details tab is displayed:
2. Refer to the following table to complete the fields in the header part of the Supply Details tab.
Field
Invoice as
Supplied
Description
Will copy the Supply Quantity for each sales order line to the
Invoice Now quantity. If you want to supply now but invoice later, leave this checkbox unticked, or simply override the invoice quantity for each sales order line.
Check Stock
Levels
To display a warning when insufficient stock to supply the sales order line. Checks current stock level in the selected location.
Print Packing Slip Prints a packing slip.
Print Label Prints a packing slip label.
Generate Invoice Generates the invoice for the selected sales order lines.
Print Invoice Prints the invoice.
Enter Payment To be prompted to enter a payment.
Force to Fully
Processed
Checking this option will mark the order as fully processed even though not all lines have been supplied or invoiced.
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Show All Show all sales order lines including those that have already been supplied.
Invoice Date
Set Default
3. Refer to the following table to complete the fields in the Sales Order Line part of the window.
Field
Stock
Code/Description
Description
Stock code and description of the stock item.
Ordered The quantity of the stock item on the sales order line. Click on the
Plus symbol to view the Sales Order Supply window, where you can change the Ordered quantity of the stock item.
Supplied
The date of the invoice. Must be in the current period.
Save the current settings as your default settings.
Outstanding
Released
Back Order
Any quantity of the stock item on the current sales order line that has already been supplied.
Any quantity of the stock item on the current sales order line that has yet to be supplied.
Click on the Plus symbol to view the Sales Order Supply window, where you can change the Released quantity of the stock item.
Releasing less than the supply quantity will put the difference on
BackOrder.
Quantity of the stock item on this sales order line on back order.
Released quantity + Bk Order quantity = Outstanding quantity.
Invoiced
Uninvoiced
Pick Now
Supply Now
Invoice Now
SO Unit Price
Discount %
Any quantity of the stock item that has already been invoiced.
Any quantity of the stock item that has been supplied but not invoiced.
Quantity of the stock item you are picking now.
Quantity of the stock item you are supplying now.
The quantity of the stock item you are invoicing now. Keep blank to allow deliver now invoice later scenario.
The unit price.
Note: You can allow a price override here by disabling the
Prevent override of price in sales orders and debtor invoices profile setting in the Exo Business Configurator.
Any discount you want to give on the sales order line. Checks maximum discount staff member can give.
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Location
The Sales Cycle
Location sales order line to be supplied from. Can supply single sales order from multiple locations. Default stock location in
Default stock location for new invoice, sales order or purchase order profile setting displayed here.
Batch Code This field is only available if the Enable stock batch codes profile setting is ticked.
4. Click Supply All if everything can be supplied.
5. Click the Invoice All button to generate an invoice for the supplied item.
6. Users then tick or un-tick check boxes based on their operation requirements.
7. Click on Set As Default to save the settings and to be used as the parameters for future supply.
8. Click on the Add icon to add additional line items to be supplied directly from the supply window, such as shipping costs.
9. Click Process button to process the sales order and generates the required stock movements, transactions and forms.
The following table describes the toolbar functions at the top of the window:
Button
Release All
Description
Releases all backorder quantities for the sales order.
Pick All
Supply All
Invoice All
Sets the Pick Now quantities of all lines to the Outstanding amount. Only available if the Enable sales order pick quantity profile setting is enabled.
Sets the Supply Now quantities on all lines to equal the release quantity.
Invoices all un-invoiced quantities up to the maximum of the supplied quantity.
Enter any descriptive narrative about the Sales Order. Sales Order
Narrative
Process Gives you the option of breaking down the process into distinct processes that can be run individually, or collectively (by clicking the
Process button). Clicking the Process button also performs the tasks that are indicated by ticked boxes in the workflow settings, such as Generate
Invoice, Print Packing Slip.
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Sales Order Quick Supply
Transactions > Sales Orders > [Choose order] > Quick Supply
Sales Order Quick Supply is used to supply a single, complete sales order, as opposed to the
Supply function, which you also can use to part-supply a sales order.
To process multiple complete sales orders, use the Batch Sales Order Processing function
(see page 399).
To process multiple sales order lines, from multiple sales orders, use the Batch Sales Order
Line Processing function in the Distribution Advantage module.
Note: If you place goods on backorder, Quick Supply will supply and invoice only what is released. It will not force any backorder quantities on sales order lines to become released.
To supply Sales Order through the Quick Supply window:
1. Open the Sales Order you want to supply.
2. Click the Quick Supply button. This will display the Quick Supply Order window.
3. Choose the required processing options here, as required. Click the Details button to view more options, such as entering the invoice date or payment details, if those options are enabled. Click the Save as Default button to save the current processing options as the default settings for future uses of this window.
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4. Click OK.
Using the Sales Order Line Periscope
The Sales Cycle
Using the Sales Order Line Periscope, you can change the following details on the sales order line on which you clicked the ellipsis button.
Field
Quantity
Description
The quantity of the stock item being ordered on this sales order line.
Release
Back order
The quantity of the stock item allocated to the order but not yet supplied. Use the Release quantity with the Backorder quantity to partsupply a sales order, for example if you want to ration a limited supply of a stock item across multiple sales orders.
The quantity of the stock item you want on backorder. Note that the
Backorder quantity plus the Release quantity should equal the
Quantity. You may need to exit and re-enter the window to refresh the window.
Correction
Due Date
Unit Price
This is the correction quantity that represents an adjustment from the original order quantity placed. Corrections could occur as keyed adjustments or can be computer generated to account for oversupply, or for short supply determined by forcing the order to fully processed when there is unsupplied quantity.
The due date of the sales order.
You can override this price if the profile setting Allow override of price in sales orders & debtor invoices in the Configuration Assistant is enabled.
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GST Rate GST percentage rate.
GST value
Location
Discount %
GST amount.
The default stock location.
Any discount given on the sales order line. This field will not be displayed if you disabled the profile setting Allow manual entry/override of discounts on debtor invoice and sales order lines in the Exo Business
Config. This also applies to the Discount column in the Sales Order window.
Click the Show Stock Item button to view the Stock Item Details window for the selected stock item.
Click the Price Formulation button to view any price rules for the stock item.
Batch Sales Order Processing
Batch Sales Order Processing is used to group multiple entire orders together and process them at the same time.
Note: See the Batch Sales Order Line Processing functionality of the Distribution Advantage module for line-level order processing across all Sales Orders.
To process multiple Sales Orders in a batch:
1. On the Sales Orders window (see page 381), select the Sales Orders you want to group
together for batch processing. Choose the branch and order statuses you want to filter on and click Search.
Note: You can also use the Sales Order Line Filter function (see page 382) on the main
sales order search window to determine which Sales Orders are to be supplied. You can
also use the Manifest utility to create a Sales Order manifest (see page 401) or a bulk
loading list to consolidate orders for a particular shipment method or van route.
2. All Sales Orders listed on the search grid will be processed. To process only a subset of the displayed Sales Orders, select the orders to be supplied by holding down the CTRL key and clicking on the required orders.
3. Click the Batch Sales Order Processing toolbar button ( ) to begin the process.
4. Choose which processing options you require by ticking on the relevant checkbox.
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5. Click the Details button to reveal more options to control the supply.
The Sales Cycle
Refer to the following table when choosing the Batch Sales Order Processing options:
Field
Release all for picking
Description
Prints the picking slip for all released quantities in selected sales orders.
You can also choose to Process the batch to Released, and print the picking slip.
Confirm all picked quantities
Supply all picked
Invoice all supplied
Manually make any adjustments if actual picked quantity differs from the picking slip quantity, then confirm the batch.
You can also choose to process the batch to Pick, and print the
Confirmation slip.
Supplies all picked quantities on the sales order. Stock on hand levels are now adjusted.
You can also choose to post the stock movement, and print the packing slip.
Creates the debtor invoice line transactions.
You can also choose to post the invoices, and print the tax invoices.
6. Click Save as Default to retain the settings for the next time the batch process is used.
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7. Click OK to process. If any Sales Orders could not be processed, a window will appear listing the unprocessed orders and the reasons why they weren t processed:
Note: You can click the Copy Order Numbers button to copy a comma-separated list of the unprocessed orders to the clipboard. You can then paste this list into the Order # List field of
the Sales Orders - Extra Filter Options window (see page 382) to display only the skipped
orders in the main Sales Order search grid.
Creating a Sales Order Manifest
Sales manifests are used to group together sales for delivery, for example by truck, train, or container. You can manually select which Sales Orders you want to group together, for any date and carrier. You can also load previous manifests.
Open the Manifest window by selecting Transactions > Sales Orders > Manifest Entry.
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The Sales Cycle
1. Click the New button. A list of Sales Orders is displayed.
2. Enter the Carrier being used for the delivery, and a description of the delivery. This might be geographical, or describe the stock being freighted for example.
3. Choose if you want to select from UnSupplied or UnManifested sales orders. (Normally, sales orders would be supplied before being manifested.)
4. Select the Sales Orders that you want to include in this manifest, by either: o o double-clicking on a line, or using the
ENTER
key.
Selecting a line will display the manifest number displayed in the manifest header of the window in the Manifest column.
5. Click the Save button. You are prompted to print the Manifest. Click Yes. The Manifest is printed, listing key sales order line details such as Order Qty, Supply Qty, Unit Weight, Unit
Volume.
6. To view a previous sales order manifest, enter the manifest number in the Manifest field and then click the Load button. You can add or remove sales orders from existing manifests.
Custom Line Fields
A Custom Line Field (CLF) is an extra column in the grid (body) of Sales Orders and Debtor
Invoices. Unlike Extra Fields (see page 26), the Custom Line Field can perform calculations to
manipulate the unit price of the Sales Order/Debtor Invoice line automatically as the line is entered, ensuring that the line total is always quantity * unit price - discount. (While it is possible to have a calculated Extra Field, the calculation is only applied once the Sales Order is saved.)
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Three types of Custom Line Field function are available:
Type 0 - No calculation is performed; instead, the Custom Line Field is populated with data from a specified lookup field in the STOCK_ITEMS table.
Type 1 - Automatically recalculates unit price using the formula:
Unit price = CLF value * Unit price per kg / Quantity
Where the Unit price per kg is specified by the PRICEPERKG field of the STOCK_ITEMS table.
Type 2 - Automatically recalculates unit price using the formula:
Unit price = CLF value / Sell price per quantity
Where the Sell price per quantity is specified by the PRICEQTY field of the STOCK_ITEMS table.
Example
A business sells whole fish, where the price is determined by weight - fish are $2 per kg, i.e. the
PRICEPERKG field for the FISH stock item is set to $2.00. The Custom Line Field is set up to contain the weight of the fish. The unit price is calculated using the type 1 calculation, by multiplying the weight by the price per kg to determine the unit price.
A single fish weighing 2.5kg is sold - this will cost $5 (2.5kg @ $2 per kg). A value of 2.5 is entered into the CLF column (which has been given the name Weight ), and the Sales Order line is updated with a unit price of $5 (2.5 * 2), ensuring that the line total is $5.00:
A single fish weighing 3kg is sold - this will cost $6 (3kg @ $2 per kg). A value of 3 is entered into the Weight CLF column, and the Sales Order line is updated with a unit price of $6 (3 * 2), ensuring that the line total is $6.00:
Four fish weighing a total of 6.5kg are sold - this will cost $13 (6.5kg @ $2 per kg). A value of 6.5 is entered into the Weight CLF column, and the Sales Order line is updated with a unit price of $3.25
(6.5 * 2 / 4), ensuring that the line total is $13.00:
Setting Up Custom Line Functions
To set up Exo Business for Custom Line Fields:
1. Add fields to the Exo Business database to hold the CLF data.
2. Set up the Extra Fields that will be used by the CLF calculations.
3. Configure the CLF profile settings to activate and set up the CLF column.
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The Sales Cycle
Setting up the Database
A database field must be added to the DR_INVLINES and SALESORD_LINES tables to store the data that is entered in the CLF field. Whatever name is chosen for this field, it must be the same in both tables.
This field can be added from SQL Server Management Studio, or by using the Add Field button when setting up Extra Fields:
Note: While you can add the new field from the Extra Fields screen, it cannot be set up as a visible Extra Field; if it is, errors will appear when you try to process a Sales Order or Debtor
Invoice. After clicking Add Field and setting up the new database field, click Cancel to exit without setting up an Extra Field.
The Stock item fields that are used by the CLF calculations, PRICEPERKG and PRICEQTY, are added automatically.
Note: Prior to Exo Business 8.4, the PRICEPERKG and PRICEQTY fields had to be added manually. As the PRICEQTY field had to be set up as an Extra Field, it would be called
X_PRICEQTY. In an upgrade to Exo Business 8.4 or later, if an X_PRICEQTY field is detected in the STOCK_ITEMS table, it is renamed to PRICEQTY. A warning will appear on the
Database Update window if this happens.
Setting up Extra Fields
If you are using the type 1 or type 2 calculations, the PRICEPERKG or PRICEQTY field must be
added to the Stock screen as an Extra Field (see page 26), so that data can be entered into it.
To set up Extra Fields for Custom Line Fields:
1. Open Exo Business Config and go to the System > Extra Fields section.
2. Click New.
3. Select STOCK_ITEMS for the Table name.
4. For the Field name, select PRICEPERKG if you are using the type 1 calculation, or
PRICEQTY if you are using the type 2 calculation.
5. Set a descriptive Display name, e.g. Price per kg .
6. Enter a Position value to determine where the field will appear on the Extra Fields tab of the Stock item window.
7. Click Save.
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The Extra Field now appears on the Extra Fields tab of the Stock item window (see page 156),
allowing this information to be set for any stock item:
Setting up Profile Settings
The following Company-level profile settings are used to set up Custom Line Functions:
Enable custom line field
This setting controls whether or not CLF functionality is available. It is disabled by default.
Custom line field (CLF) calculation type
This setting specifies the calculation function that the Custom Line Fields will use. Enter 0 (no calculation), 1 (CLF field * Price per kg) or 2 (CLF field / Price quantity).
Note: In previous versions, a calculation type 3 was available. This calculation type is now redundant, but the system still accepts a value of 3 here, to remain compatible with older versions.
Custom line field (CLF) column name
This setting specifies the name of the CLF column as it appears on the Sales Orders/Debtor
Invoices screen.
Custom line field (CLF) database field name
This setting specifies the database field in the DR_INVLINES and SALESORD_LINES tables that the
CLF data will be stored in. This is the field that you created in the previous step.
Custom line field (CLF) data type
This setting specifies the type of data that the CLF will contain. Choose Number or Text .
Custom line field (CLF) number of decimal places
If the CLF contains numeric data, i.e. if the data type is set to Number , this setting specifies the number of decimal places to be used.
Custom line field (CLF) stock item lookup field
This setting applies when the calculation type is set to 0 . It specifies the field from the
STOCK_ITEMS table that will be used to populate the CLF field.
Custom line field (CLF) passed to debtor invoice line
If this setting is enabled, the CLF value from the Sales Order is passed to the CLF field on the related Debtor Invoice.
Custom line field (CLF) width
The setting specifies the width (in characters) of the CLF column on the Sales Orders/Debtor
Invoices screen.
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Example Configuration
In the previous example (see page 403), the CLF profile settings are set as follows:
The Sales Cycle
Generating Standing Sales Orders
Transactions > Sales Orders > New > New Standing Order
Standing orders may also be referred to as Recurring Invoices. This option is available if the
Extended Sales Order Statuses profile option is enabled in the Profile Manager.
1. To enter a Standing order, from the sales order search window, click on the drop down arrow next to the New button and choose New Standing Order.
2. The sales order window is displayed and user can now enter the debtor account details and the order lines as per a conventional sales order.
3. Click Save and the system will assign the next sales order number.
Tip: Add Reference as an extra field to the sales order header to help identify which standing orders are to be processed.
Note: A Standing Order is considered an outstanding order, and therefore commits stock.
Processing a standing order creates an invoice for the order which processes stock movements. The standing order is retained as a commitment to represent the next repeat of the order and therefore still also reserves the stock. For a repeatable list of stock items to use
as needed on sales order entry, use Order Template BOMs (see page 559).
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Processing Standing Orders
Transactions > Sales orders > Process Standing Orders
The Process Standing Order function can be added to the Transaction menu if standing orders are to be used. The window gives a list of all standing orders in the system, and controls the invoice creation function.
1. Enter the Invoice Date.
2. Select multiple standing orders by pressing the CTRL key and clicking on the selected standing orders.
3. A Reference Code Filter can be used if needed.
4. Select the Print Invoices option if the invoices are to be printed out (as opposed to just creating the transaction).
5. Press the Start button to commence processing of standing orders.
Note: The invoice printing will follow the order of records in the Exogrid, i.e. top to bottom, so it is suggested that the Exogrid be sorted before you start printing.
Generating Layby Sales Orders
About Laybys
The ability to create laybys is primarily used in a retail environment, and in MYOB Exo Business laybys have been designed to work in conjunction with using the MYOB EXO POS. However, layby functionality is still included in MYOB EXO Finance, although it is not as seamless as using it with MYOB EXO POS.
Before you can use laybys, you need to set up a Layby lookup stock item, to which any deposits and payments are posted until payment of the layby is complete, and the layby sales order is invoiced and allocated.
For more information about how laybys work in the MYOB EXO POS, refer to the POS user guide.
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The Sales Cycle
Layby Profile Settings
The following Company-level profile settings in the Configuration Assistant (see page 66) affect
the behaviour of deposits for laybys:
Allow deposits in sales orders and general ledger - Select to enable Deposits in sales orders and the General Ledger.
Enable POS laybys - Enables or disables Layby features in POS. Layby s utilises Sales Order functionality. Requires that Deposits are enabled (core profile setting) and also that Extended Sales order statuses are enabled in Sales Orders.
Minimum Layby Deposit Percentage - Set this profile to the default percentage of deposit for a layby. When initially creating a layby this will automatically prime the To Pay total to be this percentage of the total layby value. To enforce this as a minimum percentage also set profile
Enforce Minimum Deposit.
Creating a Layby
1. Go to the Sales Order Entry window, click on the down arrow on the New button and select New Layby.
2. Complete the details of the layby as you would for a regular Sales Order (see page 384).
3. Click the Save button when you have entered the sales order line items. The following prompt is displayed.
4. Click Yes. The Sales Order grid of the Payment/Receipt Entry window (see page 426) is
displayed, with the Deposit checkbox ticked.
Complete the details of the layby deposit and then click Save. You are returned to the
Sales Order window.
5. Click the Print button to print the layby. The printed layby includes the deposit that has just been made.
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Receiving a Layby Payment
Note: The Layby features in MYOB Exo Business were originally designed to work with the
MYOB EXO POS module; using the layby feature without POS does not give the full layby functionality. For example, when receiving layby payments, in the POS module, when a final payment is made you are prompted to supply and process the sales order. Without the POS module, the final payment is treated in the same way as any other payment on account, and therefore requires manual supply, invoicing and allocation. If you are a frequent user of laybys, we strongly recommend you consider implementing MYOB EXO POS.
After the initial layby has been created, you will be receiving incremental payments from the
When the final payment is being made, the order needs to be supplied, invoiced and allocated.
Follow these steps to supply a layby.
Transactions > Debtors Receipts > Debtor Receipt
1. Enter the debtor account number in the Account field, and then go to the Sales Orders tab.
2. Tick the checkbox of the layby the customer is paying off. You can select multiple laybys for this payment.
3. Once you have selected the required layby, put the cursor in the Amount field and press the Spacebar. The amount to pay for the selected lines is displayed in the Amount field.
4. Enter the payment details and then click Save. As mentioned above, without the POS module, no change is made to the LAYBY status of the sales order.
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The Sales Cycle
5. Once the payment is made, go to the Sales Order window and highlight the sales order in the grid. Click on the Batch Sales order processing button in the toolbar, and tick the relevant options to supply and invoice the sales order (depending on how your company has configured the sales order process). Click the Details button to view the additional options in the Batch Sales order processing window here. Note that the payment details won t appear on the invoice you print out for the customer, as the payment has not yet been allocated to the invoice - this feature is available in the POS module.
6. Once you have created the invoice, you can now allocate the payment to it. Return to
Debtors window for the debtor, highlight the invoice in the Transactions tab and click the
Allocate button. Allocate the payments made on the layby to the invoice. The status of the invoice and allocated payments is updated to Allocated .
Generating Debtor Invoices
Transactions > Debtors Invoice
You can create a Debtor Invoice either directly from the Invoice Entry window or as part of the
Sales Order supply process (see page 393). The Debtor Invoice Entry window allows stock to be
sold and invoice to be created directly, without the need for a sales order.
1. Click New to create a new Debtor Invoice.
2. Enter the debtor account number in the Account field, or type ? and tab to search for the required account.
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3. Enter the basic details of the invoice:
Field
Salesperson
Description
Select the staff member you want to record as having made the sale.
GST Included Tick to make the invoice GST inclusive. You can override this at an invoice line level by clicking on the options ellipsis icon for the invoice line and changing the tax rate.
If you have Exo Business Config, you can disable this option, both at invoice and invoice line level, so that all debtor invoices follow the GST inclusive rule that has been set for your company.
Invoice Date The invoice date. Must be within the period specified by the Age field.
Payment Due The date payment of this invoice will be due, calculated using the credit terms entered for the debtor.
Note: You can change this field s label by configuring the Debtor invoice due date field caption Company-level profile setting in Exo
Business Config, if you require specific wording more appropriate for your customers.
Reference An additional reference number you can record for the invoice, such as the name of the customer s project or cost centre.
Note: You can change this field s label by configuring the Debtor invoice reference caption Company-level profile setting in Exo
Business Config, if you require specific wording more appropriate for your customers.
The customer order number. Customer order no.
Invoice no. The invoice number will be automatically generated when you save the invoice. Note that a profile setting in the Configuration Assistant can be set to allow you to enter your own invoice number.
Location
Age
Select from list of active locations in this field.
If the Post to Past Periods User-level profile setting is enabled, you can select the period that the invoice will be generated in; if it is disabled, this field is read-only and always shows the current period.
(currency) If you operate in multiple currencies, this is the currency specified for the Debtor account, e.g. AUD, NZD. If you don t operate in multiple currencies, this field displays as N/A and cannot be edited.
For Debtor accounts that are in a foreign currency, you can enter ? into this field and press
TAB
to open a search window showing the exchange rates that were used in
the first transaction on or before
the Invoice Date entered for this invoice. This can be useful when entering invoices for prior periods, as it shows what the historical exchange rates were in the prior period.
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Branch
The Sales Cycle
Select the branch of the transaction. Branches are cost centres in
MYOB Exo Business.
Campaign
Wave
Opportunity
If the Exo Business CRM module is installed, invoices can be associated with a campaign wave to track sales against a marketing campaign.
This field is available if the Exo Business CRM module is installed. If the invoice was generated from an Opportunity, the Opportunity will be entered here automatically; otherwise, one can be manually entered
(enter ? and press
TAB
to search for an Opportunity).
4. Enter the details of stock items being sold in the invoice:
Field
Stock Code
Description
The Stock item code. Type ? in this field and press tab to select stock item from a list.
Note: If the Enable GL code entry into the stock code field on a debtors invoice profile setting is enabled, you can enter a GL Code into this field by entering @ and then the code (or enter @ and press the
ENTER
key to search for a GL code).
Description
Qty
@Price
The Description of the stock item, display only.
The quantity of the stock item you are selling.
Disc (%)
The price of the stock item. Double-click on this field to view the Price
Formulation window, which lists any price policies which apply to this stock item or debtor which have affected the price displayed in this field.
The discount percentage on this line (see page 456). Enter the
percentage number of the discount. The discount amount is now removed from the invoice line total
Note: If you have Exo Business Config, you can specify whether or not you want to allow line discounts in a Debtor invoice.
Total
Options
The total amount for the invoice line.
The ellipsis button here displays the Invoice Line Periscope (see page
418), which summarises transaction information for the line, and allows you to override tax and discount information for the line.
5. To check the quantity in stock of the highlighted stock item, in each of your locations, rightclick anywhere in the window and choose Stock Level. For each location this lists physical stock on hand, free stock, not for sale, committed, and on back order.
6. To check how the tax has been calculated on an invoice line, press Tax Rates to display a summary of the tax rates used, which will also show the difference between automatically calculated rates and overridden rates.
7. To add more descriptive comments to the invoice, click the Narrative button.
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8. At any time when you re creating an invoice, you can create a one-off stock item (see page
217). A one-off stock item is used for one-off sales, where you don t intend to keep the stock item in inventory, or even sell that stock item again.
Tip: The invoice window can also be used to create invoices at a Point of Sale. The Exo
Business POS module provides an Enhanced Point of sale system with features and functions tailored for a more advanced retail environment.
Note: If there are restrictions attached to a debtor or alerts defined, the system displays warning messages, e.g. Do not accept cheque , or This account on STOP CREDIT
9. Click Save.
10. If your company ships goods, the Dispatch Method window is displayed. Select the method for shipping the goods and click OK.
This is controlled by the User-level profile setting Prompt for dispatch information for debtor invoices & sales orders, which must be enabled to display this window.
11. You are prompted to print the invoice. Choose the required invoice template (see page 116)
you want to use for this debtor and click Yes.
Note: You can batch print multiple invoices from the Invoice Batch Printing window (see
page 420).
Receive a Payment on a New Invoice
You can receive debtor payments in various ways:
in the Payments/Delivery tab of the Debtor Invoice Entry window, in the Debtor Receipts window, and in the Debtor Batch Receipt window.
The Payments/Delivery tab is the easiest and quickest method of receiving payment at the point of sale. However, if you want to enter comprehensive payment information, or give discounts on the sale, we recommend you receive payments using the Debtor Receipts window.
Note: If the Payments/Delivery tab does not appear in the Debtor Invoice window for a new invoice, then if the profile Allow Debtor Payments Entry in the Configuration Assistant needs to be enabled.
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1. Select the Payments/Delivery tab.
The Sales Cycle
2. Enter the payment type in the Payment Type field either by typing the name of the payment type, or by typing ?
in the field and selecting from the list that is displayed. You can use multiple lines to pay with multiple payment types.
3. Press the spacebar in the Amount field to display the total invoice amount.
4. Enter the remaining payment details.
5. Click Save to save and print the invoice.
Enter Delivery Details for an Invoice
Note: If the Payments/Delivery tab does not appear in the Debtor Invoice window for a new invoice, then if the profile Allow Debtor Payments Entry in the Configuration Assistant needs to be enabled.
1. The delivery address for an account is displayed in the Delivery details of the frame. If the account has multiple delivery addresses, click on the Select Address button. The Extra
Delivery Addresses window is displayed, where you can add extra delivery addresses (see
page 119).
2. Select the required delivery address and Save.
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Duplicating a Debtor Invoice
Account > Debtors > {choose one} > (Transactions)
Sometimes it may be quicker to duplicate an existing debtor invoice than to create it again from scratch. To do this:
1. Open the required Debtor account.
2. Click on the Transactions tab (see page 145).
3. Highlight the invoice you want to duplicate. Either:
highlight the required period and then scroll to the required invoice, or
click on the Invoice Search button ( ) and locate the required invoice.
4. Right-click on the invoice and select Duplicate Invoice. A duplicate of the original invoice is displayed in the Invoice Entry window, but with updated information such as salesperson and dates.
5. Edit the duplicated invoice as required and save.
Editing a Debtor Invoice
You can only edit an existing invoice if the invoice was generated in the current period, and the invoice is unallocated. Any changes are posted to the relevant General Ledgers.
Note: The ability to edit a debtor invoice is enabled by a User-level profile setting called
Permitted level of access to debtor transaction editing. If this is not enabled, you will not be able to edit a debtor invoice.
If the invoice was generated in a non-current period, that has been locked, or the invoice is
such as the order number, or add a narrative.
Accounts > Debtors
1. Click on the Transactions tab for the required debtor account.
2. Right-click on the required debtor invoice and select Edit Invoice. The Edit Invoice [inv number] window is displayed.
3. Edit the invoice as required.
4. Click Save.
5. A confirmation dialog is displayed. Click Yes. You are then prompted to print the invoice.
Editing the Reference Fields of a Debtor Invoice
If a Debtor invoice has already been allocated, or is dated in a prior period, you can no longer edit the invoice, but you can edit the reference fields of the invoice.
Note: The Permitted level of access to debtor transaction editing User-level profile setting must be set to Full invoice editing allowed or Invoice header fields editing allowed for user to be able to edit Debtor invoice reference fields.
1. Click on the Transactions tab for the required Debtor account.
2. Right-click on the required Debtor invoice and select Edit Ref Fields. The Edit Transaction
Reference window is displayed.
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3. Edit the fields using the following table:
Field
Trans Date
Description
The transaction date of the original invoice. Cannot be changed to a locked period.
Payment Date Payment due date.
Reference Any reference number or text.
Cust Order no Customer Order Number.
Amount Amount of the invoice - display only, this cannot be changed.
Narrative Any further narrative you want to add about the invoice or the changes to it.
4. Click Save.
Allocating a Debtor Receipt to an Invoice
When you receive a payment in MYOB Exo Business, you need to then allocate the payment to the relevant invoice(s).
You can either:
allocate a payment at the time you process the payment in the Debtor Receipts window
(see page 426).
allocate a payment to an invoice after the payment has been made, via the Debtor
Account Transactions window.
allocate multiple payments, using the Debtor Receipt Batch Entry window.
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The following procedure describes how to allocate a payment to an invoice after the payment has been made.
Accounts > Debtors
1. Select the required account and then click on the Transactions tab.
2. Click on the Allocation button in the toolbar ( ). The Debtor Transactions Allocation window is displayed.
3. Select Only Unallocated Transactions in the View Criteria field.
4. Select the payment line you want to allocate by ticking the checkbox of the payment.
5. Select the invoice to which you want to allocate the payment:
To allocate to the oldest invoices first, click the To Oldest button. Any part-allocation will be automatic.
If the payment is for a single invoice, select that invoice only.
If the payment is to be manually allocated to multiple invoices, select the required invoices. If the allocation will result in a part-allocation of the last invoice, use the
Part Allocate (%) button, and then select the invoices to which you want to allocate the payment, by ticking the relevant checkboxes.
Note: You cannot save the allocation transaction until the allocation balance is zero; if you try and save before the payment is fully allocated, a warning is displayed, and you are returned to the Transactions window.
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Reprinting a Debtor Invoice
Account > Debtor
Follow these steps to reprint a debtor invoice:
1. Click on the Transactions tab.
2. Select the period of the invoice in the top grid of the window.
3. Right-click the required invoice in the bottom grid of the window and select Print Invoice.
The Print Invoice dialog is displayed:
4. Choose the required invoice template (see page 116), how many copies you want to
reprint, then click OK.
Note: The Print Invoice window only appears if more than one invoice template is in use in the system. If only one template is available, it is selected automatically, and the invoice prints without requesting any user input.
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Using the Debtor Invoice Line Periscope
The Debtor Invoice Line Periscope summarises transaction line information for the highlighted line in Debtor Invoice Entry window, and allows you to make changes to the transaction information and see how it affects your margin on the sale before committing to a change.
To view the Debtor Invoice Line Periscope:
1. Highlight the required transaction line.
2. Click on the ellipsis icon in the Options column. The Invoice Line Periscope window is displayed.
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3. Use the following table to edit these fields:
Field Description
Quantity Quantity of the stock item being invoiced.
Unit Price Unit price of stock item.
Discount% Any discount that has been applied, either manually, or via price policies.
Cost Price Cost price of the stock item. Click the Stock Item Details button to view the stock item information, including last, average and standard costs.
GST rate The GST rate of the transaction line, which you can change.
GST value The dollar amount of GST, from the GST rate above.
Margin The profit margin on the invoice line. Display only.
The Sales Cycle
4. To view the Stock Item Details window for the stock item, click the Show Stock Item button.
5. To view any price policies for the stock item, or debtor, click the Price Formulation button.
6. Click Save.
Batch Printing Debtor Invoices
To print multiple Debtor Invoices at once, select Debtors Reports > Debtor Invoice Batch Printing from the Report menu. The Invoice Batch Printing window opens:
Specify search criteria and click Load to show a list of invoices that match the criteria in the lower half of the window. From here you can:
Click Print All to print all invoices in the list.
Click Print to print the currently selected invoice.
Click Mailshot to send invoices to their related Debtors using the mailshot functionality (see
page 583).
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M-Powered Invoices
MYOB M-Powered Invoices is an invoicing tool that lets you access a variety of customer-friendly payment options. Using M-Powered Invoices, your debtors can pay you via BPAY®, credit card online or by phone, or any Australia Post outlet. The M-Powered Invoices process works as follows:
1. MYOB Exo Business is set up to use M-Powered services.
2. M-Powered Invoices are generated and sent to Debtors.
3. Debtors make payments, which are processed by MYOB.
4. Customer Payments files are supplied by MYOB, so that payments can be imported into
Exo Business as Debtor Payments.
Note: The M-Powered Invoices service is only available in Australia.
Setting up M-Powered Invoices
M-Powered Invoices must be set up before the feature can be used in MYOB Exo Business.
It is highly recommended that you use the latest Exo Business Installer to set up program files. If you just copy the executables manually, it is easy to miss out additional files that are necessary to connect to the M-Powered services database. If you run the Exo Business Installer, these files will be copied to the right location automatically.
Also, the registered company name in the Exo Business Configurator cannot contain any characters that Windows would not allow for a filename, i.e. \ / : * ? , |
The reason for this is that the first time an M-Powered Services database is created from Exo
Business, it will create a .box file to hold the M-Powered database. This box file will have a name that matches the Company Name recorded in the Exo Business Configurator at Company >
Company Details.
If you need to change you company name, contact the MYOB licensing department for new Exo
Business registration codes and also contact the M-Powered Services team for the new licensing and user login codes.
Activating M-Powered Options
Select Setup > M-Powered Details .
Note: If this menu option is not available, you may need to add it using the Exo Business
Configuration Assistant at Staff > Menus.
The MYOB M-Powered Services window appears:
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If you do not have an M-Powered Payee Number, click the Sign Up button to open a web browser to the MYOB M-Powered Services signup page.
If you have a Payee Number, click the Edit button to make the fields on this window editable.
Field
Payee
Number
Description
Enter the Payee Number you obtained when you signed up for MYOB M-
Powered Services.
Biller
Name/Code
Maximum
Payment
Select the Biller Name or Biller Code to be used on M-Powered Invoices.
This appears in the How to Pay section of the invoice.
This optional value applies to credit card transactions only, and is the maximum payment amount per invoice.
Set up Debtors
For all Debtor accounts that you want to use M-Powered Invoices:
1. Open the Debtor account and select the Details 2 tab (see page 111).
2. Select M-POWERED for the Invoice Type property.
Alternatively, all Debtor accounts can be set to M-POWERED by enabling a profile setting (see below).
Set up Profiles
The following profile settings can be configured in the Exo Business Configuration Assistant (see
page 66) to customise M-Powered Invoices:
Enable MYOB M-Powered invoice as the default invoice type for all accounts (Company profile) - If this option is ticked, all Debtor accounts have their Invoice Type set to M-
POWERED .
Default payment type for import of M-Powered Invoice data (User profile) - Select the
default Payment Type for payments that are imported as Customer Payments (see page
423).
Generating M-Powered Invoices
M-Powered Invoices are generated in the same way as standard Debtors Invoices (see page 410).
The invoices contain an extra How To Pay section, which gives the Debtor instructions for how to pay the invoice.
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Importing Customer Payments
You will receive two Customer Payments files by email, detailing all payments made by your
Debtors, and the total amount credited to your nominated bank account:
An M-Powered Payment File, with an extension of .MYC.
A Payment Advice file in PDF format. This file lists each payment received and the invoice it relates to.
To import the payments into Exo Business as Debtor Payments:
1. Save the two Customer Payments files to a convenient location.
2. Open the Debtors Payment/Receipt Batch Entry window (see page 429).
3. Click the M-Powered button at the top of the window.
4. Browse to the location of the .MYC file that you want to import. Select it and click OK.
5. All valid transactions are automatically imported and appear on the Debtors
Payment/Receipt Batch Entry window.
Note: If any invoice numbers in the .MYC file are not found by the import function, a window detailing the unsuccessful imports appears. Click the Print button to produce a hard copy for your records, and then click the Close button to continue with the accepted transactions. If you want to reject the entire import, then click the Cancel button on the main window s toolbar.
6. Change the General Ledger code of the Bank Account if you need to. This will have defaulted to the GL code specified in the Payment Group that the M-POWERED Payment
Type belongs to.
Note: Payment Groups and Payment Types are set up in the Exo Business Configuration
Assistant.
7. Check the Post to GL box if you want to post the transactions to the General Ledger when you save this batch, or leave it clear to post the transactions to the Debtors Ledger only now, and defer the posting to GL.
8. Check the Auto Allocate box to automatically allocate payments which match by value.
Payments which do not match by value will invoke the Allocation window.
9. Click the Save button to save the batch.
Note: As an alternative to importing payments from the .MYC file, you can enter them manually by clicking the New button and entering the information from the Payment Advice file. This method is intended for backup or troubleshooting purposes.
Printing Debtor Statements
Reports > Debtors Reports > Debtor Statements
The Statements window is used to print statements for a single Debtor or all Debtors, for the current period or the last period. Not only is there a summary line for each Debtor, giving totals for the current month and past 3 months, and balance, but also a detailed list of each transaction that makes up those balances. You can drill to view any Debtor Invoice.
1. Choose the Statement date. This the date the statements will be dated.
2. Choose whether you want to print a statement/statements for the current period (This
Period) or the Last Period.
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3. If you require more criteria to filter the Debtors for whom you want to print statements, click the Show advance search options icon in the top right corner of the window.
4. Complete the Advanced Search fields using the following table:
Field
Account Selection:
From and To Accounts
Description
The From and To accounts of the account range you want to filter on. Use the same account number in both fields to select the statement of a single Debtor.
Balances: From and To The From and To account balances of the balance range you want to filter on. For example, you might decide it s not worth the postage to send out statements with a balance of less than $5.
Include Accounts with:
Zero Balances
Choose to include accounts with zero balances.
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Include Accounts with:
Credit Balances
Choose to include accounts with credit balances.
Include Accounts with:
Inactive Status
Choose to include accounts whose Active flag is unticked.
Include Accounts with:
Current Activity regardless of account balance
Choose to include accounts with any activity in the current period, regardless of their account balance.
Age Balance You can generate statements for those Debtor accounts with an outstanding balance of a particular age, e.g. print statements for accounts with outstanding balances for 2 months.
Choose to include accounts of a specific Account Group. Account Group
Custom Filter SQL Advanced feature: You can use a SQL query statement to filter the accounts, using any of the fields in the DR_ACCS table. Select whether to Append the SQL query to the default filter using an AND operation or Replace the default filter.
Note: When selecting the Replace option, your custom filter must be preceded with an AND or OR operation.
5. Click the Search button at any stage to refresh the list with your search criteria. If you are printing statements for multiple Debtors, filter the required Debtor accounts so that the
Print All button will print only the statements you want to print.
6. Double-click a Debtor account line in the top grid of the window to list the transactions of that Debtor that make up their account balance for the selected search criteria.
7. Double-click a Debtor Invoice line in the bottom grid to view the printed invoice.
8. If you have selected multiple Debtors, click the Print All button; if you are printing a single
statement, click the Print One button. To bulk send statements by print and/or email (see
page 583), click Mailshot.
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Receiving Debtor Payments
Transactions > Debtors Receipts > Debtor Receipt
When a debtor makes a payment, you need to allocate that payment to the appropriate invoices on the account. You also need to ensure that the credit control matches the payment made to the group of invoices.
If you are receiving payment at the time of generating the invoice, you will probably enter the payment in the Payments/Delivery tab of the Debtor Invoice window, in which you can record basic payment details.
You can either allocate the payment to the appropriate invoice(s) at the time the payment is received, or at a later date. You can unallocate payments, and reallocate them.
Note: If this is a branch account (and you don t have Exo Business Config), the invoice transaction you are receiving a payment against will be displayed in the branch account transaction grid, but the New Payment button will be inactive; you can only receive a payment from the head office account. Click the Show Head Office button to receive the payment. If you do have Exo Business Config, you can choose to manually send transactions to Head Office, and so are able to receipt payments in the branch account before transferring to Head Office.
Debtor s payments or receipts can be recorded in various ways: via the Payments tab of the
Debtors Invoice Entry (see page 410), the Debtors Receipt window, or the Debtors Receipt Batch
Entry window.
1. Go to the Transactions menu and choose Debtors Receipts > Debtor Receipt. The
Payment/Receipt Entry window is displayed:
2. Enter the debtor account making the payment by entering the name (or number) directly or ?+Tab in the account field to search for a debtor.
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3. Click the ellipsis button on the Aged Balances area to view Debtors Account
Transaction window. This is a useful to check the debtor s transactions before entering the payment.
4. Select the payment type in the Payment field.
5. Enter the payment amount:
If you enter the payment amount directly in this field, and don t select any invoices in the grid below against which to allocate the payment, the payment will remain unallocated. You can allocate it later via the Debtor Account > Transactions window.
If you select the invoices you want to pay by ticking the checkbox of the required invoices, and then press the SPACEBAR in the Amount field, the total amount of the selected invoices is displayed in the Amount field, and the invoices and payment will be immediately allocated on saving the receipt transaction.
If you enter an amount which only part-pays an invoice, then click the Part Allocate button to allocate the payment to that invoice and leave an unallocated balance.
6. Enter the remaining payment details as necessary.
7. Choose the View Criteria for the grid below, for example Only Unallocated Transactions .
The grid header fields are detailed in the table below:
Column
Sel
Description
Tick the checkboxes of all lines you want to receipt the payment against.
Trans #
SO #
The unique transaction id.
The Sales Order number.
Date The date of the transaction.
Transaction The transaction type, e.g. invoice, payment.
Branch The branch of the transaction line. If this is the head office account, all branch transactions are listed; if you have MYOB EXO Configurator, and this is a branch account, you can only receipt a payment against your branch.
Inv No
Ref 1
The invoice number.
Internally generated explanatory reference text.
Ref 2
Due Date
Internally generated explanatory reference text.
The due date of the transaction, based on the credit terms of the debtor.
The transaction amount. Amount
NZD / AUD New Zealand or Australian Dollar - this shows the defined exchange rate.
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To Allocate When you tick the Sel checkbox for the transaction line, this becomes zero. If this is a part-payment of the line, the amount still to be allocated is displayed in this field.
Al
?
PP Disc
1 indicates the transaction line has been allocated, 0 that it has not yet been allocated.
Right-click on the transaction line and choose Toggle Query Status to put a question mark on the transaction, to reflect that the transaction is in question. This can then be reported on.
Tick this checkbox to give a prompt payment discount for payment of
PP Disc
Amount
Receipt
Amt
TaxTotal
The prompt payment discount amount, based on the previous percentage.
The total payment receipt amount for the line.
The tax total on the transaction line.
8. If the payment is a deposit, tick the Deposit checkbox. The Sales Order tab is displayed.
Highlight the required sales order for which the payment is a deposit (see page 429) and
click Save.
9. If you are allocating the payment to one or more invoices, select the required invoices by ticking the relevant checkboxes in the Sel column.
10. Click in the Amount field and press the SPACEBAR again. The total to pay of the selected invoices is displayed in the Amount field.
11. Click Save. The Allocations Grid is docked into this window; saving both the receipt and allocation to invoice info simultaneously. This feature helps with the detection of errors before anything is saved.
Prompt Payment Discount
You can calculate and apply prompt payment discounts at the invoice level (see page 431).
Each invoice has a checkbox that can be ticked to indicate that prompt payment should be calculated. When ticked, the PP Disc Amnt column will automatically be calculated at the discount
rate established on the Debtor account (see page 467). The line is also automatically flagged as
allocated when this is done. The receipt amount column shows net of discount.
De-selecting the invoice, so that it is unallocated, will also clear the discount as the discount cannot be applied if the invoice is not being allocated. Clicking the discount checkbox by itself will cancel the discount calculation but leave the row allocated.
Use the spacebar on an invoice to select or de-select prompt payment discount. Use Enter on an invoice to allocate or unallocated an invoice, use the up and down arrow keys to navigate between these invoices. Alternatively the mouse can be used, but is less effective than the keyboard method.
The total discount is shown at the bottom of the window.
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Small Balance Write-off
If you have allocations marked, and the Amount field is less than the total of these, when you press Save the system will ask if you wish to discard the allocations and receipt the payment only
(no allocations).
As when allocating later, the Adjustment button will create a debtor adjustment to balance the allocation set. The difference here is that the computation is based on the pending receipt transaction. Continuing the short paid example above, we can see that clicking the Adjustment button computes a pending adjustment value and displays it in the window footer.
Note: The adjustment entry cannot exceed $5.00.
An adjustment entry can also be automatically generated from payment rounding.
The Find Button
The find button replaces the Auto and To Oldest (see page 416) buttons when the allocation grid
is docked in the receipt window. It will attempt to find an entry in the allocation grid that matches the payment value and set it to allocated .
Deposits
To change the receipt to a deposit (against Sales Order rather than invoice) either tick the Deposit checkbox or click on the Sales Orders tab (which automatically ticks the checkbox). A list of Sales
Orders is displayed.
Note: You can only select one Sales Order for the deposit.
If you need to change the deposit back to receipt then just un-tick the Deposit checkbox.
Note: Clicking the Sales Orders tab when you have pending allocations in the Transactions tab does not permit this action. You must click the Deposits checkbox instead. This will also clear those allocations.
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Receiving Multiple Debtor Payments
Transactions > Debtors Receipts > Debtors Receipt Batch Entry
The batch entry option allows you to receive multiple payments as a single batch. We recommend you use this window to record all receipts per payment type per day to easily manage your bank reconciliation.
For MYOB EXO POS users, you can choose to align your banking batches with shifts by setting the
Align Banking Batches to Shifts profile setting in the MYOB Exo Business Configuration Assistant.
Note: By default, you can post both individual debtor receipts and debtor receipt batches to the General Ledger. If you only want to allow debtor receipt batches to be posted to the
General Ledger, enable the Company-level profile setting Post Debtors Payments to GL as
Batches.
1. Click New to create a new debtor receipt batch. A new banking batch number will be automatically created.
2. Enter the receipt header information as follows:
Field
Receipt Date
Description
The date you want to record as the receipt date of this batch.
Note: You can filter the list of debtor receipts that is displayed using the Configuration Assistant profile setting Default
Banking Batch Search Date Range. By default, it displays today s receipts, but this can be changed to the last 7 days, to
All, or to custom range.
Payment Group
Bank account
Payment group defines the GL account to use, whether it s bankable or not, and the corresponding bank fees to use.
The GL account of your current bank account.
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Batch no The batch number of this Debtor Receipt batch. Automatically generated.
Bank fee
Branch
Age
Initials
Narrative
(AUD/NZD)
Post to GL
Auto allocate
Post Realised
Foreign Exchange
Variances
Tick this checkbox to be able to enter bank fees for the batch in the Post Bank Batch to GL window that is displayed when you save the batch.
Branch number and description.
The current period.
The initials of the user creating this debtor receipt batch.
Any further text you want to add to annotate this batch.
The currency of the GL account.
Tick to post the batch to GL. When you save, this will display the Post Bank Batch to GL window, which summarises the batch details before posting.
Ticking this checkbox will display the Allocation window, where you can allocate the debtor payment to the relevant invoice(s).
This checkbox is available if multiple currencies are enabled.
Ticking this checkbox means that any realised foreign exchange gains or losses that are a part of the batched receipts will be posted to the General Ledger.
Note: The availability of this option and the Post to GL option is controlled by the Allow posting to GL from debtor receipt screens User-level profile setting.
3. Enter the debtor payment details. Right-click on a line to select the payment type for the line. When you enter a debtor account number in the Debtor Account field, the aged balances of that debtor are displayed at the bottom of the window.
4. To change the Stop Credit status of a debtor account in this window, right-click on the payment line for the debtor account and choose Stop Credit Status to toggle the tick beside the menu option. When the tick is cleared, the background colour of the line is returned to white.
5. Click Save to save the batch payment transactions. If you have ticked the Post to GL checkbox, the Post Bank Batch to GL window is displayed, which summarises the batch details for review before final posting, and is also used to enter any bank fees.
6. You are also prompted to print the payment batch report, which lists all debtor payments in the batch.
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Giving a Prompt Payment Discount
You can give a prompt payment discount when receiving a Debtor payment in the Debtor
Receipts window.
Note: that you can only apply a prompt payment discount to an invoice line.
A prompt payment discount may have a GST component.
1. Go to the Debtor Payments window, either via:
Clicking on the New Payment icon in the Transactions tab of the Debtor window, or
Going to Transactions > Debtor Receipts > Debtor Receipt debtor account.
. Select the required
2. Tick the PP DISC checkbox for the required invoice line or with the line highlighted, press the
SPACEBAR
.
The calculated discount amount, based on the prompt payment discount percentage recorded for the debtor, is displayed in the PP Disc column, and the adjusted invoice line total displayed in the Receipt Amt column.
3. Return the cursor to the Amount field and press the
SPACEBAR
to display a revised payment total for this debtor receipt, including the prompt payment discount you have just given.
4. Save the transaction.
You can review the debtor payment receipt transaction, including the prompt payment discount credit transaction:
1. In the debtor account, click on the Transactions tab.
2. Highlight the current period in the top frame (period 0 ).
3. Scroll through the transactions in this period until you see the payment transaction. The prompt payment discount credit transaction has a Ref 1 field of Prompt Payment and a
Ref 2 field of Discount .
Allocating a Debtor Receipt to an Invoice
When you receive a payment in MYOB Exo Business, you need to then allocate the payment to the relevant invoice(s).
You can either:
allocate a payment at the time you process the payment in the Debtor Receipts window
(see page 426).
allocate a payment to an invoice after the payment has been made, via the Debtor
Account Transactions window.
allocate multiple payments, using the Debtor Receipt Batch Entry window.
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The following procedure describes how to allocate a payment to an invoice after the payment has been made.
Accounts > Debtors
1. Select the required account and then click on the Transactions tab.
2. Click on the Allocation button in the toolbar ( ). The Debtor Transactions Allocation window is displayed.
3. Select Only Unallocated Transactions in the View Criteria field.
4. Select the payment line you want to allocate by ticking the checkbox of the payment.
5. Select the invoice to which you want to allocate the payment:
To allocate to the oldest invoices first, click the To Oldest button. Any part-allocation will be automatic.
If the payment is for a single invoice, select that invoice only.
If the payment is to be manually allocated to multiple invoices, select the required invoices. If the allocation will result in a part-allocation of the last invoice, use the
Part Allocate (%) button, and then select the invoices to which you want to allocate the payment, by ticking the relevant checkboxes.
Note: You cannot save the allocation transaction until the allocation balance is zero; if you try and save before the payment is fully allocated, a warning is displayed, and you are returned to the Transactions window.
Reversing a Debtor Payment
To reverse a Debtor payment:
1. Open the required Debtor account.
2. Click on the Transactions tab and highlight the invoice you want to credit.
3. Right-click on the payment you want to reverse and select Reverse Payment.
4. You are asked to confirm the reversal. Click Yes.
The payment is reversed. A confirmation message appears.
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Debtors Banking Batches
About Debtors Banking Batches
Debtors banking batches are used to tag Debtor payments as belonging to a specific banking batch. Banking batches provide the following benefits:
Production of banking documents
Consolidated postings to General Ledger.
Support of multiple bank accounts in General Ledger.
Automatic calculation of Banking fees.
Optional integration with Point of Sale shifts and EFTPOS settlements.
If you want to post Debtor receipt batches to the General Ledger at the same time as you receipt
them, you should use the Debtor Receipt Batch Entry window (see page 429), which also includes
bank batch creation and posting functionality.
Banking batches are created for a single payment group, and use the GL bank account number and bank fee settings of the payment group.
Banking batches are also automatically created from other functions in MYOB Exo Business:
POS post shifts to banking
EFTPOS Settlement cutover
Integrated Cashbook Entry (when keying rows to the Debtors ledger)
Processing Automatic Payments (in Finance)
Processing Direct Debits (in Finance)
When performing an EFTPOS settlement cutover, separate banking batches are created within a
Payment Group so that EFTPOS transactions are banked separately from non-EFTPOS transactions. As settlement automatically banks the takings it is logical to separate these from manually banked debtor payments. This also aids bank reconciliation of consolidated General
Ledger postings.
Note: Debtors transactions are also created in Integrated Cashbook (see page 322), when
cashbook entries are keyed for type D (Debtors). The Debtor transactions are automatically allocated to a banking batch when the batch is saved via the Process button. Direct Debits also create debtors payment transactions which are allocated to banking batches. Automatic payments (Finance module) also create debtors payments transactions which are allocated to banking batches.
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Create a New Debtors Banking Batch
Transactions > Debtors Receipts > Debtors Banking Batches
In the Debtors Banking Batches window, click the New button. The following window is displayed:
Complete the following fields:
Field
Payment Group
Description
The payment group of the batch. You can create a batch for one payment group only. If you only use the one Default group, than all transactions are included. If you use multiple payment groups, then create a batch for each payment group as required.
Payment Type
Bank account
Specify the payment type, or Entire Group for all.
The bank account of the payment group selected.
Branch
Age
Bank Fee
The branch for which you are creating the batch.
The current period.
Tick to include a bank fee for this banking batch. By default, this picks up the bank fee setting of the payment group, but you can override the setting here. The bank fee does not create a transaction until the batch is posted to General Ledger and may be over written at that time.
Initials
Narrative
The initials of the person creating the bank batch.
Any further annotation for the banking batch as required.
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AUD/NZD
Locked
Ready To Post
Post Realised
Foreign Exchange
Variances
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The currency of the GL account.
If a new banking batch, this should be unlocked; batches aren t locked until they are posted.
Tick this box if the batch is ready to be posted to the GL.
This checkbox is available if multiple currencies are enabled. Ticking this checkbox means that any realised foreign exchange gains or losses that are a part of the batched receipts will be posted to the
General Ledger.
Note: The availability of this option is controlled by the Allow posting to GL from debtor receipt screens User-level profile setting.
There are two frames in this window:
Available Debtors Transactions, which lists transactions that have not yet been assigned to a batch, and
Batched Debtors Transactions, which have already been batched, for example if they have been receipted via the Debtor Receipts Batch Entry window.
To include a transaction in the batch, double-click on an available transaction to move it to the
Batched Debtors Transactions frame.
To remove a transaction from the batch, double-click on the transaction in the Batched Debtors
Transactions frame, or click the Remove Payment button.
Posting Batches to the General Ledger
To post a batch, click the Post to GL button.
To post multiple batches, edit each batch as required, and use the Back button to return to the main Debtors Banking Batch window each time, which saves any changes you have made to the batch.
1. Select the rows to post using the
CTRL
or
SHIFT
key, then click the Multi Post button to post the selected batches.
2. The Post Bank Batch to GL window is displayed (if multiple batches being posted, for each batch in turn).
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Tick the Bank fee checkbox to enter bank fees for this banking batch:
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3. Review and complete the fields in this window using the following table:
Field
Batch Number
Description
Displays the batch number being posted. When using Multi
Post, a separate dialogue is displayed for each batch.
Transaction Date (Default = today). This is the date that will appear for the posted
GL transactions.
Age (Default = current). Specifies the General Ledger period to which the batch will be posted.
Initials
Post to bank account
(Copied from main window). Key the initials of the person performing the banking.
(Defaults to the bank account specified on the main window).
This was initialised from the payment group when the batch was created. It cannot be changed in this dialog.
Bank Fee Check this if you require the system to generate GL postings for bank fees. This will cause the Fee details panel to appear. The default for this checkbox may be set in the payment group setup.
Post fee to account
Fee calculation
Fee maximum
Fee amount
GST Rate
The Sales Cycle
The bank fee amount will be posted to this GL account. This field defaults to the account established in the payment group. It may be overwritten if required.
This displays the method of fee calculation established in the payment group.
This is only displayed if a maximum value is set in the payment group.
This displays the calculated fee amount. If the calculation method in None then initially this field will be zero. The fee amount may be over written for all calculation methods.
(Default = zero rated). This is the GST rate applicable to the fee.
The list offers Creditor GST rates, as we are being charged the fee (i.e. do not confuse with Debtors, as payments are from
Debtors).
4. Note: If profile Post to GL from External database is active then banking batches may be posted to a General Ledger in another database. In this case an additional Destination field appears in the top panel. This defaults to the current database but may be used to select an alternative database to receive the GL transactions.
5. Click OK. If you are posting multiple batches, this window is displayed for each batch in turn. Review the transaction details and enter bank fees for each batch.
6. A confirmation dialog is displayed, and then a summary dialog. Click OK. The posting of the
Banking batch(es) is completed.
Multiple batches still post separate GL postings per batch (i.e. does not consolidate GL postings across banking batches). This is especially useful for users running shifts. As each payment group creates a separate banking batch as part of the end of day procedures, it is common to want to filter banking batches by Terminal ID and post all outstanding in one go.
When the batch has been posted to the General Ledger, if you return to the Debtors
Banking Batches window and tick the Include Posted Batches checkbox, the posted batch is listed, with a Y in the GL column indicating it has been posted, and a tick in the Locked column, indicating the batch is now locked.
7. If you require a printed schedule of the batch to take to the bank, go to the File menu and choose Save as Report and then Bank Batch (or POS Bank Batch). Selecting Bank Batch will print the BankBatch.clf clarity report (usually A4); selecting POS Bank Batch will print the POSBankBatch.clf clarity report (usually 4 slip). o o
To save the batch as a CSV file, go to the File menu and choose Save as CSV. This will create a CSV file with the filename <batchno>.csv, for displaying in MS Excel.
To save the batch as a text file, go to the File menu and choose Save as Text. This will create a text file with the filename <batchno>.txt, for displaying in Notepad.
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View an Existing Debtors Banking Batch
Transactions > Debtors Receipts > Debtors Banking Batches
Search for the required Debtors Banking Batch in the Debtors Banking Batches window:
Field Description
Quick Ranges Defaults to the range set in the Configuration Assistant, as below. Choose the date range you require, or to specify a From and To date, choose
Custom.
From date/To date
The From and To Dates defaults to All from the profile setting in the
Configuration Assistant, and can be changed there to the same options as available in the Quick Ranges field above.
Branch
Bank account
The branch for which you are creating the banking batch.
Use ? > Tab to search for the bank account number to use for this banking batch.
Shift
Terminal ID
For POS users, the shift number of the banking batch.
For POS uses, the terminal ID of the batch.
Include Posted
Batches
Tick to include posted batches in your search.
Include Locked
Batches
Tick to include locked batches in your search.
Click the Search button. The list in the grid is refreshed, filtered by the search filters you have just entered. Double-click on the debtors banking batch you require.
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Alternatively, if you know the batch number you require, click the Load button, enter the batch number and click OK.
The details of the selected banking batch are displayed.
There are two frames in this window:
Available Debtors Transactions, which lists transactions that have not yet been assigned to a batch, and
Batched Debtors Transactions, which have already been batched, for example if they have been receipted via the Debtor Receipts Batch Entry window.
Note: You cannot edit the contents of a batch that has already been posted.
Click the Back button to return to the previous Debtors Banking Batches window. When you click the Back button, the contents of the batch are saved.
If you require a printed schedule of the batch to take to the bank, go to the File menu and choose
Save as Report and then Bank Batch (or POS Bank Batch). Selecting Bank Batch will print the
BankBatch.clf clarity report (usually A4); selecting POS Bank Batch will print the POSBankBatch.clf clarity report (usually 4 slip).
To save the batch as a CSV file, go to the File menu and choose Save as CSV. This will create a
CSV file with the filename <batchno>.csv, for displaying in MS Excel.
To save the batch as a text file, go to the File menu and choose Save as Text. This will create a text file with the filename <batchno>.txt, for displaying in Notepad.
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Credit Notes
Creating a Credit Note for a Debtor
A credit note is used to reverse or correct an invoice. It reverses all of the operations that the invoice performs.
1. Open the required Debtor account.
2. Click on the Transactions tab (see page 145) and highlight the invoice you want to credit.
3. Right-click on the transaction and select Generate Credit. The Invoice Entry window is displayed, with the original quantities displayed as negative values.
4. If you have entered a payment for this invoice, click on the Payments/Delivery tab. Enter the same payment, but the negative of the original invoice.
Note: The cost of physical stock is returned into stock at the value it was when it was sold.
This cost can be changed using the periscope on the Invoice Entry tab.
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Debtor Adjustments
Making a Debtor Adjustment
Debtor Adjustments are typically used to write off or adjustment the outstanding balance on a debtor account. They do not affect the source transactions that constitute that balance.
You can only make debtor adjustments on unallocated transactions.
There are several types of debtor adjustment you can make:
Adjustment Type Description
Small Balance This adjustment type is used for automatically created minor rounding adjustments.
Write Off
Correction
Opening
Balance
Used to write off an amount of the outstanding balance.
A correction.
Used for a new account with an inherited opening balance.
Journal
Retention
A Journal transaction.
For retention payments, typically in Job Costing, where your client has withheld payment, pending achievement of a milestone. This retention is held in your Debtors Retention account and shown as an asset (or more properly a contingent asset) on your balance sheet.
1. In the Debtor Transactions tab, highlight the required unallocated transaction for which you want to make an adjustment.
2. Right-click and select Journal. The Debtors Adjustment Entry window is displayed.
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3. Use the following table to enter details of the adjustment:
Fields
Date
Amount
Invoice No
Type
Age
Period
GST
Details
GL Code
Analysis
Codes
Description
The Date of the adjustment you are creating.
Enter the amount of the adjustment you are creating, not the amount you want the revised total to be.
The invoice number against which you are making this adjustment.
The adjustment type.
The age of the current period. Display only.
The current period. Display only.
The GST code to be used on this adjustment.
A description of the adjustment you are creating.
The GL adjustments account.
Enter any Analysis Codes (see page 97).
4. Click OK.
You can review any adjustments made by viewing the Debtors Adjustment Listing report: Reports
> Debtors Reports > Debtors Adjustment Report .
Sales Territories and Budgets
About Sales Territories and Budgets
Sales budgets allow sales target levels to be established as a combination/intersection of:
Sales Staff
Primary Debtors Account Groups
Primary Stock Groups
A sales territory is created by the intersection of multiple stock and debtor groups, with only a single sales staff member at the top level, for reporting. A territory is created for each relevant sales staff member.
You can create a sales budget by:
primary stock group and then by sales territory, sales territory and then by primary stock group.
Separate budgets are set within each territory each spanning a financial year. You can also create and save budgets for multiple future years.
You can create a budget by:
Apportioning a yearly total across months, or manually keying monthly figures
Setting budgets based on actual figures
Copying previous budgets
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Creating a Sales Territory
A sales territory in MYOB Exo Business can be set up for each sales person on your staff. A sales territory is created by a combination of Debtors account groups and stock groups. Within each sales territory, you can only have a single sales person selling a stock group, i.e. you don t have two sales reps selling the same stock items to the same debtors.
Sales Territories are used to create sales budgets, so make sure the sales territories you create mirror how you want to create your budgets.
When creating a Sales Territory, if the Setup Sales Territories function and the related function
Setup Sales Budgets are not already in one of your menus, then they need to be added using
To Create a Sales Territory
1. Go to the Setup menu and choose Setup Sales Territories. The Setup Sales Territory window is displayed.
2. Click New. Detail and Selection tabs now appear in the Setup Sales Territory window.
3. Enter a Report Code and territory Description, select the Staff member, and enter any
Notes about the territory. It might be useful to include the staff member s name in the territory description for easier reporting and identification.
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4. Click on the Selection tab. The following window is displayed.
5. Use the arrows in the centre of the window to select the primary debtors account group(s) and stock group(s) for this territory. Use the double arrows to select all to the right pane, if it s quicker, and then use the single arrow to de-select a group.
6. If you select an account group and stock group that has already been used in a sales territory, a warning is displayed:
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7. Click Save. The sales territory now appears in the list.
The Sales Cycle
Creating a Sales Budget
Sales budgets are budgets allocated for stock items. Sales budgets provide the following benefits.
Budget allocation for each stock item by each sales territory.
Budget spread for each stock item, for each period, by each sales territory.
A combined analysis of overall budget allocation (budgets allocated by different territories for a particular stock item) for a stock item by different sales territories.
Copy budgets and actual values for a stock item from one year to another year forward.
Activity details for a stock item.
When creating a Sales Budget, if the Setup Sales Budgets function is not already in one of your
menus, then it needs to be added using the Menu Designer. See Create a Sales Territory (see
page 444) for instructions on adding the menu item.
A key feature in Sales Budget functionality is the ability to use formulas to spread a total annual
budget amount across each month on a percentage basis. See Set up a sales budget formula (see
page 448).
Creating a Sales Budget for Sales Territory
The following steps are essentially the same whether you are creating a sales budget for a sales territory/primary stock group, or for a primary stock group/ sales territory.
1. In the Setup Sales Budgets window, select Sales Territory/Primary Stock Group from the
Budgets for drop-down menu.
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2. Select the year for which you want to create a new budget, and then click Search. A list of sales territory/stock group combinations is displayed.
3. Double-click on the required sales territory/stock group combination. The Setup window for a Sales Territory/Primary Stock Group is displayed.
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4. Use the following table to choose which budget method you want to use.
Budget method
Copy Actual
Values
Description
Copies the actual sales total for the selected sales territory/ primary stock group, into the budget column.
Action
Select which year s sales total you want to copy.
Copy
Budgets
Copies an existing Sales Budget (see
page 448), and allows you to adjust it by a percentage.
Enter the adjustment percentage if required.
Spread by
Actual
Budget
The total budget amount for the year for the sales territory/ primary stock group, which you then want to split by percentages you enter in each month in this window.
Enter the budget total to which you want to apply monthly percentages.
Spread by
Formula
The total budget amount for the year for the sales territory/ primary stock group, which you want to spread by your setup formula spread percentages.
The Sales Cycle
Enter the budget total to which you want to apply your budget formula.
5. Click Update, whenever you make any selection changes in the window, to update the window with your selection.
6. Click Save.
Copying an Existing Sales Budget
Using this method you can copy (forward or backward) budgets into another year. For example, if you have a budget spread of 100,000 in 2004, the user can copy this into the same stock group in
2005.
1. Double-click on any record from the budget type that you want to copy from.
2. Enter Actual budget and select formula (Spread by formula).
3. Click Spread and then Update. The budget is spread and updated in the two columns.
4. Click Save, which will take you back to the main window again.
5. Double-click on the record again and edit the details.
6. Now select Copy Budgets, and if you want to adjust the budget you are copying, enter the adjustment percentage.
7. Click Update. Now you will see that all values are copied.
8. Go back to the Sales Budgets window and select records for year 2005 and check the budget for the record for which you have copied the values. You must find the budget updated in the budget field.
Setting up a Sales Budget Formula
The Setup formula is one of the key features of sales Budgets. Setup formula enables you to setup the spread of sales by % for each period, totalling 100%, over the whole year.
You can set up formulas from the following windows:
The main Sales Budget window
Sales Budget window of: o o o
The Primary Stock Group Records.
The Sales Territory/Primary Stock Group Records.
The Primary Stock Group/Sales Territory Records.
To set up a sales budget formula:
1. Click the Setup Formula button. The Setup Formula window is displayed.
2. Click the New button.
3. Enter a name and description for the new budget.
4. Enter the percentage of the total annual budget for each month in the Spread column. The
Total Spread % field keeps a running total of the percentages you enter. The total for the 12 months must equal 100%.
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5. Click Save. The budget formula is saved, and now appears in the main Setup formula window list.
Sales Analysis
The Sales Analysis Matrix
The MYOB Exo Business Sales Analysis Matrix module is a powerful sales analysis tool that allows you to quickly create over 700 combinations of sales reports on the fly, with no technical reportwriting skills required.
The Sales Analysis Matrix uses a combination of preset report formats, common groupings and custom filters to let you quickly and accurately analyse your sales. Sales staff can define their own requirements by experimentation, and then share the results with colleagues by email, the web or spreadsheet.
The selection criteria you create are saved as report definitions, so you or your business partner can copy and refine them later. You can also run these search criteria from the Clarity command line, allowing you to schedule the reports you create to run at preset times, such as overnight.
When you ve created your favourite sales analysis reports, save them, then add them to your menu using the Menu Designer so you can re-run them any time without having to re-configure them.
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Opening the Sales Analysis Matrix
To open the Sales Analysis Matrix, log in to Exo Business, go to the Reports menu and choose
Sales Reports > Sales Analysis Designer. The Sales Analysis window appears:
To create a new Sales Analysis report:
1. Select a report type (see page 451).
2. Select groupings and options (see page 452).
3. Specify any selection criteria (see page 453).
4. Save or print.
Saving Sales Analysis Matrix Reports
You can save Sales Analysis Matrix reports for re-use later. When you save a Sales Analysis Matrix report, it is saved with a .SAM file extension.
As with any Clarity report, using the Clarity Report Designer you can customise these Clarity reports and save them to your Custom folder, as specified by the Directory location for custom
Clarity forms (.CLR, .CLF and .FMT) Computer-level profile setting.
The .SAM file only stores the parameters you specify in the Sales Analysis Matrix window; if you customise the base Clarity form of a .SAM report you have created, your .SAM report will include those customisations.
A Sales Analysis Report is transferable in the same way as a clarity report file. A .SAM file can be accessed by multiple users from a server, or emailed to a branch.
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Adding Sales Analysis Matrix Reports to a Menu
You can use the Drop Down Menu Designer (see page 90) to add your SAM reports to a menu.
Drag the Run Sales Analysis Report procedure onto the required menu. The Menu Item window appears:
Enter the name of your report in the Caption field, and the filename of the report in the
Parameters field. If you want to open the Sales Analysis Designer window each time you run the report from the menu, append /OPEN to the report filename, as shown in the example above.
Sales Analysis Matrix Clarity Reports
There are a number of Clarity reports which form the basis of the Sales Analysis Reports. These
CLR reports, along with JPG thumbnail images and PDF samples, are stored in the Clarity masters folder.
The reports are:
SalesAnalysis5Weeks.clr
SalesAnalysisDateRange.clr
SalesAnalysisDateRangeCustom1.clr
SalesAnalysisDateRangeCustom2.clr
SalesAnalysisDateRangeNoGP.clr
SalesAnalysisDateRangeNoGPCustom1.clr
SalesAnalysisDateRangeNoGPCustom2.clr
SalesAnalysisDiscount.clr
SalesAnalysisGP.clr
SalesAnalysisGroupPercentages.clr
SalesAnalysisMonthly.clr
SalesAnalysisMonthlyPortrait.clr
SalesAnalysisNoGP.clr
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Sales Analysis Report Types
The following report types can be selected.
Period
The periods here are your GL periods, as set up in Exo Business Config at Business Essentials >
Financial Year.
Date Range
In addition to being able to specify your own date range, you can also choose one of the preset date ranges.
Group Percent
The Group Percent reports give This Year, Last Year, Year to date, last year to date and variance percentages for the selected groupings and criteria.
Discounts
The Discounts reports give discount percentage, dollar value and average dollar value, for the selected report grouping and selection criteria.
12 Month Quantity
The 12 month Quantity reports give monthly quantity sold totals for the 12 months before the selected Period date. Due to the number of columns in this report, you also have the option of printing the report in landscape or portrait format.
12 Month Sales
The 12 month Sales reports give monthly sales totals for the 12 months before the selected Period date. Due to the number of columns in this report, you also have the option of printing the report in landscape or portrait format.
5 Weeks Quantity
The 5 Weeks Qty reports give weekly quantity sold totals for the 5 weeks before the selected
Period date. You can specify a start date for the report, or select one of the preset range dates as your starting date. For example, choosing Last Month as the Preset Range will report on the 5 weeks immediately following the 1st of the last month.
5 Weeks Sales
The 5 Weeks Sales reports give weekly sales totals for the 5 weeks before the selected Period date. You can specify a start date for the report, or select one of the preset range dates as your starting date. For example, choosing Last Month as the Preset Range will report on the 5 weeks immediately following the 1st of the last month.
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Sales Analysis Report Options
Groupings
Once you have chosen the type of report you want to run, you can filter the report by Main Group and then Secondary Group. For example, reporting on Location and then Sales Rep will group sales by location and for each location by sales rep. Reporting on Primary Group and then
Location will give sales of the given stock group for each location, and so on.
A lookup window is used for selecting groupings. Clicking the edit button at the end of each grouping field opens a window where all groupings are available:
Note: The information on each group that is displayed on this window is stored in the
FACT_GLOSSARY table.
You can also choose to report on the Main Group and not use the Secondary Group by selecting the No Groupings option for the Secondary Group field.
Other Options
The Other Options that are available for the report are determined by the Report Type you have chosen for the report. Also, as you select options here, other options may become available or unavailable as appropriate. For example, for a date range report, selecting Show Cost & Profit logically makes Show Sales Only and Show Quantity Only options unavailable.
Selection Criteria
The Report Selection Criteria Filter gives you an even greater level of analysis in your SAM reports.
These criteria mimic common SQL statements, but let you build your filter from simple drop-down menus.
Using Selection Criteria, you can report on a single Debtor account, Stock Group, Debtor Account
Group, sales person, location or branch. Clicking the button next to the Value property opens a search window offering all relevant values for the selected field.
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You can use the following conditions to indicate the relationship between the field and the value:
Selection
Criteria
Description
=
<>
Returns all records where the value of the selected field is equal to the value you specify.
Returns all records where the value of the selected field is not equal to the value you specify.
<
<=
>
=
Returns all records where the value of the selected field is less than the value you specify.
Returns all records where the value of the selected field is less than or equal to the value you specify.
Returns all records where the value of the selected field is greater than the value you specify.
Returns all records where the value of the selected field is greater than or equal to the value you specify.
Like
Not Like
Between
Not Between
In List
Not In List
Returns all records where the value of the selected field is like the value you enter. For example, Debtor Acc Like Jo would return a list including account names like Johnson, Jones, and so on.
Returns all records where the value of the selected field is inside (Between) or outside (Not Between) the specified To and From values.
Returns multiple records that match (In List) or don t match (Not In List) a comma-separated list of values. For example, Debtor Account In list 1,2,3 returns Debtor account numbers 1, 2 and 3.
Blank
Not Blank
Returns all records where the value of the selected field is either blank or not blank.
Note: The conditions are generic conditions and may not apply to all reports in the Sales
Analysis Designer.
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Overview
There are comprehensive mechanisms in MYOB Exo Business for automatically determining appropriate prices to be offered to customers for goods dependent on a number of preset pricing rules that make up your pricing policies.
To
Define a price value for a single stock item
For Example Use
A single whiteboard marker. One of the ten configured
Define a price value for multiple stock items
Apply a discount percentage to a product or list of products
Whiteboard markers stocked and sold in different colours but the same price.
page 456)
Apply a discount percentage to a product or list of products, and share that with a customer or multiple customers
Define a group of customers for common pricing or discounting
To apply pricing policies to all branches of a company, or apply price policies for internet, trade, retail customers.
(see page 463)
Price Rules
page 173) or group of inventory items. You can specify a minimum quantity of the inventory item(s) the customer must purchase to qualify for the discount, and also a date range the discount is valid for.
Price rules must be maintained individually in the Discounts/Prices tab (see page 113) of the Debtor
account for which they were created. Price rules cannot be easily attached to a pricing policy at a later date. Price rules are not shared across parent/child account relationships if they are created on the parent account.
A price rule can be made up by either:
A percentage above or below the list price, or
An absolute net price, i.e. a new price.
Note: Discounts have the advantage in that if the list price fluctuates, the selling price also fluctuates proportionally. Net prices are often used to avoid inconveniently rounded net unit prices that can result from discounting.
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Price Policies
can be shared between customers (or whole groups of customers). Using price policies helps you to maintain pricing rules with the least possible elemental changes. Each price policy has a name and notes.
Tip: A single customer can be attached to many price policies, but a well-rationalised discounting model would avoid this. It might be useful to have one price policy called policy to which every debtor price policy group (see below) belongs. This can be used to apply promotional items or to be applied to or removed from to your entire customer base with a single entry rather than simply changing the list price.
Invoice Line Discounts
Offering a discount on an invoice line item at the time of invoicing or order entry is the most common way of offering a discount on a purchase. You can discount on the invoice line either as a result of a price rule, or by manually applying a discount. The discount percentage shows as a separate column on the invoice entry window, and the invoice line total is shown with the discount removed.
Discounting has its advantages over adjusting the unit price directly because:
It clearly distinguishes an amount that a customer pays from the perceived price
Discounting requires less maintenance as it adjusts proportionally when the base selling price is changed
Note: MYOB Exo Business does not support discounts on the invoice total. This is because of the difficulty in analysing profitability by invoice line. If you want to offer such a discount, we recommend applying the discount to a line on the invoice.
Stock Price Groups
Stock Price Groups (see page 179) allow you to collect similar products together that may share
common pricing but are distinct products. Example whiteboard markers are stocked and sold in different colours but are all the same price, any discount policies that refer to them refer to every colour in the range. Using Stock price Groups you need only change the policies relating to the group and not every individual colour.
Stock Price Groups are set up in MYOB Exo Business Config at Admin > Stock > Stock Price
Groups.
Changing Prices for All Items in a Stock Group
Utilities > Stock Utilities > Price Update Utility
You can change the price of all items in a stock group in the Price Update utility, which changes the price by a multiplier of the price of another stock group, or latest cost, standard cost or supplier cost.
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The following example sets the Internet price for the stock group 1. ENGINE to be 1.2 times the trade price. You can apply the price change for all items in this stock group supplied by a specific supplier. You can also specify a range of stock groups.
1. Go to the Utilities menu and choose Stock Utilities and then Price Update Utility.
2. Specify the price name you want to update in the Set field, the price name you want to use for the multiplier in the Equals field, and the multiplier in the Times field.
3. Select the From and To Stock Groups of the stock group range for which you want to change prices.
4. Specify how prices should be rounded in the Rounding Options section.
5. Select a specific supplier, or all suppliers, in the Supplier section.
6. Click the Update button.
Field Definitions
Field
Set
Description
The price name for which you want to set a new price, or ALL.
Equals
Times
The price name you want to use in the calculation of the Set new price.
The multiplier you want to apply to the Equals price to determine the new
Set price.
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From/To
Stock Group
Rounding
Pricing and Discounting
The stock group range you want to apply the new price to. For example, if you want to change the Internet price for all stock items in the Engine stock group.
Specify how you want to prices of the stock items in the selection range to be rounded: Round Up, Round Down or Round to Nearest. Enter a value in the edit field to specify the amount that prices should be rounded to, e.g.
0.01 to round to the nearest cent.
Setting Cost Methods and Sell Prices
Prices set for stock items vary depending on the outlet retail, wholesale or trade. If the item is being sold through a website there may be a different price for it. You may also choose to set special prices for some customers and discounts for certain stock items. Each customer can have a default base price on which discounts operate. These prices can be represented in any currency.
Cost Prices
Field definitions
The fields in this window are detailed in the table below:
Field Description
Supplier Cost The default supplier published cost price used for purchase orders.
This price is displayed in the main supplier s currency.
Last
Average
Standard
The current cost price for the stock item inclusive of landing charges.
The weighted average cost. The cost includes or excludes GST based on your creditor account setup. Including GST is not a usual option and is not recommended.
The manually adjusted cost price. This is the standard cost of this stock item.
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Sell Prices
Exo Business Config > Admin > Stock > Price Names .
Note: See the White Paper Discount Policies for more information on Discounts and Special
Prices. This White Paper is available on the MYOB Exo Business partner site (login required).
Entering a Price SQL
Stock prices can be calculated using a simple SQL statement, which gives you considerable flexibility in defining your new price. Price SQL statements can be entered in the following situations:
When setting up Sell Prices in the Exo Business Configurator (see page 469).
When creating a price change or a scheduled price change (see page 472).
Use the information below to construct a simple SQL formula in the Price SQL field. (For advanced users, you can use any valid SQL formula with any field present in the STOCK_ITEM table, including Extra Fields.)
Fieldnames
Commonly used fieldnames are:
SELLPRICE1 ... SELLPRICE10 - these ten fields correspond to the ten price names set up in
Exo Business Config at Admin > Stock > Price Names.
AVECOST
STDCOST
Variables
Additional useful variables, prefixed with an @ symbol, are available for use in calculations.
The following variables are available when configuring Sell Prices:
@EXCHRATE - the exchange rate used with respect to the currency selected for the price.
@TAXRATE - the tax rate entered for the Sales GST property on the Details 2 tab (see page
184).
Examples
Price Scenario
Calculate a price by factoring another price
Price SQL
SELPRICE2 * 1.3
Calculate foreign price from local cost SELLPRICE2 * @EXCHRATE
Calculate GST inclusive price from GST exclusive cost STDCOST * ((100+@TAXRATE)/100)
Calculate GST exclusive price from GST inclusive price SELLPRICE2 * ((100-@TAXRATE)/100)
The following variables are available when creating price changes:
@NEWPRICE
@CURRENCY - the current exchange rate for the nominated currency
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Examples
Price Scenario
Price should be equivalent to Average Cost Plus 30%
Mark-up
Price should be equivalent to standard cost Plus 30
Margin
Price should be equivalent to Retail price (Sellprice2) less 10%
Price Should be equivalent to Sellprice1 in this price name s Foreign Currency
Price should be equivalent to Average cost + 33% rounded down and then rounded back up to just under the next dollar, e.g. $5.99.
Price SQL
AVECOST/0.70
STDCOST*1.30
SELLPRICE2*0.9
SELLPRICE1/@CURRENCY
FLOOR (AVECOST*1.33)+0.99
Maintaining Consistent Margins with Changes in Cost Price
In MYOB Exo Business, you can maintain your existing selling price margins, even though your cost prices may fluctuate. Fixing your margins means your selling price will vary, so this presupposes that your customers will accept the price changes without prior notification.
You can review the margins and prices of a stock item by:
using the Price Change window, which is displayed when an inwards goods receipt varies by more than the margin specified for the stock group, or
using the Sell Price Formulation window (see page 469).
The operation of these features is dependent upon two User-level profile settings (see page 85):
Check supplier cost prices when purchase prices change - prompts to update the supplier cost price when overriding prices when placing a purchase order (creating or editing a purchase order as opposed to receipting stock).
Minimum percentage cost variance requiring price review - controls the triggering of the popup by setting a minimum percentage variance in landed cost (local currency), above which the price review popup window will appear.
When goods are receipted and costed, and the cost differs from the previous average cost, a window is displayed for each stock item affected. You can then review and reset the selling price if required.
To reset the selling price for a price name, enter the new price in the New Val column. Enter the new selling price to maintain the margin you require.
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Advanced
If you have different staff responsible for costing and setting selling prices, you can add profitability information on the costing sheet. The costing sheet could then be used by someone in
Sales/Marketing to review pricing and advise on required changes, as a separate process to inwards good costing.
The %Margin column presents gross margin, i.e.
(Sellprice-Cost Price / Sellprice)*100.
The %margin is a false figure Price Names that are in foreign currency because the currency exchange is not taken into account here, however the proportional cost variation still applies
The costing sheet is controlled by the Clarity form IGCosting.CLF. The availability of this functionality is governed by three User profile settings; o Stock Costs Hidden - User profile attempts to prevent users from seeing cost prices while browsing the stock records. o o
Check Prices when Costs Change Custom level User profile enables the display of the price review pop up window if the cost price of the item has changed on a purchase order or creditor invoices (using stock), prompting the operator to reset the sell prices in order to maintain the same percent margin.
Cost change check threshold - Custom user profile sets the minimum percentage variance in landed cost (local currency) required to activate price review popup window.
Setting up a Price Warning
Sometimes at the time of invoicing, the selling price might be changed in a way that takes it outside of the expected margins for the stock item. This might be due to a data entry error, confusion over selling price, or because the cost price has changed.
You can set a warning to appear at the time of invoicing either if the sale is below cost price, or if the expected margins are exceeded. In Exo Business Config, set the Sales entry price exception warning level User-level profile setting to one of:
Attempt to sell Below Cost Price, or
Attempt to sell Outside product group guidelines.
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Price Policies
Setting up Price Policies
Price Policies are collections of price rules for Products (or groups of products) that can be shared between customers (or whole groups of customers). Using price policies helps you to maintain pricing rules with the least possible elemental changes. Each price policy has a name and notes.
To set up Price Policies:
1. Open the Debtor account for whom you want to set up the price rule.
2. Click on the Discounts/Prices tab.
3. Click on the Setup Price Policies button. The Price Policy Setup window is displayed.
4. Click the New icon.
5. Complete the fields on the Details tab.
6. Click on the Price Rules tab, and then click the Add Item button to set up the price rules
you want to use for this price policy. Use this table Setup Price Rule window fields (see
page 475) to complete the fields in the Price Rules window.
7. Click on the Accounts tab, and then click the Add Item button to add any specific debtor accounts you want this price policy to apply to.
8. Click on the Price Policy Groups tab, and then click the Add item button to add any Debtor
Price Policy Groups you want this price policy to apply to.
9. Click Save.
Price Policy Setup Window
Account > Debtors > {Select a Debtor} > (Discounts/Prices) > [Setup Price Policies]
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Field Descriptions
The grid header fields are detailed in the table below:
Field
Policy No
Description
This is a sequential policy number used for reference.
Policy Ref The name of this price policy.
Customer Ref The customer s own price agreement reference number, if they keep a record of supplier prices and discounts for price checking.
The activation date of the price policy. Start Date
End Date The end date of the price policy. Note that the start and end dates of a price policy will override the start and end dates of any included price rules; if the end date of a price policy extends beyond the end date of an included price rule, a prompt is displayed.
Fixed Policy If checked, this means that although lower prices may be available (or may become available in time) that the price rules contained in this policy are absolute and are always applied regardless of normal price logic. These prices may be considered agreed.
Active Indicates whether or not this price policy is active, decommissioned, suspended.
Notes Any detailed notes or description of the price policy. Typically a plain English summary of the price policy, scope, terms, date to be renegotiated, name of person created, etc.
Debtor Price Policy Groups
About Debtor Price Policy Groups
Debtor Price Policy Groups are named groups that allow you to gather multiple price policies (see
page 462) into a single group, and then attach multiple debtor accounts to that group.
Examples of Debtor Price Policy Groups might be used include:
Setting up Retail, Trade, Internet and Trade as Debtor Price Policy Groups.
Setting up Debtor Price Policy Groups for a list of debtors with a branch/head-office relationship to allow policy changes to take place for the entire group rather than making individual changes.
A debtor account can only be assigned to a single debtor price policy group. All the price policies of a debtor price policy group will apply to the debtor account.
It would be unwise to design debtor policy groups that contain debtors in a variety of currencies unless they were to be used only on policies that contained discount based price rules and not substitute prices.
Debtor Price Policy Groups are set up in the Configuration Assistant.
Debtors can be added individually to a Debtor Price Policy Group (see page 464) from the Debtor
account.
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Price Policies can be assigned to Debtor Price Policy Groups, or vice versa, as the price policy is
created and then the Debtor Price Policy Group added to it (see page 464).
Setting up Debtor Price Policy Groups
To add a new Debtor Price Policy Group:
1. In Exo Business Config, go to Admin > Debtors > Debtor Price Policy Groups.
2. Click the New button.
3. Complete the fields in this section.
The following table describes the fields in the Debtor Price Policy Groups section.
Field
Price Group No.
Description
(Read-only). The Price Group number.
The name of the Price Group Name. Price Group
Name
Report Code A user-defined report code to report on Debtor Price Policy
Groups.
4. Click Save.
Adding a Debtor to a Debtor Price Policy Group
To add a Debtor account to a Debtor Price Policy Group:
1. In the Debtor Account window, double-click on the required Debtor account, then click on
the Discounts/Prices tab (see page 113).
2. Select the required Debtor Price Policy Group from the Price Policy Group drop-down list to the right of the window. The price policies for the selected Price Policy Group will be displayed. These price policies are shared by all debtor accounts in this Debtor Price Policy
Group.
3. Click Save.
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Adding a Debtor Price Policy Group to a Price Policy
To add a Debtor Price Policy Group to a Price Policy:
1. In the Debtor Account Details window for a Debtor account, go to the Discounts/Prices tab
and click the Setup Price Policies button. The Price Policy Setup window (see page 462) is
displayed.
2. Double-click on the Price Policy you want to add the Debtor Price Policy Group. The Price
Policy Setup window now displays additional tabs.
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3. Select the Price Policy Groups tab.
4. Click the Add Item button, and choose the required Price Policy Group from the list that is displayed.
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5. Click Select & Close, and then click Save. When the Price Policy Group is added to the price policy, all accounts that are in that Price Policy Group will also receive the prices and discounts of that policy.
Prompt Payment Discounts
There are two different methods for offering Prompt Payment Discounts to customers in MYOB
Exo Business:
automatically, based on the invoice date, the credit terms, and the prompt payment discount percentage entered for the Debtor, or
manually, based on your own discretion when receipting a payment, and the prompt payment percentage entered for the Debtor, regardless of invoice date.
Automatic Prompt Payment Discounts
This method uses the Prompt Payment Discount Calculation window to automatically calculate prompt payment discounts based on the due date of the invoice. Eligibility for the discount is based on the due date of each invoice, and uses the preset discount percentage on the Debtor account.
If you need to manage your outstanding discounts carefully in your business, this is the recommended method.
Automatic prompt payment discounts are managed by calculated by the Prompt Pay Discount
Calculation utility; you can calculate new discounts, and review outstanding discounts.
Manual Prompt Payment Discounts
This method uses the PP Disc checkbox in the Debtor Receipts window (see page 426) to
manually choose whether or not to give a prompt payment discount on a given invoice line.
Selecting a line for prompt payment discount uses the discount percentage set up for the Debtor.
No check is performed against the due date of the invoice - you can even give the discount to an overdue invoice.
If you need flexibility in the way you offer discounts on invoices, this is the recommended method.
When the discount is claimed, a credit note is issued for the discount amount, using the prompt payment discount stock item set up already in MYOB Exo Business.
Discounts manually applied in this way to an invoice will exclude that invoice from the automatic prompt payment discount method, which only calculates the discount based on unallocated invoices.
Prompt Payment Discount Stock Item
When prompt payment discounts are given, either manually or automatically, a credit note is issued to each Debtor using the prompt payment discount stock item (PPDISC).
Prompt Payment Discounts and End of Period
We recommend that the first step is to review the outstanding discounts from the previous month.
This will ensure that existing data is not erased.
Ideally, the Prompt Payment Discount Calculation and the Statement printing for the month should be run back-to-back, after the month s invoicing and just before the End of Period.
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Setting up an Automatic Prompt Payment Discount for a Debtor
This procedure will set the percentage for the Prompt Payment Discount given to a Debtor:
1. Click on the Details 2 tab of the Debtor Account Details window (see page 111) for the
Debtor.
2. In the Prompt Payment panel of this tab, enter the percentage discount amount in the
Discount (%) field.
3. Click Save.
If you use manual prompt payment discounts when receipting payments, this is the discount percentage that will be used.
If you use automatic prompt payment discounts, the Amount field here is calculated when you run the Prompt Payment Discount Calculation utility, and displays the amount of prompt payment discount the debtor is eligible to receive, based on invoice dates, the credit terms for the debtor, and the prompt payment discount percentage. Once payment has been made, the amount displayed here will be zero.
Calculating Outstanding Prompt Payment Discounts
Utilities > Debtor Utilities > Prompt Pay Discount Calculation
Before you begin, ensure you have reviewed and reported on your last month s prompt payment discounts before calculating this month s new discounts. Last month s discounts will be reset by this process.
This process calculates prompt payment discounts on unallocated invoices based on the invoice date and each debtor s prompt payment discount percentage. The process should be run back to back with generating monthly statements, so that the prompt payment discount information can appear on debtor statements.
1. Go to the Utilities menu and choose Debtor Utilities > Prompt Pay Discount Calculation.
The Set Prompt Payment Discounts window is displayed.
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2. Click the New Month s Discounts button. The following warning is displayed.
3. Click Yes. This month s new prompt payment discounts are listed in the grid. This includes a list of Debtors who have been offered the discount, the related discount percentage, and the amount to be paid by each Debtor. You can print this list.
Reviewing Outstanding Prompt Payment Discounts
1. Go to the Utilities menu and choose Debtor Utilities > Prompt Pay Discount Calculation.
The Set Prompt Payment Discount Calculation window is displayed.
2. Click the Discounts Outstanding button. A prompt is displayed, asking if you are sure you want to Review Outstanding Discounts. Click Yes.
3. The outstanding discounts are listed in the grid. You can print this list.
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Sell Prices
About Sell Prices
Sell Prices appear on the Details2 tab of the Stock Item Details window (see page 184), and give
you the option of specifying ten different price values for each stock item. Each price is set up for a specific currency, and can have its own price formula.
Each customer is assigned a base price (in the Debtor Account Details window Details1 tab), which is one of these ten sell prices.
For example, if you were to have a Trade sell price and a Retail trade price, your Trade price might be 0.8 of your retail price, and you would assign all your Trade customers to the Trade base price in the Debtor Accounts window.
Any further discounts you may offer, via price rules, price policies, or discounts offered at the time of sale, are applied against the base price on the debtor account.
Changing a Base Price
To add or edit base prices:
1. In Exo Business Config, go to Admin > Stock > Price Names.
2. Click New to create a new price, or select an existing one and click Edit.
3. Complete the fields on this window:
Field
Price No
Description
Read-only, the price number is automatically set, and cannot be changed.
Name
Price SQL
Currency
The name of the Sell Price.
The SQL formulation for the Sell Price (see page 459).
The currency of the Sell Price.
4. Click Save.
Changing the Base Price of a Debtor
1. In the Debtor Account search window, double-click on the required Debtor.
2. On the Details1 tab (see page 107), select the required base price from the Base Price drop-
down list.
3. Click Save.
Reviewing the Sell Prices of a Stock Item
An advanced feature is the ability to review and update the sell prices of a stock item using the Sell
Price Formulation window. While you can update the sell price of a stock item directly in the Stock
Item Details window, the Sell Price Formulation window gives you more detailed information on margins and exchange rates, so you can ensure any pricing change will protect the margins you want on the stock item.
Advanced note: The margins are based on the cost basis selected for your company in the
General Settings window of the Configuration Assistant, and the expected margins set for the stock group to which the stock item belongs.
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To use this feature, the following Configuration Assistant settings are required:
Show Price Formulations must be enabled
Hide Stock Costs must be disabled
To review the sell prices of a Stock item using the Sell Price Formulation window:
1. Go to the Details tab of the Stock Items Details window (see page 181).
2. Click the Sell Price Formulation button ( ) on the Stock Item toolbar. The Sell Price
Formulation window is displayed.
Green
or
Red
arrows show margins outside the expected GP variation range for this stock group, whereas the
‘-’ sign shows that the margin is within the expected range.
3. Click the Last/Std/Avg icons in the toolbar to view the margins from the last cost, standard cost or average cost. The default is what is set in the General Settings window of the
Configuration Assistant window.
4. The New Price column suggests a theoretical price for this item based upon the defined formula for each price name. This can be applied to any or all of these prices if chosen.
Make any price changes you require in the New Price column.
5. Tick the Use checkbox of the prices you want to update.
6. Click Save. The new sell prices are now applied to the Stock item.
Scheduling Price Changes
Scheduling Price Changes for Stock Items
The Price Change Scheduler is a utility that allows you to prepare base price changes for ranges of stock items in advance and schedule these price changes to be applied at a certain date and time.
Some examples of use include:
24/7 operations operating Internet Shopping businesses where customers may be ordering at all times of the day or night and where any price changes must be instantaneous across the range of products affected.
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Businesses that operate on the basis that customers must be formally notified of price changes in advance. Once again the price scheduler can be useful to produce a proposed price list in advance.
Note that you should consider whether using the Price Change Scheduler or using Price Policies
(see page 462) better suits your purpose, as there are similar capabilities in each.
Use Price Policies if you want the price changes to apply to a single debtor account, or small group of debtor accounts, then you should consider using Price Policies. Price
Policies also allow you to group together a range of price changes across multiple stock groups. Price Policies generally allow you to be more precise in your pricing changes than the Price Change Scheduler.
Use the Price Change Scheduler if you want the price changes to apply to all debtors, for a single stock item, then use the price change scheduler.
Use the Price Change Scheduler Bulk Entry (see page 473) if you want the price changes
to apply to all Debtors, for selected Stock Group(s) and Secondary Stock Groups.
Viewing Scheduled Price Changes
To view all scheduled price changes:
1. Go to the Utilities menu and choose Stock Utilities > Price Change Scheduler. The Price
Change Scheduler window is displayed:
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2. Use the following filters to view the required scheduled price changes:
Supplier: The supplier for which you have a scheduled price update, or ALL.
Group: The stock group of the scheduled price change, or ALL.
Stk Item: The stock item of the scheduled price change, or ALL.
Price Type: The price type (price name) of the scheduled price change, or ALL.
From/To Dates: The date range for which you want to view any scheduled price changes.
Pricing and Discounting
Flags: Tick the checkboxes to include inactive changes, active changes, and/or completed changes.
3. When you have set your filters as required, click on the Search button.
4. Double-click on any price change line to view and/or update.
Scheduling a New Price Change
Follow these steps to schedule a new price change.
1. Go to the Utilities menu and choose Stock Utilities > Price Change Scheduler. The Price
Change Scheduler window (see page 471) is displayed.
2. Click the New button. The following window is displayed:
3. Complete the fields in this window using the following table:
Field
Stock item
Description
Choose the stock item for the price change.
Price Type Choose the price type (price name) for the price change.
New Price SQL
Enter any Price_SQL (see page 459) you want to use to create the
new price.
This defaults to the current user. Entered by
Status Specify whether you want this scheduled price change to be active, inactive, or marked as completed
Change Date The date the price change was scheduled.
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4. Click Save.
Note: The price change will not automatically be made when the Change Date is reached; when you are ready to update the price, use the Run Updates button to change the price.
Scheduling a New Bulk Entry Price Change
1. Go to the Utilities menu and select Stock Utilities > Price Change Scheduler. The Price
Change Scheduler window is displayed.
2. Click the Bulk Entry button. The Price Scheduling Bulk Entry window is displayed.
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3. Use the filters in this window, as described here, to select the range of stock items for the bulk price change. When you have selected your filters, click the Generate Edit List button, which will populate the grid with a list of all stock items that match your filters.
Fields in this window:
Field
Status
Description
The status of this scheduled price change: Active,
Inactive or Completed.
Tip: you can also change the status and details of a previous price change to active.
Supplier
Change Date
Price Type
If you are only updating items from a single supplier, enter that supplier here, or select <ALL>.
The date the scheduled bulk price change was created.
Filter by the price name in this field.
Stock Groups Primary
From/To
Pricing and Discounting
Select the primary stock group range for the price update
Stock Groups Secondary
From/To
Stock Groups Price Group
From/To
Select the Stock Group range for the price update.
Stock Code/Description
Select the Secondary Stock Group range for the price update.
The specific stock item and description of this price change line.
Price type
New Price/Formula
The price type of the price change for this stock item.
Enter the new price here.
5. Click Save. Note that the price changes will not automatically be made when the Change
Date is reached; when you are ready to update the price, use the Run Updates button to change the price.
Running Scheduled Price Updates
Once you have set up your scheduled price changes, use the Run Updates button to action any scheduled price changes with a status of Active. Scheduled Price Updates will not run automatically when the Change Date occurs.
1. In the Price Change Scheduler window, click the Run Updates button. The Run Scheduled
Price Updates window is displayed:
2. The Date to Action field defaults to the current time and date.
3. Click the Run Updates button to run the scheduled price update.
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Price Rules
Setting up Price Rules
Stock Price Rules are used to apply a discount on a stock item or range of stock items, i.e. stock groups, to a specific debtor. Price rules are set up on a per debtor account basis; a price rule you set up for one debtor will not be available to another debtor.
1. Enter the Debtor account for whom you want to set up the price rule.
2. Click on the Discounts/Prices tab. There are two panes in this window: in the top half of the window price policies are set up, in the bottom half, price rules are set up.
3. Click the New Price Rule button (
). The Setup Price Rule window (see page 475) is
displayed.
4. Complete all fields on this window.
5. Click Save.
Setting up Price Rule Window Fields
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The following table describes the fields in the Setup Price Rules window:
Field
Stock Code or Stock
Group
Description
Choose either stock code or stock group:
To choose a stock code, click on the Stock Code radio button and enter the code, or type a question mark in the field and press Tab, to browse through the stock list to select the required stock item.
To choose a stock group, click on the down arrow to select the required stock group.
Expected Margin
Margin variance +/- The percentage above and below the expected margin percentage that is allowed for sales of stock items in this stock group. A readonly field.
Discount
The margin, or markup, you expect to make from sales of stock items in the selected stock group. A read-only field.
Enter the discount percentage that the selected debtors are to receive once they purchase the required quantity. The discount will work off the price level that is assigned to the selected debtor(s).
Base Price
New Price
Substitute Price
Select the base price you want to use as the basis for calculating the new price. Use the up and down arrows to review the effect of the price rule on the ten default price names.
This box is disabled when the Substitute Price option is selected.
When the price rule is for a stock item, this is the new price after the discount has been deducted from the selected base price.
Actual dollar price value to be used in place of the base price if the price rule conditions are met.
Switch to Base Price Actual dollar price value to be used in place of the base price if the price rule conditions are met.
Calculated Margin
Calculated Variance
Each Stock Group has an option to set up expected margin, together with an allowable variance from this expected margin. The variance below indicates that a Margin of 40% Plus or Minus 5% is acceptable, that is 35% through to 45% inclusive.
Minimum Quantity
Start Date
The minimum quantity that is to be purchased in order to receive a discount.
The start date of the date range this price rule applies to.
Stop Date The end date of the date range this price rule applies to.
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MYOB Exo Finance Overview
MYOB Exo Finance is an external module that interfaces with the core MYOB Exo Business system. The Finance module includes the following modules:
Bank Reconciliation (see page 478), used for reconciliation of bank accounts in the General
Ledger to bank statements.
Creditors Payment Processor (see page 505), used for paying Creditors via cheque or direct
credit.
Direct Debits (see page 524), used where the organisation has authority to direct debit
Debtor accounts.
Bank Feeds (see page 529), used for importing bank account transactions and reconciling
them with transactions in the Exo Business database.
Command Line Options
You can use command line options to open one of the Exo Finance modules individually. After logging in, the specified module will open automatically, and the main Exo Finance window will close. This can be useful if you want to open one of the modules from a shortcut, or from an Exo
Business dropdown menu (see page 90) or business flow menu (see page 93) using the External
Program command. The format for command line parameters is as follows:
Finance.exe Connection Username Password Quickstart Options
Where:
Connection
is the name of the Exo Business database connection to use
Username
and
Password
are the login details to be used to when logging in to the database connection
Quickstart
is a two letter code specifying the module to open on login. Possible codes are:
BR - open Bank Reconciliation
PP - open the Payment Processor
DD - open Direct Debits
BF - open Bank Feeds
Options
are additional optional parameters. Valid options are:
/? - displays a Help popup showing all supported parameters
/NOSAVE - prevents the specified database connection from appearing in the connection history list on Exo Business login forms
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Bank Reconciliation
The Bank Reconciliation function ( Utilities > Bank Reconciliation ) has been designed for accounting staff that need to manage their bank accounts. This facility is used to match transactions in the General Ledger Bank account to transactions that appear on the company s bank statement.
Bank Reconciliation can be run in one of three ways:
A manual system for when working from a hard copy bank statement (see page 485). In
manual mode the system displays unreconciled GL transactions from the selected GL bank account, and you manually flag which of these are reconciled these will be the items that appear on the paper bank statement. The ones that are not flagged are the unreconciled GL transactions and the total of these should represent the difference between the balance of the GL bank account and the closing balance that appears on the bank statement.
An electronic system using a CSV format file supplied by the bank (see page 490). In CSV
mode, the system displays the unreconciled GL transactions from the selected GL bank account, but the bank statement transactions are imported into Exo Business from a CSV format text file provided by the bank. The process is then to match unreconciled GL transactions to the imported bank items. A GL transaction that is matched is flagged by the system as being reconciled. The objective is to match all the imported bank items to a GL transaction. The GL transactions that remain (unreconciled GL transactions) should represent the difference between the balance of the GL bank account and the closing balance that as per the Bank.
An electronic system using Bank Feeds (see page 493). In Bank Feeds mode, the system
displays the unreconciled GL transactions from the selected GL bank account, but the bank
statement transactions are imported from the Bank Feeds module (see page 529).
Transactions that have already been matched by Bank Feeds are highlighted so that they can be reconciled straight away. Any unmatched transactions can be reconciled against the imported bank transactions manually.
Note: Before bank statement files can be imported into the Bank Reconciliation program
from a CSV file, the bank format needs to be set up (see page 500). This setup is performed
in Setup > Bank Formats, and defines how MYOB Exo Business should interpret CSV bank statement files that are to be imported into Bank Rec. This only needs to be set up if the CSV method of Bank Reconciliation is to be used.
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When choosing Bank Reconciliation from the menu, a window opens with the list of all previous bank reconciliations:
1. To list the reconciliations for a specific bank account, select the account from the GL bank account drop down list, and click Search.
2. To Include unreconcilable accounts in the list, check the Include Not Reconcilable checkbox.
3. To automatically list the previous bank reconciliations whenever the Bank Rec function is selected, select the Autoload check box. Alternatively, click on Search every time to list previous bank reconciliations.
Note: The list of previous bank reconciliations is displayed in an Exogrid (see page 12),
meaning that columns can be moved around, rows sorted by clicking on the appropriate column header and select the columns to view by right-clicking on the yellow column header and selecting Visible Columns.
Note: The details on the grid (statement balance, GL balance, unreconciled payments and deposits) are all taken from the database table BANK_REC_LOG.
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Bank Reconciliation Details Window
The main details window is laid out as follows:
MYOB EXO Finance
Definitions
Name
Mode
GL balance as at dd.mm.yyyy
Description
For a new reconciliation the mode is NEW. Other modes are VIEW and
EDIT.
The GL balance as at the date specified not necessarily the current GL balance. MYOB Exo Business will add up all GL transactions for the specified bank account, up to and including the date specified
Reconciliation
Type
Locked
[Manual] Set to Manual from the set-up window and cannot be changed.
[CSV] Set to CSV from the set-up screen and cannot be changed.
Click on to see the path and file name of the import file.
Click on to view the contents of this file.
While it is unlocked, the user can still edit the reconciliation (see page
483). The user can lock a bank reconciliation when it is complete.
Bank Statement
Opening Balance
The bank statement opening balance is set to the closing balance from the previous reconciliation.
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Bank Statement
Closing Balance
The bank statement closing balance is bank statement opening balance, plus all transactions that appear on the bank statement (i.e. total shown at the bottom right of the window).
Note that the opening and closing bank statement balance are not immediately available for edit. However, the opening balance is available for editing on the first reconciliation of a GL account. For subsequent reconciliations, it is still possible to change the opening/closing bank statement balances by selecting Setup >
Edit Statement Balances. This option is only available if the user profile Allow Bank Reconciliation Opening/Closing Statement
Balance Edits is enabled.
Unreconciled GL
Transactions as at dd.mm.yyyy
The GL transactions that appear on the left-hand-side are the unreconciled transactions with a transaction date less than or equal to the reconciliation date. The sum of unreconciled GL transactions appears at the bottom of this section.
Note: Unreconciled GLTRANS are where gltrans.reconciled = 0 and gltrans.transdate =< the reconciliation date specified on the panel above).
Transactions appearing on the
Bank Statement
The items on the right-hand-side in Manual Mode are the reconciled GL transactions those that appear on the Bank Statement. The sum of items appearing on the bank statement appears at the bottom of this section. Double-clicking an item on left-hand-side transfers it to the right-hand-side.
Use the arrow buttons ( ) to move the lines for view on the bank statement up or down.
From the search/summary screen it is possible to see the details of any existing reconciliation.
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Details Screen
To see the details of a reconciliation, from the search/summary screen, double-click on any existing reconciliation. This will display the Details screen, which is similar to the Details screen when adding a new reconciliation:
The Mode is set to VIEW, so the reconciliation cannot be changed.
The left-hand-side represents the unreconciled transactions at that point in time. This will be the same list that would have been seen when the reconciliation was first entered.
Note: For reconciliations entered after upgrading to MYOB Exo Business 7.0, this screen will provide an accurate list of unreconciled GL transactions at that point in time. However it is not possible to build an accurate list of unreconciled transactions for reconciliations that were entered before an upgrade to MYOB Exo Business 7.0, as the required data links were not recorded for these reconciliations.
The logic used to select GL transaction for display on the left-hand-side of the screen is:
GL_TRANS where gltrans.transdate <= bank_rec_log.transdate and gltrans.seqno <= bank_rec_log.gltrans_seqno and
((gl_trans.reconcile_no = ‘0’ or gl_trans.reconcile_seqno > bank_rec_log.seqno)) [**]
[**] The GL transactions are either not yet reconciled at all (reconcileno = 0), OR they have been reconciled but after this reconciliation.
The selection of transactions on the right-hand-side depends on whether the reconciliation was created in manual mode or CSV mode. In manual mode, the details are from GL transactions that were stamped with this reconciliation number.
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In CSV Mode, the list on the right-hand-side is of all unreconciled bank statement items.
It is possible to see all the GL transactions that were available for reconciliation when the reconciliation was first entered by selecting >Setup>Show Reconciled Items. Unreconciled transactions will appear in black. Reconciled transactions appear in blue.
To print the Bank Reconciliation details that appear on the screen, select Reports > Bank
Reconciliation Details . The output can be saved to Excel by selecting File > Save As and selecting the CSV format.
The following functions are also available in View Mode:
Check Reconciliation ( Tools > Check Reconciliation )
Search
Calculate Selected
It may be necessary to change an existing Bank Reconciliation. Double-clicking on the appropriate row on the search/summary screen will display the Details screen in View mode.
While in View mode the reconciliation cannot be changed. To make changes the reconciliation has to be put into Edit Mode; however, there are some restrictions on placing a reconciliation into Edit
Mode.
Restrictions
Editing of the last reconciliation is generally acceptable and MYOB Exo Business allows this. But editing of reconciliations before the last one should be avoided if at all possible. This should be the exception and not part of the normal process. To control editing there is a User-level profile setting called Allow editing of bank reconciliations. The following table shows the logic that either enables or disables the Edit button, (allow/disallow edits), and which warning messages will appear.
Locked Profile Edit Button Messages Last
Rec
Yes No Don t allow Enabled None
Yes
No
Yes
No
Don t allow Disabled
Don t allow Disabled
Not applicable Edit button is disabled
Not applicable Edit button is disabled
No
Yes
Yes
No
Yes
No
Yes
No
Don t allow Disabled
Allow Enabled
Allow
Allow
Enabled
Enabled
Not applicable Edit button is disabled
None
Warning message that is blocked
Subsequent Bank Reconciliation warning (see below).
No Yes Allow Enabled Subsequent Bank Reconciliation warning. #
Warning message that it is locked
Note: Bank Reconciliations that were entered before an upgrade to MYOB Exo Business 7.0 cannot be edited. This is because the General Ledger balance, reconciliation date and unreconciled transactions would not be tightly related to each other, as they are in reconciliations entered in 7.0.
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The Editing Process
To put the reconciliation into Edit mode:
1. Click Edit.
2. The system will then revise the GL Balance by re-selecting all GL transactions up to and including the reconciliation date. Any new GL transactions that are unreconciled, and with a date on or before the reconciliation date will now appear in the left-hand list. These new transactions can then be reconciled in the normal manner.
3. Other transactions on the left-hand-side can also be reconciled as long as they were not reconciled on a subsequent reconciliation. If they have been reconciled on a subsequent reconciliation, an error message will be displayed.
4. Transactions on the right-hand-side in manual mode (already reconciled) can be unreconciled (by double-clicking on them). The system will adjust the total unreconciled value and the closing bank statement balance as this activity takes place.
5. When all the changes have been completed, click Save. If this is not the last reconciliation, the system will go to the next reconciliation where you can continue to edit, or just save it.
Note: It is important to save, otherwise the GL bank balance and opening/closing bank statement balances on subsequent bank reconciliations will not be revised and the data will be incorrect.
Deleting Reconciliations
Utilities > Bank Reconciliation > {select the conciliation in the list} > Tools > Delete
To remove an existing Bank Reconciliation from the system, from the Bank Reconciliation window
(see page 478), select Tools > Delete Reconciliation
unreconciled.
If the reconciliation was a CSV reconciliation, all imported bank statement items will be removed from MYOB Exo Business s internal record (deletes records from the database table bank_rec_uploads). The actual import file will not be deleted.
Note: Only the last Bank Reconciliation for a given GL Bank account can be deleted.
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Manual Reconciliations
Setting up a New Manual Reconciliation
Manual Reconciliations are bank reconciliations performed manually off a printed statement from
the bank. This contrasts with a CSV Reconciliation (see page 490), where the reconciliation is
performed against an electronic banking file provided by the bank.
To begin a manual bank reconciliation, the Manual reconciliation type must be selected.
To begin a new reconciliation, from the main Bank Reconciliation search/summary window, click
New. The following window will be displayed:
Enter the relevant settings as follows:
GL Bank Account will default to the Bank Account on GL Controls. The drop-down list will start from this account.
Enter new reconciliation number. The reconciliation number will increment from the last number used, but can be changed, for example to match a bank statement number. It cannot be set to a reconciliation number that has been used previously for this GL bank account.
Select unreconciled GL transactions up to and including is the reconciliation date. MYOB
EXO Business will work out the GL balance as at this date and will only show unreconciled
GL transactions (see page 252) up to this date. For example, if on the 10th of July a
reconciliation form the month of June is begun, enter a reconciliation date of 30 June, and the system will obtain the GL balance as at 30 June, and display unreconciled transactions with a transaction date less than or equal to 30 June on the left-hand-side of the window.
Date of closing bank statement is held for information purposes only, to easily identify which statement file was being reconciled.
Reconciliation type. Choose Manual for a manual reconciliation.
Once the set-up information has been entered, click OK to display the details window.
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Reconciling a Manual Bank Reconciliation
In manual mode, the left-hand-side of the window will show all unreconciled GL transactions, and the right-hand-side represents reconciled transactions (those that appear on the bank statement).
To show that a GL Transaction is reconciled:
1. DOUBLE-CLICK on a single item from the left-hand-side.
2. Alternatively select items by left-clicking the mouse while on the appropriate row, and if more than one item is to be selected, then hold down the CTRL key while LEFT-
CLICKING. Click the Reconcile button from the toolbar.
Either method will move the item from the left-hand-side to the right-hand-side, and adjust the
Bank Statement Closing Balance.
To undo a reconciled item DOUBLE-CLICK on a single item from the right-hand-side-hand-side.
This will transfer the item from the right-hand-side to the left and adjust the Bank Statement
Closing Balance in the process.
Calculate Selected
The Calculate Selected function is to help the operator to work out which set of transactions on the left-hand-side agrees with which set of transactions on the right-hand-side.
To calculate selected item totals:
1. Select items on either side by left-click on the appropriate row. If more than one item is to be selected, hold down the
CTRL
key while clicking the appropriate row.
2. Click the Calculate Selected button on the toolbar. The system will sum the selected items and display these totals at the bottom of the window.
Searching for Transactions
The Search function is used to find certain transactions from either side of the bank reconciliation details window.
To search for items:
1. Click the Search button on the toolbar. The Search panel is displayed.
2. Enter the search criteria and click Find:
Cheque No is an exact match.
Amount is an absolute value, so 100.00 will find both +100.00 and -100.00.
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+/- is a variance amount. So 10.00 +/- 0.05, would return values between 9.95 and
10.05, and those with values between -9.95 and -10.05.
Details. Enter details text here. Any entries that contain this text will be returned.
3. The system will search both sides of the reconciliation for transactions that match the criteria entered. The system is looking for transactions where Cheque No equals that specified and transaction Amount equals that specified +/- the variance and where the transaction s detail contains the Details text entered.
4. Matching transactions are displayed red , and the total number found is shown at the top of each column.
5. Click Hide to remove the Search panel.
Adding and Removing Entries in the Bank Reconciliation
Cashbook Entries
The Integrated Cashbook (see page 322) is available directly from the Bank Reconciliation.
To make a cashbook entry:
1. Select Tools > Make Cashbook Entry .
2. If the transaction is dated on or before the reconciliation date, the transaction will be added to the list of unreconciled transactions on the Bank Reconciliation and the GL
Balance that is being reconciling to will be adjusted for this Cashbook transaction.
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Remove Items from General Ledger
If there are two or more GL transactions in the bank account that net to zero, they can be removed from the list of unreconciled GL transactions.
1. Select the transactions by holding down CTRL, while clicking on the appropriate rows.
2. Select Tools > Remove from General Ledger.
These transactions will be removed from the list on the left-hand side. They will be flagged as reconciled .
If the user attempts to remove transactions that do not net to zero, an error message is displayed:
Removing Bank Statement items
If there are two or more items from the bank statement import file that net to zero, they can be removed from on the right-hand-side of the screen.
To remove bank statement items that net to zero:
1. Select the transactions by holding down CTRL, then right-click on the appropriate rows.
Selected transactions will be highlighted, with the select box ticked
2. Select Tools > Remove from Bank Statement . These transactions will be removed from the list on the right-hand-side. They will be flagged as reconciled .
Checking a Reconciliation
A Check Reconciliation function will perform a quick check that the current reconciliation balances, and a more detailed reconciliation report can be run
To run the Check Reconciliation function:
1. Select Check Reconciliation from the Tools menu. The following window appears:
2. Click OK to continue.
A reconciliation summary report is available for printing.
Note: In CSV mode (see page 490) the reconciliation will not be reconciled while there are
still items on the right-hand-side
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To create a bank reconciliation report:
1. Click on Reports > Bank Reconciliation Details .
2. The system will produce the following, based on the current reconciliation being viewed.
Note: The report performs two integrity checks at the bottom of the form.
The report can be printed (using the button on the toolbar), and can be saved to file using File
> Save As. If saved in CSV format, the data can be retrieved into Microsoft Excel or similar for further analysis.
Closing the Bank Reconciliation
To complete a bank reconciliation:
1. Click Save to save the reconciliation. If the reconciliation does not balance the system will
display the Check Reconciliation window (see page 488), to alert the operator that the
reconciliation is not finished.
2. Alternatively, click Cancel to return to the search/ summary window without saving the new reconciliation.
Note: Any Cashbook entries and AP Processing transactions that were created during the reconciliation cannot be undone by clicking Cancel.
The system will perform the following updates upon saving a new bank reconciliation:
Creates a new BANK_REC_LOG record
SEQNO New seq no generated
ACCNO The GL account number of the reconciliation
SUBACCNO The GL sub-account number of the reconciliation
RECONCILENO The reconciliation number entered
TRANSDATE The reconciliation date that was entered in Select unreconciled GL transactions up to and including .
STMNT_OPENBAL From the window
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STMNT_CLOSEBAL From the window
GL_BAL The GL balance displayed on window, i.e. sum(amount) all Gltrans where transdate <= reconciliation date (bank_rec_log.transdate) for this account.
DEPOSITS Unreconciled debit GL Transactions. Sum of debits on LHS
PAYMENTS Unreconciled credit GL Transactions. Sum of credit on LHS
GLTRANS_SEQNO Set to the last GLTrans that makes up the GL balance on the window.
This is last seqno of Gltrans where gltrans.transdate <= rec date on window for this GL account
RECTYPE Manual
STMNT_DATE New field. Set to the Date of Closing Bank Statement , also displayed on window.
LOCKED Per window. Yes/no
GL_TRANS (updates to reconciled transactions)
RECONCILE_SEQNO Updated with the seqno of the new bank_rec_log
RECONCILE_NO From the window
RECONCILED Set to 1 (meaning it s reconciled)
CSV Reconciliation
Setting up a New CSV Reconciliation
Utilities > Bank Reconciliation > [New] > {Configure then choose CSV File} > [Ok]
To create a new CSV reconciliation:
1. From the main Bank Reconciliation search/summary window, click New to create a new reconciliation. The New Bank Reconciliation window appears:
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2. Enter the following information:
GL Bank Account will default to the Bank Account on GL Controls. The drop-down list will start from this account.
Enter new reconciliation number. The reconciliation number will increment from the last number used, but can be changed. It cannot be set to a reconciliation number that has been used previously for this GL bank account. To edit an existing
bank reconciliation, see Editing (see page 483).
Select unreconciled GL transactions up to and including is the reconciliation date.
Exo Business will work out the GL balance as at this date and will only show unreconciled GL transactions up to this date. For example, if on the 10th of July a reconciliation for the month of June is begun, enter a reconciliation date of 30 June and the system will obtain the GL balance as at 30 June, and display unreconciled transactions with a transaction date less than or equal to 30 June on the left-handside of the screen
Date of closing bank statement is held for information purposes only, to easily identify which statement file was being reconciled.
Reconciliation type. Select CSV for a CSV reconciliation.
3. Click the ellipsis button to browse to the import file that contains the bank transactions.
The system will open the window to search for the import file. Select the file and click
Open.
4. Having entered the setup information, click OK.
Performing a CSV Bank Reconciliation
In CSV mode, the left-hand-side of the screen shows all unreconciled GL transactions, and the right-hand-side represents unmatched bank transactions from the import file. There are three ways to identify which item(s) on the left-hand-side matches to item(s) on the right-hand-side.
1. Double-click on a single item from the left-hand-side. The system will search for matching item(s) from the right-hand-side. These will be selected and shown in red .
Note: It is possible that more than one match is found on the right-hand-side. If more than one match is found, you will have to determine which is the correct match, and deselect the incorrectly selected items on the right-hand-side.
2. Select an item from the left-hand-side, then click Find Match on the toolbar. The system will search for matching item(s) from the right-hand-side, and show these in red as described above. (This serves the same purpose as double clicking on an item).
3. Manually select matching items by left-click on the appropriate rows. If more than one item is to be selected, then hold down the
CTRL
key.
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To reconciled the selected items:
1. Having selected GL transactions and bank items, click Reconcile. This will remove all selected items from both sides. If the values do not match, an error message will appear:
2. If only one item is selected from each side of the bank reconciliation, the
SPACEBAR
can be used to reconcile the items instead of clicking the Reconcile button.
Auto-Matching
The auto match function automatically finds matching records and allows the operator to reconcile these.
To automatically match records:
1. Click Auto Match on the toolbar. The following screen is displayed:
Item
Date
Description
Check this box if the match is to be based on transaction date. The date format of the items from the import file should be defined. The data on the file is in text format, so Exo Business needs to know how to interpret the date, i.e. which characters represent the day, month and year.
Check this box if the match is to be based on Cheque Number Cheque
No
Details
Amount
Check this box if the match is to be based on the details field of the GL transaction and bank items
The match will always be based on Amount. This cannot be unchecked; it is displayed here for information purposes to highlight the fact that the amounts have to match.
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2. Having defined the basis for the match, click Do Auto Match. The program will now attempt to find GL transactions that match with imported bank items using all of the criteria defined by the user. The results will appear in the grid.
The details from the GL transactions are displayed in white columns. Details of items from the imported bank statement file are displayed in grey columns.
Note: That if a duplicate match is found (e.g. $100 found on left-hand side potentially matching 2 rows of -100 on the right-hand side) the match will not be returned.
3. Review the list to ensure the matches are correct. If a match is incorrect, select the row and click Remove Match. The row is removed from the grid and the items stay unreconciled.
4. To refresh the grid with new selection criteria, make the changes to the criteria, and click
Do Auto Match again.
5. Once the list of matches has been reviewed and considered to be correct, click Reconcile.
The system will display a confirmation message as follows: Reconcile the listed auto matches? [Yes] [No] . Click Yes to continue the process. This will remove all listed items from both sides of the reconciliation.
6. Click the window s close button to close the window without reconciling the matched items.
To undo a previously reconciled item:
1. In CSV mode, reconciled transactions will disappear from the screen. To display reconciled transactions, select Setup > Show Reconciled Items . The system will then display reconciled items in blue.
2. To undo previously reconciled items, select the items and click Reconcile to restore the transactions to an unreconciled state.
Bank Feeds Reconciliations
Setting up a New Bank Feeds Reconciliation
Note: The following procedure assumes that the Bank Feeds module (see page 538) has
already been run to match transactions.
To create a new Bank Feeds reconciliation:
1. From the main Bank Reconciliation search/summary window, click New to create a new reconciliation. The New Bank Reconciliation window appears:
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2. Enter the following information:
GL Bank Account will default to the Bank Account on GL Controls. The drop-down list will start from this account.
Enter new reconciliation number. The reconciliation number will increment from the last number used, but can be changed. It cannot be set to a reconciliation number that has been used previously for this GL bank account. To edit an existing
bank reconciliation, see Editing (see page 483).
Select unreconciled GL transactions up to and including is the reconciliation date.
Exo Business will work out the GL balance as at this date and will only show unreconciled GL transactions up to this date. For example, if on the 10th of July a reconciliation for the month of June is begun, enter a reconciliation date of 30 June and the system will obtain the GL balance as at 30 June, and display unreconciled transactions with a transaction date less than or equal to 30 June on the left-handside of the screen
Date of closing bank statement is held for information purposes only, to easily identify which statement file was being reconciled.
Reconciliation type. Select Bankfeed.
3. Having entered the setup information, click OK.
Performing a Bank Feeds Reconciliation
In Bank Feeds mode, the left-hand-side of the window shows all unreconciled GL transactions, and the right-hand-side represents bank transactions from the bank feed. Transactions that have been pre-matched by the Bank Feeds module are highlighted in green. Clicking on a green transaction on one side of the window automatically highlights the matched transaction on the other side.
Note: You can use the Show Matched Items and Show Unmatched Items options in the
Setup menu to filter the window to show only matched/unmatched transactions.
To reconcile all pre-matched transactions:
1. Select Select Matched GL Items from the Tools menu. All matched transactions are automatically selected.
2. Click Reconcile. This will remove all selected items from both sides of the window.
You can also reconcile pre-matched transactions one at a time or in groups by selecting each one manually (hold down
CTRL
to select multiple transactions) and clicking Reconcile.
Note: You can reconcile a single pre-matched transaction by double-clicking on it.
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Any transactions that have not been pre-matched by Bank Feeds must be reconciled manually. To reconcile unmatched transactions:
1. Click on one or more unmatched GL transactions (hold down
CTRL
to select multiple transactions).
2. Click on the unmatched bank transaction(s) that relate to the selected GL transaction(s).
3. Click Reconcile. This will remove all selected items from both sides. If the values do not match, an error message will appear:
To undo a previously reconciled item:
1. In Bank Feeds mode, reconciled transactions disappear from the screen. To display reconciled transactions, select Show Reconciled Items from the Setup menu. The system will display reconciled items in blue.
2. To undo previously reconciled items, select the items and click Reconcile to restore the transactions to an unreconciled state.
Other Reconciliation Methods
If you perform a Manual or CSV reconciliation on a bank account that has bank feeds defined, this can have an effect on the reconciliation process:
When performing a Manual reconciliation on a bank account that has bank feeds set up for it, pre-matched GL transactions are highlighted in green, as they are for a Bank Feeds reconciliation. Highlighted transactions can be reconciled straight away.
When starting a CSV reconciliation on a bank account that has bank feeds set up for it, a warning message will appear:
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If you choose to continue, only unmatched transactions will appear on the Bank
Reconciliation window.
MYOB EXO Finance
Automatic Payments Process
The Automatic Payments Process is an optional feature of the Bank Reconciliation function when
run in CSV mode (see page 491). This is an advantage when the company s Debtors pay their
accounts directly to the company s bank account, and a unique Debtor code is provided.
Automatic Payments from Debtors will appear on the bank statement file, and the Bank Statement transactions can be imported into a new CSV reconciliation.
The AP Process can then be run to pick up these Debtor payments, identify which Exo Business
Debtor account the payment transaction relates to, and then create a payment/receipt transaction against that Debtor account. As it creates these payment/receipt transactions it will also produce the GL entry: DR Bank CR Debtors Control. The entry to the GL Bank account is reconciled to the payment transaction from the import file.
The Automatic Payments Process is an optional feature of the Bank Reconciliation function when
run in CSV mode (see page 491). This is an advantage when the company s Debtors pay their
accounts directly to the company s bank account, and a unique Debtor code is provided.
Automatic Payments from Debtors will appear on the bank statement file, and the Bank Statement transactions can be imported into a new CSV reconciliation.
The AP Process can then be run to pick up these Debtor payments, identify which Exo Business
Debtor account the payment transaction relates to, and then create a payment/receipt transaction against that Debtor account. As it creates these payment/receipt transactions it will also produce the GL entry: DR Bank CR Debtors Control. The entry to the GL Bank account is reconciled to the payment transaction from the import file.
Automatic Payments Process Setup
The following setup steps must be performed to use the Automatic Payments Process.
For the AP Process to be able to identify which MYOB Exo Business Debtor the payment relates to, it is necessary to establish a code that the Debtor will provide when they make payments to the company bank account. This code is entered on the Exo Business Debtors account - any text
field can be used to hold this code, including Extra Fields (see page 26).
The field to be used must be identified on the Bank Format Setup window (see page 500) or in
Exo Business Config at Admin > Banks > Bank Formats (Reconciliation):
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The Bank Format specifications (see page 500) must be set up to be able to interpret the data on
the import file. In particular, the Automatic payment section of this form needs to be defined.
Automatic Payments Process Operation
To begin the CSV Reconciliation process:
1. Create a new CSV Bank Reconciliation in the normal way (see page 490).
2. Click AP Processing on the toolbar. A warning is given that the Bank Reconciliation has to be saved in order to continue. Click Yes to save.
3. The Process Automatic Payments window appears. By default, the system will display exceptions. Click on All Transactions to display both exceptions and successful matches.
Matching is based on the Reference and Match Field columns:
The matching of bank items from the import file and Exo Business Debtors is based on the value held in the Reference field of the import file, and the DRACCS field specified in Bank
Reconciliation > Setup > Bank Formats > Debtor Field to match .
Columns with a white background represent data from the bank import file.
Columns with a grey back-ground represent data that has come from Debtors.
Rows in Red text are receipt reversals, e.g. dishonoured Direct Debits.
The grid displayed is an Exogrid, so includes the following properties: o o o o
Sort by any field by clicking on the appropriate column header.
Move columns for better comparison of the data.
Right-click to set visible columns, save settings or restore defaults.
Right-click and select Find to search for particular text or values.
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Automatic Payments Process Exception Handling
Exceptions are items where the system couldn t find the matching Debtor account, or it found more than one matching Debtor account.
Click Exceptions Only on the Process Automatic Payments window to list the exceptions only. When the AP Process first starts, the grid will display exceptions only.
Click All Transactions to display both exceptions and successful matches.
To obtain a report of exceptions click Report > Exception Report .
Duplicates
Duplicate items are those where the system has found more than one Debtor that matches the code in the Reference field from the import file. These are highlighted in the bank reconciliation by showing **Duplicate** in the Debtor name field. In the above example a duplicate is found for
TRENT .
To correct duplicate exceptions:
1. Either double-click on the affected line, or select the line and click Duplicate Search.
2. The Debtors Account Search window will be displayed already populated with the results of a search based on the text from the Reference field. In the following example, the search was performed on TRENT .
Review the search results and double-click to select the correct Debtor to which the payment/receipt should be applied. The system then updates the grid with these details.
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Account Not Found
If the system cannot find a Debtor account that the payment/receipt relates to, the Debtor account number, name and matching field will be blank.
To correct Account Not Found issues:
1. Process the successful APs (see page 499).
2. Return to the main Bank Reconciliation screen.
3. Identify the item on the right-hand side.
4. Double-click to make a Cashbook entry, and code the payment to the correct Debtor account.
Automatic Payments Process Performing the Update
Once the list of APs with matching debtor accounts has been reviewed, the operator can process the work.
1. To manually allocate reversed payments, check the Prompt for allocations box on the
Process Automatic Payments window.
Note: This only applies to payment reversals (e.g. dishonoured Direct Debits). It does not apply to normal APs (payment/ receipt transactions).
2. To start the processing, click Process. The system will display the following confirmation:
Automatic payments processed successfully (GL Batch No 1322)
3. Click OK.
4. If the Prompt for allocations option is ticked, the system will display the Debtor Transaction
Allocation screen for each payment reversal. Manually allocate the new transaction.
The Effect of Processing Automatic Payments
This section describes what happens behind the scenes once the Automatic Payments process occurs.
Automatic Payment value matches an outstanding invoice.
If the value of the Automatic Payment matches the value of an outstanding invoice in the matching debtor account, Exo Business will automatically allocate the Automatic Payment to that invoice.
Automatic Payment value doesn t match any outstanding invoice
If the value of the Automatic Payment doesn t match any of the outstanding invoices in the matching debtor account, Exo Business will create an unallocated payment/receipt transaction for the Debtor.
Payment/Receipt Reversals
Note: The Allow Part Allocation in the Bank Rec AP and Auto Allocate Bank Rec AP to Latest
Invoice profiles can be enabled if required.
General Ledger Journal
For each Automatic Payment the system generates a General Ledger journal DR Bank CR Debtors
Control. For payment reversals, this is CR Bank DR Debtors Control. This entry is posted automatically; there is no need to run the Debtors to GL posting utility.
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Effects on the Bank Reconciliation
Returning to the main Bank Reconciliation screen, having completed an Automatic Payment
Process, there will be some differences.
The Automatic Payment items from the right-hand-side of the Bank Rec will be cleared off.
These are now reconciled to the newly created GL transactions.
The GL Balance as at dd/mm/yy will be updated with the value of the newly created GL entries.
The newly created GL transactions representing the Automatic Payments will be reconciled therefore they do not appear on the left-hand-side of the reconciliation.
Bank File Format Setup
Bank File Format
If Bank Reconciliation is to be run in CSV mode (i.e. the bank s data will be imported into the reconciliation then matched to GL transactions), it is necessary to set up a Bank Format record.
This is a definition of how to interpret the data on the import file; which position holds the date, the amount and so on.
There is one Bank Format for each GL Bank account. When running the bank reconciliation in CSV mode, the system will pick up the appropriate Bank Format based on the GL Account entered in the set-up window for a new CSV reconciliation.
Bank File Format
If Bank Reconciliation is to be run in CSV mode (i.e. the bank s data will be imported into the reconciliation then matched to GL transactions), it is necessary to set up a Bank Format record.
This is a definition of how to interpret the data on the import file; which position holds the date, the amount and so on.
There is one Bank Format for each GL Bank account. When running the bank reconciliation in CSV mode, the system will pick up the appropriate Bank Format based on the GL Account entered in the set-up window for a new CSV reconciliation.
Bank File Format Setup
Bank formats are set up on the Bank Formats window (Setup menu > Bank Formats), or in Exo
Business Config at Admin > Banks > Bank Formats (Reconciliation).
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To create a new Bank Format record:
1. Click New. The Bank Format Details tab is displayed:
2. Enter the format number (this will automatically select a sequential number) and GL
Account number for the bank account.
3. Complete the remaining details according to section Bank Format - Details Screen.
To delete an existing Bank Format record, click the button on the toolbar. The system will prompt for confirmation of the delete request.
To edit an existing format, click Edit, or double-click to edit an existing record. The Bank Format
Details tab is be displayed.
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MYOB EXO Finance
Creating a New Bank Format
To create a new bank format, click New, a sequential format number will be automatically assigned. This can be manually overwritten though. Complete the remaining fields using the table below as reference.
Field
Format no:
Description
Unique identifier of this record. Can be defined on entry of a new
Bank Format. This number is automatically assigned, but can be manually overridden.
GL Bank A/c The General Ledger account and sub-account that represents the bank that is to be reconciled. Choose the GL bank account for this format by entering it here. You can search for this by clicking in this field and pressing the TAB key (illustrated above), double click the selection or highlight and click the Select and Close button.
Column Positions (These are the column numbers in the Unreconciled Items from the Bank statement table)
Note: Each column position must be unique
Transaction Date The field number on the import file that holds the transaction date.
MTS
Cheque Number
Reference
The field number on the import file that holds the MTS code
The field number on the import file that holds the Cheque Number
The field number on the import file that holds the transaction s reference
The field number on the import file that holds the transaction details Details
Particulars The field number on the import file that holds the transaction s particulars
Amount (Only one of these two options can be selected by enabling the radio button)
Total Select this if the amount (positive and negative) is held in one field position. Having selected this, enter the field number on the import file that holds the amount
Credit Debit Select this if the positive and negative amounts are held in different positions on the import file. The next 2 field are the field number on the import file that hold the Credit and Debit amounts respectively.
Number of rows to skip when loading a file
Header rows This is the number of rows at the top of the import file that should be ignored. These rows will not contain bank transactions
Footer rows This is the number of rows at the bottom of the import file that should be ignored. These rows will not contain bank transactions
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Automatic payment
MTS receipt
Debtor field to match
MTS reversals
This field will contain all the MTS codes for bank receipts that the system should look for when determining whether a bank transaction is to be included in the Automatic Payments Process. Up to 10 values can be entered here, separated by commas.
Select a field from the DRACCTS table that this system will use to
identify the matching Debtor account for Automatic Payments (see
page 496). During the AP Process, the system will read the Reference field from the import file and attempt to look up the Debtor account based on the field identified here.
This field will contain all the MTS codes for reversals of bank receipt that the system should look for when determining whether a bank transaction is to be included in the AP Process. Up to 10 values can be entered here, separated by commas.
Example
The following is a sample file that could be read by the above Bank Format specifications:
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Foreign Currency Bank Accounts
Bank Reconciliation can be run for foreign currency bank accounts. This is where the Currency on the GL account is set to something other than the local currency.
This section only describes the differences in Bank Reconciliation that occur when running it for
between foreign currency bank accounts. The Foreign Currency section (see page 314) should be
read to understand all functionality provided.
To perform a Bank Reconciliation with a foreign currency:
1. When creating a new reconciliation, having specified the GL Bank account, the system recognises that the account is in foreign currency and makes appropriate changes, e.g.
Foreign columns become available.
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2. The following fields are now displayed in foreign currency:
GL Balance
Bank Statement Opening Balance
Bank Statement Closing Balance
Total unreconciled items (bottom of left hand section)
Total items on bank statement (bottom of right-hand section)
3. For individual items listed in the grid, the system also displays the local currency value of each transaction. Items reconcile or match, if the foreign currency amounts agree.
Cash Book Entries with Foreign Currencies
Cash book entries must also recognise the foreign currency exchange rate.
To create a cash book entry with a foreign currency:
Utilities > Bank Reconciliation > [New] > Tools > Make Cashbook entry
Enter the transaction as normal, except now the Exchange Rate will be entered:
If the date of the Cashbook entry is on or before the reconciliation date, the transaction will now appear in the left-hand list (as unreconciled). The GL Balance will also be updated to reflect the new transaction.
Creditors Payment Processor
The Creditors Payment Processor function enables you to process cheque or direct credit payments for creditors either singularly or in a batch. The Payment Processor prints the cheque, the remittance advice and allocates the payment against the account in one complete process. In the case of direct credits, the Payment Processor does not process a cheque. Instead it creates a file to be loaded into your desk banking program. The file for your specific bank should be loaded in the set up. The remittance advice can be e-mailed to a supplier when you have this set up.
A cheque can be printed for a one-off payment using the manual cheque printing option in the
Payment Processor. The manual cheque function has the capability to issue refunds to debtors. A debtor refund is used for example, in the case of an overpayment by the debtor.
The Payment Processor has the ability to calculate prompt payment discounts on invoices being paid and deduct that discount from the payment. The Payment Processor interacts with the creditor authorisation function within MYOB Exo Business. The release for payment is affected when this option is enabled within Exo Business and therefore must be used in conjunction with
the staff login features (see page 22).
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The Creditors Payment Processor function enables you to process cheque or direct credit payments for creditors either singularly or in a batch. The Payment Processor prints the cheque, the remittance advice and allocates the payment against the account in one complete process. In the case of direct credits, the Payment Processor does not process a cheque. Instead it creates a file to be loaded into your desk banking program. The file for your specific bank should be loaded in the set up. The remittance advice can be e-mailed to a supplier when you have this set up.
A cheque can be printed for a one-off payment using the manual cheque printing option in the
Payment Processor. The manual cheque function has the capability to issue refunds to debtors. A debtor refund is used for example, in the case of an overpayment by the debtor.
The Payment Processor has the ability to calculate prompt payment discounts on invoices being paid and deduct that discount from the payment. The Payment Processor interacts with the creditor authorisation function within MYOB Exo Business. The release for payment is affected when this option is enabled within Exo Business and therefore must be used in conjunction with
the staff login features (see page 22).
Setting Up Payment Processor
Account > Creditor Payment Processor
When the Payment Processor is started, the following main screen is displayed:
When using the Payment Processor for the first time, you need to set up general information before proceeding with the program.
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Select Utilities > General Setup . The following window is displayed:
The following configuration options are available on this window:
Field
Print Remittance when paying by
D/C
Description
Check this box to enable the printing of remittance advice notes for surface mail to the creditors.
Email Remittance advice to Creditors
Check this box to enable e-mailing of remittance advice notes to creditors. E-mailing remittance advice requires an external e-mail account set up on the machine that runs the Payment Processor. The
user also needs the e-mail address set up in the Creditors Account
Details (see page 123) window.
Show email before sending
Check this to display the email on the screen before sending this to the creditor.
Show foreign currency warning
Highlights any foreign currency creditor payments in red and displays a warning that the current selection contains foreign currency creditors.
Consolidate D/C to
General Ledger
If you intend a batch processing of direct credits to creditors, check this checkbox to allow the Payment Processor to make one entry into the General Ledger, for that list of payments. The General Ledger account is the bank account that is updated with the consolidated entry. This consolidation is posted to the current period in the General
Ledger.
Allow selection of
GL Acc
Tick to specify the Direct Credits GL account.
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Use Mailshot for printing and emailing remittance when paying by D/C
First cheque number
Last cheque number
Reset
MYOB EXO Finance
Check this box to launch the Mailshot window (see page 583) after
processing Direct Credits (see page 518).
General ledger account for D/Cs
Use Separate
Cheque Report
Specify the account you use for Direct Credits. Only active if the Allow selection of GL Acc checkbox is ticked.
Check this box to allow the printing of cheques on one sheet and remittance advices separate forms (as opposed to a combined tearoff cheque and remittance document on one form).
Note: If the Use Separate Cheque Report option is selected, the
FinPPSeqChqRep.CLF Clarity form is used, as well as the standard FinChqWr.CLF.
Cheques per Page This option is used in conjunction with the printing of cheques separate from the remittance. It determines how many cheques can be printed at the same time. For example an A4 sheet of paper may contain 3 individual cheques. This requires the Use separate check report option to be checked.
This is only available when the Reset button has been clicked. Enter the start of the range for the cheques to be used.
This is only available when the Reset button has been clicked. Enter the end of the range for the cheques to be used.
The Reset button allows the entry of the range of the cheques being used. If a cheque inside that range exists in the creditor s database, the range is rejected.
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Setting up Bank File Formats
Before processing Direct Credits or Direct Debits, bank file formats must be set up for Creditors and Debtors.
To set up the file format of a bank output file:
1. In Exo Business Config, go to Admin > Banks > Debtors (Direct Debit) or Admin > Banks >
Creditors (Direct Credit).
2. Click New to create a new bank format.
3. Enter a bank number. If this is the default format check the Default checkbox. Enter a name in the Bank Name field. Specify the output file and the file format: CSV or fixed length. For
Direct Credit file formats, enter the user bank name, user number and user payer per bank fields.
4. Clicking the File Format button displays a line-by-line illustration of how the file will be created:
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For existing bank format entries, double-click on a row to show the bank name, whether it is the default bank, the location that the file will be sent to, and the structure of the file.
Tip: MYOB Exo Business holds commonly used Bank Formats on the partner web site. These can be downloaded, and then imported into Bank File Formats. This will save time in settingup the file details. However, once the details have been imported, they may have to be adjusted to meet particular requirements. To load a standard file from the website into the bank setup, click the Load Bank File icon.
Setting up Lists
Creditors can be grouped together into lists for the purpose of selecting which Creditors to pay.
For example, Creditors that must be paid early can be put into a special list. This grouping is different from Account Group, which is held on the Creditor account.
To create new account lists, select Setup Account Lists from the Utilities menu in on the Creditors
Payment Processor. The following screen is displayed:
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To create a new list:
1. Click New. The following window appears:
2. Enter the name for the new list.
3. Click Add Account to add Creditors to the list.
4. Choose the Creditor from the Account Search window and click Select & Close or double click to select this Creditor. Repeat steps 3 and 4 until all the required Creditors have been added to the list.
5. Once all Creditors have been added to the list, click Save.
Editing and Deleting List Items
To edit or remove items:
To edit an existing item on the list, select the item and click Edit, or double-click on a row to view and edit.
To remove a list, select the list and click the button.
To remove a Creditor account from the list, press
CTRL
+
DEL
and click OK to confirm the deletion of this record.
Note: This only deletes the Creditor from this list - it does not delete the Creditor record completely.
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Batch Payment Process
Batch Processing involves setting up and processing a batch of payments to a number of creditors.
The payments are based on outstanding creditor invoices. So the key task is to select which invoices are to be paid. This selection is based on user-defined criteria, which would include selecting invoices that are due up to a certain date. Invoices must also be released before they can be paid, and the creditor s account must be set to a To Be Paid status before a payment will be generated to settle the outstanding invoices.
Batch Processing involves setting up and processing a batch of payments to a number of creditors.
The payments are based on outstanding creditor invoices. So the key task is to select which invoices are to be paid. This selection is based on user-defined criteria, which would include selecting invoices that are due up to a certain date. Invoices must also be released before they can be paid, and the creditor s account must be set to a To Be Paid status before a payment will be generated to settle the outstanding invoices.
Selecting Creditor Transactions to Pay
To select the creditors to pay:
Select Account > Creditors Payment Processor , or from the MYOB Exo Business menu select
Transactions > Creditor Payments > Creditor Payment Batch Processing . The following window appears:
Enter the criteria for selecting invoices to pay:
Enter the Creditor account name and press
ENTER
if only one Creditor is to be paid, (or use ? and
ENTER
) if all the Creditors are to be paid.
Credit status and Account Group are from the Creditor Account
User A/c list is a previously defined user list (see page 508).
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Due By date will determine which invoices will be selected. Only invoices with a payment due date less than or equal to Due By will be selected for payment.
The Sort By option determines the order in which transactions will be displayed in the main grid and the order in which they will be processed.
The Pay By Cheque or Direct Credit options select Creditors based on the Default Payment type on the Creditor Account, e.g. the following account has a cheque default payment type.
Once the selection criteria have been entered, click Search. The main grid will be populated with the creditor accounts that meet the selection criteria.
Release Invoices for Payment
A payable invoice is one that is not held and is due. The release of invoices can be done at an account level on the Creditors Accounts tab, or against specific transactions on the Transactions tab.
To release or not release ALL payable invoices on ALL displayed account, on the Creditor
Accounts tab:
Click the Release All button on the toolbar to set ALL payable invoices on all displayed
Creditor accounts to RELEASED.
Click the Release None button on the toolbar to set ALL payable invoices on all displayed
Creditor accounts to NOT RELEASED.
To release or not release all the payable invoices on a specific Creditor, select the Creditor from the grid on the Creditor Accounts tab, then right-click to display options to release or hold all invoices for that account:
The options listed will affect all payable invoices for the selected account.
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Controlling Individual Invoices
Alternatively, individual invoices for a specific account can be controlled.
1. Double-click on a row and the system will display the invoices for the selected Creditor on the Transactions tab.
2. To release, not release or hold ALL payable invoices on the selected Creditor, on the transaction tab:
Click the Release All button on the toolbar to set ALL payable invoices on the selected Creditor to RELEASED.
Click the Release None button on the toolbar to set ALL payable invoices on the selected Creditor to NOT RELEASED.
Click the Hold All button on the toolbar to set ALL payable invoices on the selected
Creditor to HELD
3. To change the release status of individual invoices, select the row, then either use the
SPACEBAR
to move through the statuses, or right-click and select the required status from the pop-up menu.
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Paying Part of an Invoice
To part pay an invoice:
1. Select the invoice that is to be part-paid.
2. Right-click on the selected line, and chose the Part Allocate option, or choose $Amount or
Percentage radio button, and click the Part Allocate button.
3. A prompt to enter the part allocation amount will be presented. Enter the dollar amount or the percentage that is to be paid, depending on the option selected.
4. Click OK. The transaction grid will be updated to reflect the allocation entered, e.g.
Change Authorisation
Invoices may be un-authorised if the value exceeded the entry clerk s authorisation limit. An invoice cannot be released until it has been authorised.
To change the authorisation:
Having selected the invoice, use F8 or right-click>Change Authorisation to toggle between authorised and un-authorised. The authorisation value on the grid will reflect the change.
Note: To use the Authorisation function in MYOB Exo Business, set the profile Enable authorisation on Creditors payments. The limits for each staff member must be set. In Exo
Business Config, select Staff > Profile Assignment > Staff, and set the Cred. Invoice Auth
Limit field on the Authority tab.
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Other Functions on the Transaction Tab
The following functions are also available from the Transaction tab:
Double-click on a selected invoice to see the invoice details.
MYOB EXO Finance
To edit the Creditor account details, click the Creditor Account button on the toolbar.
To set the Creditor To Pay to Yes, click the Pay button on the toolbar.
To set the Creditor To Pay to No, click the Don t Pay button on the toolbar.
Once the status of individual invoices is complete, click on the Creditor Accounts tab to deal with the next Creditor account and/or complete the pay process.
Set Accounts to be Paid
This step involves specifying which creditors to pay. A Creditor may have its invoices in a released state, but will not be paid until the Creditor To Pay status is set to Yes.
To set all displayed accounts to be paid, click the Pay All button on the toolbar on the
Creditors Accounts tab.
To set all displayed accounts to not be paid, click the Pay None button on the Creditors
Accounts tab
The To Pay status on individual accounts can be set using any one of these methods:
Select the account line on the grid, then use SPACEBAR to toggle To Pay between Yes and
No.
Right-click on the account line on the grid, then use the Pay this account or Don t pay this account options.
Double-click on the account line to get to the Transaction tab, then click the Pay or Don t
Pay button on the toolbar.
The To Pay column of the main grid shows which accounts will be paid ( Y) and which will not be paid ( N ).
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Prompt Payment Discount
To take up a supplier s prompt payment discount, the Creditor s account must be set up with a percentage discount. To do this:
1. In Exo Business, go to the Details 2 tab of the Creditor Account screen and enter a value in the Prompt payment discount field:
2. In Payment Processor, click the Calc Disc button ( ).
Discount will be calculated on invoices where:
Creditors accounts where To Pay is set to Yes .
The prompt payment discount has been set-up for the creditor
The creditor s invoices have been released.
The Due Date of the creditor s invoice is less than or equal to the Payment Date on the main Payment Processor screen.
A new transaction is generated to represent the discount taken.
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Processing Cheques
Finance > Account > Creditors Payment Processor > [Process Cheques]
To process cheques:
1. Click the Process Cheques button to initiate the printing of cheques and accounting updates. This button is only available when dealing with Cheque payments. The following message will be displayed.
2. Click Yes to confirm that the cheque number is correct.
3. A Cheque Remittance report is generated; review this report, then print.
4. Once complete, a summary of the cheque run is displayed:
5. Select a line a press the
SPACEBAR
to toggle the Print OK? flag. If set to No the system will leave the account unpaid.
6. Click OK to initiate the accounting updates. Accounting update will not be performed for accounts where Print OK? is set to No .
A Creditor transaction is created for the payment. This is allocated to the invoices that made up the payment, i.e. the released invoices.
The system also updates the General Ledger:
DR Creditors Control
CR Bank
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Processing Direct Credits
Finance > Account > Creditors Payment Processor > {Pay By Direct Credit option selected} >
[Process D/C s]
To process Direct Credits:
1. Click the Process D/C button to initiate the creation of the Direct Credit file and accounting updates. This button is only available when dealing with payments by Direct Credit. The following window is displayed:
2. Modify the File Name if required. If a different bank to the default bank is required, uncheck the Use Default Bank box, then select a new Bank from the drop-down-list. Click
OK to continue. A message window appears, giving the user an opportunity to view the file.
3. Click Yes, then Open to see the contents of the file.
4. The next message prompts the user to confirm that the process should be completed:
5. Click Yes to continue; this will perform accounting updates.
6. If the Use Mailshot for printing and emailing remittance when paying by D/C setup option
has been enabled, the Mailshot window will open (see page 583), allowing you to bulk
send remittance advice to Creditors.
7. The final step is to import the newly created Direct Credits file into the desktop banking software and subsequently processed.
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Manual Cheque Process
The manual cheque facility is used to raise a cheque payment when the payment does not necessarily relate to outstanding creditor invoices. For example, a payment is being made to refund a debtor, or a payment is being made where the creditors invoice either doesn t exist or has not been entered into creditors.
1. Select Transactions > Manual Cheque . The Manual Cheque entry window is displayed:
2. Enter cheque details:
Field
To
Description
The name of the person or organisation that this cheque is to be made out to.
Amount$ The total amount of the cheque. This field is calculated from the integrated cashbook amounts (in the panel on the lower half of the screen) and therefore cannot be changed directly.
Address
Details
The address details of the recipient.
Any details that you require.
3. In the bottom grid, enter the analysis of the payment. It can be charged to General Ledger expense account(s), debtor accounts and so on, by entering the appropriate character in the Ledger Lr column. Press D,C,X. D for Debtors Ledger, C Creditors Ledger (for payments in advance of an invoice), eX Expense.
4. Enter Details to appear on the transaction narrative.
5. Enter the amount and tax code/amount.
6. Click the Print Cheque button on the toolbar to print the Remittance/ Cheque form.
7. A prompt is given to confirm the cheque number. Click Yes to continue.
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8. The system will prompt for confirmation that the cheque printed successfully. Click Yes to perform the accounting updates. The system will provide the GL batch number.
9. Click the Clear Cheque button to clear any information that you have entered into this screen.
Reversing a Cheque
Transactions > Creditor Payments > Creditor Payment Batch Processing
To reverse a cheque:
1. Select the Reverse a Cheque Payment option from the Utilities menu. The Account Search screen is displayed:
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2. Select the Creditor account line for which the cheque is to be reversed and double-click it.
MYOB EXO Finance
3. The Select Cheque Number list box displays the cheque numbers that have been processed for the selected Creditor. Select the cheque number to be reversed, and click the Details button to display the cheque details. If this is the cheque to be reversed, select the corresponding details line and click the Reverse button. A prompt appears to confirm the reversing of this cheque.
Cheques Paid Report
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Direct Credit Report
Other Reports
The remaining reports open in a standard Print Preview window:
View All Outstanding Payments (Released)
View Cheque Details
View D/C Details
Invoices Flagged as Do Not Pay
Proposed Payment Run
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Direct Debits
Direct Debits are used where the organisation has authority from Debtors to deduct funds from their bank account to settle their debt with the organisation. The organisation will also need to have a direct debit facility available on their desk bank software with their respective banking institution.
To open the Direct Debit window, select Direct Debits from the Account menu of the Exo Finance module.
Direct Debits are handled in batches. A new batch can be saved as an Open batch, which can be edited at any point until it is Confirmed . When a batch is saved, there is an option to print an audit report. Confirmed batches can be consolidated to a single batch if required.
Setting up Direct Debits
Setting up Debtors
For each Debtor account that you want to deduct funds from via Direct Debit:
1. Go to the Details 2 tab of the Debtor Account Details window (see page 111).
2. Change the Default Payment Type to D/DEBIT .
3. Enter the Debtor s Bank Account Number and Bank Account Name. The Bank Account
Name is the name the customer has that bank account under; this will go into the bank file.
4. Choose an Advice Notification type: Fax, Email and/or Print. An advice notification type must be chosen, even if you are not going to print or distribute the advice.
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General Setup
Select General Setup from the Setup menu of the Direct Debits window.
The following configuration options are available on this window:
Field
General Ledger
Account
Description
Select the default General Ledger bank account for the Direct Debits to post into.
No. of notification days
Print D/D advice
Enter the number of days of notification required.
Tick this box if you want to print Direct Debit advice.
Consolidate D/D to
General Ledger
Tick this box if you want to consolidate Direct Debits to the General
Ledger. This enables the Consolidate button on the Batches tab of the Direct Debits window.
Allow selection of
GL Acc for D/D
Tick this box to allow the selection of the General Ledger bank account for each Direct Debit run. If this box is not ticked, the default account specified by the General Ledger Account will be used.
Show email before sending
Tick this box to show advice emails before sending them, if email has been set as an advice type.
Direct Debit Password
A password is required to process Direct Debits. To set this password, use Exo Business Config to enter a value for the Password for consolidating and processing direct debits Company-level profile setting. By default, the password is blank.
Note: The password is case-sensitive.
Bank File Format
Before processing Direct Debits, bank file formats must be set up for Debtors in Exo Business
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Processing Direct Debits
The Batches tab on the Direct Debit window shows all Direct Debit batches. Several options are available to filter the list of batches.
Note: If the Consolidate D/D to General Ledger option has been enabled on the Direct
Debits General Setup window (see page 524), you can consolidate multiple batches into a
single batch by selecting multiple Confirmed batches with the CTRL key and clicking the
Consolidate button.
Creating Direct Debit Batches
To create a new batch:
1. Click New. The view changes to the Debtor Accounts tab:
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2. Set any filter options and click Search to display Debtor accounts with outstanding invoices whose Default Payment Type is set to D/DEBIT .
3. Click All to release all invoices for all Debtors listed or double-click on a Debtor to go to
Transactions tab: a. Click All to release invoices for receipt or select an invoice and click Part Allocate to set a part payment for the selected invoice. You can pay by an amount or a percentage. This opens the following window:
Depending on whether the user selected to part pay by an amount or percentage, the Amount field displays the total amount of the invoice or 100.00 (i.e. 100% of the invoice). Enter the amount/percentage to be paid and click OK. The invoice now shows that it has been released and the Amount to Pay column displays the payment amount selected by the user.
Invoices can also be selected/unselected manually by selecting them and pressing the space bar. b. Once all invoices have been selected, return to the Debtor Accounts tab.
4. Specify a Payment Date and enter Ref1 and Ref2 information if necessary.
Note: You can also specify the General Ledger bank account for the Direct Debits to post
into, if the Allow selection of GL Acc for D/D option has been ticked on the Direct Debits
General Setup window (see page 524); otherwise this field is read-only, and displays the
default General Ledger account entered on the Direct Debits General Setup window.
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5. Save the Direct Debit Batch by one of the following methods:
If you will want to make further changes to the batch, click Save to save the current changes. The status of the batch will remain Open .
If you are finished making changes to the batch and are ready to process it, click
Confirm. The status of the batch will change to Confirmed and it will no longer be possible to edit it.
Processing Direct Debit Batches
To confirm that a batch is ready to be converted into a bank file, double-click on the batch to go to the Debtor Accounts tab, then click Confirm. Once a batch is confirmed, no further changes can be made.
A confirmed batch can be converted to a Direct Debit file ready for transfer to the Banking software. Remittances can be printed for the batch if required.
To process a Direct Debit batch:
1. Double-click on the batch to go the Debtor Accounts tab.
2. Click Direct Debit. You must enter the Direct Debit password (see page 525) to proceed.
Note: The password is case-sensitive.
The following window is displayed:
3. Modify the File Name if required. If a different bank to the default bank is required, uncheck the Use Default Bank box, then select a new Bank from the drop-down-list. Click
OK to continue. A message window appears, giving the user an opportunity to view the file.
4. Click Yes, then Open to see the contents of the file.
The next message prompts the user to confirm that the process should be completed:
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5. Click Yes to continue; this will perform accounting updates.
6. The final step is to import the newly created Direct Debits file into the desktop banking software to be subsequently processed.
Sending Remittance Advice
Once a batch is confirmed, you can send remittance advice to the affected Debtors. Open the confirmed batch and use one of the following methods from the Debtor Accounts tab:
Click the Remittance toolbar button to print the Direct Debit Remittance Advice report. This report can then be sent to Debtors.
Click the Mailshot toolbar button to open the Mailshot window (see page 583), which
allows you to bulk send remittance advice to Debtors.
Bank Feeds
The Bank Feeds module uses MYOB s online Bank Feeds service to import transactions from your bank account statement, and lets you match them against transactions in the Exo Business database. Where transactions do not exist in Exo Business, you can create new ones to match the bank transactions.
After matching transactions with Bank Feeds, you can then use the Bank Reconciliation function
(see page 478) to reconcile transactions - a special Bank Feeds reconciliation process (see page
493) is available. Any transactions that have been matched by Bank Feeds will be highlighted, so that they can be reconciled straight away.
To open the Bank Feeds window, select Bank Feeds from the Transactions menu of the Exo
Finance module.
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Note: Fair use limits apply to Bank Feeds - an additional fee may be charged when processing large transaction volumes. Contact MYOB for more information.
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Setting up Bank Feeds
Before you can begin using the Bank Feeds window to match transactions, you must set up the system to allow the importing of bank feeds.
In order to connect to the Bank Feeds service, you will need:
A my.MYOB account - your Business Partner will need to contact MYOB s administration team ([email protected] in NZ and [email protected] in AU) with your details to sign you up for an account.
A Business Reference Number (BRN), which uniquely identifies an Exo Business database - contact your Business Partner for the BRN for your database (they will be given it after your my.MYOB account is created).
To set up the Exo Business system for bank feeds, you must enter your BRN, then set up the
Entering the Business Reference Number
Enter your BRN into the Business Reference Number field in the Company > Company Details section of Exo Business Config, then save.
Adding and Configuring Bank Accounts
You must add and configure the bank accounts that you will be receiving bank feeds from. Open the Bank Feeds window and click Manage Bank Accounts -
the first time you do this, you will be prompted to enter the login details for your my.MYOB account. For security reasons, this must be the specific login associated with this database - if you have another my.MYOB login not yet associated with this database, this will not work. After you log in, the system will retrieve details of your bank accounts, so you can set them up on the Setup Bank Feeds Account window
:
Note: The Active Accounts tab shows all accounts that are currently available for Bank
Feeds. You can apply to have a new account added by clicking the Add a bank account button. Any accounts that are pending activation are displayed on the All Applications tab, where you can view their status.
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The Active Accounts tab lists all bank accounts included in the bank feed. Initially, this tab will be empty - to add a new account:
1. Click the Add a bank account toolbar button. The Bank Feed Application window opens:
2. Enter all details of the bank account. Select the country, type of institution and the institution s name, then enter the account details.
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3. Click Submit Application. If the details you entered are valid, a confirmation message will appear:
4. Click OK to save the Client Authority Form as a PDF document.
5. Print the document out, date and sign it, then send to the address at the top of the form.
Your application will be processed in 7 - 10 business days. Any accounts that are pending activation are displayed on the All Applications tab, where you can view their status. Once the application has been processed, the account will appear on the Active Applications tab.
Active accounts must be assigned a GL account. To do this:
1. Double-click on a bank account, or select it and click Edit. The Details tab appears:
2. Enter the GL account to assign to the bank account, or enter ? and press tab to search for one.
3. Click Save.
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Repeat these steps for each bank account, then close the Setup Bank Feeds Account window.
You can go back and edit bank account details by clicking the Manage Bank Accounts button on the Bank Feeds module s toolbar, or configure them in Exo Business Config at Admin > Banks >
Bank Feeds (Setup Accounts).
Setting up Bank Feeds Rules
By default, Bank Feeds attempts to match transactions based on their date and amount. You can set up your own rules for matching transactions or creating new Exo Business transactions based on transactions from bank feeds.
Set up rules for bank feeds by clicking the Setup Rules button in the Bank feeds module, or configure them in Exo Business Config at Admin > Banks > Bank Feed Rules.
The Setup Bank Feed Rules window lists all rules that have been set up. Rules are listed in priority order - this is the order in which they will be applied to the bank feed transactions. To re-order the list of rules, click on the rule you want to move and drag it into a new position.
Note: Matching rules (including the default date and amount matching rule) are always applied before transaction creation rules; the priority order applies to rules of the same type.
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A number of default rules are installed with Bank Feeds; to create a new rule, click New, or select and existing rule and click Copy.
Details
The Details section contains basic details of the rule itself, as well as general details of transactions that are created by the rule (if any).
Field
Rule Type
Description
Select what the rule will be used to do. Choose from:
Match - match a bank feed transaction to an existing transaction in the
Exo Business database. The Rule Conditions will be used to find bank feed transactions, then the Action Conditions will be used to find Exo
Business transactions to match them to.
Create ... Transaction - create a new transaction to match a bank feed transaction. The Rule Conditions will be used to find bank feed transactions, then the Action Conditions will be used to populate the new Exo Business transactions that are created for them. Separate rule types are available for each type of transaction: Debtor, Creditor,
Expense, Income or General Ledger.
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Apply to
Bank Account
Select the bank account that this rule will apply to, or select All for the rule to apply to all bank accounts.
Name
Account
Enter a descriptive name for the rule.
Select the Debtor or Creditor account that will be assigned to transactions created by this rule. This field is not available for Match or Create General
Transaction type rules .
GL Account This read-only field displays the GL account that will be assigned to transactions created by this rule.
Payment Type Select the Payment Type that will be assigned to transactions created by this rule. This field is not available for Match type rules.
Analysis Codes Click in this field to select Analysis Codes that will be applied to transactions created by this rule.
GST Rate Select the GST Rate that will be assigned to transactions created by this rule.
This field is not available for Match type rules.
Active
Manual
Tick this box to make the rule active. Inactive rules will not be applied to bank feed transactions.
This option is available for Create type rules only. If this box is ticked, the rule will be available when manually creating a transaction by clicking the
New button or right-clicking on un-matched transactions that satisfy the
Rule Conditions. If this option is not ticked, the rule will be applied automatically whenever the list of transactions is refreshed, and matching transactions will be created.
Rule Conditions
In this section, you can set up the conditions that determine which transactions from the bank feed will be affected by the rule. Press the
DOWN ARROW
key to add a new condition to the rule.
Each condition has the following attributes:
Field
Match Field
Description
Select the field from the bank feed transaction that will be examined for a match.
Note: Three Custom fields are available - these fields can be populated by a function or stored procedure to perform extra processing on bank feed data before the rules act on it. For example, you could parse the transaction details to find an invoice number or account.
Match Operator Specify how the transaction will be matched. Choose from:
Equals - the transaction will be matched if the Match Field matches the
Match Value exactly.
Contains - the transaction will be matched if the Match Field contains the Match Value.
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ContainsAny - the transaction will be matched if the Match Field contains any of the values specified in the Match Value.
StartsWith - the transaction will be matched if the Match Field starts with the Match Value.
EndsWith - the transaction will be matched if the Match Field ends with the Match Value.
RegExCompare - the transaction will be matched if the Match Field matches a regular expression specified in the Match Value.
RegExCompareAny - the transaction will be matched if the Match Field matches any of the regular expressions specified in the Match Value.
WildCompare - the transaction will be matched if the Match Field matches the Match Value, which can contain wildcard characters.
WildCompareAny - the transaction will be matched if the Match Field matches the any of the values specified in the Match Value, which can contain wildcard characters.
Enter the value that the Match Field will be matched against. For operators that support multiple values, i.e. ContainsAny, RegExCompareAny and
WildCompareAny, the values must be separated by commas.
Link Operator Specify how this condition will be applied with the other conditions in this rule. Choose from:
And
Or
Invert Tick this box to invert the Match Operator, e.g. when this option is ticked a rule with the Equals operator would match all transactions that do not equal the Match Value, and a rule with the Contains operator would match all transactions that do not contain the Match Value.
Action Conditions
This section determines how the transactions that meet the Rule Conditions will be acted on.
Multiple actions can be specified - press the
DOWN ARROW
key to add a new action.
For rules with Rule Type of Match , this section specifies the Exo Business transactions that transactions meeting the Rule Conditions should be matched with. The following fields are available:
Field Description
Match Field Select the field of the Exo Business transaction that will be examined for a match.
Note: The three Custom fields are available here as well.
Operator Specify how the transaction will be matched. Choose from:
Equals - the transaction will be matched if the Match Field matches the
Match Value exactly.
Contains - the transaction will be matched if the Match Field contains the Match Value.
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ContainsAny - the transaction will be matched if the Match Field contains any of the values specified in the Match Value.
StartsWith - the transaction will be matched if the Match Field starts with the Match Value.
EndsWith - the transaction will be matched if the Match Field ends with the Match Value.
RegExCompare - the transaction will be matched if the Match Field matches a regular expression specified in the Match Value.
RegExCompareAny - the transaction will be matched if the Match Field matches any of the regular expressions specified in the Match Value.
WildCompare - the transaction will be matched if the Match Field matches the Match Value, which can contain wildcard characters.
WildCompareAny - the transaction will be matched if the Match Field matches the any of the values specified in the Match Value, which can contain wildcard characters.
Source Value Select the field of the bank feed transaction that the Match Field will be matched against.
Link Operator Specify how this condition will be applied with the other conditions in this rule.
Choose from:
And
Or
Invert Tick this box to invert the Match Operator, i.e. when this option is ticked a rule an Equals operator would match all transactions that do not equal the Match
Value, and a rule with the Contains operator would match all transactions that do not contain the Match Value.
For rules where a new Exo Business transaction is created for the bank feed transaction, this section determines how details of the created Exo Business transaction will be populated. The following fields are available:
Field Description
Destination Select the field of the Exo Business transaction that should be populated.
Action Specify how the field should be populated:
Put - the value of Source Value field will be copied directly to the
Destination field.
Concat - the value of Source Value field will be concatenated with the values from the other lines in this rule, and the concatenated value will be copied to the Destination field.
To concatenate multiple lines, set the first line to Put and all subsequent lines to Concat . If more than one line is set to Put , only the last line will be used.
Source Value Select the field from the bank feed transaction that will be used to populate the field in the Exo Business transaction.
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Matching Bank Feed Transactions
To begin matching transactions, click the Get Bank Transactions toolbar button to download the latest transactions, then select a bank account from the Accounts dropdown to view the transactions for that account.
New transactions are matched using a default matching rule (transactions are matched if they
have the same date and amount) and any custom rules you have set up (see page 533). Rules are
applied in the following order:
1. Custom matching rules (rules with the rule type Match ) are applied in order of their priority on the Setup Bank Feed Rules window.
2. Any remaining unmatched transactions are matched according to their date and amount.
3. Custom automatic transaction creation rules (rules with any of the Create ... Transaction rule types that have the Manual option unticked) are applied to any remaining unmatched transactions in order of their priority on the Setup Bank Feed Rules window.
4. Any remaining unmatched transactions must be matched manually.
Details of matched transactions appear in the Your Transactions section of the main Bank Feeds window next to the bank feed transactions they were matched to:
Note: If a rule matches multiple Exo Business transactions to one bank feed transaction, a
Possible matches found link will appear in the Your Transactions section. Click this link to
display all matched transactions (see page 539) and select one to match the bank feed
transaction to.
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Each match must be approved, or you can click Approve All on the main toolbar to approve all matches. Approved transactions will be removed from the list the next time you refresh it. You can see all transactions that have been approved by selecting Approved from the Display
Transactions dropdown.
You can click Undo to un-approve the match and unlink the Exo Business transaction from the bank feed transaction if necessary. Clicking the icon opens the GL Batch Transactions window, showing the GL transactions that relate to the transaction.
The following options are available for manually matching any transactions that were not matched automatically:
Click Find to find an existing Exo Business transaction to match the bank feed transaction to.
Click New to create a new Exo Business transaction to match the bank feed transaction to.
Select multiple transactions and click Create Transactions on the main toolbar to create new Exo Business transactions to match all of the selected the bank feed transaction to.
Hiding Transactions
Before you begin matching transactions, if there are any transactions in the list that don t need to be matched, you can hide them by selecting them and clicking Hide Transactions on the main toolbar. You can see the hidden transactions by selecting Hidden from the Display Transactions dropdown.
Finding Transactions
Clicking the Find button next to an unmatched bank feed transaction opens the Find a Matching
Transaction window:
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By default, this window searches for all unmatched Exo Business transactions that are within 10 cents of the bank feed transaction s amount and within one month of its date. You can narrow or broaden these filters to find more or fewer transactions. Once you have located the Exo Business transaction that you want to match the bank feed transaction to, select it and click Match.
Note: If you re not sure what a transaction relates to, you can right-click on one of its columns and select Lookup Invoice. This copies the text of that column to a new window, where you can select the relevant portion of it to use in an invoice search. Locating the invoice that relates to a transaction can help you determine how the transaction should be matched.
Creating Transactions
To create a new transaction to match a bank feed transaction against, click the New button next to an unmatched bank feed transaction, or select multiple unmatched transactions and click Create
Transactions. Select the type of transaction to create from the dropdown menu that appears. The available types depend on the rules that have been set up this dropdown contains all rules that match the transaction and that have their Manual option ticked.
Once you have selected a transaction type, the Bank Feeds Transaction Entry window opens. This
window functions the same as the Integrated Cashbook window (see page 322).
Information from the selected transaction(s) is copied to the grid. Enter all other details and save.
The new transaction(s) are created and matched to the selected bank transaction(s).
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Bank Reconciliation
Once you have matched transactions for an account using Bank Feeds, you can then perform a
Bank Reconciliation for that account (see page 478). When starting a new bank reconciliation,
select the Bankfeed reconciliation type to perform a Bank Feeds reconciliation (see page 493). Any
transactions that have been matched by Bank Feeds will be highlighted on the Bank Reconciliation window, so that they can be reconciled straight away.
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The MYOB Exo Business taxation features centres around the ability to have multiple tax rate definitions (optionally with separate tax control accounts) and being able to assign a tax rate to a transaction.
The default tax rate on a transaction can be configured in the system through a hierarchical rate selection process. If the user has been granted permission, they can override the suggested default rate with a manually selected tax rate.
Generic Tax by tax rate reports can be run regardless of the country of origin. Alternatively, tax rates can be used in conjunction with tax return key points to generate specialised tax reports such as the Australian BAS, the New Zealand Tax Return, and the Singapore Tax Return. Using the integrated reports also marks source transactions with the tax return they were reported on to assist with prior period postings.
Automatic Tax Rate Hierarchy
When a transaction is entered, the tax rate used is automatically determined by a hierarchical structure. The user can then accept this setting, or optionally manually override it.
The following diagram depicts the hierarchy for automatically selecting a transaction s tax rate:
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For example, when performing a Debtor s Invoice function, the tax rate is automatically selected by using the hierarchy as follows:
1. Account - the tax rate of the Debtor account is used if explicitly specified on the Debtor account.
2. Stock - if no tax rate has been set at the Debtor account level, then the rate applicable to the stock item is selected, if explicitly set on the stock item.
3. Default Rate - if no tax rate has been set on the account or the stock item, then the default
Debtors rate from the MYOB EXO Configurator is used.
In the case of a Creditor s Invoice that uses General Ledger (GL) codes instead of stock items, if the
Creditor s account default rate is not set, the rate from the GL account is used, and if a rate is not set on the GL account, the default creditor tax rate in the Configurator is used.
Once the tax rate is chosen, the user can also manually override this rate and specifically set the tax rate number and tax rate, using the periscope function.
Overriding Function
The following options are available on many transaction entry windows (if enabled for the user), to allow manual overriding of the automatically selected transaction tax rate and amounts:
Line periscope to view line detail, and also to explicitly set the tax rate and amount.
Tax Toggle to change amount to inclusive or exclusive of tax.
Tax Rates button to compare calculated tax against default hierarchical tax rate.
Tax Setup
During the implementation phase, relevant tax rates are selected and assigned to their matching tax return key point. The base Debtor and Creditor tax rates are also assigned, which form the default.
During operation, automatic overrides on the accounts and stock items are then configured as new accounts or stock items are set up.
Company Defaults
The tax system in MYOB Exo Business is customised based on the country selected in the main
Company setup screen of Exo Business Config.
This setting determines settings such as the available Tax Return Key Points, as well as cosmetic display information such as the local tax system name (e.g. GST, VAT).
To select the country for the system:
1. Go to Exo Business Config > Company > Company Details.
2. Select the appropriate country in the Country field.
Note: If the country of operation is changed, the default tax rates, and the tax rate settings must also be reviewed and set to the appropriate country settings. Changing the country also alters the available tax return key points, used to configure the integrated tax returns - see the following sections for more detail.
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Essential Defaults
Tax Basis
Invoice- or payments-based tax determines how taxation reports are run, and also if extra tax rate functions must be enabled (e.g. whether an overriding tax rate is required on a payment with payments-based tax systems).
The tax basis is set at Exo Business Config > Essential > General Settings.
Note: MYOB EXO Business recommends and supports Invoice-based tax only.
MYOB Exo Business allows for a variety of tax rates to be recorded on each line of an invoice.
When a payment is made it is only possible to record a single tax rate. Many functions that are controlled by profile settings (such as tax rate overrides at invoice line level) are suited only for invoice line based taxes.
While it is possible to operate Exo Business and report tax on a payment basis, there are certain logical paradoxes that can occur related to the fact that, by default, Exo Business allows tax to be recorded at a finer level of detail than on a payment basis. For example, care should be taken to disable functionality that promotes individual invoice line level control over tax rates. If multiple tax rates do occur on the same invoice (or in fact to the same customer or supplier), then the only logical method of reconciling tax on a payment basis is to ensure that payments received or made are consistently allocated against invoices, and to produce estimates of tax by reports that calculate the tax content of invoices that are paid during the period.
Note: Some features, such as the Australian BAS Return, cannot support payment-based tax, because fundamental linking is done at an invoice line level.
Debtor Pricing
A setting is available to determine whether the sell pricing of stock is entered as tax inclusive or tax exclusive.
To set the tax inclusive/exclusive setting for Debtor pricing:
1. Go to Exo Business Config > Essential > General Settings.
2. Tick the Tax inclusive pricing for debtors box to state that the sell prices of stock items are entered as tax inclusive; leave the box unticked to state that stock prices are entered as tax exclusive.
Tax Rates
The tax rates are used to group the purpose of the tax on an invoice or payment. It is these tax rates that can be reported on for tax returns, and when linked with tax return key points form the basis of the Tax Return systems.
To set up tax rates:
1. Open the tax rates table from Exo Business Config > Essential > Tax Rates.
2. Create a new tax rate by clicking New, or double-click on an existing rate to view and edit.
3. Enter the following information, and press Save to save the tax rate.
Field Description
Tax rate name
Tax rate short name
User-friendly names used to reference the tax rate.
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Tax rate % The percentage rate of tax to be recorded.
Tax return key point Used to identify the corresponding field on the Tax Return, using this tax rate as part of the calculation. See Tax Return
Key Points below.
GL control account Leave the Use Default box ticked to use the GL control account specified in Configuration Assistant > Business
Essentials > GL Control Accounts for the debtors and/or creditors tax account; otherwise, untick the box and select a specific GL account for the rate.
To verify that the tax rates have valid key points, and to also check that only valid tax rates exist on debtor, creditor, stock and GL accounts, click the Check Rates button on the toolbar. This will perform a check, and report errors and warnings.
In a new implementation, the suggested default rates for the selected country can be loaded by clicking the Load Rates toolbar button. This button will only be available if the tax rate table is empty, and therefore can only be used if no transactions containing tax rates have been entered in the system.
Troubleshooting
The most common reason for the Check Rates function reporting null key point values is because there is no Tax return key point setting for a tax rate. A blank tax rate description will also make a tax rate invalid if the rate number is shown in the table, it is expected to have a matching tax key point. It is suggested that blank description tax rates be avoided (or deleted), and that all tax rates point to a key point to confirm they have not been mis-configured . The tax return point NA
Not recorded on return could be used if the rate is not to be entered on a tax return.
Other common causes of invalid tax rates include incorrect initial setting of default tax rates, or data imported directly to the database that has not set the tax rate fields. The following fields must be set when importing data:
dr_accs.taxstatus cr_accs.taxstatus
stock_items.salestaxrate stock_items.purchtaxrate
glaccs.taxstatus
Default Tax Rates
be used on transactions unless specifically set by rates on the account or the stock item, or manually overridden. These default rates could be thought of as the fall-back rate if there are no other overrides on the transaction.
To set the default tax rates:
1. Go to Exo Business Config > Essential > General Settings.
2. Select one of the pre-defined Tax Rates for the Base debtor tax rate and Base creditor tax rate.
It is critical that the default tax rates be set correctly. Invalid tax rates may also prevent transaction from being entered.
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Tax Return Key Points
Tax Return Key Points are the references to the key points on the country s tax return system. Tax return key points are pre-defined, relevant to each country, and are viewable but not usereditable. It is the assigning of the key point to a tax rate that controls what will appear on the tax return. More than one tax rate may be added to the same tax return key point.
To view the pre-defined Tax Return Key Points, go to Exo Business Config > Administration >
Finance > Tax Return Key Points.
You can double-click on a key point to show more information on the item, such as the full description.
Tax Return Key Points are listed as Creditor and/or Debtor. These properties carry through when assigned to tax rates, and therefore help prevent incorrect tax rates being entered on the wrong transaction types.
DIS and N/A are special key points that can be used to disable a tax rate to prevent data entry, or not display the rate on a tax return.
Tax Rate Hierarchy Setup
Once the tax rates have been linked to the tax return key points, and the default rates setup, optional tax rate overrides by debtor/ creditor account and stock item can be set up. These
settings will override the default tax rates (see page 545) specified at Configuration Assistant >
Business Essentials > General Settings.
Existing Transactions
Databases with existing transactions will need to be checked before using the automatic tax return features if they have not been configured previously. For new transactions entered going forward, this should not be an issue as long as the settings are correct.
Historical information should be marked so that this information will not be picked up when the
Include previous option is selected on a new tax return, (i.e. when the intention is to include transactions added to a prior period that has already had a Tax Return created, in whatever format was used previously). This historical information could be captured by creating a dummy tax return to mark all the transactions in the historic data s date range.
Tax Rate on Debtors/ Creditors
The automatic tax rate used on a transaction can be determined by a rate set on a Debtor or
Creditor account. This is useful, for example, if the tax rate charged to a foreign Debtor is different to local accounts, or if the tax rate paid to a foreign creditor is different. Setting the tax rate on an account will set the tax rate on a transaction line to this account s default rate.
The Debtor/Creditor default rate is the highest overriding level in the automatic hierarchy (see
page 542) (with the exception of manually overriding the rate during transaction entry).
To override the tax rate on an account:
1. Select the Debtor or Creditor from the Account > Debtor or Account > Creditor screen.
2. Select a rate for the Override Tax Rate field on the Details 2 tab. Leaving this field set to -1.
AUTO SELECT RATE will disable any overriding of the tax rate by the account, so the next level down the hierarchy will be used (which is the tax rate on the stock item).
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Tax Rate on Stock Items
The automatic tax rate used on a transaction can also be determined at a stock item level, e.g. to accommodate various tax rates are applied specifically by stock item. A tax rate set on a stock item will be not be used if a tax rate is also set on the Debtor/Creditor account, or if one is manually set during transaction entry, as they have higher priority.
To set the tax rate on a specific stock item:
1. Select the stock item from the Stock > Account screen.
2. Select rates for the Sales Tax and Purch Tax fields on the Details 2 tab. Leaving these fields set to -1. AUTO SELECT RATE will disable any automatic overriding of the tax rate by the stock item, so the next level down the tax rate hierarchy will be used (which is the default tax rate of the system).
Manually Overriding Transactions
When entering lines on an invoice, the tax rate hierarchy is used to automatically select the tax rate on the line. This automatic selection may then be optionally overridden by the user, if they are set up with permission to do so.
On invoices where a rate other than the automatic rate is needed, the periscope button can be used on that line manually enter the rates and value. (Use with caution when using a paymentbased tax system). The button next to the periscope allows price options to be changed between tax inclusive and tax exclusive.
To compare the tax calculated by the default tax rate hierarchy with the rate manually overridden, click the Tax Rates button on the toolbar.
Note: The ability to override the rates on invoices is controlled by the user profile setting
Allow override of tax amount for invoice lines.
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Overriding the tax value on Debtors transactions is not recommended. If the client manually overrides the Tax value field, this will result in a discrepancy between the Gross on the invoice and the Gross on the Tax Return. Instead of changing the tax value, clients should change the tax rate.
Changing the Tax Rate
In some circumstances clients may want to change the tax, e.g. from 15% to 0%, because the tax on a transaction is for a Zero Rated supply such as exported goods.
In this case, clients should change the Tax rate using the drop down of available rates to a rate that is set to 0%, and let the system recalculate the tax amount to $0.00. Do not simply override the Tax value to $0.00.
This way MYOB Exo Business will correctly calculate the Gross to be shown on the Tax Return.
Changing the Tax Value (Creditors Invoices)
In some rare circumstances, clients may want to change the Tax value on a Creditors transaction, e.g. when entering a Creditors Invoice, the tax as calculated by Exo Business may differ slightly to that as charged by the Supplier.
In this circumstance it is acceptable to override the Tax value to agree with the supplier s documentation.
Tax Reports
The main Tax Return functions under Tax Reports on the Reports menu are used to generate the tax return (specific to the country), and are complimented with Tax By Rate Type and Tax Rate
Exceptions reports. You can also use the Tax Rate Exception Report menu item to highlight invoices where the tax rate is not relevant to the transaction type.
Tax Returns
The following Tax Return reports are available:
New Zealand GST Return (see page 549)
Singapore GST Return
VAT Return
Taxable Payments Annual Report (see page 373)
Each report is accompanied by an Edit Return option, which lets you select and edit previous returns.
Tax by Rate Type Report
Reports > Tax Reports > Tax Report by Rate Type
The Tax by Rate Type report can be used to create manual tax returns, or to allow auditing of data. Two reports exist: a tax rate report for payment transactions and a tax rate report for invoice transactions.
Note: The Clarity report for payment transactions is TAXByRateType_Payment.CLR, and invoice transactions is TAXByRateType.CLR.
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Tax Rate Exceptions
A Tax Rate Exceptions report can be run to help identify incorrect coding, or invalid codes. This report is available from the NZ GST Return and BAS Return windows by selecting Utilities > Tax
Rate Exceptions. (You can also add the report to the main Exo Business menu for direct access.)
This report can help identify tax rates set up or used on the incorrect ledger if changes are made to the tax rate settings.
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NZ GST Return
The NZ GST Return report lets you calculate the amounts to include in a GST Return, which can then be copied to the GST Return form or sent electronically to the IRD.
Note: The GST return is based on key points, which map to the fields that appear on the
Running the Report
Run the NZ GST Return report by selecting Tax Reports > NZ GST Return from the Reports menu.
(If this menu option isn t available, you ll need to add it to the menu using the Exo Business
Configurator.) This opens the NZ GST Return window, which gathers the required information and the displays totals that can be copied to the official GST return form supplied by the IRD:
To begin with, the window shows the Header tab. On this tab you can select the Frequency of the
GST return: either monthly, two-monthly or six-monthly. The option you select affects the date range specified below. You can either select a specific date range to source transactions from, or, if the Select transactions based on period for tax return profile setting is enabled, you can specify a range of accounting periods instead.
The Tax return code lets you enter a reference code for the GST return. When the return is generated and saved, all transactions involved in the return will be stamped with this code for future reference.
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The Gross derived from GST option determines how the gross totals should be calculated. When it s selected, gross totals are back-calculated from the GST totals; if it is not selected, gross totals are calculated by summing the all of the relevant transactions gross totals. Normally, this option should always be selected, as deriving gross totals from the GST matches the way that the IRD calculates GST.
Once you ve entered all of the necessary information on the Header tab, click Calculate. The system uses the tax codes assigned to each transaction in the selected period to total values and assign them to the correct key points on the GST return. The Detail tab displays the main totals for the return, while the Calculation Sheet tab displays the amounts used to calculate some of the totals.
You can double-click on any total field to display all of the transactions that are included in that total, and you can also click the Source Transactions button on the toolbar to display all transactions that were included in the entire GST return.
Once you have entered all information needed by the GST return, click Save to save a record of the return in the Exo Business database and mark all related transactions with the Tax return code you entered. You can now copy all of the totals displayed on this window to the relevant boxes on the GST return form. You can also print a copy of the totals or export them to Excel for later use.
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Provisional Tax
The NZ GST Return function can also include provisional tax information when submitting the GST
Return to the IRD. You can pay provisional tax along with your GST, or, if your GST return shows a refund, you can apply some or all of this refund against the provisional tax amount.
Note: Exo Business does not support the Ratio method for calculating provisional tax. You will need to manually calculate and file your GST return if you are on the Ratio method. See the IRD s website for more information on calculating provisional tax.
When the GST Return Type option on the Header tab is set to Provisional Taxpayers: GST 103B , an extra Provisional Tax tab becomes available.
Note: If you pay provisional tax, you will need to select the Provisional Taxpayers: GST
103B option every period, even for periods where you are not paying provisional tax.
Once the GST return is calculated, you can enter provisional tax details into this tab. The available fields differ depending on whether or not the GST return indicates a payment (to which the provisional tax payment will be added) or a refund (which can be used to offset the provisional tax amount). The amounts on this tab are displayed on the printed GST Return report, and included in the return when it s submitted to the IRD.
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Coding Provisional Tax Payments
Care must be taken when coding provisional tax payments that are offset by a GST refund. For example, in a situation like the one pictured above, where a $1000 provisional tax payment is offset by a $750 GST refund, this should be coded as follows:
Provisional Tax $1000
GST Control -$750
Chq/Payment Total $250
Submitting the Return Electronically
As well as copying the details from the NZ GST Return window to the GST return form and posting it to the IRD, you can send the GST Return directly to the IRD from the NZ GST Return window. To do this your company must be registered for GST, and you will need a myIR account - you can register for myIR at http://www.ird.govt.nz/online-services/ir-online-servicesregister.html.
Click the IRD button ( ) to calculate the GST return and display the results on a summary window:
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Note: If you have chosen to include provisional tax in the GST Return, provisional tax amounts will be displayed on this window as well.
Taxation
Tick the confirmation box, then click Submit. An authentication window appears, where you can enter your myIR login details.
You can check the progress of your submission on the Inland Revenue Lodgements window, which can be opened by clicking the toolbar button on the NZ GST Return window.
Editing a GST Return
If you need to make adjustments to a GST return after you ve generated and saved it, you can reopen it using the Tax Reports > Edit NZ GST Return menu option. This opens a window that displays all GST returns that have been saved in the past:
Double-click on the GST return you want to re-open. The NZ GST Return window appears with all fields read-only - to make adjustments, you need to select Enable Edit from the Utilities menu.
You can then make any adjustments you need to, re-calculate if necessary, and then save the edited GST return.
Tax Exceptions
Exo Business also tracks tax exceptions (see page 548) - these are transactions with an invalid tax
rate. An invalid tax rate could mean one that doesn t exist in the database or a one that is not valid for that transaction, for example if a purchase tax rate number was found on an invoice. To view tax exceptions, select Tax Rate Exceptions from the Utilities menu of the GST Return window.
Select a date or period range and the type of transaction, then click Search to display all tax exceptions that meet these criteria.
You can use this list to track down and correct any exceptions before generating the GST return.
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BAS Tax Return
The BAS Tax Return report lets you calculate the amounts to include in a Business Activity
Statement, which can then be copied to the BAS return form and sent to the ATO.
Note: The BAS return is based on key points, which map to the fields that appear on the BAS
Running the Report
Run the BAS Return report by selecting Tax Reports > BAS Tax Return from the Reports menu. (If this menu option isn t available, you ll need to add it to the menu using the Exo Business
Configurator.) This opens the BAS Tax Return window, which gathers the required information and the displays totals that can be copied to the official BAS return form supplied by the ATO:
To begin with, the window shows the Header tab. On this tab you can select the Frequency of the
BAS return: either Monthly or Quarterly. The option you select affects the date range specified below. You can either select a specific date range to source transactions from, or, if the Select transactions based on period for tax return profile setting is enabled, you can specify a range of accounting periods instead.
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Taxation
The Tax return code lets you enter a reference code for the BAS return. When the return is generated and saved, all transactions involved in the return will be stamped with this code for future reference.
Once you ve entered all of the necessary information on the Header tab, click Calculate. The system uses the tax codes assigned to each transaction in the selected period to total values and assign them to the correct key points on the BAS return. The Summary tab displays the overall totals for the return - all of the calculated figures are displayed on the other tabs.
For fields that display an information icon ( ), you can hover the mouse over the icon to see how that field was calculated. You can double-click on any total field to display all of the transactions that are included in that total, and you can also click the Source Transactions button on the toolbar to display all transactions that were included in the entire BAS return.
The grey fields on each tab display read-only totals, while the white fields allow you to enter data.Exo Business calculates all of the GST-related data for the BAS return; other specialised data such as PAYG withholding tax or Fringe Benefit Tax can be entered manually on the appropriate tab.
Note: Entering new values updates the totals automatically, but if you change the selections on the Header tab, you ll need to re-calculate the return.
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Once you have entered all information needed by the BAS return, click Save to save a record of the return in the Exo Business database and mark all related transactions with the Tax return code you entered. You can now copy all of the totals displayed on this window to the relevant boxes on the BAS return form. You can also print a copy of the totals or export them to Excel for later use.
Editing a BAS Return
If you need to make adjustments to a BAS return after you ve generated and saved it, you can reopen it using the Tax Reports > Edit BAS Tax Return menu option. This opens a window that displays all BAS returns that have been saved in the past:
Double-click on the return you want to re-open. The BAS Tax Return window appears with all fields read-only - to make adjustments, you need to select Enable Edit from the Utilities menu.
You can then make any adjustments you need to, re-calculate if necessary, and then save the edited BAS return.
Tax Exceptions
Exo Business also tracks tax exceptions (see page 548) - these are transactions with an invalid tax
rate. An invalid tax rate could mean one that doesn t exist in the database or a one that is not valid for that transaction, for example if a purchase tax rate number was found on an invoice. To view tax exceptions, select Tax Rate Exceptions from the Utilities menu of the BAS Tax Return window.
Select a date or period range and the type of transaction, then click Search to display all tax exceptions that meet these criteria.
You can use this list to track down and correct any exceptions before generating the BAS return.
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About Manufacturing
This section describes the Bill of Materials and Time Billing modules. It explains how a Bill of
Materials (BOM) is set up and processed. It also details the processing of a Works Order and explains the handling of Time Billing.
Bills of Materials can be classified into three different types:
Kit individual components are sold, and the code is a shortcut code to the collection of components
Build all components are consumed in a transformation to make an output stock item.
Order Template a simple product list for use with Sales Orders only. The BOM code becomes a shortcut to the product list, to save keying each product into the order.
Note: See the MYOB Exo Business White Paper BOMs and Stock Code Enhancements for technical details on Bills of Materials, including information on the database tables and fields they use.
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Setting up Bills of Materials
Types of Bills of Materials
There are three main ways of using the Bill of Materials module: kits, manufactured items and order templates.
Kits
A kit item is an item that is made up of a list of other stock items that are assembled at the time of sale. It is a quick and easy way to sell something that consists of a number of different stock items.
The kit may also be priced separately allowing the selling price to be different from the sum of the selling prices of the components.
In a kit Bill of Materials, the components are sold and the header is a shortcut code to a collection of components.
Kits can be used with Sales Orders and the Exo Job Costing module, but not with Works Orders.
Manufactured Items
Manufactured Items, or builds , are produced from other stock items. When you manufacture an output item you deduct the component items from stock and build the new manufactured output item, which is then placed in stock. This item is then sold in the usual method with pricing specified on the output stock items.
In a build Bill of Materials, the output item is sold.
Note: A bill without an output item cannot be a manufactured item. A bill with an output item is usually a manufactured item but can also be a kit. When manufactured items are sold as kits, the rules applicable to kits should be used.
Builds can be used with Sales Orders and Works Orders, but not with the Exo Job Costing module.
Order Templates
An order template is not a true Bill of Materials but a simple shopping list for use with Sales
Orders only. The Bill of Materials code becomes a shortcut to the product list, to save entering each product into the order. No header line is included.
Note: The Auto Order Template on the Details2 tab of Debtor accounts (see page 112) only
displays order template Bills of Materials.
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Creating a Bill of Materials
Account > Bill of Materials
The same interface is used to create Bills of Materials of all types.
To create a Bill of Materials:
1. Select Bill of Materials from the Accounts or Transactions > Manufacturing menu. The following window is displayed:
2. Click the New button. The following window is displayed:
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3. Complete the fields on the Details tab:
Field Description
Bill code
Description
Type
Active
Hide lines on reports
Output item/
Template item
Batch quantity
Enter the bill code for this Bill of Materials. This is the code that you need to type to bring up your kit during invoicing.
This code will also be displayed in the Bill of Materials
(search) window.
Note: The bill code can be changed by clicking on the
Change Bill Codes button. This changes all references to the bill code.
Enter the description for this kit as you would like it to appear on the invoice. This description is also displayed on the Bill of Materials (search) window.
Select the type of Bill of Materials:
Kit
Build
Order Template
Select this option if the Bill of Materials is no longer active, i.e. no longer available for use.
Select this option if you want to hide components that make up this Bill of Materials on the invoice/sales order. If this tick box is not checked, the components are displayed on the invoice/sales order lines (at zero price).
For builds and kits, enter the stock code of the finished product (the final output item). This field is optional for kits.
For order templates, if you wish to price the template as a single item, enter the stock code for the template item.
Specify the quantity (number of output items) that is produced from the selected components. This defaults to 1 when you create a new kit.
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AutoBuild
Manufacturing
This option is only available for Bills of Materials with the
Type Build . Normally, if a Sales Order is raised for the output item and there are none in stock, you are given the option of putting the item on back order. If this option is selected, you are also given the option of building the item on the spot:
Note: Stock Shortage warnings only appear if the Stock out warnings Company-level profile setting is enabled.
Overhead allocation (%) The overhead involved when producing this item. The percentage overhead is then taken from the final output.
This field is optional for kits.
Enter any notes that relate to the kit. Notes
Pricing By Select the pricing mode you want to use:
Components/Products - Select this option if you would like to price this Bill of Materials by component (kits and builds) or product (order templates). This uses the sell prices set up in the stock window for each component stock item you select for this kit, and works by adding them together to give you a final price for your kit.
Total/Template - Select this option if you would like to specify the sell price for this Bill of Materials.
If you select this option you will also need to enter sell prices.
Sell prices When pricing by Total, enter the prices that this item will be sold for.
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3. Click the Components tab (kits and builds) or Products tab (order templates).
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4. Select the cost type for the components/products:
Latest - The current cost price for the stock item.
Average - The weighted average cost price of the stock item.
Standard - The standard cost of this stock item.
Note: The Cost Type option is not available for order templates.
5. Click the or buttons to add or remove items to the Bill of Materials.
Note: The maximum number of component/product lines allowed in a Bill of Materials is
200.
6. Complete the following fields for each item.
Field Description
Stock Code The stock code of the item.
Description The description for the item.
Quantity The quantity of the item that is used in the Bill of Materials. For order templates, this value can be set to 0, so that the user will be prompted to enter a quantity.
Unit Cost
Total Cost
The cost price of the item, according to the selected Cost Type. Read only.
The total cost for the item, i.e. the unit cost multiplied by the quantity.
Read only.
Manufacturing
Enter Y if the item is included in the Bill of Materials by default. Default
Report Code The report code associated with the item s Stock Group.
7. The total cost of all items is displayed at the bottom of the window.
8. You can double-click on an item to drill down to the Stock window for that item.
9. Click Save.
Tip: You can also create a Bill of Materials by making a copy of an existing Bill of Materials
(see page 564).
Copying a Bill of Materials
Account > Bill of Materials
One way of creating a new Bill of Materials is to create a copy of an existing Bill of Materials and then editing it as required.
To copy a Bill of Materials:
1. Select Bill of Materials option from the Accounts or Transactions > Manufacturing menu.
The following window is displayed:
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2. Select an existing Bill of Materials and click the Copy Bill button. This displays the Copy Bill of Materials window:
3. Enter a New Bill Code and Description, then click OK.
A new Bill of Materials is created with the same details as the original. You can edit the details of the new Bill of Materials if necessary.
Invoicing a Bill of Materials
When invoicing a Bill of Materials, enter the Debtors Invoice (see page 410) in the usual method. In
the Stock Code field enter the Bill of Material s Bill Code preceded by a full stop. e.g. .CARCARE03.
Depending on whether you enabled the Hide lines on reports option during setup, you may or may not be able to view the components that make up this Bill of Materials. Continue to enter any other required details and click Save to save the invoice.
Supplying a manufactured item in a Sales Order is entered exactly the same way as above. Enter the Output Code you created into the stock code field. Manufactured items can also be transferred between locations as a standard stock item.
Editing Bills of Materials on Invoices
By default, the quantities and prices of Bill of Material header and component lines are locked from editing to ensure the header/lines relationship. (Order templates are not true Bills of
Materials, but simply shopping lists , so this constraint does not apply to them.)
If you want to be able to edit the lines independently, you must disable the Enforce bill of materials header and line constraints Company-level profile setting. Disabling this setting means that Bill of Material lines are treated as individual lines.
General Ledger Postings for Bills of Materials
The General Ledger postings generated when a Bill of Materials is sold vary depending on the Bill of Material s type.
Postings for Kits
For kits, the component lines are equivalent to ordinary sales lines. The header line does not post to the General Ledger and the output code is not referenced.
The General Ledger accounts for Sales and Cost of Sales arise from the component stock item as per the rules for ordinary sales lines.
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Postings for Builds
Postings for builds are as follows:
Component lines that are stocked items are not posted to the General Ledger (they don t affect the value of stock).
Component lines that are lookup items are posted to the General Ledger as adjusting the value of stock (i.e. are value-add). These are posted with the General Ledger code for the
Stock On Hand account from the GL Control Account setup (see page 258).
The Bill of Materials header generates two entries: o o
For inwards goods - to the General Ledger purchases account set on the Output item, (i.e. receipt the manufactured item into stock). The cost and sell of the stock transaction is the sum of the costs of the components (including lookups) and therefore incorporates the contra-entry for added value represented by the lookup item posting.
For the sale of the output item - with General Ledger accounts for the sales and cost of sales being taken from the Output item.
Postings for Order Templates
For General Ledger posting, the system treats lines of an order template identically to ordinary lines - the fact that they were derived from a Bill of Materials does not make a difference.
Processing Builds
Build type Bills of Materials must be processed to consume the component items and create the output item. You can either process a bill of materials (manufactured item) individually or in a batch from inside the Bill of Materials screen. This process for a Bill of Materials is a one-step process, immediately consuming components and producing an output item, as opposed to a production process that moves through many production stages. If you wish to process a bill
through a production process, you can use the Works Orders (see page 570) module.
Notes
Batch processing is designed to quickly create simple manufactured items. It does not handle batch numbers or serialised stock items. To manufacture items for batch-numbered
components or output items, use the more sophisticated Works Order functionality (see
page 570).
Processing a Bill of Materials produces the following stock transactions: o o
Adjust Out transactions for the components
Adjust In transaction for the Bill of Materials output item
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Processing a Single Build
Account > Bill of Materials
Once you have created a Bill of Materials with the type build , it must be processed in order to consume the component items and create the output item.
To process a single build-type Bill of Materials:
1. Select Bill of Materials from the Accounts or Transactions > Manufacturing menu.
2. Select a Bill of Materials with a Type of Build . Double-click to open the Bill of Materials.
3. Click the Process button. The following screen is displayed:
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4. Complete the fields on the screen.
Field
Bill code
Description
The bill code of the Bill of Materials being produced.
Produce quantity The quantity of output items you want to produce. The default is
1.
Reference An optional reference code. May be left blank.
Component location
The number of the location that components will be taken from to produce this item.
Product Location The number of the location that you want the output item receipted to.
Process date The date that this item is to be processed. The default is today s date.
Manufacturing
5. Click the Check Stock button. The system checks the stock and provides a status report on the current availability of component stock compared to requirement, to produce the desired quantity of output items.
6. If there are no stock shortages, click the Process button.
7. A confirmation message appears to verify that you want to process the stock. Click Yes.
8. The bill is processed and a success message is displayed at the end of the status report.
Click the Print button for a printed copy of the Status Report.
Once the process is complete, the stock ledger will contain negative movements for the components that made up this bill code. The output item will show a positive stock movement for the produce quantity.
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Processing a Build Batch
Transactions > Manufacturing > Bill of Materials Batch Entry
Once you have created Bills of Materials with the type build , they must be processed in order to consume the component items and create the output item. Multiple builds can be processed in a single batch.
To process a batch of build-type Bills of Materials:
1. Click the Batch Process button on the Bill of Materials window (see page 559), or select Bill
of Materials Batch Entry from the Transactions > Manufacturing menu. The following window appears:
Tip: You can also access this screen by clicking the Batch Process button on the Bill of
Materials screen (see page 559).
2. Click the New button and complete the fields on the screen.
Field
Transaction Date
Description
The date of the transaction. Defaults to today s date.
Component
Location
The number of the location that components are being supplied from.
An optional reference code for the batch. May be left blank. Reference Code
Product Location The number of the location to which the final product(s) should be transferred.
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3. Enter the details of all Bills of Materials that you want to include in the batch.
Manufacturing
Field
Bill Code
Description
The bill code of the item being processed.
Description
Quantity
The description related to the bill code.
The quantity to be produced.
Analysis
Codes
Any Analysis Codes (see page 97) you want to associate with the Bill
of Materials.
4. Once all details are entered, click the Process button.
5. A confirmation message appears to verify that you want to process the stock. Click Yes.
6. When the processing is complete, a success message is displayed:
Works Orders
Using Works Orders
A Work Order is essentially a more complex processing version of a build-type Bill of Materials, allowing you to move through the production status for each stage of component assembly until the final product is produced.
You still need to set up your build-type Bills of Materials (see page 559) before you can use Works
Orders.
The Works Order processing function supports batch codes and serialised stock items.
Note: Works Orders are only available if the Use works orders Company-level profile setting is enabled.
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Creating a Works Order
Transactions > Manufacturing > Works Order Entry
A Works Order is a more complex version of a build-type Bill of Materials.
To create a Works Order:
1. Select Works Order Entry from the Transactions > Manufacturing menu. The following window appears:
2. Click the New button. The following window is displayed:
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3. Complete the fields on the Details tab.
Field
Works order no
Description
The number of the selected works order. This number is assigned when the Works Order is first saved.
Entered by The name of the staff member entering the works order. Click the
button to select the staff member s name.
Billomat code
Product code
Qty. required
Batch code
Status
The Bill of Materials code. Click the button to select a Bill of
Materials. Only build-type Bills of Materials are available, as these are the only BOMs that undergo a manufacturing transformation.
The code of the Bill of Materials output item.
The quantity to be produced.
The production batch code. You can add this Works Order to an existing batch.
The production status:
Uncommitted
Committed
In Production
Completed
Reference
Entry date
An optional reference code. May be left blank.
The start date for the Works Order.
Production date The production date for the Works Order.
Due date The date the Works Order is to be completed.
Expiry date
Product Loc
The date the Works Order expires.
The location to which the final product should be transferred.
Component Loc The location that components are being supplied from.
Linked sales order
The number of the Sales Order (see page 377) that the works
order is linked to. Click the button to select a Sales Order. This field is optional.
Production notes Any notes that you may need to make in relation to this works order.
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3. Click the Components tab.
4. Complete the fields at the top of the Components tab.
Field
Qty Required
Description
The total quantity to be produced.
Qty produced The quantity to be produced in this operation.
Date produced The date the works order is completed.
Product Loc
Batch code
The location to which the final product should be transferred.
The production batch code.
Expiry date The date the Works Order expires.
Component Loc The location that components are being supplied from.
5. Use the buttons on the toolbar to add or remove components:
Button Function
Load all components from the Bill of Materials.
Add a component.
Remove a component.
Replace a component.
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6. The following fields are displayed for each component:
Field
Stock Code
Description
The stock code of the item.
Description
Qty Reqd
The description for the item. Read only.
The quantity of the component required to fulfil the entire Works
Order. Read only.
Qty Used
BatchCode
Req. Cost
Used Cost
The quantity of the component to be consumed in this operation.
The production batch code.
The total cost of the required number of the component. Read only.
The cost of the components consumed in this operation. Read only.
Analysis Codes
Any Analysis Codes (see page 97) you want to associate with the
Works Order.
7. Clicking the button sets the Qty Used value for all components to the Qty Reqd value.
8. You can double-click on an item to drill down to the Stock screen for that item.
9. Click Save. You are given the opportunity to print the Works Order.
Once the order is saved, a Documents tab (see page 161) becomes available, where you can attach
any documentation that relates to the order.
Note: The Works Order will appear on the Works Order tab (see page 194) of any Stock item
that is involved in it, either as a component or as an output item.
Processing a Works Order
Transactions > Manufacturing > Works Order Entry
Once a Works Order is created, it must be processed to consume the component items and create the output item.
Unlike Bills of Materials, that are either processed or not processed, Works Orders allow you to specify the production status of the order.
To set the production status of a Works Order:
1. Select Works Order Entry from the Transactions > Manufacturing menu.
2. Double-click on the Works Order whose status you want to change.
3. On the Details tab, set a value for the Status property. Choose from:
Uncommitted
Committed
In Production
Completed
Works Orders do not generate stock movement transactions until they are fully processed, i.e.
Completed.
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To process a Works Order:
1. Select Works Order Entry from the Transactions > Manufacturing menu.
2. Double-click on the Works Order whose status you want to change.
3. Select the Components tab.
4. Click the Process button on the Components tab toolbar. Click Yes to confirm.
This posts the Works Order to the Stock Ledger. The posting consists of negative stock movements to component items and a positive stock movement to the output item.
The production status of the Works Order is automatically set to Completed .
Printing Works Orders
Works Orders can be printed out individually or in batches. To print the currently selected Works
Order, select Print Works Order from the Print drop-down menu on the Works Order window s toolbar.
A preview of the Works Order is displayed. Click Print on the preview window to print the Works
Order.
To print a batch of Works Orders, select Print batch of works orders from the Print drop-down menu on the Works Order window s toolbar. The following window appears:
Enter options to specify the Works Orders that you want to include in the printing operation, then click OK. Click Yes to confirm.
Each Works Order is previewed one at a time. Click Print on each preview window to print each
Works Order.
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Time Billing
Handling Time Billing
Utilities > Debtor Utilities > Time Billing
The time billing module allows you to charge an account for time-related work. You can add multiple time charges to an account and then produce a single, itemised invoice at any time.
To create a time bill:
1. Select the Time Billing option from the Utilities > Debtors Utilities menu. The Time Billing window is displayed:
2. Click the New button. The following window is displayed:
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3. Complete the fields on the Details tab.
Field
Account
Description
The name and number of the debtor account.
Staff The name of the staff member. You can type the name or select from the list.
Date
Start Time
The date the job was done.
The start time of the job.
Stop Time
Hours
The end time of the job.
The total number of hours being billed. This is automatically calculated based on the start and stop times you have entered.
The code of the stock lookup item related to this job. Code
Details The description of the selected code. This is automatically entered based on the code.
Hourly Rate The hourly rate for this code. This is the rate specified in the Stock
Item Details Sell Prices and is automatically entered here.
Total Charge The total charge for the job. This is automatically calculated based on the hours and the rate.
4. Click Save. A time bill for the specified account is created.
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Invoicing a Time Bill
Utilities > Debtor Utilities > Time Billing
To invoice a time bill:
1. Select the Time Billing option from the Utilities > Debtors Utilities menu.
2. Select the Invoicing tab.
Manufacturing
3. Complete the fields on this tab.
Field Description
Account
Order No
The name and number of the debtor account.
The order number.
Reference The reference number.
Print Invoice Tick this option if you want to print the invoice.
Invoice Date The date the invoice is created.
4. Click the Invoice button.
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Viewing Time Billing Reports
Utilities > Debtor Utilities > Time Billing
To view a time bill report:
1. Select the Time Billing option from the Utilities > Debtors Utilities menu.
2. Select Time to bill by Customer from the Report menu.
3. Set the date range and select the status of the invoices you want to view, then click OK.
The Time To Bill by Customer report is displayed.
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Note: If you need to change any details such as the number of hours being billed or the code, select the account from the Time Billing search page and double-click it. Make the necessary changes on the Details tab and save these changes.
This is a very powerful tool in MYOB Exo Business, as it allows you to keep copies of the documents you have sent to each Debtor and Creditor. These could be anything from a .GIF to an
.AVI file, or anything that is recognised by Windows applications. You can also easily create mail merge templates with the customer or supplier name and address details. You can even personalise the document to suit your requirements.
Accessing the Document Manager
There are three ways of accessing the Document Manager to create and manage your documents:
Select Document Manager from the Utilities menu.
On the Documents tab of a record (see page 161), click the
button.
Both of the methods will open the Document Manager window:
Entering a query into the search key will search for all documents regardless of the Creditor or
Debtor. Double Click on any one of these documents to edit it in the document manager window.
Click
New to create a new document using the Document Manager (see page 582).
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Grid Field definitions
The grid has a header for each column, these are detailed in the table below:
Field
Seqno
Description
A unique identifier for records in tables.
Savedate
Docdate
The date of the last edit that require a save.
The date the document was attached to the account.
Module
Refcode
Doccode
Description
The module of MYOB Exo Business. This will default to the ledger that you are currently in (Debtors or Creditors).
Any internal reference text for the document.
Any internal document code for the document.
A description of the document.
Importing and Exporting Documents
Debtor/Creditor Account > Documents Tab > and
Importing a Document
To import a document:
1. From the Documents tab inside the record, either:
Click the Import button , select the appropriate document / file and click Open, or
Drag and drop a document file onto the Documents tab.
2. You will see the following window:
To reduce the size of the database, MYOB recommends keeping this file as a link only.
3. Click OK and the Document Manager window (see page 582) opens, prompting for details
on the recently imported document.
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If you choose to import this document as a link, this is labelled in the Document Manager window:
Exporting a Document
To export a document:
1. From the Documents tab inside the Master Account, click the Export button .
2. Select the destination directory for this document and click Save. A window will open confirming the successful export, click OK to complete the process.
Document Manager Window
Use Import, Export and View to manage documents. Document date, File name and Source path will be added automatically when a document is imported.
The following table describes the fields in the Document Manager window.
This window allows you to edit or create fields to the new/edited document.
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Field definitions
Field
Module
Description
The module of MYOB Exo Business that the document applies to. This will default to the ledger that you are currently in (Debtors or Creditors).
Account
Reference
Document Code
Description
Document date
File Name
The Debtor or Creditor account that the document is attached to.
Any internal reference text for the document.
Any internal document code for the document.
This will help you to identify the document when you go back to view it at a later date.
A description of the document.
The date the document was attached to the account. This field will be greyed out and you will not be able to edit it. Once you have selected the document that you wish to import, MYOB EXO Business will insert the current system date and time that this document was imported.
The filename of the attached document. This field is also greyed out and will display the original name of the document that you selected to import. Once again you cannot edit this field.
Source Path This will display the source path from which this document was selected. This is also greyed out and you will not be able to edit this field. Once you have added these in, click Save to save the document.
Buttons
Change Document Import a new document, replacing the original document, i.e. the existing document will no longer be attached. This function can also be accessed by clicking the toolbar button.
Export Export a document stored in the MYOB Exo Business database to a separate standalone file. This function can also be accessed by clicking the toolbar button.
Open Opens the document in the default viewer. This function can also be accessed by clicking the toolbar button.
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Bulk Sending Documents
The Mailshot function lets you bulk send documents to Debtors, Creditors or Contacts by print and/or email. The Mailshot function is available from the following windows:
Debtor Statements (see page 423)
Invoice Batch Printing (see page 420)
Creditor Remittance Advices (see page 364)
Campaign Waves (requires Exo Business CRM)
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Specify the following details:
Detail Description
Printer URL
Email Mode
Email Body as plain text
Confirm each email on screen
Save copy of sent email to documents
CLE File
CLM File
Select the printer to use for those documents that are to be printed out.
Specify how emails should be sent. The following options are available:
Disabled - Emails will not be sent.
EXO SMTP - Emails will be sent via SMTP using the Exo
Business Email Sender (see page 57). This is better for
sending large batches of emails.
Default Email Client - Emails will be sent using the user s default email software. This is suitable for smaller batches of emails.
Tick this option to restrict the body of emails to plain text, rather than HTML.
Tick this option to display a confirmation message before sending each email, or leave it blank to send emails automatically.
This option only appears when sending a mailshot from a campaign wave in Exo Business CRM. Tick this option to save a copy of the sent email to the Docs tab of each Contact that the mailshot is sent to.
Note: A History Note is always created for each Contact when a mailshot is sent. If this option is ticked, the email is saved in addition to the History Note.
Specify the Clarity email template to use for email communications.
Specify the Clarity mail merge template to use for printed documents.
Specify any attachments to be sent with emails. Attachments
The bottom section displays all Debtors, Creditors or Contacts who will be sent communications by the mailshot. Double-click on a Debtor, Creditor or Contact to drill to that record.
Tick or clear the Email and Print boxes for each Debtor to specify how statements will be sent to them (or use the toolbar buttons to check all Email and/or Print boxes). The default settings for these options are determined by the following properties:
For Debtor Statements, the Statement Delivery setting on the Debtors Details 2 tab (see
page 111).
For Direct Credit remittance advice, the Remittance Method setting on the Creditors Details
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to D/DEBIT .)
The default value for the Primary Email is determined from the following properties:
If a Statement Contact (Debtors) or Remittance Contact (Creditors) is specified for the
Debtor/Creditor, this Contact s email address is used; otherwise
if a default Contact has been set on the Contacts tab for the Debtor/Creditor, this Contact s email address is used; otherwise
the company email address on the Details 1 tab of the Debtor/Creditor is used.
Email addresses can be manually edited if necessary.
Note: When sending a mailshot to Contacts, if any lines are highlighted in grey, this means that the highlighted Contacts have the Opt-Out eMarketing flag ticked. These Contacts will not be processed in the mailshot, regardless of whether or not the Email and Print boxes are ticked.
When all options are set, click the Go button to start the mailshot.
When running a mailshot from the Invoice Batch Printing window, you are given the option of collating invoices for Debtor account - in this case, a single email is sent to each Debtor, with all invoices for that Debtor attached; otherwise each invoice will be emailed separately. The #
Invoices column displays how many invoices there are for each Debtor (this column is only available when running a mailshot from the Invoice Batch Printing window).
Note: If the attachments to a collated email exceed a size limit (set by the Batch Invoice
Mailshot Attachment Size Limit profile setting), the invoices will be split over multiple emails.
As statements are sent, the Done box for each account is ticked. The Pause and Stop buttons allow the mailshot to be suspended or cancelled before it is complete.
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Creating Merge Letters
By creating a template document in Rich Text Format you can merge customer details into another .RTF file for distribution. Template files are expected to have TP_*.RTF
To create a merge letter:
1. Open a Debtor or Creditor account and go to the Documents tab.
2. Open the Select Clarity Merge Letter window by clicking the button. Choose the appropriate template from the list.
You should already have a form letter prepared with the database fields you wish to insert into the letter defined. An example is given below.
3. You will be asked to choose the original Template file and destination for the output file.
Choose these and select OK.
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4. Once the document has been created, MYOB Exo Business will open it up automatically.
5. On closing this document, MYOB Exo Business allows you to put in the referencing information for the document before you save it.
Merging Account Data with an Existing Template
To create a form letter by merging account data with a template:
1. Open a Debtor or Creditor account and go to the Documents tab.
2. Click the button.
3. Choose a predefined template file using the ellipsis button [...] then click OK.
4. Edit the document in the default editor.
5. Save the changes to your edits and click Yes on the Add to account documents dialog.
From this point the Document Manager window opens, prompting the document descriptive fields to be completed.
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MYOB Exo Business contains various methods of obtaining reports, including tools that allow the user to create their own GL reports, customise forms and create other general purpose reports.
Reports and reporting options are all accessed from the Reports menu. This menu contains the following options:
Option
Dashboard
Meaning
Opens the Dashboard (see page 593), which displays a
configurable view of multiple summary reports.
Clarity Report Browser
Opens the Clarity Report Browser (see page 592), from where you
can select and run reports from various categories.
Clarity Report Designer
Open the Clarity Report Designer (see page 593), which is a utility
that lets you customise reports and forms, or create entirely new ones.
Analytics
Opens the EXO Business Analytics module (see page 604), which
takes snapshots of business activity, allowing viewing of historic key performance indicators such as stock and sales activity.
Debtors Reports
Creditors Reports
Sales Reports
Sub-menu containing a selection of Debtors reports.
Sub-menu containing a selection of Creditors reports.
Sub-menu containing a selection of Sales reports, as well as the
Sale Analysis Designer
Stock Reports
Purchases Reports
Sub-menu containing a selection of Stock reports.
Sub-menu containing a selection of Purchases reports.
General Ledger Reports Sub-menu containing:
A selection of General Ledger reports, including the Chart of Accounts.
Options to set up special GL Reports using the
, and then run them.
280) .
Tax Reports
Currency Reports
Other Reports
Shift Report
Sub-menu containing various Tax and Tax Return reports (see
page 548), as well as options to edit previous Tax Returns.
Sub-menu containing a selection of Currency Exchange Rate reports.
Sub-menu containing reports on the MYOB Exo Business system.
Opens a window for running and printing Shift Reports to be used with the POS system.
Note: This is the default layout for the Reports menu. This menu can be customised using
the Menu Designer (see page 90); in this case, the available menu options may not match
the options listed here.
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Running a Report
Select a report to run from the Report menu or from the Clarity Report Browser (see page 592).
After running the report, you must enter any report parameters required. You can then output the report to the required destination in the required format.
Specifying Report Parameters
If no parameters are required, the report is generated immediately. A report preview (see page
590) is displayed, which can then be printed.
Many reports use a standard Clarity Report Parameters window for gathering parameters (some or all of which may be optional):
The exact parameters available differ from report to report, but the layout of the Clarity Report
Parameters window and the available options are common to all reports that use the window.
Note: Some reports use a more complex custom window for gathering parameters. These windows are specific to their report.
Viewing, Printing and Exporting Reports
Once the required parameters have been entered, the report can be generated and then output to a variety of destinations. The Clarity Report Parameters window offers the following options are available from its File menu or toolbar:
Print - generates the report and prints it to the selected printer.
Preview - Generates the report and displays it in an onscreen viewer. The report can be printed directly from the preview, or you can close the preview to return to the Clarity
Report Parameters window.
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Export to File - Generates the report, then displays a Print to File window, allowing you to select the file format to export the report to.
View Grid - Displays a grid containing the data that the report is generated from. This view is also available on the Grid tab of the Preview window.
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Email Attachment - Generates the report, then attaches it to a new email as a PDF. The default email client is used for composing and sending the email.
Export to XLS Report - Generates the report as a Microsoft Excel report, then opens it in
Excel. This dropdown has three options: o o
Export to Excel 2007 and later (XLSX) - produces an Excel file in the .XLSX format, with the data laid out in columns for easy data manipulation.
Export to Excel 97 - 2003 (XLS) - produces an Excel file in the older .XLS format, with the data laid out in columns for easy data manipulation. o Export to XLS Report - produces an Excel file in the .XLS format, with the data laid out as it appears on the printed report.
Reporting
Note: When using Excel 2010, the report will open in Protected View mode. To prevent this from happening, open the Trust Center in Excel and add the Exo Business temporary directory as a Trusted Location. The temporary directory is specified by the Directory location for temporary files Computer-level profile setting.
Clarity Report Browser
Reports > Clarity Report Browser
The Clarity Report Browser displays a structured list of all available reports. Reports can be run directly from the browser, or they can be opened for editing in the Clarity Report Designer.
Running and Editing Reports
If the Show Preview button is toggled on, clicking on a report displays a review of the report on the right of the window.
Select a report and click Run Report to run the report (see page 590).
Select a report and click Edit to open the report for editing or customisation in the Clarity Report
Sorting Reports
Exo Business looks for Clarity reports and forms in the directories specified by the Computer Profile settings Directory for Custom Clarity Forms(.CLR,.CLF and .FMT) and Directory for Standard
Clarity Forms(.CLR,.CLF and .FMT). All Reports detected by MYOB Exo Business are displayed in the browser, sorted into categories.
Information on the report s category is stored in the file properties of each report file. If this information is not present for a report file, the report will be classified into the No Category category. Right-click on a report and select Properties to view that report s file properties.
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Note: Exo Business keeps a record of all standard reports that are available by default.
Selecting File > Reclassify All Reports sorts all known reports that are missing their classification data into the appropriate categories.
Clarity Report Designer
Reports > Clarity Report Designer
The Clarity Report Designer is a utility for creating and editing reports and forms in MYOB Exo
Business. It features a wide range of options for drawing in data from Exo Business database tables, then sorting and presenting the information on a report whose appearance can be completely customised.
Note: See the MYOB EXO Business Clarity User Guide for full details on the use of the Clarity
Report Designer.
Existing reports can be opened in the Clarity Report Designer by selecting them on the Clarity
Report Browser (see page 592) and clicking Edit. Alternatively, you can select File > Open in the
Clarity Report Designer and browse to find the .CLR or .CLF file for the report or form you want to edit.
Note: The directories that MYOB Exo Business looks in for Clarity reports are specified by the
Computer Profile settings Directory location for custom Clarity forms (.CLR,.CLF and .FMT) and Directory location for standard Clarity forms.
Dashboards
Dashboard Interfaces
Reports > Dashboards
Dashboards are customisable displays showing one or more widgets . Widgets are small, selfcontained information panes; in many cases they are summary reports, making the Dashboard an at-a-glance overview of the entire MYOB Exo Business system. Other functions can be added as widgets however, including external applications.
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The default Business Flow Menus (see page 93) of several Exo Business modules are composed of
Dashboard interfaces; this allows them to be customised by each user, and also means that they can display current system data on the main menu.
Data on Dashboard reports can be printed or exported using the options on each widget s toolbar.
Laying out Dashboards
To add a widget to the Dashboard, click the Add Widgets button ( ). This opens the My Widgets
List window, where you can select the widgets to appear on the Dashboard:
Widgets only appear in this menu if they have been added to the relevant drop down menu using
the Drop Down Menu Designer (see page 90). Once widgets have been added on this list, they
can be enabled or disabled using the Setup Widgets dropdown menu ( ).
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To change the layout of the Dashboard:
Drag widgets around to re-order them.
Click and drag the border of a widget to re-size it.
Use the Zoom Setting options on a widget s toolbar to make that widget fit to its frame:
Click the button to reset the layout, organising all widgets into tiles the same size.
Click Tools > Save Layout to save the current layout of the Dashboard.
Note: Dashboard layouts can be locked for each Exo Business module, so that widgets cannot be added, removed or re-arranged and the Dashboard toolbar is hidden. To lock a
Dashboard layout, enable the Lock dashboards User-level profile for the relevant module.
Setting up Dashboard Widgets
Dashboards are customisable displays showing one or more information panes called widgets .
To create a new widget:
1. Open Exo Business Config and go to the Admin > Dashboards > Setup Widgets or Staff >
Menus > Setup Widgets section.
Note: A Setup Widgets menu item is also available to be added to the menus for other modules.
2. Click the New button.
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3. Enter a name for the widget.
4. Select the Refresh Frequency, which determines how often the data in report is automatically refreshed.
5. Select which Exo Business module(s) this widget should be available for. Choose from:
<All>
Exo Business
Exo Job Costing
Exo Business Analytics
Exo Business CRM
Exo Accountant s Assistant
Note: Checklist widgets can only be made available for the Exo Accountant s
Assistant.
6. Widgets are not available to users until they have been added to their dropdown menus.
You can add the widget to users menus automatically by selecting one or more from the
Menu Assignments dropdown. Widgets can be manually added to menus later using the
Drop Down Menu Designer (see page 90).
7. Select a Widget Type:
Select Clarity Report to create a widget that displays a Clarity report.
Select URL to create a widget that displays the target of a URL, e.g. a web page or a local file.
Select Pivot Table to create a widget that displays data in a pivot table.
Select Grid to create a widget that displays data in a standard ExoGrid (see page
12).
Select Form Widget to create one of the pre-defined widgets installed with the
Exo Business system.
Note: Once a widget is saved, its Widget Type cannot be changed.
8. Specify what information the widget should display:
If you are creating a Clarity widget, click the button to select a report file. Once a report is selected, this button opens a window to set any necessary report parameters.
If you are creating a URL widget, enter the URL to display into the URL field.
If you are creating a Pivot widget or Grid widget, enter a SQL statement to select the data to display into the SQL field.
If you are creating a Checklist widget, the items on the list must be set up on the
Checklist Setup tab (see page 598).
If you are creating a Form widget, select the Form Type, then set details on the
Customize Widget tab.
9. For Clarity widgets, select Default Zoom Settings, which determine how large the report appears inside its frame.
10. Click Save.
Once a widget has been created, it is not available on dashboard interfaces until it has been
added to one or more drop down menus using the Drop Down Menu Designer (see page 90).
Add the widget to the Widgets section of all menus for all users who should be able to use it.
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Widget Parameters
The SQL statements defined for Grid and Pivot widgets can contain parameters that allow the displayed data to be specific to a particular record, e.g. a Debtor or Creditor account, a stock item or a job. The following parameters are available:
Parameter Description
@STAFFNO
@CURRENT_SNAPSHOTID
@CURRENT_BRANCHID
@CURRENT_CAMPAIGNSEQNO
@CURRENT_GLPERIODSEQNO
@CURRENT_CRPERIODSEQNO
@CURRENT_DRPERIODSEQNO
@CURRENT_STKPERIODSEQNO
@CURRENT_JOBNO
@CURRENT_MASTER_JOBNO
The ID number of the logged in staff member
The ID number of the currently selected snapshot (Exo
Accountant s Assistant)
The ID number of the currently selected branch
The ID number of the currently selected campaign (EXO
CRM)
The ID number of the currently selected GL period (Exo
Accountant s Assistant)
The ID number of the currently selected Creditor period (Exo Accountant s Assistant)
The ID number of the currently selected Debtor period
(Exo Accountant s Assistant)
The ID number of the currently selected Stock period (Exo
Accountant s Assistant)
The ID number of the currently selected job (Exo Job
Costing)
The ID number of the currently selected job s master job
(Exo Job Costing)
@CURRENT_LINKED_STOCKCODE
The ID number of the currently selected stock item s linked stock code
@CURRENT_STOCKCODE
@CURRENT_DEBTOR
The ID number of the currently selected stock item
The ID number of the currently selected Debtor account
@CURRENT_CREDITOR The ID number of the currently selected Creditor account
Note: There are no limitations on which parameters can be used in any given widget; when writing SQL queries, you must ensure that any parameters you add will be relevant to the context, e.g. the @CURRENT_JOBNO parameter will only work on a widget that is used by
Exo Job Costing.
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If the SQL tab has been enabled, you can add parameters by selecting them from the Parameter list dropdown at the top of the widget:
Saving and Loading Widgets
Widgets can be saved to a file by clicking the Save As button on the Setup Widgets window toolbar ( ). Widgets are saved as a file with the .WDG extension. Widget files can then be loaded into the Setup Widgets window by clicking the Load button ( ).
Restricting SQL Keywords in Widgets
Pivot and Grid widgets have a SQL tab, where the SQL statement that selects the data to display
can be edited. To preserve the security and integrity of the system, profile settings (see page 85)
are available to restrict what can be entered on the SQL tab:
Edit Pivot Widget SQL at runtime - this User-level profile setting determines whether or not the SQL tab is displayed. If it is disabled, the SQL tab is not available.
Restrict Widget SQL - if this User-level profile setting is enabled, the user will not be allowed to enter certain SQL keywords on the SQL tab.
Widget SQL reserved words List - this Company-level profile setting specifies the keywords that are disallowed. By default, the keywords DROP, INSERT, DELETE, UPDATE,
TRUNCATE, MODIFY, and ALTER are disallowed.
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Checklist Widgets
Checklist widgets are a kind of dashboard widget (see page 595) that display a structured list of
steps, or nodes . Each node is a separate item that can be checked off the list; nodes can be a simple
note to the user, or they
can link to an Exo Business menu procedure, which will open on the checklist widget display:
Buttons are available at the bottom of the checklist tree. Selecting a node on the tree and clicking these buttons changes the node s icon to indicate its status:
- Not Started
- In Progress
- Complete
- Requires Review
Node statuses can also be changed by right-clicking on a node. When right-clicking on a parent node, options to set the statuses of all child nodes are available.
When Checklist is selected for a widget s Widget Type, a Checklist Setup tab becomes available:
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To set up a checklist widget, add nodes using one of the following methods:
To add a blank node, click the New Node button.
To add a node that links to an Exo Business menu procedure, drag the procedure from the
Procedures list onto the checklist.
In either case, the Checklist Node Edit window appears. Enter details for the node and click OK.
Field
Procedure
Caption
Parameters
Widget
Help Text
Field Name
Description
If the node links to an Exo Business menu procedure, the procedure s name is displayed here.
Enter a name for the node. This name will appear on the checklist widget when it appears on a dashboard.
For procedures that require extra parameters, e.g. Run Clarity Report or
Add Existing Widget, specify the parameters here.
When using the Add Existing Widget procedure, select the widget to add from the available widgets in this dropdown.
Enter a short description for the node here, explaining what its purpose is, or giving instructions on how to use it. This text will appear at the bottom of the checklist display when the button is clicked.
Note: Any text that starts with www. or http:// will be displayed as a clickable hyperlink.
The statuses of all nodes are stored in the Exo Business database, in the table specified by the Checklist Status Table property on the Checklist
Setup tab. The status for this node will be stored in the field you specify here. Once set, the field name cannot be changed.
Note: Field names must be unique - if you enter a field name that is the same as another node s field name, it will be prefixed with a number to make it unique, e.g. FIELD_1. If this node is deleted, the field will be removed from the database.
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Status
Validation
Stored Proc
Name
The node s status is usually controlled by the buttons at the bottom of the checklist widget; however, it is possible to use a custom stored procedure to set the node s status. This property specifies a stored procedure that will be run when the checklist is loaded or refreshed, when the node is clicked on, or when its status is manually changed to Complete . This procedure must take in the parameters @CONTEXTID and
@NODESTATUS, and return a new @NODESTATUS value, which must be one of:
-1 = Do nothing
0 = Set the node s status to Not Started
1 = Set the node s status to In Progress
2 = Set the node s status to Complete
3 = Set the node s status to Requires Review
4 = Hide the node and any sub-nodes below it
If the stored procedure name you enter here does not already exist, a default procedure with the correct inputs and outputs will be created when the table is saved
(checklist procedures are automatically prefixed with “CL_”)
.
Expanded By
Default
If this box is ticked, then all subnodes under this node will be displayed by default; if not, the node will be collapsed by default, so that its subnodes will be hidden until the + icon next to the node is clicked.
Subnodes can be added under any node (including other subnodes). Select the parent node or subnode, and then click New Subnode or drag a procedure from the Procedures list onto the parent node.
Editing Nodes
Once added, nodes and subnodes can be edited by double-clicking on them or by selecting them and clicking the Edit Node button. It is also possible to re-order nodes and subnodes by dragging them drag them into a new position, or by using the Move Up and Move Down buttons.
Select a node and click Delete Node or press
DELETE
to remove that node and any sub-nodes underneath it.
Storing Checklist Node Statuses
The Checklist Status Table property on the Checklist Setup tab specifies the name of the table in the Exo Business database that will store the individual statuses of each node in the checklist. The table name you enter here must be unique; it will be created when the table is saved
(checklist tables are automatically prefixed with “CL_”)
. Once set, the table name cannot be changed. The table contains a field for each node in the checklist - field names for each are specified by the
Field Name property on the Checklist Node Edit window.
Note: If a checklist widget is deleted, a message appears asking the user if they also want to delete the associated table as well as any associated stored procedures.
Context-Specific Checklists
Checklists appearing in the Exo Accountant s Assistant can be made context-specific to a particular period. A context-specific checklist saves the status of all nodes separately for each period; when a period is selected from the Financial Period dropdown on the Exo Accountant s Assistant, the checklist updates to show the node statuses for that period.
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Select an option from the Context dropdown at the top of the Checklist Setup tab:
None
GL Period
Debtor Period
Creditor Period
Stock Period
If None is selected, the checklist widget will not be context-specific; otherwise it will be specific to the period for the selected ledger. When a checklist is context-specific, the table that stores checklist node statuses contains a separate line for each period.
Customising Dashboard Interfaces
A number of options are available for customising the layout of widgets on dashboard interfaces
(see page 593).
Selecting Widgets to Display
Users can select the widgets to display on a tab using the and buttons. Which widgets
To add a widget to the menu (and therefore make it available for selection in the interface), drag the Add Widget item to menu. When adding this item to a menu, the Menu Item window that appears lets you choose the specific widget to add:
Once added, the widget does not actually appear in the dropdown menu; instead, it becomes available for selection when clicking the button.
Note: Having the availability of widgets controlled by menu definitions allows for an additional level of security; users have access to only those Dashboard widgets that have been added to their menu.
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Arranging Widgets
Dashboards widgets can be arranged by dragging and docking. When dragging one widget onto another, a cross-shaped docking control appears:
The five sections of the docking control are used to place the widget being docked, e.g. to dock the widget being dragged to the right of the widget it is being dragged onto, move the mouse pointer over the right section and release the mouse button. Selecting the centre section of the docking control docks the widget onto a sub-tab of the target widget:
Clicking the button resets the layout, organising all widgets into tiles the same size.
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Saving Widget Layouts
Click the button to save the current arrangement of widgets as a layout . Previously saved layouts are available in the Layouts combo box at the left of the window.
Note: In Exo Business Analytics (see page 604), the layout of widgets on the tabs is saved
for each snapshot.
EXO Business Analytics
Exo Business Analytics is a separate module that presents a customisable overview of the organization s business status. It is intended for use by management to monitor business performance. Exo Business Analytics extracts data from various sources in the MYOB Exo Business system and then displays it in a consolidated format. This allows managers to quickly get a complete picture of the entire business.
Exo Business Analytics takes data snapshots at regular intervals. Use the arrow buttons to navigate between snapshots, or select a specific snapshot from the dropdown menu on the right.
Click the button on any tab to re-calculate the figures for the currently selected snapshot.
Click the button on any tab to refresh the display.
Note: The Computer-level profile settings Recalculate and Refresh Analytics on Startup and
Recalculate and Refresh Analytics every 15 mins when loaded can be used to automate the process of taking and refreshing data snapshots.
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The tabs on Exo Business Analytics are fully customisable. Each tab displays a collection of
Dashboard widgets (see page 593).
Note: Tabs can be hidden from view on a per-user basis by configuring the Hide tabs in
EXO Analytics User-level profile setting.
Note: Two optional custom tabs can be defined by specifying values for the one or both of the Analytics custom tab 1 caption and Analytics custom tab 2 caption User-level profile settings (if no captions are specified, the custom tabs do not appear).
Exo Business Analytics allows drill down access to the following screens:
Debtor Account Details screen
Creditor Account Details screen
General Ledger Account Details screen
Stock Item screen
Sales Order
Purchase Orders
Job Costing
All screens are read-only when accessed from Exo Business Analytics.
System Widgets
The following system widgets specific to Exo Business Analytics are available:
Invoice List (Classic) (see page 606)
Orders List (Classic) (see page 607)
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Sales Summary
This widget displays the sales performance of the business. The Run Rate figures indicates what the business is doing on a daily basis (having made an allowance for the weighting applied to
each day in the Period Day Plan Setup (see page 611)) and what the business must achieve (also
on a weighted basis) to reach its period budget.
The report uses colour to indicate whether the business is ahead of (green) or behind (red) the budget.
Invoice List (Classic)
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This widget allows users to search for Debtors Invoices. For example, by setting the expected minimum and maximum margins, users can quickly locate invoices that fall outside the expected range. This range may include stock items that are over-discounted or that have a cost that is greater than expected.
To search for invoices, check the appropriate boxes for the filters to use, then select details to filter by. Click the Run button to return all invoices that match the selected criteria.
Orders List (Classic)
This widget allows users to search for Sales Orders. The list of orders can be filtered by Period,
Account Group, Sales Person and Branch Name.
Stock Summary
This widget displays the valuation of stock by location. Users can select a location, and obtain a stock list by a stock item, for the selected location.
The Show only Inactive Stock option displays a list of stock items that have been set to the
Inactive status (by clearing the Active tick box on the Stock Item Details window (see page 173)).
Stock items are listed only if the item quantity is greater than zero. Drilling down provides a detailed list showing the locations of the inactive stock.
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Reporting
The Annualised Stock Turn KPI calculates the stock turn based on the current cost of sales on a period-to-date basis, using the current closing stock level. The KPI then converts this into an annualised estimate of current stock turn.
Setting up Exo Business Analytics
The Exo Business Analytics module s Setup menu contains options that define the Financial Period.
A Financial Period is made up of a financial year, which in turn is made up of periods/months
(usually 12). Months are made up of days. Days can be workdays or non-workdays and can have a weighting applied to them. This weighting affects the run rates (a run rate is the amount of daily sales achieved to date or required to reach the monthly sales target).
The following setup windows are available from the Setup menu:
These setup options are also available in Exo Business Config (see page 66) at Admin > Analytics.
Preferences
Exo Business Analytics > Setup > Setup Analytics Info
The options on this window are read-only in Exo Business Analytics and are displayed for informational purposes. To set the values of these options, use Exo Business Config.
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MYOB EXO Business User Guide
Recalculate report on this computer every 15 mins Enable this option to receive the most up-todate information every 15 minutes. Ideally, in a network situation, this option should be selected by only one user, to avoid load on the network. Any other users should click the Refresh button on the main Exo Business Analytics window to view the latest information.
Stock Valuation Method Determines the stock values for the stock in the Stock tab. Select the valuation method that is most useful for decision-making.
KPI Select whether or not to display the following Key Performance Indicators:
Annualised Stockturn, displayed on the Stock tab.
Average Invoice Age, displayed on the Finance tab.
Sales GP percentages, displayed on the Sales and Orders tab. (If this option is disabled, these values display N/A .)
Exclude Quotes from Sales Orders Enabling this option removes quotes from the Sales Today numbers and includes them when the quote is converted to a sales order. This is only applicable where the system is using extended sales order statuses.
Use PostTime to Calculate Sales Enabling this option means that Exo Business Analytics will calculate sales from the transaction table based on when the transaction has been posted as opposed to the transaction date entered by the user.
Sales Years
Exo Business Analytics > Setup > Setup Analytics Years
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Reporting
The Sales Year Setup window defines Financial Years. Click the New button is to establish a new
Financial Year or double-click on an existing year to edit it.
The Name can be changed to something more appropriate if necessary, and Start and End dates for the beginning and end of the year can be changed.
If the Calendar Period option is ticked, then months for this sales year will be set up according to the calendar year. If the option is not ticked, months must be set up manually.
Months
Exo Business Analytics > Setup > Setup Analytics Months
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The Sales Period Setup window defines the period Start and End dates within the selected financial year. These periods are completely user-defined, but they cannot overlap one another.
Click the New button to establish the periods within the financial year.
Double-click on an existing period to edit it (or select a period and click the Edit button). The
Period Name can be changed to something more appropriate if necessary, and Start and End dates for the beginning and end of the year can be changed.
The Delete button deletes the selected period, but only if there is no existing data for that period.
Budget
Exo Business Analytics > Setup > Setup Analytics Budgets
The Budget Setup window lets you set up the budgets and margins for each period. The total of these periods represents the budget for that financial year. You can set budgets and margins for each branch, or for all branches at once.
Double-click on a period to edit the Value and Margin for that period.
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Day Plan
Exo Business Analytics > Setup > Setup Analytics Day Plan
Reporting
The Period Day Plan Setup window is a day planner that determines workdays, and the weighting to be applied to each workday. For example, a retail business will most likely have a heavy weighting to Saturday, if a large amount of the week s total sales are conducted on a Saturday.
Double-click on the WorkDay value for a day to toggle between Yes and No .
Click on the RunRate value for a day to enter its weighting.
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Running Exo Business Analytics from the Command Line
The Exo Business Analytics module, Analytics.exe, can be run from the command line in unattended snapshot mode, launching and exiting at predetermined times, as specified by a scheduled task in Windows.
Command Line Parameters
Parameter Meaning
ConnectionName A valid MYOB Exo Business database connection name. Required.
LoginID
Password
/?
/NOSAVE
/M
/TRANSDATE
/L
A valid staff Login ID. If the ID contains spaces it must be enclosed in quote marks ( ). Required.
The password for the supplied Login ID. Required.
Displays a window listing all of these command line parameters.
Optional.
Prevents the saving of the current connection to the connection history list. Optional.
Mode. /M=SNAPSHOT runs Exo Business Analytic in snapshot mode, meaning that it closes as soon as it has run. Exceptions are logged in snapshot mode only. Optional.
Specifies a transaction date. Optional.
Specify the name of the file to log to. Optional.
Example
Analytics Testdata ExoAdmin ExoAdmin /M=SNAPSHOT
/L=d:\EXOBusiness\Analytics\Analytics.LOG
Runs Exo Business Analytics in snapshot mode, logging on to the connection Testdata using the logon ID ExoAdmin and password ExoAdmin . Log information is written to the file d:\EXOBusiness\Analytics\Analytics.LOG.
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A
Account Hierarchy Setup 546
Accountants Office 325
Activities 165
Aged Balances 117
Alternate Supplier Codes and Costs 196
Analysis Codes 98
GL Analysis Codes 255
Analysis tab
Creditors 130
Debtors 115
Stock 196
Analytics 604 command line options 613 customising 602 setting up 608 archiving 14
GL accounts 17
Purchase Orders 16
Sales Orders 15 authorising Purchase Orders 339
Automatic Payments Process 496 effect of processing Automatic Payments
499 exception handling 498 operation 497 performing updates 499 setup 496
B
Back Orders 379
Bank Feeds 529
Bank File Formats 500 setup 500
Bank Reconciliation 478 adding and removing entries 487
Bank Feeds reconciliations 494 checking 488 closing 489
CSV reconciliations 491 deleting reconciliations 484
Details tab 480 editing reconciliations 483 enquiries 481 manual reconciliations 486 setting up reconciliations 485, 490, 493
BAS Return 555
Batch Payment Process 512
Bills of Materials (BOMs) 558 adding to a Sales Order 389 copying 564 creating 560 invoicing 565 processing (builds) 566 setting up 559
Branch Accounts 99 builds (Bill of Materials) 558 processing 567 processing in batches 569
Business Flow menus 94
C
Calculate Outstanding Prompt Payment
Discounts 467 checklists 599 cheques 518 reversing 521
CITP 373
Clarity Reports 589
Browser 592
Designer 593
General Ledger 266 running 590
Common Phrases 160
Configuration 66
Admin Settings 79
Company Settings 71
Essential Settings 73
Menu functions 90
Profiles 86
Staff and Logging in 23
System Settings 85
Consignment Sales Orders 380
Contacts 136
Accounts tab 144 e-mailing 144 entering for an account 139
Relationship Tab 162 searching 137
Credit Notes
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MYOB EXO Business User Guide creating 441
Creditor Account Groups 123
Creditor Lists 510
Creditors 121
Analysis tab 130
Contacts tab 138 creating new Price Rules 131
Creditors Master 122
Details 1 tab 124
Details 2 tab 126
Discounts/Prices tab 129 entering a credit note 361
Notes 158 orders 128 posting to General Ledger 299 remittance advice 365 transactions 145
Creditors Invoices 350 entering a payment 354 paying via M-Powered Payments 357 releasing for payment 513
Creditors Payment Processor 505, 506
Creditor Payment Run 355
M-Powered Payments 358 processing cheques 518 processing direct credits 519 reports 522 selecting Creditors 512 setup 506 custom buttons 31
Custom Line Fields 402
D
Dashboards 593 customising 602
Database Update 68
Debtor Account Groups 107
Debtor Adjustments 442
Debtor Price Policy Groups 463 adding a Debtor 464 adding to a Price Policy 465 setting up 464
Debtors 104 adding extra delivery addresses 119 adding to a Debtor Price Policy Group 464 changing credit terms 120 creating 104
Debtors Master 105
Details 1 tab 108
Details 2 tab 111
615
Discounts/Prices tab 114
History Notes 158 making inactive 118 making private 118
Orders tab 113 posting to General Ledger 299 putting on Stop Credit 117
Serials tab 156 statements 423 transactions 145 viewing Aged Balances 117
Debtors Banking Batches 434 creating 435 viewing 439
Debtors Invoices 410 batch printing 420 duplicating 415 editing 415
M-Powered Invoices 421 reprinting 418
Debtors Receipts multiple payments 430
Direct Credits 519
Direct Debits 524 processing 526 setting up 524
Document Manager 580 accessing 580 window fields 582
Documents 161 importing and exporting 581 dropdown menus 90
E
Email Sender 58 emails 58 bulk sending (mailshot) 584 drag and drop from Outlook 61
End of Period 305
End of Year 305
Event Log 33 exo
// protocol 50
EXO Business Analytics 604 command line options 613 setting up 608
Exogrids 12 saving and restoring grid settings 53 exporting
documents 581
GL budgets 296
GL export for accounting systems 325 reports 590 extra delivery addresses 119
Extra Fields 26 on custom tables 30 using with Debtors and Creditors 156
F
Facebook 168
Finance 477
Forecast Based Purchase Order 341
Foreign Currency 315 bank accounts 504 operation 318 setting up 315
G
General Ledger 243, 244 account trends 255 analysis codes 255 archiving 17 creating sub accounts 250 exporting for accounting systems 325 setting up 247 transactions 252
General Ledger Batches 308 creating 262
GL Batch Review 308 holding 264 posting 262 suspending 264 transactions 303
General Ledger Budgets creating 290 deleting 292 editing 291 exporting 296 importing 295 printing reports 297 reviewing 254 setting up 288 spreading 293
General Ledger Control Accounts 258
Custom accounts 260
General Ledger Graph 286
General Ledger Movements 251
General Ledger Reports 266 batches 280 running batches 284 settings 268
General Ledger Transactions 298 geolocation features 55
GL Analysis Codes 255
GL Report Writer 266 running 278 setting up 267 rows and columns 270 settings 268
GL Trial Balance Tree 313
Grids 12 saving and restoring grid settings 53
GST Return 550
H
Head Office 99 setting up 102
History Notes tab 158 hyperlinks 50
I
importing documents 581
GL budgets 295 stock take data 208
Integrated Cashbook 322
Invoice Line Discounts 456
Invoice Line Periscope 419 invoices
Creditors Invoices 350
Debtors Invoices 410
M-Powered Invoices 421 searching 153
Inwards Goods 367, 370 costing 370 receipt 367
K
keyboard navigation 5 advanced 6 kits 558 adding to a Sales Order 389 copying 564 creating 560 invoicing 565 setting up 559
L
latitude 55
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Laybys 407 creating 408 receiving payments 409
LinkedIn 168
Local Currency Bank Accounts 265 longitude 55
M
mailshot 584
Manual Cheque Process 520
Manufacturing 558 margins 460
Marketing Classes 143 menus
Business Flow Menus 13 configuring 94
Dropdown Menus 90
Shortcut Menus 92
Merge Letters 587
M-Powered Invoices 421
M-Powered Payments 357
N
Non Accounts 132 details 133
NZ GST Return 550
O
One-Off Stock Items 217 creating 218 setting up 217 order templates 558 copying 564 creating 560 invoicing 565 setting up 559
P
posting ledgers to General Ledger 299 price changes bulk entry 473 running 474 scheduling 472 viewing 471
Price Names 469
Price Policies 456
Details tab 462 setting up 462
Price Rules 455
617 setting up 475
Price SQL entering 459
Price Update Utility 456
Price Warnings 461
Pricing and Discounting Overview 455
Procurement Cycle 327
Profiles 86
Prompt Payment Discounts 466, 517 giving when receiving a debtor payment
432 reviewing 468 setting up 467 prospects 132
Purchase Order Line Periscope 339
Purchase Orders 329 archiving 16 authorisation 339 creating from Sales Orders 343 entering 334 forecast-based 341 receipts 344, 347 reversing 349
R
receiving payments 426 laybys 409 reconciliations deleting 484 editing 483 setting up 485, 490
Relationships relationship types 162
Remittance Advices 365
Reports 589
Browser 592
Designer 593
General Ledger 266 running 590
Restricted Goods 119 reversing payments 433
S
Sales Analysis Matrix 449 options 453 report types 452
Sales Budgets 443 copying 448 creating 446
setup formula 448
Sales Cycle 377
Sales Order Line Periscope 398
Sales Order Manifests 401
Sales Orders 377 archiving 15 batch processing 399 copying 390 creating 385
Extra Field events 29 history 392
Quick Supply 397 searching 383
Supply 393 viewing 381
Sales Territories 443 creating 444
SBR 373, 550
Search Templates 47
Sell Prices 469 sending emails 58 serial numbers 220 history 227 pre-assigning 229 processing 222 reporting 224 tracking 224 shortcut menus 92
SMTP 58 social media 168 staff 23
Standard Business Reporting 373, 550
Standing Orders creating 406 processing 407
Statements 423 bulk sending (mailshot) 584
Stock
Batch Qty tab 195
Details 1 tab 181
Details 2 tab 184 displaying on a website 194 order status 190 posting to General Ledger 299 reviewing Sell Prices 469 sales performance 196 searching 175 setting up 179
Stock Master 174 transactions 187 unit costs 214
Works Orders 194
Stock Groups 177
Stock Movements entering 215
Stock Price Groups 179
Stock Take 202 importing 208 initialising 203 keying in quantities 206 keying in stock batch codes 210 keying in stock serial numbers 211 performing 198 starting 199 uploading to ledger 208
Variance Report 207
Stop Credit 117
Style Colour Size 231 creating Style Colour options 233 creating Style Size options 232 creating Styles 234 default values 239 enabling 231
Supplier Stock Codes 197
T
taxable payments 373 taxation 542 automatic tax rate hierarchy 542 setup 543
Tax Return reports 548
Time bills 576 creating 576 invoicing 578 reports 579
TPAR 373
Twitter 168
U
unit costs 214
URLs 50 users 23 default 24
Utilities 2
W
website (Stock) 194 widgets 595 checklist widgets 599
618
MYOB EXO Business User Guide parameters 597
Works Orders 570 creating 571 printing 575 processing 574
Stock items 194
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Key features
Integrated accounting solution
Contact management
Document management
Customization options
Scalable for growing businesses
Frequently asked questions
MYOB Exo Business is a complete business system that allows a company to centralize business information into one integrated solution.
Key features include contact management, document management that integrates with Microsoft Office, and core modules into one package.
The software is designed for small to medium sized companies.
