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Upgrading and Getting Started guide

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1. sese 15 STEP 3 INSTALL MAMUT UPGRADE KIT erre nnn nnn nnn nnn 16 A Cliclcoinm Install Mamut Upgrade IItauseiudegusdeiniteituziecien iren di ber UN Itud cebat a Pra ita dios 16 B Run the MYOB Upgrade Assistant from your desktop shortcut sss 19 C Run the Upgrade Wizard for Mamut Business Software from your desktop shortcut 20 STEP 4 THINGS TO CHECK AFTER THE UPGRADE ner 25 Your Transferred Data TEE 25 Addresses on Contacts Cards J 4 wcssecitasvssncstazecaniustacssasazesansnstzensessasaassntonsbanontesscastbasetapsstazsautoastincseaiacsusbeastecaseuaseatseibaseess 29 User Defined fields Customer List Field iactata retinent statura eebaeertaetleinedatentininniesiadndet eens 30 Outstanding TransacHons nudae akanda i ase cum Etre aai cece eu pap c abt tect aes ede tenets 30 Payment Terms MP P P Y r rere rte 31 CUTrERNCY RE R 31 SOCK MNCNC RENTRER NNNONRK 31 INSTALLING AND UPGRADING TO MAMUT THE INSTALLATION PROCESS Note Failure to follow the installation process as outlined in this guide will result in errors e Check that it is the right time to migrate p 3 e Verify your MYOB Company File s p 3 l l l l Step 1 e Create a backup of your MYOB File s
2. MUT Business Software Mamut Business Softwa Upgrading and Getting Started Introduction to Mamut Business Software Upgrading and Getting Started Version 1 1 0 11 Partnr MBS UPGR GET START www MmMamMmut com Business Software United Kingdom Produced and distributed by Mamut Software Ltd 26 28 Hammersmith Grove London W6 7BA United Kingdom Web www mamut co uk E mail info mamut co uk Sales Tel 0800 358 3092 Fax 0207 153 0901 Email upgradetomamut mamut co uk Support Tel 0845 130 3975 Fax 0208 834 1170 E mail support mamut co uk Web www mamut co uk myob help Ireland Produced and distributed by Mamut Ltd Regus House Harcourt Centre Harcourt Road Dublin 2 Ireland Web www mamut ie E mail info mamut ie Sales Tel 1800 944 686 Fax 01 477 3390 E mail info mamut ie Support Tel 01 477 3406 Fax 01 477 3390 E mail support mamut ie Web www mamut ie support 2010 Mamut All rights reserved Right reserved to change the product Mamut and the Mamut logo are registered trademarks for Mamut All other trademarks are registered trademarks of their respective companies INTRODUCTION TO MAMUT BUSINESS SOFTWARE INTRODUCTION TO MAMUT BUSINESS SOFTWARE The Upgrading and Getting Started guide is intended as a helpful introduction to your new Mamut software It has been designed to suit the needs of a user accustomed to MYOB software and t
3. Click Save As to specify a location for the upgraded database The default location for saving your file will be C Program Files Mamut Upgrade Kit MYOB Plus Upgrade Assistant Please note that this is the database you will use when asked by the Upgrade Wizard for Mamut Business Software which MYOB database you wish to transfer your information from Click Next to proceed INSTALLING AND UPGRADING TO MAMUT 4 Confirm Your Selection MYOB Plus Upgrade Assistant Release 12 3 0C Confirm File to Upgrade C Plus1 Widgets MYO Destination Folder and File Name C Plus1 Widgets18 MYO Click Back if you want to select a different file to upgrade or change the destination folder or file Click Next to confirm your selection and destination folder Step 3 of 4 a e z 5 Finish MYOB Plus Upgrade Assistant Release 12 3 0C The selected database has now been upgraded DEUM iens Click Finish to exit the Assistant Congratulations Click Next to upgrade another file Click Finish to exit the Assistant Step 4 of 4 C Run the Upgrade Wizard for Mamut Business Software from your desktop shortcut The Upgrade Wizard for Mamut Business Software is a tool that Mamut has created specifically for you It will transfer your most important data and ensure that you have a smooth simple and quick transition over to Mamut Business Software Be sure to read all of the information carefully before you c
4. This is the default setting in Mamut and is the method used unless you change your settings This method records the stock as an expense in the accounts at the time of inputting the purchase invoice Using this method no amount is recorded on the Balance Sheet for stock The amount is only posted to Materials purchased expense This alternative is most appropriate for businesses with a small warehouse and who are able to post changes to their stock as part of regular stock counts This method will not give a value of your stock in the balance sheet To record the value of stock in the balance sheet you would need to make a manual entry after each stock count B Record stock as an asset on the balance sheet This method is the most common way to account for stock in the UK and is available in Mamut ES To use this method you will need to change your settings in the software for the option Expense product to P L when items are removed from stock read on to find out how It is also important to note that you will need to change these settings before you enter your stock amounts into the system Method b ensures all stock items are recorded in the stock account on the balance sheet when purchases are entered When stock is sold the amount of stock sold is expensed on the profit and loss This is the common way of recording stock and is the default used in MYOB Journal entries for all movements in and out of the warehouse will be posted in yo
5. InstallShield 17 INSTALLING AND UPGRADING TO MAMUT 5 Click Install to proceed 6 The Mamut Upgrade Kit is being installed Running the Mamut Upgrade Kit will do the following e Install the drivers your system needs in order for the upgrade to function e Open the MYOB Plus Upgrade Assistant which will prepare your version of MYOB for data transfer to Mamut Business Software e Install the Upgrade Wizard for Mamut Business Software icon on your desktop 7 The Mamut Upgrade Kit has been installed Tick Launch MYOB Upgrade Assistant if you want to start the MYOB Plus Upgrade Assistant Note Running the Upgrade Assistant is only necessary if you have MYOB version 16 or earlier Click Finish to complete the installation 18 ie Mamut Upgrade Kit InstallShield Wizard Ready to Install the Program QAMUTS The wizard is ready to begin installation beri oer or ne Click Install to begin the installation IF you want to review or change any of your installation settings click Back Click Cancel to exit the wizard ie Mamut Upgrade Kit InstallShield Wizard Installing Mamut Upgrade Kit By The program features you selected are being installed Business Software Please wait while the InstallShield Wizard installs Mamut Upgrade Kit This may take several minutes Status ie Mamut Upgrade Kit InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has succe
6. Telephone Phone No 1 E mail Gender Sex Inactive Inactive Card Permanent Temp address Project adr Address 1 2 3 Street Address Town City Town County Postcode Country Mobile Phone 1 Phone No 2 Mobile Phone 2 Phone No 3 Products Items and Activities Product No Item Number Product Name Name Both the Item Number and the Name of Activities get transferred from MYOB to the Product Name field of Mamut Business Software Unit Selling Unit of Measure Qty per Unit Number of Items per Selling Unit Input VAT VAT Code When Bought 26 Note This will not be transferred if you have ticked I use Cash Accounting for VAT in the Upgrade Wizard Project tab Other Info tab Settings tab Click Customer or Supplier Settings tab Click Customer amp Supplier View Employee Register Human Resources Click on Contact Information Click to choose among the addresses Human Resources Click on Contact Information View Product Product Register STEP 4 THINGS TO CHECK AFTER THE UPGRADE Output VAT VAT Code When Sold SO Purch price Standard Cost or Last Purchase Price Price tab If Use standard cost as the default price on Purchase Orders and Purchases is ticked Standard Cost is transferred to Purch Price If the mentioned settings is not ticked Last Purchase Price is transferred to Purch Price Cost Price Average Cost eee Sales price Base Selling Price OO D
7. WARNING Once the upgrade tool is used or you make entries into Mamut you will not be able to adjust the Cash VAT settings If have used the upgrade tool or have made entries into MBS without changing the Cash VAT settings as needed you will need to re run the upgrade in a new database with the correct settings Please contact support for more information about Cash VAT Creating Additional Company Databases in Mamut Business Software When starting Mamut Business Software for the first time a wizard will help you create your company database However if you are using more than one database in your MYOB software please follow these simple steps to create the number of databases you require WARNING Mamut defines the accounting year slightly differently from what you may be used to in MYOB Therefore when creating your databases in Mamut Business Software it is important that you select the year in which your accounting year starts rather than the year in which it ends For reporting purposes this difference does not have any impact For example if your year runs from April 2009 to March 2010 the year you need to select in Mamut Business Software would be 2009 This is because the start of the year is in April 2009 A Company database in Mamut represents one account one unit Accounting firms usually refer to Clients while for others who handle several companies a database is the equivalent of firms companies You can have several comp
8. p 4 Preparations in MYOB Check your Currency List p 5 e Preparations to Avoid Currency Rounding i Differences p 6 i l e Check your VAT codes p 6 v Print your Accounts List Detail Report p 7 h D SE sn p ra ty Pre ee 2 0 2 1 002 0 A Install Mamut Business Software o Single user Installation p 8 o Network Multi user installation p 14 B Start Mamut Business Software from the start menu or by clicking on the desktop icon Step 2 Mamut Business Software Installation and preparation O Cash VAT basis Settings changes required before upgrading when using the Cash VAT basis of VAT p 13 D Creating Additional Company Databases in Mamut Business Software p 14 E Optional Customise Chart of Accounts t p 15 7 EN T we Step 3 Install Mamut Upgrade Kit p 16 Mamut Upgrade Kit Runthe MYOB Upgrade Assistant from your desktop shortcut if you have version 16 or Installation earlier p 19 Run the Upgrade Wizard for Mamut Business Software from your desktop shortcut p 20 EDU ROUES CEU a k Step 4 Inspect results of data transfer p 25 l Things to Check After the Important information concerning the data i Upgrade transfer p 29 I l ee U u M MS Tip If you are unsure about the upgrade process it is possible to do a test upgrade to see what is involved before you do the actual upgrade To find out more about doing a Test upgrade please contact
9. 34 Accounts Tee ITUR I ERE RO 34 Banking Bank aso detis bi dd dur cd replace a Ob LO C EUR Cd rdc ot A dra EOD 35 SIE Sd aye oleam ee eer ae eee ene eee I ee rere eres 36 Time Biling 7 Time Sheet IBDUE io pameiis tec E eden tected 37 BLOCK Control 7 Productand WareliUSQu duisi sitis naea e aias erasa Oraa 38 Card Ple Customer SOEVIEG sssrinin EE mere eke een ee eee e eee ee 39 I Neate eee 40 33 EXPLORING THE PROGRAM MYOB MAMUT COMPARATIVE TERMINOLOGY LIST The terminology in Mamut Business Software is somewhat different than what you are used to in MYOB For this reason we have created a terminology list just for you For your convenience this section of the guide is divided according to the different Command Centres in MYOB This way you can easily find your favourite features from your old software A Command Centre in MYOB is translated to a Focus Area in Mamut Business Software and a Task in MYOB is equivalent to a Function in Mamut terms Accounts Accounting Accounts list Charts of Accounts View Accounting Charts of Accounts Record Journal Journal Entry View Accounting Journal Search for Entry Entry New 1005610 Transfer money Journal Entry View Accounting Journal Search for Entry New Credit the 2022578 account you are transferring from and Debit the account you are transferring to These trans
10. Chapter 1 Installing and Upgrading to Mamut In this chapter THEINSIALLATION FPROCESS ausiadaxizieniderindFuns dant atEx del Aa aa Aa a aa Eaa aia 2 STEP 1 PREPARATIONS IN MYOOB 1 cssseccsssscccesseccnsseeccaseccucnseccessccesecenesscusesssecseseseass 3 1 Check that it is the right time to migrate your data to Mamut Business Software 3 2 Verity your MYOB Company File s Jecredaconenseciiinm E ai 3 3 Create a Backup of your MYOB File s eese sentent tn trente tnn ttnt netten ttt tente ttes to tto tesis 4 Z Check yonr Currency LISE sacer nni Un ilc dieta cin GPs dti ERU teris eee ELENA HUM DES 5 5 Preparations to Avoid Currency Rounding Differences essen tentent ntnntnnas 6 CN BH mie VAT OUES P E P 6 7T Print your Accounts List D tall Repor Tsiis aaa disk iR eumd ons 7 STEP 2 INSTALLATION OF MAMUT BUSINESS SOFTWARE n 8 BURSTS SOF bista llatiOT sesen nnana oe Eier ERa ERa Eaa SETAE EO 8 Network Multi user Installation sn ssorrenseosrrensossnnenssssnunnsssnnuneosunuureoounnuneosnnnuoossnnnnonssnnnnonnnnunronnnnnteonnnnneeosnnnneessnnnnnees 14 Cash VAT basis Settings changes required before upgrading when using the cash basis of VAT 14 Creating Additional Company Databases in Mamut Business Software sess 14 Optional Customise Chart of Accounts in Mamut Business Software
11. INSTALL MAMUT UPGRADE KIT Upgrade Wizard for Mamut Business Software 1 Important Information Please read the following inFormation carefully beFore you start the upgrade Database Please ensure that you do not add any additional information after the creation of your new Mamut Business Software database The only exception to this is if you wish to modify the Chart of Accounts to better suit your business needs Consult the Upgrading and Getting Started guide For more information Opening Balance Please ensure that you have a copy of you Accounts List from MYOB on hand for this part of the upgrade If you are experiencing difficulties matching an account please enter its value into the 9998 Suspense Account Consult the Upgrading and Getting Started quide For more information Click Next to continue lt Back Cancel Upgrade Wizard for Mamut Business Software 2 Select Databases Your data will be transferred from MYOB to Mamut Business Software Select the MYOB database to transfer data from MYOB Database myo C Plus18 Widgets MYO Browse MYOB User ID Administrator MYOB Password Select the Mamut Business Software database to transfer data to Trains Ltd v Click Next to continue lt Back Cancel 21 INSTALLING AND UPGRADING TO MAMUT administrator if you are unsure about the location of your current MYOB company file 3 Selection and Preferences Upgrade Wizard for Mamut Busine
12. entitled to use the relevant Mamut products and or services You must in such case return the software package s including all products and a copy of the receipt detailing your purchase within 14 days from the date of purchase to where you w accept the terms of the above user agreement do not accept the terms of the above user agreement M InstallShield Wizard for Mamut Business Software Installation type by Take great care to choose the corect installation type Business Software Single user The program should be able to be used on this computer Multi user Client Workstation Connect to an existing database on a server The system must first be installed on the server Server Install on a server which other work stations are able to connect to You must complete this installation locally on the machine that will be the server Install to C Program Files M amut m Click Next to continue INSTALLING AND UPGRADING TO MAMUT 6 Start the installation Click Install to start the installation The system checks if you have open applications that need to be closed Close the necessary applications and click Retry if you receive a message regarding this 7 The Program is installed The program uses Microsoft SQL Server database software If you have not installed a Microsoft SQL Server version already the installation wizard will install a free version of Microsoft SQL Server 2005 Ex
13. 00000 Poff 1200 Bank Current Account 1210 Banke Deposit Account o o U3OPeyCHh 0000 61 APPENDIX MATCHING THE CHART OF ACCOUNTS 2 1000 Current Liabilities i 1231 Cash Clearing Account EN Credit Cards Debtors 1250 Credit Card Receipts 2100 Creditors Control Account 0 2102 Other Creditors ooo __ 2103 Directors Loan Account 00000 2110 Accruals non received invoices 2200 VAT on Sales 2201 VAT on Purchases NEN ENEN s 2202 VAT Liabitiy 0000 __ 2203 Control Account Reverse charge back 1 MED gt MEN 2204 Control Account Reverse charge back 2 2210 P A Y E 2211 National Insurance 2220 Net Wages 2 2000 Long Term Liabilities Long Term Liabilities 2300 Loans EN 2310 Hire Purchase EEEN 2320 Mortgages EE 2330 Corporation Tax 2340 Pension Fund SmaeCapital 0000000000 NEN 3000 Ordinary Shares EEEN 3010 Preference Shares Reserves mE 3100 Reserves 3101 Undistributed Reserves Do O 400 Sales 62 APPENDIX MATCHING THE CHART OF ACCOUNTS 4009 Discounts Allowed 4200 P L on Disposal of Fixed Assets SS NEN __ 4400 Credit Charges Late Payment __ Other Operating Income 00000 4900 Miscellaneous Income 00000 4903 Insurance Claims 0000000 4904 Rent income o o 490s Carriage S NEN HE 4905 Carriage 4906 Excise Duty 4909 Rounding _ 5000 Materials Purchased 0000 _ 5001 Materials Purchased VAT Ex
14. 5 different addresses and each of these addresses can be linked to unique contacts with corresponding card information All of these addresses will be transferred in to Mamut Business Software However since the program naturally works a little differently the contact persons will be attached to the contacts but not linked to each address To better explain this we have created an example for you Each adress from MYOB has been transferred to the address field of the contact in Mamut Business Software Location Address 1 Invoice To Address Alphabet Hause m Alphabet Hause Sesame Street Sesame Street Invoice Town York O99 SMM County Postcode Yo 99 9MM Country UK For contact person belonging to address 1 all contact information except Name and Salutation will be transferred to the main contact card Name and Salutation will be transferred to Contact Persons Alphabet House Sesame Street Invoice Phone Ma 1 01904 6541 32 Telephone w 01904 654132 Phone No 2 01904 654133 Phone Mo 3 Fax Ms Fax 01904654135 E mail b birdce abcltd com m Email b bird abcltd corn Website wie abclkd cam Salutation hello Contact Mr B Bird Contact Persons Surname Salutation Hr B Bird hello The contact information belonging to address 2 5 in MYOB will be transferred to Contact Persons Phone Ma 1 01242 5445587 l Documents Sales and Invoicing Accounting Project Phone N
15. if an item is either a product bundle built item or a component part select the relevant option from within the Product Bundles Tab View Product Product Register List button Choose Product Bundles from second drop down menu Click into the Warehouse tab and click on Assemble or Disassemble as appropriate View Warehouse Stocktaking To post value adjustments to your accounts when changing stock quantity you will need to activate the preference as per the instructions below If not the stocktaking option will only adjust the quantity of your stock items and not the value View Settings Company Settings per Module Product Price Processing Expense product to P L when items are removed from stock View Warehouse Warehouse Warehouse register View Warehouse Warehouse Stock Transfer to another warehouse button Search for 1005750 Search for 1005691 Stock in Mamut ftp dl mamut com download mbs doc uk Product Cost uk pdf Receive Items Purchase List Set Item Prices Transactional Financials Journal Custom price Product Register levels MYOB MAMUT COMPARATIVE TERMINOLOGY LIST Search for 2023174 View Purchase Order Purchases List button select a purchase and click OK Choose Received from the first drop down menu and Save View Product Product Register List button Choose Product
16. is critical that the VAT column is changed to 0 None and that the VAT report code column is changed to none for all of the lines in this journal Failure to do so will cause these balancing entries to be written to your first VAT Return Results Note Before updating the ledgers with the journals you have input it is strongly advised that you create a backup of your system Once the journals have been processed into the Accounts ledgers you should be left in a position where the Mamut System now reflects your old system You can verify this by comparing the original Trial Balance to the Nominal Ledger Trial Balance screen within Mamut Business Software This screen with our example data entered is shown below M Financials 2008 Fz MER OS ioe tr Project none Department none Trial Balance Account details Transaction detail DREE N C Details Credit Journal list 1004 Bought in Stock 3 628 00 1100 Debtors Control Account 16 556 04 EI 1200 Bank Current Account 6 161 54 2100 Creditors Control Account 5 345 25 Nominal Ledger 2000 VAT on Sales 2201 VAT on Purchases 2202 VAT Liability 1 318 00 3100 Reserves 7 358 25 4000 Sales 5000 Materials Purchased 3338 Suspense Account d FI Key figures m m M i le Balance sheet D gu a Future cash flow 20 184 04 Cr You can now check that the figures on this screen match your trial balance If they do
17. not balance then the resulting general ledger will not balance Entering Opening Balances for the Customer and Supplier ledgers For the Customer Ledger and Supplier Ledger you can enter the amounts you owe or are owed to you as lump sums or specified per invoice as per your existing system We recommend the latter as it is then easier to match receipts payments later Before you start entering balances you should set up all existing suppliers customers and enter their details Enter outstanding Sales Invoices as Debit to the customer account and as Credit to a temporary account such as 9998 Credit notes work the opposite way It is a good idea to use the original Invoice number and date as a reference for later matching and aging In the Supplier ledger you enter purchase invoices as Credit on the suppliers account and as Debit on another temporary account such as 9998 Credit notes work the opposite way Bank Account Balances You need to enter the balance as per the bank statement as well as items that have not cleared as per your bank reconciliation If you are unsure about this please contact your Accountant Normally you would enter the Bank Balance s per bank statement when entering the Opening Balance journal The difference between the Bank Statement figure and your closing balance figure is uncleared items as per your bank reconciliation You post this difference as a Debit Credit on your suspense account Then use Bank Receipt Payment
18. point rate This will result in you correcting the exchange rate without having any impact on your stock records within MYOB For instructions on how to create and apply credits please visit the following link on our help site Recording Credit and Debit Notes Alternatively you may go to www mamut co uk myob help and search for Recording Credit and Debit Notes and choose the first answer on the list ID 22 Click Rate to bring up the Exchange Rate screen Round the rate from six to four decimal points and click OK Click OK on the invoice to close it The invoice is now ready for transfer Perform these steps for all invoices on the report Outstanding Purchases Follow the same steps as for Outstanding Sales shown above using the Creditors Ageing Detail Report 6 Check your VAT Codes Due to the fact that Ireland and the UK share certain VAT codes but not all the Upgrade Wizard has been developed to transfer VAT based on MYOB s VAT Code List Lists VAT Codes Change your VAT codes in MYOB according to the table below and the transfer to Mamut Business Software will be error free STEP 1 PREPARATIONS IN MYOB It is important to note If your VAT codes in MYOB are different to the rates shown in the table below your VAT rates will migrate incorrectly Make sure you change these to match the table according to the country you operate in Different codes are used for UK and Ireland m we unma B5 E Rem h Du Be
19. reitera rris te ER sabe Re Fiere ERE CAVE RERO 8 Sinplesiser T8stalldtlafisasoneiubcrdaeso dun andi dae E n fam Dac b rid EU Dr fe DO a EDEN Ur Du Do 8 Network Multi user Installation e eeseeeeeenen treten tents tnn tetto tente tton tetto tasso tnt nnen an is 14 Cash VAT basis Settings changes required before upgrading when using the cash basis of VAT14 Creating Additional Company Databases in Mamut Business Software sss 14 Optional Customise Chart of Accounts in Mamut Business Software sss 15 Step a Install Mamut Upgrade KIEseocuini orit ter ait irki ebria g ert HE uk kir nEoEIeE b ortc uin ertc eto ER bc 16 A Click on Install Mamut Upgrade Kit s esseseeeenn tente ttnntnnn tente ntnn tnn tents 16 B Run the MYOB Upgrade Assistant from your desktop shortcut 19 C Run the Upgrade Wizard for Mamut Business Software from your desktop shortcut 20 Step 4 Things to Check After the Upgrade sese ntnnttnn tente ntnn tnn ttn testen tttn i 25 y oiidibyciidgiciibcirt e T SSSS X M 25 Addresses on Contacts Cards 07 sess cacscsccasessessctscnssecschastacesscpscssceasskecstnsscctgastassccenstvalatesacnianieitiaat Enc RREL ERR LEM E aaan annen 29 User Defined fields Customer List Field tsi dope EE RID SEHE Eagle pagis bh isis ror Hioc bites 30 Dutsb3AdIne Tran JC LOB S auounston oxi
20. the startup If you are using a different accounting year you are able to change the start month for the accounting year Click Complete The process can take some time 16 Login Log in with the user name and password that you created earlier and click OK Complete STEP 2 INSTALLATION OF MAMUT BUSINESS SOFTWARE Create a new company database with the help of a wizard You can get help from a wizard when setting up your company database The wizard consists of 5 to 10 steps and includes the most common settings which can be made for a company database The following stipulations apply to the wizard All the settings excluding those for COUNTRY can be changed alter the company database has been created Certain information can be changed up until they have been applied for the first time e g the accounting year can be changed until you first use the accounting module The wizard contains only selection of all settings available in the system Every step in the wizard has its own help button pressing which will give you information on the current setting as well as other settings for the module C No thank you do not want to use the wizard to set up my company database Click on Next to start the wizard or to directly create your company database Besos f Cancel Company The information below is what wall show on orders invoices etc Name John Smith Invoice address
21. the option Post adjustments to stock levels to your accounts Activating this setting will mean both methods explained above are used This will lead to two extra journal lines being added to the stock movement journals that may not be needed This will also lead to stock level changes being posted to your profit loss accounts in addition to being posted in the balance sheet both for goods coming in and going out This setting is not commonly used in the UK For more information about these settings please see the link below ftp dl mamut com download mbs doc uk Booklet Product Cost UK pdf Product Pricing Settings 50 Within Mamut Business Software the Price Calculator feature allows you to choose a combination of settings that help updating your cost or sales prices either per product or for all products If you wish to maintain similar settings to that you are used to within MYOB please follow the instructions below Within MYOB changes in product cost or purchase prices do not have any impact on the sales price and the changes in sales prices do not have any impact on the cost of products hence follow the instructions below to change the default settings on the Price Calculator To access the Price Calculator go to View Settings Company Settings per Module Product Default values Price Calculator SETTINGS THAT WILL GIVE YOU THE SAME FUNCTIONALITY AS IN MYOB f Company Settings for Product xX Se
22. using the minus sign when necessary Name Balance Reset all Office Equipment ve 7225 accounts Office Equipment Depreciation 2e 4816 59 Out of Balance Fixtures Furniture ww 12226 85 59386 75 Fixtures Furnitture Depreciation 2e 2649 14 If the balance is not Motor Vehicles 15490 zero it will be Motor Vehicles Depreciation vw 1187 08 pedi Pudens Raw Material O00 Work in Progress 1050 94 ceot_ 23 INSTALLING AND UPGRADING TO MAMUT 6 Opening Balance Confirmation Make sure that you have entered the correct balances into your accounts If everything is correct you will see that your opening entry is not out of balance Click Next to proceed If there is an amount showing in the Opening entry out of balance by field an amount may have been entered incorrectly This value will be placed in a temporary account for your attention in Mamut Business Software Suspense N C 9998 Once within the program you will be able to allocate this amount to the appropriate account by creating a simple journal entry Finish Click Finish to quit the Upgrade Wizard Congratulations and good luck with your new Mamut software Upgrade Additional Databases If you have more than one MYOB company file that you want to transfer to Mamut Business Software you will need to run the Upgrade Wizard again Remember that you will have to create one empty database in Mamut Business Software for every MYOB database you wish to t
23. you have successfully keyed your opening balances Check that your VAT return is empty of any VAT transactions before proceeding to key future journals 58 Appendix Matching the Charts of Accounts we qmod p The default Chart of Accounts in Mamut Business Software is slightly different compared to the one you are used to in MYOB To simplify your entry of opening balances and to help you record where to place all of your balances we have included a table that illustrates the general matching of accounts between MYOB and Mamut Business Software For your convenience feel free to print out this table and use it during the upgrade Note When entering opening balances use your domestic currency at all times When entering values in the accounts only use a comma between pounds and pence and euro and cents For example your Accounts List notes 250 500 20 you should enter 250500 20 The process of entering opening balances is different depending on what time during the accounting year you enter them Follow the instructions that best fit your situation You are at the End of the Accounting Year when Upgrading Your Database If you are at the end of your accounting year you only need to enter the Balance Sheet accounts accounts 1 0000 up to and including 3 9999 in MYOB Remember to enter your Net Profit Loss value from account 3 9000 Current Year Earnings in MYOB into the Mamut Business Software account 32
24. 00 Profit and Loss Account You are in the Middle of the Accounting Year when Upgrading Your Database If you are in the middle of your accounting year you must in addition to the Balance Sheet accounts enter the Profit and Loss accounts accounts 4 0000 up to and including 9 9999 in MYOB Note that in this situation you must not enter the value from account 3 9000 Current Year Earnings in MYOB How to change account names in Mamut Business Software You can also use the table below as a reference if you wish to change the names of accounts that seem very different in Mamut Business Software or if you placed values into accounts with names that did not quite match Select View Accounting Chart of Accounts Li Click on List to open a list of all registered N Cs Choose the N C that you would like to edit Enter the Name that you would like for the N C hel Click Save 59 APPENDIX MATCHING THE CHART OF ACCOUNTS Example Extract from default Accounts List in MYOB Re port Display As OF Meteen Redisplay View Screen Repot Accounts List Detail As of 06 02 2009 Account I Account 1 1110 Furniture amp Fistues Cost Other Asset Debit Detail 12 226 85 1 1120 Furniture amp Fistures Acc Depn Other Asset Debit Detail 2 543 14 1 1210 Office Equip Cost Other Asset Debit Detail EP 225 00 1 1220 Office Equipment Acc Depn Other Asset Debt Detail amp 4 815 53 1 1310 Computer Equipment Cost Ot
25. 01 Customer B None Sales Sales Standard 2 353 50 VAT on Sales None 412 31 ice 5 30001 Customer B 53 235 12 53 285 12 56 HOW TO ENTER OPENING BALANCES Do not worry that there were no values for the Sales 4000 and VAT on Sales 2200 accounts on your trial balance these will be cleared down later at stage 4 Stage 3 The Supplier Ledger Entries When the Supplier ledger entries are keyed each journal should consist of one credit to the Creditors Control Account 2100 and one debit to each of the Materials Purchased 5000 and VAT on Purchases 2201 accounts M Journal Entry 2008 01 01 2008 31 12 2005 BESE x 4 le e gt gt Z 2008 Y Financials a Net Ml Default v ad Qe Purchase Purchase credit CES ENTER Sales Credit Customer Supplier Invoice note Note Receipt Payment Entry No Journal Type Date Period Journal template OB6 Opening balance w 0101 2008 1 none N C Double entry Details Debtor Creditor acinvoice no VAT report code Credit Invoice i03 10002 Supplie 10002 i03 Materials Purchased ii 4 Purchase St v 7 Total value of w VAT on Purchases ii v 4 VAT reclaimec 1100 Debtors Control Account 5 345 25 1200 Bank Current Account E Te Journal Entry L Entry No Period Date Details Credit Invoice i03 10002 Supplier Z None Materials Purchased Purchase Standard VAT on Purchases Sales VAT on Sales Materials Purchased AT on Purchas
26. 02 Roa ax 0000000000 7303 Vehicte tnsurance O OOo P 7305 Miscellaneous Motor Expenses pod 2350 Seat Charges S P 7400 Accommodation Staff 00 64 APPENDIX MATCHING THE CHART OF ACCOUNTS __ 7403 Accommodation Clients OO MEME OO OO EE 7405 Other Travel Cost Clients es Pf 1501 Postage and Delivery OO pf 2503 Mobite telephone oo ef 504 interme Malt 0000 Pf 505 office Stationery O Pf 7506 Trade Related Literature Pf 600 tegat Fees 0000000 Pf 7601 Andit and Accountancy Fees Pf 7602 Consuttancy Fees 00000 oO ee a 7701 Office Machine Maintenance OO OO OO _ oo OO OO OO MEME ee 7803 Premises Expenses NEN NEN NEN a _ Finance Cost or Income 7900 Bank Interest Paid oo 7901 Bank Charges ooo 7902 Currency Charges ooo o 7903 Loam Interest Paid ooo o 94HPIes 00000 7905 Credit Charges ooo 7906 Realised Exchange Gain and Loss 65 APPENDIX MATCHING THE CHART OF ACCOUNTS 66 8000 Depreciation _ 8001 amortisation _ 8002 Pan tachinery Depreciation P 8003 Furniture and Fittings Depreciation P 8004 Vehicle Depreciation P 8005 Orice Equipment Depreciation o0 8100 Bad Debt Write OP O pf 8102 Bad Debt Provision OO pf 8200 Donations 0o P 8201 Subscriptions O O 8202 ctothing Costs O S O 8203 Training Costs 000 _ 8205 stat Welfare o o C NENNEN 8300 Tax Expenses 8301 Dividends ee 9998 Suspense Account 9999 Misposti
27. 22 High Street County London Country United Kingdom A Postcode EC4A 1 Z Town City London Telephone 020 5500 7300 E mail 1 john sm amp th mail co uk Curreney GBP v Bank account no 387654321 Bank Sort Code 40 01 20 Account no on invoice 1234567890 Field is required Duca Login Please enter your username and password Username Password sf The system is now setup you have logged in and can now begin using the program In the built in help files you can read more about how you can get started 13 INSTALLING AND UPGRADING TO MAMUT Network Multi user Installation If you require network multi user installation please see the Introduction Installation Settings Reports and Query user manual If you do not have a hard copy of this manual it can be downloaded at www mamut com uk download step 1 asp id 1 16 amp detID 140 Cash VAT basis Settings changes required before upgrading when using the cash basis of VAT If you use the cash basis for VAT you will need to make sure you adjust the settings in Mamut for this before you run the Upgrade tool To do this first check to make sure you are on the Cash basis for VAT If you are certain you are currently using this basis you can select View Settings Accounting within Mamut Select the Module Settings tab and press the Cash VAT button You can now select the VAT periods that should be on the Cash basis for VAT by checking the tickboxes
28. Choose Price tab To change Sale prices of more than one item Product amp Warehouse Price Adjustment View Accounting Financials Nominal ledger Journal list Nominal ledger Search for 2022252 amp 1005584 View Product Product Register Discount Card File Customer Service Activities Print Mailing Address Labels Labels Contact Log Create Personalised letters View Contacts Contact Management List button Search for 1002917 View Contacts Contact Management List button to choose the contact and select the Activities tab View Document New Document To create a standard Template View Document Document Templates New File Print Contacts Address Labels 39 EXPLORING THE PROGRAM VAT VAT Description Items customers Code VAT VAT lA Lower o Sales Low Low Purchase Low Low Domestic Registered No Customer Exempt Purchase Standard Import Sales Standard Customer Exempt Sales Standard Purchase Standard Sales Standard Purchase Standard Zero Rated Sales Zero Purchase Zero VAT cnp l re Customer Exempt Any VAT codes that do Sales Standard Purchase Standard VAT Exempt j EE ii VAT VAT not fit the criteria if code 17 5 17 5 Customer is 0 rated Exempt Any VAT codes that do not fit the criteria if code Sales Standard Purc
29. Dant Hao bad fan edad Ud CET etd iati enata dE b Ani 30 Davment Chine aont RORIS OUO E VU e URP RUD DR FUROR 31 Puig aerate 31 viro M 31 CHAPTER 2 EXPLORING THE PROGRAM enne eren nnne nnn nnne nnn nnnm 33 MYOB Mamut Comparative Terminology LIST eee eee tes tenerent tton testen tentent nto toss 34 PAC COMA ES fC CUA INE esisiini nacta aae Aaaa Crude Aai 34 BABEIHP To cacti cen vet ctw eee es tac eet E orden aded E tented up dca cav E DX 35 salet SS ou nuc coe teria enu ected ERU rfe emt cet ona ected a eden eo a 36 Time Billing Time Sheet iP tse cascaceseessvesesssatzssanancctvansatatesassenecsntsenszaiaesvacantatesesasseabedauntaaxtscacsiaantansisaunevansseiadins 37 Stock Control Product atid Warehouse ii toiture cniin tette rk rk taberu rx eri cu n ertet onde 38 Card File Customer Service sscssssessscssssscsssssssssssessseanessssssssssoseavenerssessssaseseeserenesassasesesaseanessrsaeesssaseseeneresessteatesseess 39 pup 40 CHAPTER 3 GEI TING STARTED aosi tak Sdt Eua Rara MER add v anode 43 Get Stil ed VUIEDOSOELIHBS oin airo edictis diri frd dS cR OR a Ed nk edd 44 1 Company Database Settings e esesesenee tne tenttn trente ntn tente tton toto tt nto ttt tosta sonas tonto ns 44 2 Rina
30. HE SAME FUNCTIONALITY AS IN MYOB 47 Activate Cash VAT Rm 47 Create Product Bundles Keep Stocks and or Enable Automatic Posting of Stock Value 48 Important Information about Stock Settings in MAMUt se sesessesseestessecseesteseestesesseeseeaeesneeeeneeaeeneesneeneeneeseenss 49 Product PCs Set IBS casui iocos idi aero n bafis ds ata ntfi i ut rdiet asi b S Me etus 50 HOW TO ENTER OPENING BALANCES eeereree rrr rn nnn nnnm nnnm nnn 52 How to Enter your Opening Balances Cash VAT Method seen te tnntnnntnnnnns 54 43 GETTING STARTED GET STARTED WITH SETTINGS Before you use the system in detail it is recommended that you check all settings and adjust the system for your own use The first time you start the system a wizard will automatically appear It will guide you through the most important steps when creating a company database These settings can also be set manually as described below Note Some settings cannot be changed once you have started recording data Therefore it is important that you consider and specify the correct settings before you begin This applies to the First month of accounting year point 3 and Common journal entry numbering across all journal types point 5 1 Company Database Settings Select View Settings Company The settings will open automatically when creating a new
31. Settings tab Click Cash VAT Check the VAT periods from when Cash VAT accounting will apply Click OK once the desired periods have been selected and close the accounting settings window f Your chosen periods will now be calculated and transferred according to Cash VAT accounting principles Note The following limitations exist when using the Cash VAT option in the software Opening balance journals for outstanding invoices need to be entered as a separate journal for each invoice that is outstanding The journal for the outstanding amount will need to have a line for the revenue or expense and also the VAT element The edit option within the financials to change a journals VAT treatment does not function A V AT return must be printed before the Detail VAT return is printed For further information regarding these limitations please contact support 47 GETTING STARTED Create Product Bundles Keep Stocks and or Enable Automatic Posting of Stock Value To enable stock handling and have the ability to create product bundles the functions will have to be specified in the company settings for product This can be done via View Settings Company Settings per Module Product Company Settings for Product Settings Define settings for Product Customisation of functions Price processing Warehouse handling Default values The program contains a large number of functions You can select the functions that you w
32. THE UPGRADE STEP 4 THINGS TO CHECK AFTER THE UPGRADE Your Transferred Data Below is a list of all data that has been transferred by the Upgrade Wizard for Mamut Business Software In addition you are able to see where you can find the data in your new software The MYOB terminology is in brackets Customer Supplier Private Personal View Contacts Contact Management Name Invoice Delivery Address Press Lai next to the address field to see all the Location Address 1 Address 2 5 addresses Street Address Town City Town County Postcode Country Telephone Phone No 1 and Phone No 2 Fax E mail Our Ref Salesperson Contact Type Card type User Defined Fields Customer List 1 2 3 and Custom Field 1 2 3 Group Identifiers Notes Contact Person Contact Contact Persons tab Salutation Telephone Phone No 1 Fax E maill Email Accounting tab on contacts with outstanding Outstanding Transactions on Contacts transactions Press d to see the value in the original currency View Accounting Customer Ledger or Supplier Ledger a list of all outstanding transactions 25 INSTALLING AND UPGRADING TO MAMUT Project Jobs Inactive Inactive Cards WWW Website VAT No VAT ID Number Payment Terms Payment is Due Delivery methods Currency Account on hold Credit on hold Customer credit Supplier s credit Employees Empl ID Card ID Firstname Surname
33. actions will need to be recorded as journal entries Transaction Financials View Accounting Journal Financials Nominal ledger Journal list Nominal ledger Month end Financials View Accounting Period Search for Year end and End 2023609 amp YE Or 2023615 View Accounting Year End 34 MYOB MAMUT COMPARATIVE TERMINOLOGY LIST Banking Bank Bank Register Financials View Accounting Financials Search for Nominal ledger Journal list 2023612 Nominal ledger Select the bank account in question to see the detail of the account Prepare Bank Journal Entry View Accounting Journal Search for Deposit Entry New 2023611 For details on how to do this please refer to the link on the right Print Cheques N A Not a feature in Mamut Business Search for Software at the moment If you 2023613 require this contact support for a custom report that will allow this functionality Print Email Supplier Ledger View Accounting Supplier Search for Remittance Advices Ledger Print 2023614 Print receipts N A Not a feature in Mamut Business Software at the moment Receive money Journal Entry View Accounting Journal Search for These transactions will Entry New 2022169 need to be recorded as journal entries Reconcile Accounts Bank Reconciliation View Accounting Bank Search for Reconciliation 2022208 amp 2023616 Spend money Journal Entry V
34. any databases in each Mamut installation STEP 2 INSTALLATION OF MAMUT BUSINESS SOFTWARE Creating a new Company database during the first time startup As part of the first time startup wizard you will be offered help with setting up a Company database The first step of the wizard is to enter all Company Settings 1 Log into the program and select File New Company database You can also click New in the window named List of Company databases This window will open after you have entered the user name and password 2 Enter an Alias name A company database is registered under an Alias name This is meant to be a short name for the company database that you use when you log on and are selecting which company database to work in The alias name can be changed and should not include special symbols spacing full stops etc 3 Select New company database from the list of options This will initiate a wizard that will guide you through the most vital settings 4 Select whether you wish to make use of the wizard or not If you decide not to work with the wizard you should only register your Company settings before the company database is being created You need to enter the Accounting Year First month of the accounting year the number of VAT periods and the company s VAT no 5 If you are working with the wizard you will need to enter your Company Settings first T A new company database has now been created Optional Custo
35. are able to search and receive answers to any questions you may have 24 hours a day 7 days a week If at any time you need assistance with the upgrade process please call Mamut support on 084 5130 3975 UK 01 477 3406 IE and one of our friendly representatives will be more than happy to help Good luck with your new business management software Table of Contents Introduction to Mamut Business SoftWare iiscecsicccsnncsiananaiurcnaneinnamaainiaeantimaiancenaiata IH CHAPTER 1 INSTALLING AND UPGRADING TO MAMUT eue 1 The Installation PrOOBSoa stum euo i a i HE AM Md E 2 Step 1 Preparations in MY OB c 3 1 Check that it is the right time to migrate your data to Mamut Business Software 3 2 Verity your MYOB Company File s auaiuiconandiieixiici ior tetti caecis tu R i 3 3 Create a Backup of your MYOB File s e eeeseseeeen tentent tnnntn tnn te stent toten tontos 4 A Check yonr Currebity DISEaiaisoucposiassie nt inae coti eet Da mU C pin ERO Sr EnE OG ta rd ER CURRERE 5 5 Preparations to Avoid Currency Rounding Differences eese tnttnntennns 6 6 Check your VAT COUPS cusa rin Datei ean rtr Rae a d s RO um EMI a EE 6 7 Print your Accounts List Detail REPOTt ceeessesessssssessessesseesseseeseeecseestessesteeeeneeseeaeeaneeeeneeseeneeateeteeneeneeneeaneey 7 Step 2 Installation of Mamut Business SoftWare siccis ttacrerte
36. atement Search for 2023617 Journal 36 Nominal ledger Journal list Nominal ledger MYOB MAMUT COMPARATIVE TERMINOLOGY LIST Time Billing Time Sheet Input Activities List Company settings Activity Log Timesheet input Enter Activity Slip Enter Time sheet Timesheet input Prepare Billing Invoice Timesheet input Transaction Financials Journal View Settings Company Properties register Time code register Edit New To create a product to link View Product Product Register List button Choose Work Service from the second drop down menu View Time sheet input Time sheet input List Search for 2021901 View Time sheet input Time sheet input New Search for 2023618 View Time sheet input Time sheet input Transfer to Order project module View Accounting Financials Nominal ledger Journal list Nominal ledger 37 EXPLORING THE PROGRAM Stock Control Product and Warehouse Items list Product List Items Register Product Register o Build Items Product List Count Stock amp Adjust Stock Stocktaking Locations Warehouse Register Move items Transfer products 38 View Product Product Register List or View Warehouse Warehouse View Warehouse Warehouse Stock Movements and reservations View Product Product Register New To specify
37. ays No of Days after EOM Net 14 Days Day of Month after EOM Currency The Upgrade Wizard s migration log will show if any outstanding transactions were not transferred to Mamut Business Software due to incorrect or unrecognised currency codes This log can be found under C Program Files Mamut Upgrade Kit Upgrade Wizard Foreign Currency in your Outstanding Transactions Please note that all transactions that have been transferred will appear in the currency of your company database There will be a slight exchange rate difference Unrecognised Currencies on your Contacts In the case that a currency was not recognised or accepted for certain contacts the base local currency will have been selected for them during the data transfer process Stock 31 It is possible to display stock with up to 3 decimals In order to activate this option you must change the settings Go to View Settings Company Settings per Module Product Warehouse handling Number of decimals for warehouse unit and make your selection from the drop down list Tip If you are not certain about how something is transferred or if you need to change settings in Mamut to reflect the way you worked in MYOB and are unsure about it please contact our support department or attend a training session in your area Chapter 2 Exploring the program In this chapter MYOB MAMUT COMPARATIVE TERMINOLOGY LIST
38. cies Make sure that the codes you see below match the codes within MYOB For example in MYOB for the United States of America the code should be USD NOK Norway SEK Sweden DKK Denmark ISK Iceland GBP United Kingdom CHF Switzerland USD United States of America ARS Argentina AUD Australia BRL Brazil CAD Canada HKD China CNY China CZK Czech Republic ECS Ecuador INR India IDR Indonesia ILS Israel JMD Jamaica JPY Japan MXN Mexico NZD New Zealand RUB Russia SAR Saudi Arabia SGD Singapore ZAR South Africa KRW South Korea THB Thailand TRL Turkey UYU Uruguay VEB Venezuela DZD Algeria CLP Chile HRK Croatia CYP Cyprus EEK Estonia HUF Hungary KWD Kuwait LVL Latvia LTL Lithuania MTL Malta OMR Oman PLN Poland SKK Slovakia BHD Bahrain BDT Bangladesh EGP Egypt ETB Ethiopia GHC Ghana IRR Iran IQD Iraq KES Kenya LBP Lebanon LYD Libyan Arab Jamahirya MWK Malawi ANG Netherlands Antilles PKR Pakistan PHP Philippines QAR Qatar LKR Sri Lanka SDD Sudan SYP Syrian Arab Republic TWD Taiwan XOF Togo TTD Trinidad and Tobago TND Tunisia AED United Arab Emirates TZS United Republic of Tanzania MAD Western Sahara ZWD Zimbabwe INSTALLING AND UPGRADING TO MAMUT 5 Preparations to Avoid Currency Rounding Differences Dn BR Note This step is only applicable for MYOB Accounting Plus users with outstanding foreign currency transactions The exchange rate for outstanding transac
39. company database The information that is entered here will be used when creating quotations and orders and will be reflected on reports containing company information 2 Financial Information Under View Settings Company Company settings Financial settings you register your company s bank account number account number for invoices and the organisations number You must also specify whether your company is registered for VAT or not and what currency you will use 3 Accounting Settings 44 When creating a company database you will be asked what the first month of the accounting year is In many instances the first month of the financial year should be set as April even if you begin using the program in January for example If you wish to use a different accounting year you are able to select the desired start month With different accounting years period 1 is the first month you select as the start month Under View Settings Accounting you will find several tabs in which you can specify settings for the accounting modules within the program Go through all tabs to check that the settings for each button are appropriate for your preferences and requirements To change the accounting year press the edit icon in the top right of the window To activate Cash VAT press the button for Cash VAT and then tick each month that should use Cash VAT For further information regarding this please read the following section Sett
40. ctory C Documents and Settings All Users Public Mamuti Mamuti Datas j Database Server Instance 11 INSTALLING AND UPGRADING TO MAMUT state another document directory Then click Next Database Server and Instance are created automatically You can read more about the database in the chapter Administrator 12 Create a user profile Enter Full name Username and password This will be your user profile within the system Please make a note of your user name and password You should not use special characters blank spaces or periods in the user name or password 13 Register the program Enter all relevant information about yourself and your company In the Licence Number field enter the licence number that you have received Tip The licence number can be entered using both upper and lower case letters In the licence number 0 is always a digit not a letter If you do not have a licence number you can go back and select evaluation version in step 13 You can enter the licence number later under Help About in the program You can read more about the licence in the chapter Settings 12 Create a user profile You will now create a user profile for the System Administrator The System Administrator will have full access to all modules and functions in the program Please make a note of the username and password x Full name John XI Username Smith x Password 0 RE V
41. e system to save document files picture files report files and other files that are not part of the database You can read more about how the systems file structure functions in the chapter Administrator Click Next if you wish to use the suggested location E Click on this icon if you wish to STEP 2 INSTALLATION OF MAMUT BUSINESS SOFTWARE M InstallShield Wizard for Mamut Business Software The installation wizard is complete The program has now been installed on your PC Step 2 starts when you launch the program for the first time The program can be launched from the program icon on your desktop or from the Start menu In step 2 you will get help with the most basic settings in order to start using the program Click Finish to close this window Show the readme file Mamut Business Software Select version type Choose whether you want to start the program as a full version or as an evaluation version Register licence want to register my licence number Evaluation version want to evaluate the program Connect me to an existing multi user installation would like to connect to an existing installation Select database server Click Next to continue Document Directory You have chosen to install the system for a user on a local computer We recommend that you use the standard document directory recommended below Click Next to continue Document dire
42. e Creditors List Supplier Ledger An example of a Supplier Ledger printout is shown below Original Trial Balance supplier ledger Car heri ACCOUNTING bee al Sorrel lice E supplier laser ad source a Scan ems andaaurems s financiala Aalen eo Date Suecate Entry Ne Drscriniian idn22 Supplier I Company Reg Ha wit Tr OO He 2 US A PE eve mE We separ 2 Using these documents it will be possible to calculate your Opening Balance journals 55 GETTING STARTED Stage 1 The Primary Opening Balance Journal The first Opening Balance journal can contain all of the items except the customer and supplier ledger items Using the Trial Balance example above your first opening balance should look like this M Journal Entry 2006 01 01 2008 31 12 2008 B 3 ad id X 9 ke gt 5 2008 Y Financials d B Net v Defaut w zd pe Purchase Purchase credit Invoice note Sales Credit Customer Supplier Sales Invoice Note Receipt Payment Entry No Journal Type Date Period Journal template OB1 Opening balance w 0101 2008 1 ww none L N C Double entryDetails Debtor Creditor acinvoice no VAT report code Bought in Stock Bank Current Account VAT Liability Reserves Suspense Account 4000 Sales 14 837 79 1200 Bank Current Account 6 161 54 1230 Petty Cash Journal Entry Period Date Details i Credit 01 01 2006 Bought in Stock None Bank Current Account None None None Suspense Account No
43. eciding which functions columns and fields shall be shown if they would like to have integration with Microsoft Outlook as well as default values You can specify these settings on the Settings per module tab under View Settings User or by clicking User settings within the various modules P S If you cannot find particular functions within a module it is likely that this function has not been selected within User settings When beginning to work within a module select the functions that you would like to have available SETTINGS THAT WILL GIVE YOU THE SAME FUNCTIONALITY AS IN MYOB SETTINGS THAT WILL GIVE YOU THE SAME FUNCTIONALITY AS IN MYOB Activate Cash VAT BR WwW N e When installing Mamut Business Software for the first time cash VAT accounting can be activated in the settings found under View Settings Accounting Module Settings Cash VAT All transactions such as raising invoices posting purchase invoices cash transactions payments and VAT will be calculated and transferred to the system s VAT return as per the accepted Cash VAT accounting principles Note The system will only allow a change between Cash VAT and Standard VAT at the beginning of a VAT period which has no postings If postings have been made the VAT scheme can be changed in the next VAT period which does not contain any postings How to change from Cash VAT to Standard VAT Select View Settings Accounting In the Modules
44. ed 21 Resale 21 the criteria if code has value greater than 0 If VAT field was never active Sales Standard Purchase Standard 2196 Resale 21 EC customer supplier is EU uu aatis from EU EC customer supplier is not Domestic Registered ticked and Use Customer s Supplier s VAT Code is not ticked Non EC Customer Supplier and Use Customer s Supplier s VAT Code is ticked in MYOB Note In most cases the grey fields seen above have been defaulted to the standard VAT rate of your country 42 Chapter 3 Getting Started In this chapter GET STARTED WITH SETTINGS sisensisicicesisncsisenvccivecicacevsasisetsvaviersivicnteistaratatansiesinnivnions 44 UM Company DataDase SCINES sisisi i aa eee ee ee eee eee 44 2 Financial Information E RR 44 Spree init iniri Tr 44 Ae NUD si RE Sd cR m 45 5 Common or Separate Journey Entry Numbering for Journal Types sss 45 6 Charts of EI DEEST 45 Fem uva Hic 45 OSU eS ers aiv reraip rp 45 9 Users and Users Permissions 1 eese tette tnt tn inania te th snas snas Peso snas ssa sa sso snas sna sa Paso snas snas sas 8 46 No iui ee m S 46 SETTINGS THAT WILL GIVE YOU T
45. ef w house Default Receive Auto Build From Warehouse tab Location Supplier No Card ID Supplier tab Supplier Primary Supplier for Reorders Sup prod no Supplier Item Number Product bundles tab Note Only products that are part of a product bundle will have this box ticked Product Information Description Product Information tab Sales Information Custom List and Custom Field Component is a part of the product bundle Component of Auto Build item Inactive Inactive Item Miscellaneous tab Stock Stock Control View Warehouse Warehouse Stock Quantity on Hand linked to warehouse View Warehouse Warehouse Stock Warehouse Locations View Warehouse Warehouse Warehouse Register Projects Jobs View Project Project Register a Nene SS aa Contact Linked Customer Contacts tab Departments Categories View Settings Company Company Settings tab Properties Register Departments Edit Opening Balances optional manual View Accounting Financials click on entry in front of Opening Balances click on in front of Period 1 click on OB2 If you have ticked I use Cash Accounting for VAT it will be listed under OB1 Tip You can re create your build items using the Product Bundle tab in the Product Register within Mamut Business Software 27 INSTALLING AND UPGRADING TO MAMUT Addresses on Contacts Cards Contact Persons Each card in MYOB can have up to
46. empt customer _ 5002 Packaging O _ 5009 Discounts received 000 __ 5100 Freight Charge Domestic _ 5101 Freight Charge VAT Exempt customer 5102 Transport Insurance 5104 Handling VAT Exempt 5105 Duty Domestic NEN NEN 5105 Duty Domestic o 5106 Duty VAT Exempt ooo __ 5107 Special Duty Domestic __ 5108 Special Duty VAT Exempt __ 5109 Other Freight Import charges Domestic __ 5110 Other Freight Import charges VAT Exempt 5200 Opening Stock 5201 Closing Stock 5203 Change of stock EN 6000 Productive Labour EEEN 6001 Cost of Sales Labour 6002 Sub Contractors EN 6100 Sales Commissions 6200 Sales Promotions 63 APPENDIX MATCHING THE CHART OF ACCOUNTS pT oO O Fo ing OYO D emsmps eos Marking and promotors EN 6430 Management fees EN 6900 Miscellaneous Expenses Staff 7001 Directors Salaries 0000000 7002 Directors Remuneration 7004 Wages Regular 7005 Wages Casual NEN NEN TOS Wages Camal 0000000 7006 Employes NL 7007 Employers Pensions 0000 7008 Recruitment Expenses 00000 7009 Adjustments 0000000 7OSSPRedamed o o 7OMSMPRelimed OO ooo TOR o __ 7103 Business Rates _ 7104 Premises Insurance OOo 7200 Electricity 7200 Electriciy 000000 o mos S moot 7202 Oil __ 7203 Other Heating Costs o o mMOFwlandO H 0000000000 __ 7301 Repairs and Servicing 00000 Lo 73
47. erify password Click Next to continue Previous Nex Cancel Register the program Please enter your company details for our records This will be registered with the supplier of the software Name Company John Smith Telephone 020 5500 7300 Address 22 High Street Fax 020 5500 7301 Language English UK v Postcode EC4A 1AZ Type of business Ltd pub liab company v Town City London Subject Area Other goods and services v County London Country United Kingdom V Retailer i M Contact Person John Smith Mr v E mail x pem METER ER As a user you will receive user tips and special offers by e mail IE do not wish to receive this kind of information from Mamut Company Reg No 387554321 Licence Number 9114 410f ObOf bac6 55ff eeee 89ef Field is required Click Next to continue lt Previous E Cancel 14 Create a new company database You can choose to create a new company database with the help of a wizard The wizard will guide you through the most important settings Select No thank you if you do not want to launch the wizard You can read more about the new company database wizard in the program s help files Press F1 on your keyboard or click the Help button 15 Company Settings If you have chosen not to use the wizard to create your company database you must enter the relevant company information in the company settings window before completing
48. es 53 235 12 53 296 12 Do not worry that there were no values for the Materials Purchased 5000 and VAT on Purchases 2201 accounts on your trial balance these will be cleared down in our next stage Stage 4 Clearing Down Temporary Figures We now have temporary values on 5 accounts which need to be cleared down This is done with one final Opening Balance journal The nominal codes used in this example and probably in your office also have been e Sales 4000 e VAT on Sales 2200 e Materials Purchased 5000 e VAT on Purchases 2201 e Suspense Account 9998 These nominal codes are now cleared down with one final journal as shown below or GETTING STARTED M Journal Entry 2008 01 01 2008 31 12 2008 J 3j ib X Ije amp 532008 f Financials O 7 Net w Default v c e ge Purchase Purchase credit note Sales Invoice Sales Credit Customer Supplier Invoice Note Receipt Payment Entry No Journal Type Date Period Journal template OB7 Opening balance v 0101 2008 1 nene LI N Double entryDetails Debtor Creditor aclnvoice no l l VAT report code Materials Purchased VAT on Purchases Suspense Account 4000 Sales 16 556 04 16 556 04 1200 Bank Current Account 6 161 54 1230 Petty Cash Journal Entry Entry No Period Date Details i Credit Sales VAT on Sales Materials Purchased VAT on Purchases Suspense Account 53 296 12 53 296 12 Note It
49. f the top menu If you are in the wrong accounting year double click on this number and change it to the correct value Check that the date is correct in the date field If it is incorrect you simply edit the value Note If you are beginning to use Mamut during the accounting year it is necessary to transfer any balances into Mamut For example if you are beginning to use Mamut from 01 02 2009 you must enter the figures dated 31 01 2009 i e the final day of the previous period We strongly recommend that you start inputting from the first month of a VAT period Make sure that you are in the correct period if you are not click on the drop down box and change to the correct period Start by entering all the balances on the debit side these are the accounts between the figures 1000 and 1999 You do this by typing the first account number in the N C column then entering the debit amount After all the debit balances have been correctly entered you can move on to the credit balances these are the accounts between 2000 and 2999 in the standard chart of accounts This is done in the same way as above Click on the Update Ledgers button or press Ctrl H vl You have now transferred all of these values to the General Ledger HOW TO ENTER OPENING BALANCES Note If you do decide to enter Opening balance in multiple journals it must be noted that each separate journal must balance i e debit credit If every single journal does
50. ged per product by accessing the Price Calculator on the Price tab of an individual product 51 GETTING STARTED HOW TO ENTER OPENING BALANCES 52 Note Only enter your opening balances if this has not already been done while running the Upgrade Wizard for Mamut Business Software If you are closing a previous book keeping system the closing position Trial Balance will be the Opening Balance in Mamut If you are unsure if you have the final position in your previous system please consult your Accountant Note If you are using the Logistics module i e tracking of stock warehouse s etc you should set up all current products before proceeding to enter balances Before you start entering your products you may want to review the settings for the Product which you find by going to View Settings Company Settings per Module Product Entering Opening Balances Manually not using the upgrade tool not cash VAT Go to View Accounting Journal Entry _ Click New Change the Journal Type to Opening Balances Journal Entry 2008 2007 04 01 2008 08 31 Purchase Purchase credit Invoice n Sales Credit C Note H Sales Invoice Entry No Journal Type Date Period PI v 2008 09 01 v XP S Purchase Credit Payroll Petty Cash Payment Receipt Credit Card Payment Receipt Bank Payment Receipt Miscellaneous Check that you are in the correct accounting year This is displayed in the centre o
51. hase Standard has value greater than 17 5 17 5 0 If VAT field was never Sales Standard Purchase Standard active 17 5 17 5 ticked from EU Neither EC customer supplier nor Use Domestic Registered Customer s Supplier s VAT Code is ticked EC Customer Supplier is not ticked and Use Customer s Supplier s VAT Code is ticked in MYOB Domestic Registered 40 MYOB MAMUT COMPARATIVE TERMINOLOGY LIST VAT Description items Customers Code Output VAT Input VAT ERN DEN Expenses Medium Rate Sales Medium Purchase Medium Domestic Registered loe pud ERE Expenses Expenses Exempt sales Zero Purchase Exempt VAT Exempt No Resale Customer VAT VAT Exempt Exempt Expenses Purchase Exempt No Expenses VAT VAT Exempt Resale 21 from EU impen om eve recs PEC Sa Expenses 21 from EU s 55A re Bron 21 Customer VAT VAT Exempt 21 Resale 21 O eee ud Expenses 21 Old Standard Rate Sales Standard Purchase Standard e S eee um Oe Expenses Expenses 21 5 Zero Rated sales Zero Purchase Zero Resale y AT Exempt Customer INA Exempt Zero Rated Purchase Zero No Expenses Expenses VAT VAT Exempt 41 EXPLORING THE PROGRAM Any VAT codes that do not fit x Standard M VAT Exempt No the criteria if code is 0 Resale 21 Customer VAT VAT rated Exempt Any VAT codes that do not fit Sales Standard Purchase Standard Domestic Register
52. her amp sset Debit Detail t11 885 35 1 1320 Computer Equipment amp cc Dep Other Asset Debit Detail 3 013 40 4 k Use the table to record your values as well as the MYOB accounts that you are matching to Mamut Business Software MYOB Accounts in Note the Amount My Mamut Business Software on the Account here Matched MYOB Accounts Intangible Fixed Assets 00 005 Goodwin o 0006 Goodwill Amontisation 0010 Freehold Property 000 001 Leasehold Property 00000 11886 35 1 1310 0020 Plant Machinery 1 1110 60 APPENDIX MATCHING THE CHART OF ACCOUNTS MYOB Accounts in Note the Amount My Mamut Business Software on the Account here Matched MYOB Accounts 1 1000 Fixed Assets Intangible Fixed Assets O ogoan 00000000 0006 Goodwill Amortisation _ 0010 Freehold Property O Oooo 0011 Leasehold Property 0000000 0020 PlanyMachinery oo p 0021 Plan Machinery Depreciation 0030 Office Equipment EE 0031 Office Equipment Depreciation 0040 Fixture Furniture 0041 Fixture Furniture Depreciation NEN 0050 Motor Vehicles __ 0051 Motor Vehicles Depreciation 1 2000 Current Assets ee o Stk 0o 1001 Raw Materiat 000 1002 Workin Progress o o o o 1003 Finished Goods 000 1004 Bought in Stock oo o o 1099 Stock delivered not invoiced o Ds m00DebosConmlAccun EET 1101 Sundry Debtors HOOeDebos 00 o HOPpyments
53. here to install Enter X Setup Replace the X with Mamut Uporade Kk the letter to which your CD DVD drive has been assigned The installation menu will now appear Click on Mamut Upgrade Kit 2 Click OK This step will install the MYOB ODBC Driver to your hard drive This step will be skipped if you already have the latest version of the MYOB ODBC driver on your computer 3 Click Next to proceed 4 Click Next to proceed STEP 3 INSTALL MAMUT UPGRADE KIT InstallShield Wizard Mamut Upgrade Kit requires that the following components be installed on your computer m prior to installing this program Click OK if you would like to start installating these components The update can take a long time please wait Status Requirement Pending MYOB Driver ie Mamut Upgrade Kit InstallShield Wizard Welcome to the InstallShield Wizard for Mamut Upgrade Kit The InstallShield R Wizard will install Mamut Upgrade Kit on your computer To continue click Next WARNING This program is protected by copyright law and international treaties ie Mamut Upgrade Kit InstallShield Wizard Setup Type Choose the setup type that best suits your needs Please select a setup type Complete All program Features will be installed Requires the most disk space O Custom Choose which program features you want installed and where they will be installed Recommended for advanced users
54. herefore contains the most important information to help you get started with your new Mamut system We recommend that you use this guide step by step from the installation of Mamut Business Software through to the upgrade process and the startup and use of your new system In this way you will be able to simplify your day to day business as soon as you start using your new software Refer to the flowchart on page 2 for an overview of the entire installation process Note It is strongly recommended that you read Chapter 1 Installing and Upgrading to Mamut steps 1 3 thoroughly before you install Mamut Business Software and run the upgrade Go through step 4 after the installation process You can upgrade from MYOB to Mamut at your own convenience during the accounting year However you will reduce your workload if you change systems at the end of the accounting year since you will only need to enter the opening balances for your Balance Sheet accounts Changing programs at any other time means that you will also have to enter the balances for your Profit and Loss accounts This guide is based on the functions available within Mamut Enterprise E5 and you will find an introduction to the function areas within the system If you have a version of Mamut Business Software that is not Enterprise E5 be aware that some of the functionalities described may not be available in your software For online help visit www mamut co uk myob help where you
55. iew Accounting Journal Search for These transactions will Entry New 2022169 need to be recorded as journal entries Transaction Financials View Accounting Financials Journal Nominal ledger Journal list Nominal ledger 1005854 35 EXPLORING THE PROGRAM Sales Sales Enter Sales Either by Sales Invoicing or by the Accounting tab in Contact note if accounting tab is used no invoice printout is produced Print Email invoices Invoicing Print Email Statements Default Receipts Payments A C Receive Payments a Financials b Reports Sales Register Transaction Financials View Sales Invoicing Order Registration Alternatively if no invoice printout is needed View Contact Contact Management Accounting tab New View Sales Invoicing Order Registration List button Choose customer Invoice button choose the type of invoice you need Send to printer or E mail View Accounting Customer Ledger Choose customer Receipts payments button a View Accounting Financials Nominal ledger Journal list Nominal ledger select your sales nominal accounts and click on the Transactions details tab b File Print Sales and Invoicing Invoice List View Accounting Financials Search for 2023296 Search for 1005702 Reports File Print Cust Supplier ledger Customer St
56. ings that will give you the same functionality as in MYOB GET STARTED WITH SETTINGS 4 Number Series Before using the program you should decide whether you are going to define your own number series Number series for Invoices Purchases Contacts Credit Notes Suppliers Orders Products etc can be set under View Settings Company Company Settings Number Series It is possible to enter the first number before you begin recording data after which you can only alter the most recently used number We recommend you keep the suggested number series Never the less if you wish to make changes you must ensure that there is a large enough interval between the number series 5 Common or Separate Journey Entry Numbering for Journal Types By default the program uses separate number series for each journal type If you want your journals to be numbered continuously regardless of the journal type select Common number series for all journal types Specify this setting under View Settings Accounting Accounting settings Journal type settings and number series Series of entry numbers 6 Charts of Accounts Within the chart of accounts you will find all available Nominal Codes N C that can be used to manage journals The chart of accounts shows all possible settings for each N C as well as the N C s position in the layout of accounts You can add new N C s and edit existing ones as required To open the char
57. journals to post the uncleared items and to post the Debits Credits to the same suspense account to ensure the transactions turn up on your Bank Reconciliation Screen Nominal Ledger Opening Balances Use an Opening Balance journal and enter the balances Debit and Credit as per your previous system s close out trial balance Note For Bank Account balances see point 8 Customer Ledger Balance is entered as Debit on the temporary account you used to enter your Customer Ledger Balances Supplier Ledger Balance is entered as Credit on the temporary account you used to set up your Supplier Ledger Balances After you have entered all Opening Balances we would advise you to run off a Trial Balance as well as an Aged Debtor Listing and Aged Supplier Listing Check that the figures and aging match the closing balance of your old system Also check that the balance on the Temporary Suspense accounts you have used in this process is nil You must make adjustments as necessary When you are satisfied that everything entered is correct and matches the close out trial balance from your previous system you should perform a stock take to update your stock levels on the products you carry in stock After having updated your stock we recommend you run off a Stock Value report and compare this figure with the figure in your balance sheet account for stock they should match If they do not match please make adjustments as necessary Please remember it is go
58. k mbs12 to upgrade your software to the latest version before you start this upgrade process You can upgrade from MYOB to Mamut at your own convenience during the accounting year However you will reduce your workload if you change systems at the end of the accounting year since you will only need to enter the opening balances for your Balance Sheet accounts Changing programs at any other time means that you will also have to enter the balances for your Profit and Loss accounts If you wish to transfer data from more than one MYOB company file you must run the Upgrade Wizard once for each file You cannot transfer data from multiple MYOB company files using the Upgrade Wizard Remember that you must also create an empty database in Mamut Business Software for each MYOB company file you wish to transfer from See page 14 for instructions on how to create new databases in Mamut Business Software A Click on Install Mamut Upgrade Kit 1 Install Mamut Upgrade Kit After inserting the Mamut CD in your computer s CD DVD drive an installation menu will appear on your screen A Instal Mamut Upgrade Kit B Run the MYOB Upgrade Assistant from your desktop shortcut only if you have MYOB version 16 or earlier If you cannot see the menu after 10 seconds you can launch the file manually by going to the Start menu in Windows and choosing Run C Run the Upgrade Wizard for Mamut Business Software from your desktop shortcut Click
59. lick Next There are a few things you will need to have prepared in order to complete this process so please give yourself some time for this Click on Desktop Icon Q Please double click the MYOB Upgrade Wizard icon on your desktop ine Mamut Note If running on Windows Vista awe right click on the icon and select Run as administrator 20 Upgrade Wizard for Mamut Business Software Please read and acknowledge the disclaimer Click Next to start the Upgrade Wizard 1 Important Information Be sure to read all of the information carefully before you click Next To print out your Accounts List from MY OB please read the instructions on page 4 2 Select Databases In this screen you are asked to select two databases 1 the MYOB database you wish to transfer your information from and 2 your newly created Mamut Business Software database you wish to transfer your information to Please note that you must supply your username and password for your MYOB database If you do not have a username or password leave the fields as they are Click Next to proceed The myo company file is most likely located in your MYOB folder The default location for the folder is on C and the name of the folder depends on your MYOB product For example for Accounting Plus Version 18 users the name of the folder will be Plus18 For BusinessBasics users it will be named BBasics Please contact your computer STEP 3
60. mise Chart of Accounts in Mamut Business Software If you would like to have a similar Chart of Accounts in Mamut Business Software compared to what you had in MYOB you have the option of customisation before you run the upgrade Although this is not mandatory spending time on this step will make it easier for you to enter your opening balances during the upgrade and to recognise all of your accounts as soon as you start using Mamut Business Software Note It is extremely important that you do not delete the 9998 Suspense Account Deleting this account will cause errors when running the Upgrade Wizard Please refer to the Accounting Startup booklet on the Documentation amp Guides section of www mamut com uk download and www mamut com ie download for detailed information on how to customise your chart of Accounts If you choose not to customise your Chart of Accounts see the Appendix for an overview of the main accounts in MYOB matched to the accounts in Mamut Business Software INSTALLING AND UPGRADING TO MAMUT STEP 3 INSTALL MAMUT UPGRADE KIT Now that you have completed steps 1 and 2 you are able to begin upgrading your data Please follow the instructions below in their exact sequence Skipping a step or not following the procedures will result in errors Remember to close Mamut Business Software before you continue Note If your current version of Mamut Business Software is older than version 12 please go to www mamut com u
61. mplates and graphics select Backup all data If you only want to back up your company file select Backup Company File only 3 Select whether you want to verify your data If you want to verify your company file before backing it up select Check Company File for errors otherwise select Do not check Company File for errors 4 When prompted it is recommended that you enter a clear and unambiguous File name for the backup instead of accepting the default description For example ABC Ltd Year End Apr09 Please note the folder where your backup is saved Click Save to create the backup 6 This is the minimum backup requirement However we would strongly recommend that you copy your backups to an appropriate removable media such as DVD CD DAT tape drive and store it in a secure location Contact your IT administrator for advice T The backup of your company file has been saved in the folder you chose 4 Check your Currency List STEP 1 PREPARATIONS IN MYOB Note This currency check is especially applicable to businesses that have found it necessary to create their own currencies in the past and thus may have used their own custom codes If your business uses multiple currencies in addition to the standard currency Euro GBP all currency codes must match the international standard You must perform the following in order to ensure the best possible transition of data Open your MY OB database Select Lists Curren
62. mut Business Software QAMUTS Welcome to the Mamut Business Software installation wizard Business Software Installation and start up of the program consists of two steps Step 1 The installation wizard Step 2 First time start up Step 1 is this installation wizard This is where you select if you want to install your database on this computer or if you want to connect to a database on a different computer You can also define where to install the program files Step 2 is initiated when you start the program for the first time The Step 2 Wizard will help you with the basic settings in order for you to start using the program Click Next to continue M InstallShield Wizard for Mamut Business Software User Agreement by Please read the agreement in the window below carefully fou must accept the agreement before continuing the installation Business Software USER AGREEMENT FOR MAMUT S PRODUCTS AND SERVICES By installing Mamut software and or by using Mamut services you accept that you have read and agree with the terms of this Agreement and you accept as binding on yourself those provisions of the present agreement that are applicable to the relevant products and services from Mamut ASA its wholly or parth owned subsidiaries and or representatives Mamut You are therefore advised to carefully read the agreement in its entirety If vou do not accept the provisions stipulated in the agreement you will not be
63. mxEgems 0 m eue me mem e Expenses N T No Tax Ea EC Sales VAT ee C Old Standard Old Standard Rate aol Old Standard Rate Expenses z zora o Zero Rated Expenses my 7 Print your Accounts List Detail Report Note If you have outstanding foreign currency transactions make sure you have performed the previous step Preparations to Avoid Currency Rounding Differences before you print your report In the Upgrade Wizard for Mamut Business Software you will be asked to enter your account opening balances If you are performing your software change at the end of the accounting year you only have to enter Balance Sheet balances into your new database However if you are performing your software change at any other time during the accounting year you will have to enter both the Balance Sheet and the Profit and Loss opening balances Your accounts list can be printed by opening your MYOB software and going to Reports Accounts tab Accounts List Detail enter the date to report to your year end for example Finishing tick Detail Accounts Only Print See the Appendix for more information If you would like your Chart of Accounts in Mamut Business Software to appear similar to what you had in MYOB you will need to edit the Chart of Accounts in Mamut Business Software This can be done after you have created a new database but must be done before you run the upgrade Instructions on h
64. ncial InfOPD dtlOH euenit di php ot icVe a etri tet iran Mina enn rEF rc nip od FPE ma REED 44 JACCO UNTINE SCOS apisan anini aE UOCE UG SINE OK MM DI GE DU dE UE 44 T Nuilbbef Sees aoa Ed n E enm NEUE EEUI EI E 45 5 Common or Separate Journey Entry Numbering for Journal Types sss 45 MCEri o ACCONDIS cin tance iietiotostecrasd epit RU dd M ND IE 45 TABLE OF CONTENTS rrop S REE O ager emer ne Meee Pe Penne Baty ruta Te nta unio M Tene ee cn Dc eee ned Odes 45 8 Settings per UU m 45 9 Users and Users Permission S cac niu tru a tic pa SER En venetian 46 TU User SOLID Sonoma iint etes Sid cuin itd undu usu ina bc GG uM niae I E 46 Settings that Will Give You the Same Functionality as in MYOB eene 47 Peta CAST VA D 47 Create Product Bundles Keep Stocks and or Enable Automatic Posting of Stock Value 48 Important Information about Stock Settings in Mamut eere 49 Product Pricinp SIN iian inermis cd bn min udo aderit foerit cia cafe ri Gusta rtis 50 HOW to Enter Opening Balances centri iania hee Ces k tt etate de telae aea aia en kakia Naia en danaa aaiae iaiia 52 How to Enter your Opening Balances Cash VAT Method serene 54 APPENDIX MATCHING THE CHARTS OF ACCOUNTS ern 59 2140 0 m EC M HP 60
65. ne Invoice 2 30000 Customer A None Sales Sales Standard 1 SE 5 761 501 0 00 53 296 12 53 296 12 In the above screen shot the journal reflects all entries from the Trial Balance except for the customer and supplier ledger entries An entry to the Suspense Account 9998 is made to balance this journal Stage 2 The Customer Ledger Entries When the Customer ledger entries are keyed each journal should consist of one debit to the Debtors Control Account 1100 and a credit to each of the Sales 4000 and VAT on Sales 2200 accounts M Journal Entry 2008 01 01 2008 31 12 2008 ES dx le amp 2008 Y Financials 3dv Ne w Default v a g e pe Purchase Purchase credit Invoice note Sales Credit Customer Supplier Sales Invoice Note Receipt Payment Entry No Journal Type Date Period Journal template OB2 Opening balance w 0101 2008 1 none N C Double entry Details Debtor Creditor aclnvoice no VAT report code i Credit Invoice 2 30000 Customer D None v none Sales 1 Sales Stande v B Total value of w VAT on Sales D None v 1 VAT due in thi 1100 Debtors Control Account 16 556 04 i 6 769 76 6 769 76 1200 Bank Current Account 6 161 54 1230 Petty Cash Eg Te Journal Entry L Entry No Period Date Details i Credit 1 01 01 2006 Invoice 2 30000 Customer amp None Sales Sales Standard 5 751 50 VAT on Sales None 1 008 26 Invoice 3 300
66. ngs Account
67. o 2 D gxia a Phone Ho 3 Contact Persons mem Sumame Salutation Telephone Fax E mail Mr B Bird hello Fax PO Mr Cutley greetings 01242 5445687 cutley abcltd com Email cutley abeltd com Mrs Read 01539 5547888 01560 5547889 read abcltd com website Ms Tweedly 01434748400 01434748420 tweedy abcltd com j Howard Green 020 4510 1212 howard g abcltd com Salutation greetings Contact Mr Cutler 28 STEP 4 THINGS TO CHECK AFTER THE UPGRADE Country Field The Country field is set as a default based on the country of the Mamut Business Software database for the following scenarios If the field was not populated in MYOB 2 If the field was populated in MYOB but the country did not match up against the list available in Mamut Business Software In the case where the country did not match up to the list in Mamut Business Software scenario 2 a note will be created in the migration log We recommend that you manually change the countries noted in the log to ensure your contacts are associated with the right country in the future User Defined fields Customer List Field The Custom Field and Custom List for cards in MYOB will be transferred to User defined fields For Custom Field it is only the content of the field that will be transferred The name of the field will remain CustomField no For Custom List both the name and the content will be transferred A similar transfer will occu
68. od accounting practice to perform the period end processing when you have completed your period end adjustments This will also ensure that your financial statements will be correct for each period If you are unsure about the processes for Period end Year end we recommend you seek advice from your accountant or attend the Mamut Academy for training Please remember that you will not be able to post to a period that has been closed Partially closing accounts The Partially close accounts function in Mamut Business Software is used in the time period following the beginning of a new accounting year and before the previous year has been closed when the final Opening Balance has been transferred 53 GETTING STARTED By temporarily transferring the Opening Balance you are provided with a better basis for reviewing the company s Balance Sheet items for the new accounting year in this time period Find out more about this in the section on Year End Period End How to Enter your Opening Balances Cash VAT Method 54 Note Only enter your opening balances if this has not already been done while running the Upgrade Wizard for Mamut Business Software Note also that this section only applies if you are using the Cash VAT method of accounting Preparation If you are choosing to use the Cash VAT functionality within Mamut Business Software extra consideration needs to be given to the way in which your opening balance journals are inputted It i
69. omers You cannot cancel the transfer once it has E H PA started If something unexpected occurs 5 12 216 during the upgrade process you will need Customer Harris amp Harris to create a new company database in Asia Grand Del Mamut Business Software and begin this eee eS 1 i Customer Boffo Products section again Customer Acme Sales Ltd Customer ABC Ltd i Employee Amy Kendall Your MYOB company file will be Employee Matthew Johnston unaffected 22 4b Data Transfer Complete You will see a log of the data that has been transferred To view a recorded copy of the migration log you will find the file located at C Program Files MYOB To Mamut Upgrade Kit Upgrade Wizard to find this folder go to Start click on Run and enter the location in the field Click Next to proceed Optional Opening Balances If you wish to enter your opening balances at a later time click No and the wizard will take you to the Finish screen Note To find out how to enter opening balances directly into Mamut Business Software please read the instructions on page 52 5 Enter Opening Balances Remember to have a copy of your Accounts list available beside you for this step To find the Accounts List open your MY OB software and go to Reports Accounts tab Accounts List Detail enter the date to report to your year end for example Finishing tick Detail Accounts Only Print or Display button fo
70. ould like your company to use by ticking the appropriate boxes below All the selections below may be changed at any time Company keeps products in stock Company sells products that consist of other products product bundle Company wants to track the price history for products Company has discount agreements on individual products for individual customers Company gives a quantity discount for products Company has discount agreements on individual products for customer categories Company makes purchases based on sales orders Company sells products on the Internet Company has products that are sold as variations e g colour size unit Company wants to register weight and volume of products Company sells products with environmental tax or other special charges Under the Customisation of functions tab tick the following options e Company keeps products in stock Please see section below about stock for more details e Company sells products that consist of other products 48 SETTINGS THAT WILL GIVE YOU THE SAME FUNCTIONALITY AS IN MYOB Important Information about Stock Settings in Mamut Mamut uses two methods to account for stock in the accounts These methods are A Recognising any purchase of stock as an expense straight away on the Profit and Loss B Recording stock as an asset on the balance sheet Each of the two methods used to account for stock are explained below A Record Stock as an Expense straight upon purchase
71. ow to do this can be found in the Accounting Startup booklet on the Mamut website under Download Documentation amp Guides www mamut com uk download and www mamut com ie download INSTALLING AND UPGRADING TO MAMUT STEP 2 INSTALLATION OF MAMUT BUSINESS SOFTWARE Mamut Business Software must be installed on your computer before running the Upgrade We must emphasise that once the installation is complete it is important that you start Mamut Business Software by clicking on the Mamut icon on your desktop and follow the startup wizard It is especially important that you create a new blank company database within Mamut Business Software before progressing with the upgrade process Failure to follow the steps as outlined in this guide may result in errors WARNING Mamut defines the accounting year slightly differently from what you may be used to in MYOB Therefore when creating your databases in Mamut Business Software it is important you select the year in which your accounting year starts rather than the year in which it ends For reporting purposes this difference does not have any impact For example if your year runs from April 2009 to March 2010 the year you need to select in Mamut Business Software would be 2009 This is because the start of the year is in April 2009 Single user Installation How to Install a Single User Version from a CD Note Close all other programs before proceeding with the installation 1 Mamut U
72. pgrade Kit Insert your Mamut CD in your CD DVD drive If nothing appears to be happening after 10 seconds you may launch the 5 B Start Mamut Business Software from the start menu CD manually by going to the Start or by clicking on the shortcut on the desktop menu in Windows clicking on My Computer and then double clicking on your CD DVD drive CER eee in baal Mamut Business Software C Create the company database s you need before continuing to the next step The installation menu will open Click on Mamut Business Software 2 Choose language for Choose Setup Language installation ge Select the language for this installation from the choices below L Select language English United Kingdom or English Ireland EDC a 3 Welcome Click Next in the Welcome Window 4 User Agreement The User agreement must be accepted before the installation can be completed If you wish to continue indicate so by selecting I accept the terms of the above user agreement Then click Next 5 Select Installation type In the next window select the installation type Single user Install to The program automatically suggests an area for the program files If you wish to install to the suggested folder click Next If you wish to install to another area you are able to click and state the area manually STEP 2 INSTALLATION OF MAMUT BUSINESS SOFTWARE M InstallShield Wizard for Ma
73. press edition Your Mamut system will now be installed and the program files will be saved to the specified location This process may take some time It is important that you do not cancel this process 10 M InstallShield Wizard for Mamut Business Software Start installation The installation wizard is ready to install the program Business Software The program files will be installed to C Program Files M amut If vou want to change this click Back Click Install to start the installation of the program files Click Cancel to stop the installation wizard M InstallShield Wizard for Mamut Business Software Installing Mamut Business Software by The program is being installed Business Software Please wait while the Installation Wizard installs Mamut Business Software This may take several minutes Installing Microsoft SOL Server 2005 Express SP2 Pending Mamut Business Software Installing Microsoft SQL Server 2005 Express SP2 8 The Installation Wizard is complete Click Finish to complete the installation Please restart your computer before you continue 9 Start the program Start Mamut Business Software by clicking the shortcut on the desktop or from the Start menu The startup wizard will then appear for the first time startup 10 Select the version Select Register Licence and click Next 11 Select Document Directory The document directory is used by th
74. r with products in that case data will be transferred to the Product List Custom Field Hobbies skiing Favourite Restaurant User defined fields Custom Field 3 Custom teld1 skiing Credit Status A Excellent Custom List Credit Status A Excellent Custom List 2 Custom List 3 Outstanding Transactions To check that your outstanding transactions have transferred through correctly see the following Opening Invoices Debtors Go to View Accounting Customer Ledger Opening Invoices Creditors Go to View Accounting Supplier Ledger You may also view a summary of your outstanding transactions View Accounting Financials click the boxes for Opening balance and Period 1 and then click on OBI If you ticked off I use Cash Accounting for VAT in the Upgrade Wizard outstanding transactions are not transferred Please note that the Due Date for an outstanding invoice is the date the invoice was created Invoice Date in MYOB 30 INSTALLING AND UPGRADING TO MAMUT Payment Terms The Upgrade Wizard is not able to transfer all different payment terms After the upgrade please double check customer and supplier payment terms found under View Contacts Contact Management Settings tab for each contact and amend as needed C O D Prepaid Cash on delivery Prepaid Net Days In a Given No of Days Net 14 Days On a Day of the Month Net 14 D
75. r a full listing of your accounts If you have customised your Chart of Accounts in Mamut Business Software you will see your adjusted list here If you did not customise the list it will look like the list shown here For a printed copy of the default Mamut accounts see the Appendix For every account simply enter the amount in the value field If you are experiencing difficulties matching an account place that value into the 9998 Suspense Account Click Next to proceed STEP 3 INSTALL MAMUT UPGRADE KIT Upgrade Wizard for Mamut Business Software 4b Data Transfer Complete Your data has now been successfully transferred from MYOB to Mamut Business Software Data transfer complete Outstanding Transactions ee ere 100 95 Due c M You have successfully transferred MYOB database Widgets Ltd into Mamut A Business Software database Trains Ltd Refer to Step 4 Things to Check After the Upgrade in the Upgrading and Getting Started quide for more information regarding the data transfer Categories 0 Locations 2 Employees 5 Opening Balance Would you like to enter opening balances No Upgrade Wizard for Mamut Business Software 5 Enter Opening Balances Please enter the opening balances for the accounts and set a date For all transactions Date For all transactions 29 april 2009 v Enter the exact values that appear on the Accounts List
76. ransfer data from Tip You can see a summary of the upgrade in the Migration log log file This can be found in the folder where you installed the Mamut Upgrade Kit 24 Upgrade Wizard for Mamut Business Software 6 Confirmation of O pening Balances Please make sure the following information is correct Opening entry out of balance by Aj Name Balan Office Equipment m 7225 Office Equipment Depreciation 4816 59 Fixtures Furniture 12226 85 Fixtures Furnitture Depreciation 2649 14 Motor Vehicles 15490 Motor Vehicles Depreciation 1187 08 1001 Raw Material ivi 1002 Work in Progress 1050 94 1003 Finished Goods jus 0 1004 Bought in Stock 23975 82 1099 Stack delivered not invoiced n 59388 75 Click Next to transfer this information into Mamut Business Software Click Back to modify entered values se ee c Upgrade Wizard for Mamut Business Software Completing the Upgrade Wizard for Mamut Business Software Congratulations Upgrade Wizard For Mamut Business Software is now complete Your data has been successfully transferred to Mamut Business Software IF you wish to transfer data from another MYOB database create a new database in Mamut Business Software and run the Upgrade Wizard again Good luck with your new software and thank you For choosing Mamut Business Software Click Finish to close the wizard Upgrade Wizard For Mamut Business Software STEP 4 THINGS TO CHECK AFTER
77. s essential that every individual entry on the Debtor and Creditor control accounts is keyed as individual journals The reason for this is that when the item is paid partially paid the system acquires the amount of VAT to be paid or recovered for purchases from the original opening balance journal This means that you will need three reports a trial balance a debtors list Customer Ledger printout and a creditors list Supplier Ledger printout The Trial Balance An example Trial balance is shown below Original Trial Balance Trial balance Lue ene ACLU geim bra weow 210606 DT UH 20050 72 2005 3nd sure 7 Priecratks NT alc cod eit Cree TRI Baghi in Sach 3528 0 i 102 Debis Conio Arrt 14554 ul ize Bank Cumant coc g 181 54 ATE Creditors Lonbo Aom ya rah i wel Lind hi IAD 310 reca vias 7 Ana 20 184 Du HOW TO ENTER OPENING BALANCES The Debtors List Customer Ledger An example of a Customer Ledger printout is shown below Original Trial Balance Customer ledger Query criteria ACCOUNTING type of Joumal line customer ledger and source open ibera and source nancials Imwoice no Dare Duedz Eny Ne Dosenpaon Amoun Jngn3 Customer amp 210025 Ord g205 S OD Tahoe A amp Fai TS amp TEJTO 30001 Customer l ziuoasnmj5 102005 anni Cusiomer E zZ T2241 11112205 Zi 112D05 SE Amy Customer Bl 7 ne5g4 E a 8 26 dolo Cuaztasswr c TAMAS SWS S SOLE Duenmes d TEANS x aed as Po cco Os Th
78. ss Software Please ensure that you have made the 3 Selection and Preferences Please confirm that the selected databases and outstanding transaction correct database and outstanding preferences are correct transaction preference selections If you nmm wish to choose a different MYOB MYOB database Widgets Ltd company file or Mamut Business Mamut Business Software database Widgets Ltd Software database click Back to modify your selection important Choose your preference For transferring outstanding transactions Iuse Cash Accounting For VAT No transfer Tick the appropriate box if Sides C Iwishto transfer all data Full transfer 1 use Cash Accounting for VAT and therefore do not want to transfer your outstanding transactions 2 wish to transfer all outstanding transactions When ready click Next to proceed lt Back Cancel Please read page 47 on How to activate Cash VAT in Mamut Business Software if this is your outstanding transaction selection Click Next to start the data transfer Click Back to change the selection of databases 4a Data Transfer Upgrade Wizard for Mamut Business Software 1 1 4a Data Transfer Dep ending on the SIZE of Jour database The system is transferring data Depending on the size of the database please be aware that the transfer may range from be aware that it may take some time before this process is complete taking several minutes to several hours Data transfer in progress Cust
79. ssfully installed Mamut Upgrade Kit Click Finish to exit the wizard Launch MYOB Upgrade Assistant STEP 3 INSTALL MAMUT UPGRADE KIT B Run the MYOB Upgrade Assistant from your desktop shortcut The MYOB Plus Upgrade Assistant will upgrade your MYOB company file to version 18 This step is only necessary if you have MYOB version 16 or earlier 1 Click on Desktop Icon If you did not tick Launch the program during the last step please double click the MYOB Upgrade Assistant icon on your desktop MYOB Upgrade Assistant A Welcome to the MYOB Plus MYOB Plus Upgrade Assistant Release 12 3 0C Upgrade Assistant hs Upgrading changes to your existing Welcome to the company file MY OB Plus Upgrade Assistant Click Next to proceed esky BS ase with your previous MYOB product so it can be used with this version of MY OB Plus B Click Next to proceed Click Quit to exit the Assistant 3 Find the File to Upgrade MYOB Plus Upgrade Assistant Release 12 3 0C Click Find File to browse for the ind Fie to Upgrade MYOB company file you wish to upgrade Click Find File to find the MYOB company file you want to upgrade C Plus1 Widgets MYO Click Save As to specify a location and a name for the MYOB Plus company file after it has been raded Please contact your computer administrator if you are unsure about the location of your current MYOB CAP TWidgetsTRMYO company file Step 2 of d
80. support uS N E n C E E E c mna mrs STEP 1 PREPARATIONS IN MYOB STEP 1 PREPARATIONS IN MYOB pr oY ccu doc Ds d Please follow the steps in this chapter in order to upgrade to Mamut Business Software Check that it 1s the right time to migrate your data to Mamut Business Software Verify your MYOB company file s Create a backup of your MYOB file s Check your Currency List Preparations to Avoid Currency Rounding Differences Check your VAT codes Print your Accounts List Detail Report 1 Check that it is the right time to migrate your data to Mamut Business Software Note Changing over to Mamut Business Software means that you will have your accounting information in two separate systems We recommend that you check when is a good time to migrate your data Suggested times are End of a VAT quarter or at the end of your Accounting year If you plan to migrate your data over to Mamut Business Software we suggest that you consider a good time in which to do this By running the migration tool at the beginning of a VAT quarter or at the beginning of a new accounting year you will ensure all of your information is in one system so you do not need to refer to your old system as often This will help when you come to the stage of preparing your VAT return as all of the data for the VAT return will be shown on one report from one system Please call our support department if you are unsure about selecting the right time to migra
81. t of accounts select View Settings Accounting Module Settings Chart of Accounts 7 Properties Register The properties register is a register consisting of numerous definable groups categories and variables that are used in one or several parts of the program Select View Settings Company Company Settings Properties Register You are able to adjust and enter new values into the register by selecting an item in the list and then clicking on New or Edit 8 Settings per Module For each individual module within the program you can specify settings that will apply to the company database Select View Settings Company Settings per module 45 GETTING STARTED 9 Users and Users Permissions Under View Settings Security User Administration you can create users that will have access to the system All users must have their own user profile with individual user names and passwords You can link the user to their employee details by using the Link to employee drop down menu If the user is not yet registered as an employee this will be done automatically by choosing the default value Create employee Once you have created users you can give them specific user permissions within the program You can do this under View Settings Security Manage Access Templates 10 User Settings 46 All users can adapt modules and windows to meet their individual requirements They can do this by d
82. te to Mamut Business Software 2 Verify your MYOB Company File s Please verify your MYOB databases in order to ensure that there are no errors Follow the steps below to do so Open the company file you would like to verify Select File and then choose Verify Company File A confirmation window will appear Click OK to confirm that you want to verify your company file Your company file is scanned for errors When the file verification process is complete a message will appear describing the results of the process e fno errors were found click OK to end the verification process e fyour company file reports an error please visit www mamut co uk myob help or contact support on 084 5130 3975 UK 01 477 3406 IE INSTALLING AND UPGRADING TO MAMUT 3 Create a Backup of your MYOB File s Accounting requirements under the UK Companies Act state that private companies must keep their accounting records for at least six years from the date they have been created The company files created in MYOB are automatically saved on your computer make sure that you keep them after you have upgraded to Mamut Business Software In addition it is advised to create a backup of your data How to Create a Default Backup Copy l Goto File Backup 2 Select the data you wish to backup If you want to back up your company file as well as all other files you have customised including custom forms custom reports spreadsheets letter te
83. tions using a foreign currency in Mamut Business Software is rounded to four decimal points while MYOB is rounded to six decimal points This will result in the difference being posted to the 9998 suspense account on your Profit amp Loss report and you will notice this difference between your Trade Debtors Creditors totals in Mamut Business Software as compared to MYOB This difference should ideally be posted into the currency gain or loss expense income account If you wish to avoid this issue we recommend that you round the rates of your outstanding transactions from six to four decimal points within your MYOB company file Please follow the steps below to fix the rounding differences in MYOB before you run the upgrade How to Display Outstanding Sales Go to Reports Sales Debtors Ageing Detail Customise Advanced Filters Currencies select all currencies except the local currency OK Display This report should display all outstanding foreign currency sales transactions on this MYOB database Move your cursor to the first invoice number on the report and click to open the invoice Note If the invoice is an item invoice and or the invoice has been partially paid we recommend that you create a credit note using a service layout with the same rate as the original invoice applying this credit to the original invoice to cancel it completely Then re record the invoice using the service layout with a four decimal
84. ttings Define settings for Product OO Customisation of functions Price processing Warehouse handling i Default values Default values for new products Default product template Blank product ot Va cha STS Product group Product group A Language if missing description English UK Price Calculator Default settings for products with variations Field descriptions Qty per unit Qty per unit Volume Volume Weight Weight Number of product group levels 2 M Display stock levels in Webshop Do nat show stock level i Show graphics OK Cancel Help Choose the options below and click on OK to set these settings as the default Changes in cost price will affect Gross profit fixed sales price Changes in sales price will affect Gross profit fixed cost 1 M Default values Price Calculator x Fane aaa a ream ESTEE E peoe RETE EJ Changes in cast price will affect Gross profit fied sales price Changes in sales price will affect Grose profit fired cost Update product OF Cancel Help If you change these settings prior to the transfer of data then all your transferred products will use these settings If you have already transferred your data you can update the settings for all the products by clicking on the Update product function on the Default values Price Calculator screen above and accept the screens that follow These settings can also be chan
85. ur ledgers automatically The stock value of a product will also automatically be added to the Balance Sheet based on the product s purchase price reported in the stock movement and any reported purchase costs that might affect the posted stock value The setting to change to allow this method b is found in View Settings Company Settings per Module Product Price processing under the Accounts update of stock value heading Under the Type drop down list you will find three choices select Expense product to P L when items are removed from stock 49 GETTING STARTED ft Company Settings for Product Settings Define settings for Product Customisation of functions Price processing Warehouse handling Default values Basis for cost price Product Register v No of decimals Two decimals Discounts for products sold via Webshop C Fixed price discount also applies as mark up Expenses Purchase cost to include freight and forwarding from the supplier s invoice C Purchase cost to include costs entered for freight and duty invoices Update C Update purchase price and cost on product card when entering purchase Accounts update of stock value Type Expense product to P L when items are removed from stock v o Basis for entering stock value in balance sheet is to include purchase costs in addition to purchase price _ Post adjustments to stock levels to your accounts Note It is not advised that you tick

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