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MYOB Accounting v16 and Accounting Plus v16: User Guide

1. 73 Creating customer credits 76 Dealing with a supplier who is also a customer 80 Accounting for bad debts 80 6 Purchases 81 Entering purchases 81 Receiving items without a supplier invoice 85 Creating a purchase order froma sale 88 Changing the status of a purchase 88 Reviewing your purchase information 90 Paying suppliers _ 91 Creating supplier debits 93 Adding finance charges paid 96 7 Paying your employees 97 Payroll setup tasks 97 Creating payroll categories 98 Creating employee cards 103 Entering employee payroll information 103 Timesheets _ 106 Paying your employees 108 Payroll liabilities _ 116 Processing termination payments 117 Reviewing payroll information 119 8 Stock 123 Basic stock tasks 123 Creating items 124 Making stock adjustments 128 Multiple stock locations 129 Building items _ 131 Auto building items 132 Count stock
2. Optional Filter your search using the Search By and date range fields The transactions that match your search criteria appear in the Sales Register window If you want to view a transaction in detail click the zoom arrow gt next to it To find a transaction using the Purchases Register window The Purchases Register window lists all open and closed purchases quotes orders returns and debits Go to the Purchases command centre and click Purchases Register The Purchases Register window appears User Guide Click the tab of the type of purchase you would like to view for example All Purchases Purchases Register AI Purchases a Search by AI Suppliers Dated From 01 10 2006 To 14 11 2004 Ey 20 10 2006 23 10 2006 Ol Alframes 23 10 2006 00000003 Computer Supplies Ltd 24 10 2006 00000005 Computer Supplies Ltd 24 10 2006 00000006 Computer Supplies Ltd 13 11 2006 00000007 Lee s Unlimited 13 11 2006 00000008 Al Stationery Supplies 14 11 2006 90000009 Lee s Unlimited HelF1 Pint Optional Filter your search using the Search By and date range fields The transactions that match your search criteria appear in the Purchases Register window If you want to view a transaction in detail click the zoom arrow gt next to it To find a transaction using the Bank Register window You can use the Bank Register window to find spend money
3. Name of Custom List No 1 SEEN Name of Custom List No 2 Custom List No 2 Name of Custom List No 3 Custom List No 3 Name of Custom Field No 1 Custom Field No 1 Name of Custom Field No 2 Custom Field No 2 Name of Custom Field No 3 Custom Field No 3 Enter names for the lists you want to create for the card type you have selected in the Name of Custom List fields Click OK The names you have entered will now appear in the Card Details tab of the Card Information window 224 Chapter 16 Contact management To create a custom list entry Go to the Lists menu choose Custom Lists and then choose the card type for which you want to create a custom list entry The Custom Lists window appears E Custom Lists Custom List Custom List No 1 7 l zy Help Gi New Select the custom list for which you want to create an entry Click New The Edit Custom List window appears Enter the custom list entry s name and then click OK The entry appears in the Custom Lists window To assign a custom list entry to a card Go to the Card File command centre and click Cards List Click the zoom arrow next to the card you want to edit The Card Information window appears Click the Card Details tab Click the search icon next to the custom list field you want to edit and then select the entry that you want to assign to the card Identifiers Custom List No 1 z Custom List
4. A Selling information The selections you make here will be used by default on quotes orders and invoices that you create for this customer You can override these selections when recording the sale B VAT information The customer s VAT information is entered here If the customer s VAT status takes precedence over that of the item or service being sold select the Use Customer s VAT Code option When you create a quote order or invoice MYOB Accounting will use the VAT code assigned to the customer as the default This VAT code will override the item s VAT code in an item sale and the allocation account s VAT code in a non item sale Chapter 3 Setting up your company file 3 C Customer terms The credit terms you entered earlier appear here by default You can override them here for this customer D Credit Limit amp Hold Click to open the Credit Limit amp Hold window where you can enter the customer s credit limit When you have finished click OK to return to the Sales Easy Setup Assistant The card you created appears in the customer list Repeat from step 1 for each customer card you want to create When you have finished creating your customer list click Next Enter historical sales Historical sales are those sales you ve made that haven t been paid in full as at the start of the first day of your conversion month In the Enter historical sales for your customers window click Add Sal
5. 134 Reviewing your stock information 135 Setting item prices 137 Customising stock 138 9 Billing for time 141 Setting time billing preferences 142 Setting billing rates 143 Creating activities 144 Creating activity slips 146 Reviewing and changing activity slips 149 Creating time billing invoices 150 Work in progress 152 10 International transactions 153 Setting up multiple currencies 154 Exchange rates 157 Tracking currency gains and losses 158 Miscellaneous transactions 160 MYOB Accounting MYOB Accounting Plus v16 uk 11 Reporting VAT Forms 205 Setting up VAT codes Finding forms 206 VAT reports Sending forms 207 EC Sales 1 44 se tant Pea kea dg eens Customising forms 210 EC purchases Adding and editing elements 212 12 Lists Contact management 217 Adding a record Creating a card 0 eee eee 217 Finding a record eee eee eae Keeping in touch with your contacts 2
6. Rass Producing reports Once you have chosen a report and have customised it you re ready to see the finished product See e To display and print reports see below e To save reports as files below e To send reports by email see page 197 e To send reports by fax see page 197 e To view reports in Microsoft Excel see page 198 To display and print reports 1 Goto the Reports menu and choose Index to Reports The Index to Reports window appears 2 Select the report you want to display or print and click Display The Report Display window appears 3 If you want to reposition or resize columns a Select Screen Report in the View field b To reposition a column position the cursor over the column header until the cursor changes to the hand icon then drag the column header to a new position c To change the width of a column position the cursor over the icon of a column header and then drag it to change the column s width Only columns that have this icon can be resized 4 Ifyou want to limit the data that will be printed or refine the appearance of the report click Customise For more information see Customising reports on page 200 196 Chapter 14 Printing and customising reports When you have customised the report as required click Display The Report Display window reappears Select Print Preview from the View list in the report toolbar If you want to save the new report layout
7. To insert a header You can group several line items by inserting a header In the Purchases window click in the line below where the header is to appear Go to the Edit menu and choose Insert Header A blank line will appear in the scrolling list with the cursor positioned in the Description column Receiving items without a supplier invoice If you receive items from a supplier and have not been invoiced for them you may not know the actual amount payable to the supplier However if you stock these items you will need to add them to your on hand stock before you can sell them But as you don t know the amount payable you shouldn t record an amount owed to the supplier at this time User Guide Type the text for the header The text appears in grey Description Mthimocest paper 6 1070 100 00 Brochures 6 1080 420 00 Press TAB to complete the entry To insert a subtotal In the Purchases window click in the first line below the items to be subtotalled Go to the Edit menu and choose Insert Subtotal A line appears displaying the subtotal of the individual amounts that appear above the subtotal line and below the last subtotal if there is one Description VAT Ad in local paper 6 1070 100 00 5 Brochures S To delete a blank line line item header or subtotal In the Purchases window click anywhere on the blank line line item header or subtotal you want to delete Go to the Ed
8. 0 Discount Days Balance Due Days Volume Discount 0 Us A Buying information The selections you make here will be used by default on quotes orders and purchases that you create for this supplier You can override these selections when recording a purchase B Credit limit and Your credit limit with this supplier and the supplier s VAT information VAT information are entered here If the supplier s VAT status takes precedence over that of the item or service being purchased select the Use Supplier s VAT Code option When you create a quote order or purchase MYOB Accounting will use the VAT code assigned to the supplier as the default This VAT code will override the item s VAT code in an item purchase and the allocation account s VAT code in a non item purchase C Credit terms The credit terms you entered earlier appear here by default You can override them here for this supplier Click OK when you have finished to return to the Purchases Easy Setup Assistant The card you created now appears in the supplier list Repeat from step 1 for each supplier card you want to create When you have finished creating your supplier list click Next MYOB Accounting MYOB Accounting Plus v16 uk Enter historical purchases Historical purchases are those purchases that haven t been paid in full as at the start of the first day of your conversion month In the Enter historical pu
9. 12 Preparing a bank deposit 49 Exploring MYOB Accounting 13 Spending money 50 e e e e Entering transactions in the Bank Register 2 Creating and activating company files 17 3 window 53 Creating a company file 17 Transferring money between accounts 54 Activating a company file 21 Tracking petty cash expenses 55 e e Importing statements 56 3 Setting up your company file 25 POS ATM and Internet transactions 57 Overview 26 Credit card purchases and payments to Setting up preferences 27 credit card providers 58 Setting up accounts 28 oe 5 Sales 61 Setting up sales details 32 Setting up purchase details 35 Entering sales 61 Setting up payroll details 37 Recording sales with insufficient on hand item quantities 66 Performing an initial bank reconciliation 43 Changing the status of a sale 68 Reviewing your sales information 69 Receiving payments 70 Printing payment receipts 72 Credit control
10. 132 Chapter 8 Stock In the Minimum Level for Restocking Alert field type the minimum level of the item you want to have in stock Click Edit List The Auto Build Information window appears Auto Build Information List what it takes to build stock units of F101 Printer start up In the List what it takes to build field type the number of items units you want made If bulk quantities of materials are purchased to build an item it may be easier to specify the materials required to build a greater quantity of the item such as 10 or 20 Enter the details of each component required to build the item a Click in the Item Number column and press TAB Your items list appears b Select a component item required to build the new finished item and then click Use Item The details of the component appear in the Item Number and Name columns c In the Quantity column type the number of component items required to build the specified quantity of the finished item MYOB Accounting MYOB Accounting Plus v16 uk d Repeat from step a for each component required to build the new finished item Auto Build Information List what it takes to build 1 stock unit s of F101 Printer start up Printer Paint cartridge Paint cable 8 Click OK when you have entered all the components 9 Click OK and then click Close to return to the Stock Control command centre To build a finished item 1 Goto the Stock Control co
11. Recording additional information about your cards on page 258 User Guide Synchronisation update rules As part of the synchronisation process you choose whether or not you want to update the details for existing contacts To do this you select from one of the following update rules Update existing contacts New contacts are added and existing contacts are updated You will not be prompted to confirm updates Do not update existing New contacts are added but existing contacts contacts are not updated You are not prompted to confirm any updates Ask me to confirm New contacts are added and you are updates prompted to confirm updates If you select this rule you specify how you want to deal with the discrepancies between the details in your MYOB cards and the details in your Outlook contacts You can e review and update the details for each contact e select to update all contacts if you select this option you will not be prompted to confirm any further updates or e skip an update for a contact and leave the details for the contact unchanged Software required You require Microsoft Outlook 2000 or later MYOB Outlook Sync and MYOB ODBC Direct v7 installed on your computer For more information refer to the Getting Started guide CAUTION Single user access required Synchronising cards and Outlook contacts requires single user access For more information see Single user file locking for specia
12. The Enter Activity Slip window has a timer that allows you to record the time you spend performing an activity When you have completed the activity the information is already in the Enter Activity Slip window eliminating extra data entry The timer appears on activity slips for hourly activities only To use the timer you must leave the Enter Activity Slip window open until completion of the activity You can still use other programs or access other windows during this time Go to the Time Billing command centre and click Enter Activity Slip The Enter Activity Slip window appears Enter the employee name date and customer name In the Activity field type or select an hourly activity The timer fields appear at the bottom of the window Click Start to start the timer If you don t enter a start time in the Start Time field your computer s current system time appears and the timer starts incrementing the time in the Elapsed Time field NOTE Entering a start time that is before the current system time If you enter a start time that is before the current system time the difference will be added to the elapsed time measured by the timer For example if you entered 8 00 a m in the Start Time field and then clicked Start at 9 00 a m 1 00 00 will appear in the Elapsed Time field and the time calculated by the timer will be added to that amount Start Time Stop Time Elapsed Time Leave the Enter Activity Slip window o
13. To find See Find Transactions journal entries sales purchases cheques below window deposits supplier and customer payments Sales Register transactions relating to sales such as open below and closed invoices quotes orders credits and returns This search method is most useful if you know the transaction date or the customer s name Purchases transactions relating to purchases such as page 185 Register open and closed purchases quotes orders debits and returns This search method is most useful if you know the transaction date or the supplier s name Bank Register spend money pay suppliers receive page 185 payments and receive money transactions Items Register stock item transactions for a particular date page 186 range This includes stock adjustment auto build and move items transactions Transaction any transaction by source journal page 186 Journal window Recurring recurring transactions You can sort page 187 Transactions List window transactions by name type or frequency or search for a transaction by name amount or next due 184 Chapter 13 Transactions To find a transaction using the Find Transactions window From any command centre click Find Transactions In the Find Transactions window click the appropriate tab for example the Card tab to search by card Filter your search using the Search By and date range fields For example to search for all transactions made during January 2
14. on page 75 for more information C Finance Charge D Out of Balance Keep in mind that the amount you apply in the Amount Applied column will accumulate in the Total Applied field The Total Applied amount plus finance charges must equal the amount that appears in the Amount Received field in the top half of the window before you can record the transaction The Out of Balance amount must be zero before you can record the transaction If a customer overpays the full amount should still be entered in the Amount Received field and in the Amount Applied column When you record the payment a credit invoice for the overpaid amount is created automatically This can either be refunded to the customer or applied to a future invoice For more information see Settling credit notes on page 78 Click Record to record the customer payment Receipts cannot be printed for e Reversed receipt transactions e Voided receipts e Bank transactions such as bank deposits or interest earned Payment receipts correspond directly to receipt transactions That is when you record a receipt transaction the information you entered in the transaction can be printed on a payment receipt MYOB Accounting MYOB Accounting Plus v16 uk Because of this relationship if you change reverse or remove a receipt transaction the payment receipts that have been printed may no longer be valid To print payment receipts Go to either the Sales
15. Office Equipment Cost Office Equipment Acc Depn Vehicles Cost Vehicles Acc Depn Furniture amp Fixtures Cost Furriture amp Fixtures Acc Dep Computer Equipment Original Co Amount left to be allocated 2 Check the amount in the Amount left to be allocated field at the bottom of the window e If this field displays 0 00 the total of the opening balances you assigned to your asset accounts equals the total of opening balances of your liability and capital accounts Go to step 3 Setting up sales details In the Sales Easy Setup Assistant you can set up information about your customers and sales Before you begin using the Sales Easy Setup Assistant you may find it helpful to gather a list of your customers along with their addresses phone numbers and so on Also gather a list of all the sales you ve made to customers that haven t yet been fully paid The Easy Setup Assistant can help you complete these tasks quickly Click Sales in the Easy Setup Assistant window The Sales Easy Setup Assistant appears 32 Chapter 3 Setting up your company file e If this field displays an amount other than 0 00 look at your opening balances again as your opening balances are either incomplete or incorrect However you can continue the setup process if there is an amount in the Amount left to be allocated field The amount will be assigned to a special capital account called Historical Balancing If you canno
16. Transferring funds to a foreign account You may want to transfer funds from a local currency account to a foreign account This is easily done through the Spend Money window 1 Goto the Banking command centre and click Spend Money The Spend Money window appears 2 Inthe Account field enter the local currency bank account from which the cheque is being written 3 Click Currency The Exchange Rate window appears Exchange Rate Cunency EUR European Union Euro Transaction Exchange Rate 0 600000 Curent Exchange Rate 0 600000 J Update Current Exchange Rate in the Currency List with Transaction Exchange Rate EUR EUR1 00 equals 0 60 GBP Local 1 00 equals EUR1 67 7 ca 4 Select the relevant foreign currency and enter the transaction exchange rate if it is different to the default rate shown 5 Click OK The Spend Money window reappears 6 Enter the date amount payee memo and cheque number 7 Inthe Acct No column type or select the account to which you want to allocate the transaction 8 Click Record 160 Chapter 10 International transactions Entering foreign currency transactions in a local account You can enter foreign currency transactions in a local currency account For example you can accept a cheque from a customer in euros and bank it in a Sterling bank account Example You have received a cheque from your customer Donelli Paper for 200 against an outstanding in
17. You can group and sort your contacts according to common attributes by assigning identifiers to their cards and the appropriate attributes from custom lists you have defined Grouping contacts using these features makes it easier for you to e filter reports to show only information specific to a group of contacts e identify which of your contacts have a particular attribute e filter lists so that it s easier for you to send a batch of personalised letters customer statements and other forms to a group of contacts identifiers Identifiers are one letter labels you can assign to cards When you create reports or view card lists you can limit the information to a particular group of cards by specifying the identifiers that you ve assigned to those cards For example say you want to be able to identify all clients who are not for profit organisations You could assign them identifier N and when printing sales reports you can choose to filter the report to only show customers who have that identifier You can also assign multiple identifiers to a card For example say you assign O to your overseas customers and W to your wholesale customers If you have overseas wholesale customers you can assign them the OW identifiers You can then filter a report to only show your overseas wholesale customers by specifying the OW identifiers in the Report Customisation window User Guide a nw w To define identifiers Go to the List
18. birthdays Click OK The names you have entered will now appear in the Card Details tab of the Card Information window 234 Chapter 16 Contact management To enter custom field information in a card Go to the Card File command centre and click Cards List The Cards List window appears Click the zoom arrow next to the card you want to edit The Card Information window appears Click the Card Details tab and enter the information you want to record in the appropriate custom field Card identification codes If you have assigned identification codes IDs such as customer numbers or account numbers to your customers you can enter those IDs in their cards You can also set a preference that will let you select customers by their ID instead of their last name or company name when entering a transaction Customer search lists will also be sorted by their ID when this preference is set For more information see To select contacts using Card IDs on page 235 NOTE The Card ID preference affects all card types If you choose this preference you will have to select all card types by their IDs To enter an identification code Go to the Card File command centre and choose Cards List The Cards List window appears Click the zoom arrow next to the card you want to edit The Card Information window appears MYOB Accounting MYOB Accounting Plus v16 uk Enter a unique code of up to 15 alphanumeric characters in the Card ID
19. jy Leter BY Log Combine Cards MP Sync Cards Le HelpF1 Pit New MYOB Accounting MYOB Accounting Plus v16 uk If you have specified in the Preferences window that you want to select items by item number and cards by card ID enter the item number or card ID instead Cards List All Cards Customer Supplier v SUP321 Changing a record You can make changes to e accounts e cards e categories e foreign currencies MYOB Accounting Plus only e items e stock locations e jobs e payroll categories e VAT codes e time billing activities MYOB Accounting Plus only User Guide Advanced search filters You can use advanced search filters such as the recontact date and identifiers to search for a single card or a group of cards To do this in the Cards List window click Advanced Enter the relevant filters to narrow your search The Cards List window will display only those cards that meet your search criteria To change a record Display the list to which the record belongs For example if you are making changes to an account display the Accounts List window if you are changing a VAT code display the VAT Codes List window and so on Locate the record you want to change in the list Use a search method described in Finding a record on page 176 Once you locate the record click the zoom arrow gt next to it The record details are displayed in
20. use MYOB RetailBasics 286 Use Timesheets for and My Week Starts on 106 If Credit Limit is Exceeded on Sale 74 Prevent Data Changes During Report Generation 281 Prompt for Backup When Closing 27 Select and Display Account Name Not Account Number 27 system wide preferences 279 time billing 142 Transactions CAN T be Changed They Must be Reversed 27 189 Use Audit Trail Tracking 27 Use Easy Fill When Selecting From a List 27 Use Expandable Data Entry Fields in Windows 27 Warn Before Recording Post Dated Transactions 27 Warn if Customer has an Outstanding Credit Before Applying a Payment 27 Prepare Bank Deposit window 49 188 Prepare Budgets window 242 price levels assigning to customer 139 creating custom 138 setting 137 prices average cost of anitem 128 last cost of an item 128 quantity breaks 139 standard cost of an item 128 318 index printing checks 92 cheques 52 customer statements 257 forms 207 invoices 64 in a batch 208 purchases 84 in a batch 208 receipts 72 statement reports 198 year end reports 264 problems troubleshooting 11 Process Payments window 113 processing termination payments 117 public folder See network purchase remittance advice 52 purchase activity viewing 185 purchase debits creating 94 purchase forms emailing 84 faxing 84 purchase layout setting up default 35 purchase orders creating from a sale 88 purchase orders entering
21. window 256 adding from bank or credit card statement 57 changing 187 188 create recurring 190 create recurring from an existing entry 192 deleting 187 188 finding 13 184 187 identifying user who entered 268 importing 284 from bank or credit card statement 57 Pay Suppliers transactions 284 making changes to 188 matching during statement importing 57 recapping 52 64 84 189 recurring 190 194 reversing 189 types that can be imported 284 unchangeable 188 189 User Guide Use Recurring button 193 user accounts creating 269 listing active users 279 managing 268 maximum licensed number reached 280 passwords 269 purpose of 268 restricting access to windows and functions 269 See also administrator account user IDs See user accounts v VAT accounting method accrual 165 cash 165 change amount assigned to purchases 84 receive money transaction 49 sales 64 spend money transaction 52 EC Purchases 170 EC Sales 167 reports 165 VAT codes adding 163 assigning to accounts 30 164 cards 164 customers 34 items 125 164 purchases 83 sales 63 suppliers 36 changing 177 creating 163 importing 284 setting up 163 for purchases 35 for sales 33 vendors See suppliers verify company file 251 277 View Contact Log window 221 voiding a cheque 52 volume discounts giving 63 receiving 83 Ww wages 38 cash wages creating a cheque transaction to record 114 definition 98 linked
22. 0 00 VAT Code Si VAT 00 1D No 1E280207 Jof Si Date 28 02 2007 Ac T Income Accor urt In the Fees and Cash Back and or the Adjustment for Excess Funds fields a Enter the adjustment amount b Type the date and an ID number c Select an expense or income account as appropriate for the adjustment amounts d Type a description in the Memo field and complete other fields as necessary e Click Record If you need to record additional adjustments or fees click Deposit Adjustment again Click Record to record the transaction The Spend Money window lets you record more details about the payment and allocate the payment to more than one account This is the procedure covered in this section If you want to use the Bank Register window which lets you record a payment with minimum details see To enter a transaction in the Bank Register window on page 53 MYOB Accounting MYOB Accounting Plus v16 uk If you want to make a payment to a supplier for a purchase you To spend money will need to enter the payment using the Pay Suppliers window or by selecting the Pay Purchase transaction type in the Bank Register window 1 Goto the Banking command centre and click Spend Money The Spend Money window appears eee Spend Money The options for recording payments are summarised in the following diagram Account 1 2110 S Bank Account Balance 14 000 00 VAT inclusive Car
23. 2771072006 Transfer Money From 1 2110 El Bank Account Transfer Money To 1 2110 E Bank Account Amount Memo Money Transfer J Balance After Transfer 12 24219 21224219 Current Balance 12 242 19 12 242 19 Bank Account Bank Account 8 Save as Recuring Use Recurring wa MYOB Accounting MYOB Accounting Plus v16 uk 2 Enter a date for the transfer 3 Inthe Transfer Money From field enter the account from which the funds will be paid 4 Inthe Transfer Money To field enter the account into which the funds will be paid 5 Inthe Amount field enter the amount to be transferred Tracking petty cash expenses Most businesses keep a small amount of cash handy at the office for miscellaneous expenses postage staff amenities and so on You can track this petty cash amount separately by using a petty cash account and allocating any miscellaneous expenses to that account Check your accounts list for an account named Petty Cash If it doesn t exist you need to create it For information on creating an account see Adding an account on page 174 To transfer money to your petty cash account 1 Go to the Accounts command centre and click Transfer Money The Transfer Money window appears User Guide If you want to record the purpose of the transaction type a description in the Memo field If you want to store the transaction as a recurring transact
24. 7 Total Purchases excluding VAT 300 00 8 Total Sales to other EC members excluding VAT 0 00 3 Total Purchases from other EC members excluding VAT E 7 w E Help F1 Print SendTo A Description 2 using the EC Purchase VAT code The notional amount generated by the purchase made B Description 4 the UK supplier on the non EC VAT code The notional amount generated by the purchase made using the EC Purchase VAT code and the amount paid to C Description 5 out leaving just actual VAT payable Description 5 Description 3 less Description 4 Description 3 and Description 4 include the notional VAT amount from the EC Purchase transaction and cancel each other D Description 7 The net amounts of all purchases regardless of VAT code E Description 9 All calculations used to work out how much VAT you must pay or reclaim cancel out the notional EC purchase VAT amounts User Guide The net amounts of purchases made using EC Purchase VAT codes in this case the single purchase for 200 EC purchases 171 172 Chapter 11 Reporting VAT MYOB Accounting MYOB Accounting Plus v16 uk 12 Lists Your company file consists of different types of records For example details of your customers are kept as customer records details of your accounts are kept as account records details of recurring transactions are kept as recurring records and so on Individual records of one type are groupe
25. A Login Options rae a Click the lock to prevent further changes Name Type share Short Name Type share Password Type a password of letters and digits Verify Repeat the password Password Hint Optional Type a reminder phrase 5 Ifthe user is not an administrator deselect the Allow user to administer this computer option in the Security tab Anew user account called share is created The home folder of the share user is located at Users share and contains a folder called Public that is Users share Public This Public folder is where you will place new company files so that they can be accessed by any workstation on the network 6 Close the Accounts window and Log out of the computer 300 Appendix C Networking company files on Macintosh 7 Login again as the new user share 8 Goto the Users share folder and select the Public folder 608 kesme 3 share a nemor ED oi 2 FE vesktop on B Documents El Movies ms E Pictures 7 Applications L geotfreymarnell john E iocal admin 3 marcia B mirjana A Shared 2 Steven Desktop Z Documents 8 Library E Movies Music 3 Pictures 3 Public Sites us 9 Goto the Finder s File menu and choose Get Info The Public Info window 10 In the Public Info window expand the Ownership amp Permissions section and the Details section 11 Select Read amp Write in
26. A default list of payroll categories is generated when you create your company file You may want to review these categories and tailor them to suit your business needs See To create a payroll category below and To edit a payroll category on page 102 To create a payroll category 1 Go to the Payroll command centre and click Payroll Categories The Payroll Category List window appears 98 Chapter 7 Paying your employees u Payroll Category List lol x Salary Salary Salary Hour Salary Salary Salary Salary Salary Salary Click the tab corresponding to the type of payroll category you want to create Wages Entitlements Deductions or Expenses NOTE You can only view tax categories You cannot create any tax categories To view the tax table information click the Taxes tab and then click the zoom arrow next to a tax The tax table information is set by government legislation Click New The Information window for the selected payroll category type appears Type a name for the payroll category Make the required selections for the payroll category See the following topics for information about the options available for each payroll category type e Wages Information window on page 99 e Entitlements Information window on page 100 e Deduction Information window on page 101 e Employer Expense Information window on page 102 Click Employee The Linked Employ
27. For realised gains or losses on sales and purchases a posting is automatically made to the Currency Gain Loss account However for realised currency gains and losses on transfers deposits and withdrawals you need to make a nominal journal entry to the Currency Gain Loss account to record the currency gain or loss When you activate the multiple currency feature in MYOB Accounting Plus a Currency Gain Loss account is automatically created 158 Chapter 10 International transactions NOTE Large foreign currency exposure If you have a large foreign currency exposure you may require a more detailed analysis than posting to a single Currency Gain Loss account provides In this case we recommend that you consult your accountant for further advice about managing your foreign currency exposure Sales and purchases At the time a currency gain or loss is realised that is a payment is received or made an automatic posting is made to the Currency Gain Loss account and to the exchange account for the foreign currency The Currency Realised Gain Loss report lists the currency gains and losses that have been automatically posted through sales and purchases during the month for foreign currency transactions EXAMPLE Say you sell goods for 100 at an exchange rate of 0 63 British pounds to the euro MYOB Accounting Plus records the sale at 63 and records 100 as owed by the Euro customer Using MYOB Accounting Plus dual account
28. Housper This option allows you to specify a fixed number of hours to be accrued each Pay Period Month or Year regardless of the hours worked by the employee If you have set your employees to be paid on a salary basis rather than on an hourly basis this is the only option that will automatically accrue hours Using this method a holiday leave entitlement may be for 20 days per year being 160 hours per year based on a 40 hour week If the employee is paid fortnightly there are 26 pay periods per year The amount you enter here would be 160 26 6 154 hours per pay period If you pay more than a standard pay period in one paycheque you will need to manually adjust this figure For example for 2 fortnightly pay periods on one paycheque you would double it to 12 308 hours If you want the entitlement amount to appear on the paycheque select the Print on Pay Slip option A Type of Entitlement can be e User Entered Amount per Pay Period should be selected if you want to manually enter a specific amount for each employee each pay period Choose this option if the amount varies regularly e C Equals 0 Percentof This option allows you to set the entitlement as a percentage of the number of hours of any wage category It can only be used with employees who have an Hourly Base Pay entered in the Payroll Details tab view of their card For information about how to determine the percentage rate for calculating holiday and sick l
29. Subtotat Comment Carriage Deliver Vis VAT Promised Date Total Amount Joumal Memo Sale Al Event Management Paid Today Referral Source Payment Method Invoice Delivery Status To be Printed Balance Due a Save as Recuring 0 Use Recurring ak Reimburse Click Record A customer credit appears in the Sales Register window Settling credit notes You can choose to settle a customer credit in the following ways e Apply credit to an open invoice Applying the credit to one or more of the customer s open invoices reduces the amount the customer owes you e Record a refund If the customer does not have any open invoices you can record a refund payment for the amount of the customer credit 78 Chapter 5 Sales To apply a customer credit to an open invoice Go to the Sales command centre and click Sales Register The Sales Register window appears Click the Returns amp Credits tab A list of customer credits appears If the credit you want to settle does not appear select Customer from the Search By list to display a credit for a particular customer Enter the customer s name in the adjacent field A list of credits for that customer appears Select the credit you want to apply and click Apply to Sale The Settle Returns amp Credits window appears listing all open invoices assigned to the customer Enter the amounts you want to apply to one or more open invoices in
30. The default unit of measurement for hourly activities is Hour If you specified a special billing unit of time in the System view of the Preferences window this field will still be displayed as Hour but time will be billed according to the special billing unit In the Income Account field select the account you want to use to track the income you receive for this activity In the VAT Code When Sold field type or select the VAT code that you want to appear as the default when you create a sales invoice for this activity 10 Click OK The new activity is listed in the Activities List window To change inactivate or delete an activity e To change details of an activity see Changing a record on page 177 e To inactivate an activity see To inactivate or reactivate a record on page 178 e To remove an activity from your records see Deleting a record on page 178 Creating activities 145 Creating activity slips Activity slips are used to record time based activities performed for a customer and form the basis for the invoices that you send your customer You can invoice the full amount for the activity or invoice part of it leaving the balance for a later date Time billing gives you three options for creating an activity slip e create a single activity slip which allows you to enter the most detail about the activity slip e create multiple activity slips which allows you to enter multiple activity
31. This folder is where the shared company file will be stored 9 Right click the Company_Files folder and choose Properties The Company_Files Properties window appears 10 Click the Sharing tab and set the fields and controls as shown below 294 Appendix B Networking company files on Windows 11 Company _Files Properties 2 x General Sharing C Not Shared Shared As Share Name Company_Files Comment Stores the shared company file Access Type _ C Read Only Ful C Depends on Password Passwords Read nly Password cot __ Shared As Click this option Share Name Type the name that will be seen by users accessing the folder from their workstations for example Company_Files Comment Type a description that users will be able to read in the folder s Property window Set the access permissions according to which groups of controls appear on the Sharing tab e Access Type controls group Click Full and enter a password in the Full Access Password field Users will have to type this password to access the company file in the Company_Files folder e Name and Access Rights controls group Click Add and then in the Add Users window click a Full Access to allow all users unlimited access to the Company_Files folder or Custom and select The world click OK and choose Read Files and Write to Files MYOB Accounting MYOB Accounting Plus v16 uk 12 Cli
32. Trademarks MYOB MYOB Accounting MYOB Accounting Plus MYOB BusinessBasics MYOB ODBC DeveloperPack MYOB ODBC Direct MYOB RetailBasics Accounting Plus BusinessBasics ODBC DeveloperPack ODBC Direct and RetailBasics are trademarks or registered trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent Adobe Acrobat Acrobat Reader Adobe Reader PDF and PostScript are trademarks or registered trademarks of Adobe Systems Incorporated Apple AddressBook Macintosh and QuickTime are registered trademarks of Apple Computer Inc Mac and the Mac logo are trademarks of Apple Computer Inc used under licence QuickTime and the QuickTime logo are registered trademarks of Apple Computer Inc Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation Crystal Reports is a registered trademark of Crystal Decisions Inc in the United States or other countries MasterCard is a registered trademark of MasterCard International Inc Microsoft Access Excel Internet Explorer Office Outlook Smart Tags Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries Quicken and QuickBooks are registered trademarks of Intuit Inc VISA is a registered trademark of Visa International Service Association Other products mentioned may be s
33. When a liability is not due for more than a year it is called a long term liability Liabilities normally have a credit balance linked account MYOB Accounting uses linked accounts to post your stock sales and purchase transactions to the proper account When for example you link your debtors account you are telling MYOB Accounting where to post the balance due from a sale long term liability A liability that does not have to be paid for at least a year miscellaneous purchases Used to record non item purchases that do not require a printed purchase order miscellaneous sales Used to record non item sales that do not require a printed invoice 308 Glossary net pay Gross wages less deductions net income Net income net profit or loss is the total of all income amounts minus the sum of your expense and cost of sales amounts When a net income has a positive value it is called net profit and when it has a negative value it is called net loss nominal journal A journal used to record miscellaneous transactions not entered in other journals For example year end adjustments and depreciation expense nominal ledger This ledger comprises all your account information such as sales purchases stock cash in and cash out You prepare your financial statements balance sheet and income statement from the nominal ledger information You can also print a nominal ledger report open purchase A purchase wit
34. You can convert a quote to an order or a purchase from the Purchases window or from the Purchases Register window Go to the Purchases command centre and click Purchases Register The Purchases Register window appears Click the Quote tab MYOB Accounting MYOB Accounting Plus v16 uk Find the required quote and select it If you want to convert the quote to a an order click Change to Order The Purchases window appears b a purchase click Change to Purch The Purchases window appears If you want to you can update the information in this window such as changing the transaction date Click Record The purchase or order is recorded The original quote will remain in the Purchases Register window unless you have indicated in your preferences that you want quotes to be deleted once they are recorded as orders or purchases To convert a sales order to a purchase You can convert an order to a purchase in the Purchases window or from the Purchases Register window If you want to convert several orders to purchases simultaneously see To simultaneously convert several orders to purchases below Go to the Purchases command centre and click Purchases Register The Purchases Register window appears 2 Click the Orders tab User Guide Find the required order and select it Click Change to Purch The Purchases window appears displaying the purchase If you want to you can update the information in this window
35. as soon as you create a company file you should supply a password for the Administrator account otherwise any user can log in and enter edit and delete transactions without leaving a trace 268 Chapter 19 Managing user accounts and company files Simultaneous users MYOB Accounting Plus allows more than one user to access a company file Though MYOB Accounting Plus provides you with a single network licence at the time of purchase you can buy additional licences also known as workstation seats whenever the need arises To create a password for the Administrator account Start MYOB Accounting and click Open your company file in the welcome window that appears In the Open window select the company file to be opened and click Open The Sign on window appears In the User ID field type Administrator Click Change Password In the Change Password window leave the Existing Password field blank type the password in both the New Password and Confirm Password fields Change Password x User ID and Password Enter your existing password and type your new password twice in order to change it and sign on UserID Administrator Existing Password New Password Confim Password 6 Click Record MYOB Accounting MYOB Accounting Plus v16 uk To create a user account 1 Start MYOB Accounting and click Open your company file in the welcome window that appears 2 Inthe Open window select
36. button The Select from List window lists all the data fields available for the form you selected Select from List x Select only Data very Page Data very Page Data very Page Amount in English Data very Page Amount in Numeric Data very Page APACS Date Data very Page APACS Std Amount Data very Page Card Custom Field 1 Data Every Page Card Custom Field 2 Data very Page Card Custom Field 3 Data very Page Card Custom List 1 Data very Page Card Custom List 2 Data E very Page Card Custom List 3 Data very Page Card ID Data very Page Cheque Amount Data E very Page Z Cancel MYOB Accounting MYOB Accounting Plus v16 uk The column on the right indicates the field type Data Column and where it appears on a form For example the Total field only appears on the last page Click the fields you require Click OK The selected data fields appear on the form Their position depends on a number of factors such as the number of records they can display previous cursor position and other fields already on the form You can move a field to a better position see Editing all elements with common commands on page 215 If you want to change the properties of a data field double click it The Field Properties window appears The Field Properties window has two tabs the Layout tab where you specify the text format background colour location and size of the field and the Borders t
37. credit terms 33 credits deleting 188 issuing 76 recording 77 settling 78 discounts for early payment 72 volume 63 invoices entering 61 payments for 53 70 payment methods 33 payments from 53 70 quoting 61 setting billing rates for 143 terms 33 who are also suppliers 80 data exporting to accountants 261 to other applications 283 importing from accountants 262 from other applications 284 from RetailBasics 285 limiting access to See user accounts purging 278 data fields adding to a form 212 changing font characteristics 213 changing size of 215 font characteristics 213 resizing 215 data files See company files dates entry with calendar 14 debtors payments 70 reconciling accounts at month end 251 reconciling accounts at year end 251 Deduction Information window 101 deductions definition 38 98 linked account for 38 payroll categories Index 313 changing 101 creating 98 deleting 178 deleting transactions 188 deposits recording 49 in the Bank Register window 53 saving as recurring 49 depreciation accounts for 258 recording 258 detail accounts 30 174 discounts early payment discounts giving 72 receiving 92 reversing customer payments with 189 volume discounts giving 63 receiving 83 early payment discounts 72 Easy Setup Assistant 26 Easy Fill 27 EC Purchases 170 EC Sales 167 Edit Accounts window 29 174 Edit Recurring Schedule window 190 e filing P14 P60 tax forms 265 P35 tax for
38. deduction amount being a percentage of a wage category For example a deduction might be 50 per pay period up to a maximum of 50 of the employee s base salary Alternatively you can select Gross Wages which totals all wage categories hourly and salary you pay an employee C Equals 0 00 Poundsper This option results in the maximum deduction being a fixed amount per pay period per month or per year For example a deduction might be 10 of the employee s gross wages up to 1 500 per year Creating payroll categories 101 Employer Expense Information window E Expense limits can be used to place a ceiling on the expense For example for an expense of 30 per pay period and a limit of 2 of gross axi A wages a paycheque with gross wages of 1 000 yields an expense of Employer Expense Information Employer Expense Name New Employer Expense only 20 i e 2 The limit must be one of the following EAK aw a I B e No Limit signifies no limit to the expense for this category vense Information C e C Equals 0 Percentof This option results in the maximum D Type of Expense Other T Print on Pay Slip expense being a percentage of a wage or deduction category or of all Backes ons EER o E wage categories For example an expense might be 20 per pay C Equals 0 00 Pounds per Pay Period x period up to a maximum of 20 of the employee s base salary Expense Limit No Limit C Equals 0 P
39. ei Hout LettoBit 050 2780 Job Notes IF Include Hours on Timesheet Payroll Category Customer quotes El Bstat_ Start Time Stop Time Clear Elapsed Time Enter details about the activity such as the employee name the customer name the activity ID number and the number of units to be charged NOTE Units refers to time billing units The Units field shows time billing units as you have set them up in the System tab of the Preferences window Therefore one billable unit of 15 minutes will need to be entered as four billable units to make one hour In the Adjustment fields enter any adjustments to the hours or the amount of the activity You need to enter adjustment units or amounts as negative numbers if you want to indicate fewer hours or a lesser amount NOTE If you change the view the activity slip will be recorded If you click the Multiple Activity Slips tab while creating an activity slip and you entered the minimum required information in the Activity Slip view the activity slip will be recorded before the new tab appears MYOB Accounting MYOB Accounting Plus v16 uk 4 In the Already Billed field enter any hours or amounts you have already billed For example if you have billed the customer on an invoice for part of this activity either enter the number of hours already billed and the amount field will automatically update or the amount you have already
40. in dollars pounds euros yen or any other currency you use when buying and selling goods and services You can also track overseas bank accounts and foreign assets and liabilities If you deal in multiple currencies it s important to track the effects of currency exchange fluctuations on your business MYOB Accounting Plus provides detailed reports to help you manage both unrealised gains and losses potential changes in the value of overseas transactions and realised gains and losses the actual changes in the value of your assets liabilities and equity that occur when you exchange foreign currency for British pounds The multiple currency feature is optional If all your business is conducted with customers and suppliers in British pounds there s no need for you to use this feature If you do want to use it you need to set a preference You will also have to perform a number of setup tasks described in this chapter For example you will have to set up special accounts to track the transactions you make in each currency If for instance you plan to make sales to customers in euros you will need to create a separate debtors account for your sales in Europe Every foreign currency account you create requires a companion account known as an exchange account to track changes in the value of the transactions assigned to the account Only balance sheet accounts asset liability and capital accounts can be assigned a foreign currency All o
41. in the middle section of the window Select the stationery In the Selected Form for field select the stationery you want to use when you print or email your forms Several stationery choices are available depending on the type of form you are currently working with Preprinted Select the preprinted stationery if you want to print on paper that already contains lines columns and headings The preprinted stationery is designed to match most commonly used forms provided by third party forms suppliers Note that this type of stationery is not suitable for emailing forms Plain paper Select plain paper stationery if you want to print on blank paper Lines columns and headings are automatically printed with the form s information Customised Select any customised stationery forms if you want to print a form you have already customised See Customising forms on page 210 for more information about customising forms When you have finished making your selections in the Advanced Filters window click OK 209 Sending forms Customising forms You can change the look and content of printed cheques remittance advices invoices pay slips packing slips labels statements bills and mailing labels You can also change the size of a form add text labels draw lines and boxes paste graphics on the form move fields change the size of fields and more Then you can save your customised stationery so that yo
42. order e An order is a purchase where no service or item has been received While orders do not affect your financial figures they do affect your stock reports Orders don t create transactions unless you have paid a deposit to the supplier An order can be changed to a purchase but not to a quote e You can use a receive item purchase to record the receipt You can enter a purchase in the of items you have ordered but have not yet been billed for When you record items received the item is added to your stock and the cost of the item is added to an accrual account for stock items until you record a purchase for it An e Purchases window e Bank Register window een et rye Res 81 Le Rass The purchases procedure described in this section is for entering purchases in the Purchases window which allows you to record full details about a transaction Bank Register window Entering a purchase in the Bank Register window is a fast way to enter a purchase transaction However you can enter less detail about the purchase than if you entered it in the Purchases window For more information see To enter a transaction in the Bank Register window on page 53 NOTE Create a purchase order in the Sales window You can also create a purchase order in the Sales window when you enter a sales quote or sales order For more information see To convert a sales order to a purchase on page 89 Entering a purchase
43. pay suppliers receive payments and receive money transactions Go to the Banking command centre and click Bank Register The Bank Register window appears Select the bank credit card or petty cash account you used for the transaction in the Account field Finding a transaction 185 3 Inthe Dated From and To fields enter the date range during which the transaction was recorded The transactions that match your search criteria appear in the Bank Register window Bank Register Account o gt 1 2110 s Bank Account Balance 12 704 86 Dated From 01 10 2006 To 01 03 2007 ep 2 0 75 ico 4 Hillborough Bank i 12 539 74 24 11 2006 CD 1 Computer Supplies Ltd 212 354 68 25 01 2007 CR R000002 Hillborough Bank interes l l 12 389 43 12 02 2007 CR CR000001 Hillborough Bank Intere l 812 454 86 14 02 2007 CR CR000003 Payment Miller Street SH i i 212 704 86 Type Cheque No Date Spend Money mis 1471172006 VAT db Memo C s C E no 2 UseRecuring 4 Ifyou want to view a transaction in detail click the zoom arrow gt next to it To find a transaction using the Items Register window The Items Register window gives you quick access to transactions relating to items When the register is filtered to show a single item a running balance of the item s quantities and values appears 1 Goto the Stock Control command centre and click Items Register
44. setting 143 changing 145 creating time billing 144 definition of 144 deleting 145 exporting 283 importing 284 inactivating 145 setting billing rates for 143 Activities List window 144 Activity Information window 144 activity slips adjusting book value of work in progress 152 assigning payroll category to 147 changing 149 creating multiple 148 single 146 creating a slip to pay an employee 146 deleting 149 exporting 283 finding 149 importing 284 including in employee s pay 109 146 multiple 148 Index reviewing 149 single 146 using timer to create 147 adjustments entering in 13th period 19 262 importing from accountants 262 making at year end 262 administrator account password creating and editing 268 See also user accounts Ageing Date window 90 Analyse Debtors window 69 analyse payables 90 Analyse Sales window 69 Analysis menu command centres 13 arrows See search icons zoom arrows assets recording depreciation 258 ATM withdrawals and transfers recording 57 audit trail 244 auditing company file information 250 Auto Build Information window 132 Auto Build Items window 133 auto building items 132 average cost 128 311 backing up company file 270 setting reminder for 27 Backorder List window 66 backorders items purchased on 83 items sold on 83 backup file restoring 272 273 bad debts writing off 80 bank accounts adding 174 reconciling at month end 57 254 at year end 254 fo
45. to purchase invoices 89 to sales invoices 68 purchase orders entering 81 receiving 61 sales orders entering 61 sending 81 Outlook contacts See synchronising cards and Outlook contacts overdue invoices creating collection letters using OfficeLink 69 viewing list of 69 See also credit terms User Guide P P14 P60 tax forms amending 265 e filing 265 preparing amp submitting 264 P35 tax forms amending 265 e filing 265 preparing amp submitting 264 packing slips customising 210 passwords See Administrator account user accounts Pay Employee window 110 pay history for employees entering 42 viewing 119 pay slips customising 210 Pay Suppliers window 92 pay suppliers sending remittance advice 92 payables analysing 90 paycheques printing 113 207 See also payroll PAYE Income Tax 38 paying 259 paying employees 108 115 payment method default customer 33 employee 42 106 payments exporting 283 importing 284 making 51 92 receiving 47 53 70 recurring 190 payroll activity slips creating 146 including in employee pays 109 advices printing 114 analysing 121 categories 98 102 earnings printing 114 employee information entering 103 entitlement balances 120 linked payment account cash wages 38 cheques 38 electronic 38 pay history viewing 119 printing paycheques 113 processing pays 108 115 setting up 97 linked accounts 38 using the Payroll Easy Setup Assistant 37 taxes 98
46. 33 for more information about the fields in this tab e Supplier cards click the Buying Details tab and then see Create supplier cards on page 36 for more information about the fields in this tab 218 Chapter 16 Contact management e Employee cards click the Payroll Details tab and then see Create employee cards on page 39 for more information about the fields in this tab 12 If you are creating a customer or employee card enter the payment details e Customer cards click the Payment Details tab and select the method of payment your customer will use to pay you e Employee cards click the Banking Details tab and specify how you will pay them cash cheque or electronically For more information about these options see To create an employee card on page 103 13 Optional If you are creating a card for a customer click the Jobs tab and create new codes for each job you have started or are about to start for the customer For more information about jobs see Setting up jobs and sub jobs on page 239 14 Optional If you are creating a card for a customer or a supplier click the History tab and enter the dollar value of the sales and purchases made prior to your conversion month You can also enter the date that the contact became a customer or supplier 15 Click OK to close the Card Information window MYOB Accounting MYOB Accounting Plus v16 uk Keeping in touch with your contacts At times
47. 5110 Wages amp Salaries Tages Select all the relevant wage categories for this employee Wage Base Hourly Hourly Pay History gt Base Salary Salary Commission Salary Deductions gt Recurring Pay gt Time Biling gt Overtime 1 5 Hourly SAP Salary SMP Salary lt Print E Create New Payroll Category 7 Us HepFi New Enter Entitlements deductions and expense information Click Entitlements and click in the select column next to each required entitlement category Click Deductions and click in the select column next to each required deduction category Click Employer Expenses and click in the select column next to each required expense category MYOB Accounting MYOB Accounting Plus v16 uk Enter tax information 7 Click Taxes and enter the employee s National Insurance and tax details a Enter the employee s National Insurance number table letter and tax code b If the employee s tax is calculated on the amount earned in a pay period rather than on a cumulative basis the standard calculation basis select the Week 1 Month 1 option c If the employee is a director and their National Insurance contributions are calculated on a cumulative basis select the Director option and enter the tax week they became a director d Click in the select column next to each required tax category Bennett Gordon E1 Personal Details gt NI Number NM9876542 NI Table Lett
48. A window appears to explain the effect of selecting this option NOTE This selection cannot be undone Once you begin entering multicurrency transactions you cannot undo this selection 3 Click OK to prepare your company file for multiple currencies 4 Click OK to close the Preferences window 154 Chapter 10 International transactions Step 2 Set up records for foreign currencies MYOB Accounting Plus provides you with records for several commonly used foreign currencies as well as your local currency The following currencies have been set up for you already Australian dollar New Zealand dollar Canadian dollar European Union euro Great Britain pound Hong Kong dollar Japanese yen and United States dollar If you do business in any other currency you will need to create a new record for the currency Enter its current exchange rate Follow the instructions below Go to the Lists menu and choose Currencies The Currencies List window appears Click New The Currency Information window appears Enter details of the currency such as a code name and current exchange rate For detailed field help click Help and choose Help for This Window Click OK Step 3 Create accounts to track foreign currency transactions In order to correctly track transactions in a foreign currency you must create a number of accounts that are set up to use that currency rather than pounds You cannot simply use the same accounts you use
49. Adjust Stock window displays a line for each item at each location whose opening quantity you entered in the Count Stock window The line items display each item s number location ID quantity unit cost and the stock asset account or if you have not entered an opening balance for your stock asset account your historical balancing account Adjust Stock Stock Journal Number 1000002 Date 16 11 2007 Memo Stock count Item Number 400 101 High St 3400 101 Primary 400 101 Warehouse F101 Primary 10010145 South St 10010145 Warehouse Make any changes to the default entries in the Stock Journal Number Date and Memo fields Enter the unit cost of each item that is how much a single unit of each item costs you not how much you are selling it for NOTE Do not change the account number in the Account column The selection you made at step 7 determines the account needed to track opening balances Creating items 127 10 Click Record The value of each item in the list is updated You can print the Items List Summary report to check your stock status For information on printing reports see Chapter 14 Printing and customising reports starting on page 195 Average Cost Last Cost and Standard Cost Average Cost is calculated as the total cost of an item the total amount you have paid to purchase the item or the cost entered Making stock adjustments From time to time you may need to
50. B Transaction 2 The second purchase is made using the EC Purchase VAT code ECP This code was created with an EC Reported Rate of 17 5 per cent The VAT amounts on the second transaction have asterisks next to them to indicate that they are notional VAT amounts that is they only exist for the VAT report and are calculated at the EC Reported Rate for this VAT code Note that VAT on the second purchase in the above example appears in the VAT Collected and VAT Paid columns The two notional amounts of 35 should cancel each other out on the VAT 100 form The Less EC Purchase VAT line below each VAT code s total subtracts all of the notional entries created by EC purchases from the totals leaving you with the amounts you are actually due to pay You don t have to pay these amounts only account for them when reporting VAT to HM Revenue amp Customs MYOB Accounting MYOB Accounting Plus v16 uk VAT Return VAT Return Cash reports The VAT Return report shown below is created from the transactions used in the previous example m jo A gt Report Display Dated From 24 10 2005 To 24 10 2005 VAT Return 24 10 2005 To 24 10 2005 View Screen Report x Description 1 VAT due on Sales 2 VAT due Purchases from other EC Members 3 Total VAT due 1 2 35 00 4 VAT on purchases including purchases from EC 52 50 i 5 Net VAT to be paid 17 50 6 Total Sales excluding VAT 20 00
51. Barclays Branch Originated BACS service BOBS enter the electronic banking details in the BOBS Autopay Account Number and BOBS Autopay Reference fields 12 If you want to enter historical balances complete the Last FY column on the History tab That way you can compare the year s monthly account balances with those of the corresponding months last year 13 If you want to enter a budget for this account click Budgets and complete the fields in the Prepare Budgets window that appears For more information on budgets see Budgets on page 241 14 When you have finished entering the account details click OK The account you created will now appear in your accounts list 15 When you have finished reviewing your accounts list click Next to enter your opening balances User Guide Enter your account opening balances Unless you are just starting a new business most of your accounts probably already have balances For example you ve made sales paid suppliers deposited money in your business s bank account and conducted a variety of other business activities that affect your account balances In this step you will enter those balances To properly assign opening balances to accounts you need to enter the balance of each of your accounts as of the first day of your conversion month e lfyour conversion month is the first month of your financial year for example if your financial year runs from April to March and yo
52. Budget Shortcuts window If you want to quickly enter budget figures for a group of months you can use the Budget Shortcuts window You can use this window to enter quarterly half yearly and yearly budgets You can also enter a budget that increases or decreases by a specific amount every month To enter a budget using Budget Shortcuts Go to the Accounts command centre and click Accounts List The Accounts List window appears Click Budgets The Prepare Budgets window appears Select the account you want to enter the budget for by clicking in the appropriate row Click Shortcuts The Budget Shortcuts window appears From the Budget for list select a time period Budget Shortcuts 4 1110 Retail Sales Use budget shortcuts to update budget amounts for the selected months Amounts will be updated in the prepare budgets window when you click OK Enter the monthly budget amount you can increase or decrease this amount by a fixed percentage or Tara aT Select a time period Monthly Amount 1 000 00 v Each Month Period stating from selected Month Dectease 0 00 Each Quarter CE Each half of the Financial Year see ES Financial Year 2006 Total Budget for Account 0 00 Care e To enter the same amount for every month of the year or a set increase or decrease every month starting from a base amount select Each Month e To enter a total amount for a group of consecutive months select Peri
53. Confirmation window click want to confirm my company file online Company File Confirmation xi What is Confirmation Confirm Your Company File You have 2 days before you must confirm your company file Company fle confirmation authenticates your company file against your registered MYOB software want to confirm my company file by phone You will be prompted periodically to Tire ie ar automated phone servico re confim your company file want to confirm my company file later 2 days remaining I want to mark this company file as Read Only GD Frequently Asked Questions MYOB Privacy Policy Cancel Click Continue Your serial number and company file code are sent to the MYOB confirmation server which returns a confirmation code and extends the file activation The Company File Confirmation Confirmed window appears MYOB Accounting MYOB Accounting Plus v16 uk 5 If you prefer MYOB Accounting to perform subsequent confirmations automatically select the want to use Automatic Confirmation option 6 Click OK and in subsequent windows choose the options relevant to your business needs until a command centre appears The company file has been confirmed and you can continue to enter transactions NOTE Frequent requests to confirm If after confirming a company file you are asked within a short time to confirm it again contact Technical Support Some reasons why this might happen are e
54. Customise window 3 Goto the Edit menu and choose Paste A copy of the element appears in the window Note Pasting the element onto another form If you want to paste the element onto another form display that form in the Customise window Delete Select the element and press BACKSPACE or DELETE on your keyboard Undo last change To undo the last change you made to the current form click the undo button 2 or press CTRL Z Resize User Guide 1 Click the element once to select it Small squares called handles appear on the element 2 Drag a handle to change the size of the element To Do this Drag and drop 1 Click the element and hold down the mouse button Notice that the cursor changes to a hand pointer Drag the element to the desired location In the example below the Invoice No data field is being dragged below its original position Invoice Change coordinates 1 Double click the element you want to move The Field Properties window appears In the Field Location fields on the Layout tab enter the distance from the top and left edges of the form to the top left corner of the element Click OK Send to back 1 Select the element you want to send behind another element Click the send to back button 3 Bring to front 1 Select the element you want to bring in front of another element Click the bring to front button 1 There
55. Data Auditor window without printing the report Reconciling your bank accounts To ensure the accuracy of your business records you should keep your record of each bank account balance matched up with your bank s records If you are reconciling your bank account for the first time since you started using MYOB Accounting see Performing an initial bank reconciliation on page 43 253 Month end procedures To reconcile your bank account NOTE Reconciling bank accounts using the Company Data Auditor If you are using the Company Data Auditor see step 2 in Run the Company Data Auditor on page 251 select the account you want to reconcile in the Account Reconciliation Review window and click Reconcile Accounts Continue this procedure beginning with step 3 1 Goto the Banking command centre and click Reconcile Accounts The Reconcile Accounts window appears 2 Inthe Account field enter the account you want to reconcile 3 Inthe New Statement Balance field enter the closing balance that appears on the statement your bank sent you 4 Inthe Bank Statement Date field enter the closing date that appears on your bank statement and then press TAB Only unreconciled transactions dated on or before that date will appear in the scrolling list Reconcile Accounts Account 1 2110 Current Account New Statement Balance 21371852 Last Reconciled Date 01 01 2007 Calculated Statement Balance 12 719 98 Bank Stat
56. Hold The Credit Limit amp Hold window appears Credit Limit amp Hold Boffo Products Edit this customer s credit limit or place the customer on credit hold to prevent the recording of a sales order or invoice Credit Information Credit Limit 4 5 000 00 Available Credit 3 000 00 Currently Past Due 3 000 00 M Place this customer on Credit Hold C OD 6 Select the Place this customer on Credit Hold option 7 Click OK The Card Information window reappears 8 Click OK to return to the Cards List window User Guide NOTE Recording sales to customers on credit hold If you want to record a sale to a customer on credit hold you need to remove the credit hold To do this deselect the Place this customer on Credit Hold option in the Credit Limit and Hold window on the customer s card Finance charges Finance charges are amounts added to an outstanding balance as a penalty for late payment A finance charge is added to a customer s statement The amount paid by a customer to cover the charge is then recorded in the Receive Payments window How finance charges are calculated For each open invoice MYOB Accounting calculates its due date using the terms specified in the Selling Details tab of the Card Information window The overdue balance is then increased by 1 30th of the monthly charge for late payment for every day it is overdue The monthly charge is calculated by multip
57. Journal window appears Click the appropriate tab for example the Sales tab to find a sales invoice the Disbursements tab to find a payment and so on In the Dated From and To fields enter the date range during which the transaction was recorded MYOB Accounting MYOB Accounting Plus v16 uk All transactions between and including these dates will be listed Transaction Journal Disbursements Dated From 01 11 2006 01 03 2007 1 2210 Trade Debtors 1 2210 Trade Debtors 41000 Sales VAT Due Purchases 00000003 1 1310 Gallery Equipment Cost 12 02 2007 Sale Miller Street Shop 00000005 1 2210 _ Trade Debtors arrow gt next to it If you want to search for a range of journal ID numbers enter the range in the ID From and To fields All transactions with IDs between and including these numbers will be listed If you want to view a transaction in detail click the zoom To find a recurring transaction 1 Go to the Lists menu and choose Recurring Transactions The Recurring Transactions List window appears Recurring Transactions List Sort by Transaction Name Searchby Transaction Name Spend Money 5 000 Purchase Lee s Unlimited Purchase 13 11 2006 2565 00 Sale Ermina Morton Designs Invoice 13 11 2006 105 50 ED EdtSchedue UseRecuring CreateCopy Delete mn Help F1 Print 2 Locate the recurring transaction You can e sort the
58. No 100 Great Britain Pounds Memo Boffo Products Widgets 5 If you want to change the default payee address type or select the payee s address in the Payee field User Guide Spending money 51 6 Allocate the payment to an account Acct No Name Amount Job Memo VAT 6 1110 Advertising 2 400 00 S A Type or select the account to which you want to assign the cheque amount Type the allocation amount Optional Enter a job code to assign the cheque amount to a job Optional Type a memo for each line item you enter in the transaction moj ajlo The VAT code that is linked to the allocation account appears here automatically You change or delete it if necessary 7 Ifyou want to view or change the VAT amounts assigned to the transaction click the zoom arrow 5 8 If your payment covers more than one account repeat from step 6 You would do this for example when paying for the purchase of a number of different items postage magazines stationery etc 9 Ifyou want to assign the payment to a particular category select a category from the Category list For more information about categories see Setting up categories on page 238 NOTE Recap transaction Before you record this transaction you can use the recap transaction feature to view the journal entries that will be created when the transaction is recorded This is useful for confirming that the journal entries are
59. No 2 O Custom List No 3 MYOB Accounting MYOB Accounting Plus v16 uk Synchronising your MYOB cards and your Microsoft Outlook contacts You can synchronise your MYOB cards and your Microsoft Outlook contacts If your business uses Microsoft Outlook to email and manage contact information this will make it easier for you to keep both your MYOB cards and your Outlook contacts up to date Your MYOB cards are your customer supplier employee and personal cards stored in your MYOB card file Your Outlook contacts are your contacts stored in your Microsoft Outlook address book When you synchronise your MYOB cards and your Outlook contacts you can e make the details in your Outlook contacts match the details in your MYOB cards by exporting your MYOB cards to your Outlook contacts or e make the details in your MYOB cards match the details in your Outlook contacts by importing your Outlook contacts to your MYOB cards When you synchronise the following details are imported or exported company name or contact name address details email and web addresses and telephone fax and mobile numbers If you are exporting your MYOB cards to your Outlook contacts you can also include your Card File custom fields in the export When you do this you specify how your custom fields match the Categories Anniversary Birthday or Spouse s name fields in your Outlook contacts For information on setting up Card File custom fields see
60. Note that each quantity break must specify a quantity greater than the previous quantity break and less than the next Item Information Item Details Buying Detaile Selling Details History Auto Build F303 Frame 300x300 Base SelingPrice 29 35 VAT Code When Sold amp 5 33 Standard Selling Unit of Measure urit Inclusive Exclusive Prices are VAT Inclusive Number of tems per Seling Unit 7 Quantity Over 0 000 Over 10 Over 15 Ove 20 Over ff Retail 29 35 28 25 28 00 27 50 Wholesale 27 50 27 25 27 00 26 50 Internet 28 95 28 65 28 20 28 00 Annual Sale 25 60 24 35 24 00 23 50 Sale 26 65 25 30 25 00 24 50 Other 29 35 28 25 28 00 27 50 D5 Copy From LS 6 Click OK To assign a price level to a customer 1 Display the customer s Card Information window and click the Selling Details tab User Guide In the Item Price Level field select the price level you want to assign to the customer You can assign one of the six price levels or the item s base selling price to the customer The selected price level and any associated quantity breaks will now determine the price this customer is charged for the item Click OK and then click Close Creating custom lists You can create three custom lists that you can use to sort and group your stock items An example of a custom list is Colour in which you cou
61. Note that in MYOB Accounting invoices are processed window Banking command centre through the Sales command centre so any payments received against invoices you have issued need to be entered Option 2 Option 2 i i i i Record the payment Record the payment using the Receive Payments window or by selecting the in the Bank Register in the Bank Register i H i i window Banking command window Banking command Receive Payment transaction type in the Bank Register Sentre centre Type Receive Money Type Receive Payment window See Receiving payments on page 70 for more information The options for recording receipts and invoice payments are summarised in the following diagram een et rye Res 47 Le Rass Printing payment receipts You can print payment receipts for payments entered in the Receive Money and Bank Register windows For more information about printing payment receipts see Printing payment receipts on page 72 To receive money There are two ways to record money you have received where no invoice was issued e in the Receive Money window e in the Bank Register window The Receive Money window lets you record more details about the receipt and allocate it to more than one account This is the procedure covered in this section If you want to use the Bank Register window which lets you record a receipt with minimum details see To enter a transaction in the Bank
62. Reports window To record a stock count Go to the Stock Control command centre and click Count Stock If you have stock at multiple locations filter the list as required Click Print to print the Stock Count Sheet 134 Chapter 8 Stock Manually count your stock and note down the quantities on the Stock Count Sheet In the Count Stock window enter the actual quantities of the stock items in the Counted column If an item is held in multiple locations enter the stock held at each location Any discrepancy between the counted quantity and the on hand quantity appears in the Difference column Click Adjust Stock If there are differences between on hand and counted values the Adjustment Information window appears You can specify a default adjustment account for tracking the adjustments you entered in the Count Stock window This saves you having to enter an account on every line of the stock adjustment NOTE No default adjustment account needed You don t need to enter a default adjustment account If it s necessary for you to use different accounts to track the adjustments you made in step 5 you can enter those accounts at step 7 below Click Continue The Adjust Stock window appears displaying a line item for each adjustment you entered in the Count Stock window in step 1 If you entered a default adjustment account in step 6 that account appears in the Account column for each line item If you didn t enter a
63. The Sign on window appears When you restore a file that has not been activated the Company File Activation window appears If you do not need to enter transactions into the restored file click want to mark this file as Read Only and then click Continue to open the file in read only mode If later you need to activate the read only file go to the Help menu and choose Activate Company File NOTE Restoring from a CD If you are restoring a backup file from a CD the file will be read only To read data from the file you need to change the file s attributes To do so locate the restored file using Finder and click the file to select it From the File menu click Get Info and deselect the Locked option Backing up and restoring company files 273 Confirming activated company files After a company file is activated once or twice a year you must confirm its activation for the life of the file The confirmation verifies to MYOB that you are running a legal installation of MYOB Accounting Plus When confirmation is due and you attempt to open an activated company file the Company File Confirmation window appears Company File Confirmation xj What is Confirmation Company file confirmation authenticates your company fle against your registered MYOB software Confirm Your Company File You have 2 days before you must confirm your company file You must be connected to the internet want to confirm my compan
64. Word For information about working with mail merge templates see Microsoft Word Help To print a personalised letter using Microsoft Word Go to the Card File command centre and click Personalised Letters The Review Cards Before Exporting window appears Click in the select column next to each contact to whom you would like to send a personalised letter HINT Advanced filters You can filter your contact list to only show contacts who are located within specific postcodes by clicking Advanced filters and entering your criteria Click Mail Merge The Select from List window appears Select the template you would like to use and then click Use Template Your letter appears in Microsoft Word and depending on the template you have selected you will be prompted to enter additional information such as your name and title Edit the letters as required and then print them using Microsoft Word Printing personalised letters using other word processors If you want to use a mail merge letter template created using word processors other than Microsoft Word you will need to export the data out of your company file and then merge that data with the letter yourself Keeping in touch with your contacts 219 To print a personalised letter using other word processors Go to the Card File command centre and click Personalised Letters The Review Cards Before Exporting window appears Select the contacts to whom you would like to send a
65. account for 38 payroll categories changing 99 creating 99 deleting 179 See also payroll Wages Information window 99 Widgets sample company file 12 work in progress adjusting accounts to reflect 152 tracking 152 workstations accessing shared company file folder 295 accessing shared public folder from Mac 301 obtaining extra licences 270 See also host computer network Y year financial 260 payroll 260 starting a new financial year 263 starting a new payroll year 265 year end adjustments in 13th period 19 entering budgets 241 financial adjustments entering 262 optimising company file 263 providing information to your accountant 261 reconciling accounts 251 reconciling stock 134 260 starting a new year 263 tasks 260 payroll e filing tax forms 265 P14 P60 forms amending 265 P14 P60 forms preparing amp submitting 264 P35 forms amending 265 P35 forms preparing amp submitting 264 printing reports 264 tasks 264 yearly budgets 244 Z zoom arrows 14 Index 321 322 index MYOB Accounting MYOB Accounting Plus v16 uk
66. adjust item quantities and values For example if your stock gets damaged you may have to write off some of your stock or revalue it This section explains how to make a one off adjustment to a single item or a few items If you need to update the quantities of several items see Count stock on page 134 NOTE Print the Items List Summary report When making stock adjustments you may find it useful to print the Items List Summary report This report displays on hand quantities and values of items in your MYOB accounting software To make a stock adjustment Go to the Stock Control command centre and click Adjust Stock The Adjust Stock window appears 128 Chapter 8 Stock when you transferred the item into stock divided by the number of units of that item you have on hand Last Cost is the most recent purchase price for the item Standard Cost can be used instead of the last purchase price as the default price on purchases To use the standard cost price as the default price select Use Standard Cost as the Default Price on Purchase Orders and Bills preference in the Preferences window Stock tab Enter details of the adjustment B Adjust Stock Stock Joumal Number 000002 Date 15 11 2007 A Enterthe item number for the item you want to adjust To do this click in the Item Number column press TAB and then select the item from the list that appears B If you hold inventory at multiple locations
67. and carriage For more information on VAT codes and how to assign them to your customers see Setting up VAT codes on page 163 When you have finished click Next Set up a default payment method and credit terms Enter the credit terms you generally extend to your customers and the default payment method These entries will be used as the default when you create new customer cards but you can change them any time When you have finished click Next User Guide Set up linked accounts for sales Review the default accounts that will be used to track your customer receipts and undeposited funds If you want to use different linked accounts to the ones displayed type or select those accounts in the account fields The accounts you select must be bank accounts When you have finished click Next Create customer cards In the Build your customer list window enter information about each of your customers You need to create a record for each customer but you can choose to enter as little or as much information as you like in these records Note that any information you enter on a customer card takes precedence over similar information entered in earlier steps in the Sales Easy Setup Assistant If you ve kept customer information in other software you may be able to import that information For detailed instructions on how import customer cards see Importing data on page 284 In the Build your customer list w
68. and click Activities List The Activities List window appears 2 Click New The Activity Information window appears 3 Inthe Profile view enter a unique identification code for the activity in the Activity ID field and press TAB 4 Inthe Activity Name field type a name for the activity 5 Enter a description of the activity in the Description field 144 Chapter 9 Billing for time MYOB Accounting MYOB Accounting Plus v16 uk 6 Ifyou want the description of the activity to appear instead of the activity name to appear on time billing invoices select the Use Description on Sales option 7 Select the type of activity Hourly or Non hourly and status Chargeable or Non chargeable of the activity by selecting the relevant options For this type And this status Do this Hourly Chargeable Choose the billing rate you want to use by selecting the appropriate option The rate is the price you charge for one unit of the activity You can e use the rate you set up on the employee or supplier card e use the rate you set up on the customer card or e enter a rate for this activity only Enter the rate in the Activity Rate field Non Chargeable Go to step 10 Non hourly Chargeable Enter a unit of measurement in the Unit of Measurement field and activity rate in the Activity Rate field Non Chargeable Specify the unit of measurement in the Unit of Measurement field and then go to step 10 User Guide
69. are also procedures specific to particular kinds of elements see Adding and editing elements on page 212 and Adding and editing graphic elements on page 213 Adding and editing elements 215 216 Chapter 15 Forms MYOB Accounting MYOB Accounting Plus v16 uk 16 Contact management The Card File is a repository of contact records known as cards that you can create for your customers suppliers employees and personal contacts A card lets you store contact information and enables you to track and analyse the transaction history for each individual and business Creating a card You need to create a card for an individual or business if you Card Information want to perform any of the following tasks CadDetsis H SeiroOoui H Pament Deets H ConactLoa Debtors Balance e record sales and track the amounts owing to you oe Dessnaior Conen i D Lure Cad e record purchases and track the amounts owing to them i Address 1 Invoice To xl e record paycheques and print a payroll reports such as P11 s Le Phone No 3 and P45 s fe Country Emak Website e print mailing labels Saltator Contact e print personalised letters I EC Customer 8 Print 2 Letter E Emai website e record contact details 7 LB Help FI New 3 Choose the type of card you want to create customer supplier employee or personal To create a card 1 Goto the Card File command centre and click
70. batch select an option from the Remittance Advice Delivery Status list After you have recorded a number of payments say the day s payments you can print or email a transaction batch For more information see Forms on page 205 If you want to print a cheque or remittance advice now click Print and select the form type you want to print Note that the payment is recorded before it is printed Click Record MYOB Accounting MYOB Accounting Plus v16 uk To pay several purchases at once You can pay several outstanding purchases at once in the To Do List window The linked account for paying purchases will be used for all supplier payments made from this window Click To Do List in any command centre The To Do List window appears Click the Creditors tab A list of all unpaid purchases appears If you want to view details about a specific purchase click the zoom arrow gt next to the purchase Click in the select column lai in Windows and in Mac next to each purchase you want to pay Click Pay Suppliers In the window that appears enter a date for the selected transactions This is the date that the transactions will be recorded in your accounts Click OK and then click Close Creating supplier debits A supplier debit is money that a supplier owes you Recording supplier debits Before you create a supplier debit for the first time you may have to create an account for tracking re
71. before the date to signify that it is an entry in the 13th accounting period For example the date you enter may be 31 12 07 User Guide Creating a company file 19 9 If you chose I would like to start with one of the lists provided by MYOB Accounting in step 8 choose an already defined accounts list New Company File Assistant i Select your accounts list To help you decide which accounts list to choose first tellus the industry classification of your business Introduction Industry Classification Retail Company Information Now select the type of business that most closely matches yours Type of Business Hardware Store 1 0000 Assets 1 1000 Fixed Assets 11100 1 1300 Buildings and Improvements 11310 Bldgs amp Imprvmnts Orig Cost 11320 Bldgs amp Imprvmnts Accum Dep 1 1400 _ Furniture and Fixtures a On the Select your accounts list page select the type of industry that best matches your business from the Industry Classification list b Select the type of business that best matches your business from the Type of Business list For example if you offer employment consulting services your business would be in the Service classification and the nearest similar business would be Consulting Firm A suitable accounts list appears Later you will be able to tailor this list to meet the exact needs of your business c If you want to print your accounts list click Print 10 Click Next The Create yo
72. being printed rg cm Top 0000 cm M D 4 Make any other entries or selections that apply to the report and i then continue with Step 4 Change the report format below mem e Bea B Step 4 Change the report format A Make a selection in the Report Line field to choose the section of the You can modify the look of the report by choosing different font report you want to customise and then change the formats as required styles sizes colours alignments and effects and by changing the B Ifyou have formatted a report and want to change it back to its original report s page margins format click Default C The right side of the Report Format window shows a preview of the currently selected report section D To change the report s margins make entries in the margin fields 2 When you have finished formatting the report click OK and then continue with Step 5 Print the report on page 203 202 Chapter 14 Printing and customising reports MYOB Accounting MYOB Accounting Plus v16 uk Step 5 Print the report Click Display to display the report If you want to see how the report will look when printed select Print Preview from the View field To print the report click Print Step 6 Save the report If you plan to use a report s design and format again in the future you can customise the report once save the changes and then re use the report whenever you want Once saved you can access your custom re
73. billed them for Your entry is subtracted from hours and amounts in the Billable fields The total units and amount that haven t been billed appear in the Left to Bill fields NOTE Billing an activity slip Billing an activity slip means recording a time billing invoice for the activity slip If you enter units or an amount in the Already Billed fields of the Enter Activity Slip window the amount won t appear in the sales journal or in the activity s history It will only be recorded for the activity slip If you pay the employee for the activity performed hourly activities only a Select the Include Hours on Timesheet option b Enter an hourly wage payroll category in the Payroll Category field The activity hours units recorded for this activity are assigned to this wage payroll category on the employee s timesheet NOTE Activity hours are assigned to timesheets on the activity slip date When you record the activity slip the activity hours are assigned to the employee s timesheet on the date entered on the activity slip If you want to record activity hours over a number of days or pay periods you need to record the hours in the Enter Timesheets window See Paying your employees on page 108 Click Record If you entered a chargeable activity on the activity slip the activity becomes available for billing in the Prepare Time Billing Invoice window User Guide To create an activity slip using the timer
74. can print the Reconciliation report by clicking Print recommended Once the report is printed the Reconcile Accounts window appears Click Reconcile again to complete the reconciliation process If you don t want to print the report simply click Reconcile The transactions you marked are considered cleared and won t appear in the Reconcile Accounts window the next time you display it e If your account is out of balance the window will indicate the amount by which your account is out of balance and will provide you with a few ideas as to why this may have occurred To correct the unreconciled amount follow the procedure below MYOB Accounting MYOB Accounting Plus v16 uk To correct an unreconciled amount 1 Check the following Did you enter the correct figure in the New Statement Balance field Note that you have to enter the closing balance from your bank statement not the opening balance Did you enter the correct date that of the closing balance from your bank statement in the Bank Statement Date field Note that an incorrect date may prevent some transactions from appearing in the list Did you place the selection mark next to all transactions that appear on the bank statement If not some transactions might not have been accounted for in the reconciled balance Did you place by mistake the selection mark next to a transaction that didn t appear on your bank statement If yes you need to remove the s
75. change of job selection Tax deselection of tax on any line of a sales or purchase transaction change of VAT code for a sales or purchase transaction change of tax amount for a sales or purchase transaction adding transactions with a VAT code other than the default code for the selected card or account invoices only not orders or quotes adding transactions with a changed taxable amount change of the linked account selection in any of the VAT Code Information windows Account User Guide change of the current account number change of the account s opening balance addition of a new account deletion of an account Payroll Changes to the setup of an employee s card include e change of an employee s pay basis pay rate or pay frequency e change of an employee s default wages expense account e change of an employee s Carry Over entitlements e change of an employee s pay history e change of an employee s tax code Changes to the setup of a payroll category include e change to the Type of Wages selection e change to the Type of Entitlement field e change to the Type of Deduction field or Deduction Limit field e change to the Type of Expense field and Expense Limit field System e Change of the linked account selection in any of the Linked Accounts windows e change to the lock periods security preference this includes changes of the lock period date and the selection deselection of the preferen
76. choose Preferences The Preferences window appears Click the System tab I For Time Billing Enter Time in Special 1 Minute Billing Units Ej Round Timer Calculated time up to next E fo Minute Increment T Include Items on Time Billing Invoices ri Time Billing and Payroll and My Week Starts on Monday F System wide Select the required time billing preferences and options Click OK MYOB Accounting MYOB Accounting Plus v16 uk Setting billing rates You can set billing rates that will automatically appear when you create an activity slip The billing rate can be a rate set for the customer employee supplier or for the activity itself You can still override these rates when you create the activity slip For example for an activity such as the time spent photocopying you might use a flat rate for all customers in which case you would use the activity s billing rate For other activities you might charge the customer according to the employee who performed the activity the billing rate depending on factors such as the expertise and experience of the employee To set a billing rate for an activity You can set up a billing rate for each activity regardless of the customer you are billing or the employee or supplier who performed the activity The billing rate for an activity is set in the Activity Information window See To create an activity on page 144 To set a billing rate for a customer Y
77. comment delivery method and the date Promised Date the goods or services were promised B Purchase Del If you want to print or email the purchase in a batch Status select the required delivery method from the list For more information see Sending forms in a batch on page 207 C Journal Memo The journal memo is generated automatically You can change it if you want D VAT If you want to change the VAT component of the purchase price click the zoom arrow gt E Carriage If there are any charges for carriage enter them here F Paid Today This amount can be either e money you paid at the time of the purchase or e money you gave as a deposit if you are creating an order G Carriage VAT If there are any charges for carriage select the VAT code code for them NOTE Recap transaction Before you record this transaction you can use the recap transaction feature to view the journal entries that will be created when the transaction is recorded This is useful for confirming that the journal entries are posted to the correct accounts To recap choose Recap Transaction from the Edit menu 84 Chapter 6 Purchases Step 5 Complete the purchase After you have finished entering the details in the Purchases window there are several ways to complete the transaction HINT Save the purchase as a recurring purchase You can save the purchase as a recurring transaction so that you can use it again in
78. company file simultaneously Service representative for the company file s confirmation code you may need to activate the extra licences you purchased Before you begin have your credit card on hand 5 Confirm the extra workstation licences 1 Start MYOB Accounting Plus and open the company file requiring are e If you want to confirm via the Internet click Enable Online and extra workstation licences click OK 2 Go to the Setup menu and choose Company Information e Otherwise type the confirmation code given to you by the 3 In the Company Information window click License Customer Service representative in the Enter Confirmation Code field and click OK Backing up and restoring company files Backing up is the copying of a company file to some form of Precautions when backing up Avoid common mistakes that can storage medium such as a floppy disk CD a different hard disk or cause you to lose backups of company files other media You can also use the backup function in MYOB Accounting to create a compressed archive file that takes up less space The archive file has a ZIP extension for Windows users and a sit extension for Mac OS users e Take care when backing up multi user company files If multiple users access a company file on a host computer always back up the company file that is stored on the host especially if you create custom forms and templates on CAUTION MYOB Accounting Plus only Single us
79. customising mailing label forms see Customising forms on page 210 To print mailing labels Go to the Card File command centre and click Print Mailing Labels The Review Labels Before Printing window appears HINT Print invoices and labels simultaneously When you print a batch of invoices using the Print Email Invoices function in the Sales command centre you can choose to print a label for each invoice Click Advanced Filters The Advanced Filters window appears From the Selected Form for Mailing Label list select the form template that best matches the size and layout of your labels and label sheets If a suitable form template is not available you can customise an existing template to suit your requirements For information about customising forms see Customising forms on page 210 Make any other selections in the Advanced Filters window as required for example you may want to filter your contacts list to only those living within a specific postcode and then click OK Click in the select column next to each contact for whom you would like to print a mailing label Ensure you have enough mailing label sheets set up at your printer and then click Print MYOB Accounting MYOB Accounting Plus v16 uk Contact log 4 Complete the Contact Log Entry window as described in the The contact log enables you to keep a detailed log of all the phone RARE calls you and your contacts make to each other and any
80. default adjustment account enter an account against each item listed Optional Enter a reason for the adjustment in the Memo column for example Annual Stock Count 2007 Click Record to update your stock MYOB Accounting MYOB Accounting Plus v16 uk Reviewing your stock information The following tools help you review your stock information Tool Description See To Do List Displays an alert for items that need to be below purchased or built Analyse Stock Gives you a list of your items showing for each page 136 one the number on hand the number committed and the number on order If you use multiple locations for stock items you can group the items by number or location Stock reports Stock reports help you keep track of youritem page 136 quantities and value View history You can view the sales and purchase page 136 transaction histories of an item or supplier for seven years Find Find Transactions helps you find stock page 184 Transactions transactions Items Register Gives you a list of your stock transfers page 186 adjustments sales and purchases for all items or it can be filtered to show the history of a single item Transaction Lists journal entries of your stock transactions page 186 Journal To view a list of items that need to be built or purchased The Stock Alert view of the To Do List displays all items that need to be built or purchased to fulfil customer orders
81. existing entry 192 deleting 193 deposits 49 editing 192 purchases 85 User Guide changing 199 creating 198 deleting 199 printing 199 columns moving and resizing 196 custom reports 203 storing on anetwork 281 customising 200 designing 201 emailing 197 faxing 197 filtering information appearing on 200 printing 196 when several users active 281 purchase reports 91 reviewing at month end 256 sales reports 70 sample 195 saving as S sale layout setting up default 32 sales analysing sales activity 69 assigning a VAT code to a sale 63 batch printing 207 changing status of 68 choosing type of 62 creating a purchase order 64 deleting 188 emailing 64 in a batch 207 entering 61 exporting 283 faxing 64 historical sales entering 34 history viewing for item customer or employee 70 importing 284 finding transactions using 184 viewing and editing sales in 184 Sales window 62 65 search icons 14 seats obtaining extra licences 270 Select amp Edit Employee s Pay window 110 select columns 15 Select Pay Period 109 Selected Pay Frequency amp Time window 118 selling details setting up default entries 33 serial number entering into company files 18 While activating over the Internet 22 location of 18 Index 319 Set Item Prices window 137 Settle Returns amp Credits window 78 Settle Returns amp Debits window 95 shared public folder See network shortcuts to the company file 296 Sign on wind
82. field Press TAB or click OK to save your changes To select contacts using Card IDs Go to the Setup menu and choose Preferences The Preferences window appears Click the Windows tab Choose the Select Cards by Card ID Not Card Name option You can now select cards by their IDs and your card lists will be sorted by ID instead of by last name or company name Card pictures You can display a picture of your contact by linking a picture file to their card The picture appears in the Card Details tab of the Card Information window Any pictures you link are copied to the Graphics folder which is located within your company file s folder If you move your company file you will need to move the Graphics folder as well NOTE Supported picture formats Pictures need to be saved in one of the following formats bmp jpg tif gif or png User Guide To link a picture Go to the Card File command centre and click Cards List The Cards List window appears Open the card for which you want to link a picture Click the Card Details tab and double click the picture file area The Picture Information window appears Click Link The Open window appears Locate the picture file you want to display for this card and then click Open The Picture Information window appears with the selected picture appearing on the right Click OK The picture appears in the Card Details tab To replace a picture If you want to replace th
83. file size becomes an issue you can purge old contact log entries and other data For more information about purging information see Purging information that is no longer needed on page 278 To automatically create contact log entries Go to the Setup menu and choose Preferences The Preferences window appears 2 Click the Banking tab 222 Chapter 16 Contact management To create an automatic contact log entry for each payment you record select the Make Contact Log Entry for Every Cheque option To create an automatic contact log entry for each receipt you record select the Make Contact Log Entry for Every Deposit option Click the Sales tab To create an automatic contact log entry for each sale you record including quotes and orders select the Make Contact Log Entry for Every Sale option Click the Purchases tab To create an automatic contact log entry for each purchase you record including quotes and orders select the Make Contact Log Entry for Every Purchase option Click OK to close the Preferences window To view the contact log Go to the Card File command centre and click Contact Log The View Contact Log window appears From the Name list select the contact for whom you want to view the contact log If you want to view or edit the detail of an existing log entry select the entry and click Edit or click its zoom arrow MYOB Accounting MYOB Accounting Plus v16 uk Grouping your contacts
84. from the Select Category Type list 2 Click the zoom arrow next to the category The Information window for that category appears 3 Change the information as required and then click OK Create 1 Select the category type from the Select Category Type list 2 Click New An information window for the selected category appears 3 Enter the payroll category details and then click OK For more information about creating payroll categories see Creating payroll categories on page 98 Edit 1 Selecta category type from the Select Category Type list 2 Select a payroll category and click Edit for that category For example to edit a wage category click Edit Wage 3 When you have finished editing the category click OK Note Base Hourly and Base Salary payroll categories The Base Hourly and Base Salary payroll categories are the fixed categories for paying employee wage amounts You can only change the name of these payroll categories For more information about payroll categories see Creating payroll categories on page 98 Delete 1 Selecta category type from the Select Category Type list 2 Select the payroll category you want to delete and click Delete for that category For example to delete a wage category click Delete Wage Note You cannot delete or create a tax type If you select Taxes you cannot delete a tax type or create anew tax type When you have finished reviewing adding editin
85. group may be a security risk The Everyone user group allows anyone on the network to access the shared company file If some employees are not authorised to access your accounting data read Windows help or consult a networking expert to set up secure access Continue with these tasks e Setting up the network hardware below e Setting up a company file folder on a Windows host page 291 e Accessing the shared company file from Windows workstations page 295 Continue with these tasks e Setting up a company file folder on a Windows host page 291 e Accessing the shared company file from Windows workstations page 295 MYOB Accounting MYOB Accounting Plus v16 uk Setting up a company file folder on a Windows host When several users are to work with a company file simultaneously it must be stored on a host computer to which each user has access Consider these tips for choosing a suitable host e Host the company file on the most powerful computer in the network Users on workstations will enjoy better performance if the company file is stored on the most powerful computer in your network the fastest with the most memory e Host the company file on the key employee s computer If one employee will use the company file more than anyone else consider storing the company file on that employee s computer This person will experience better performance from accessing the company file directly compared with accessing it acros
86. is available This analysis is based on all the sales and purchases recorded in your company file Go to the Stock Control command centre and click Analysis The Analyse Stock window appears Display the required view of the Analyse Stock window The Summary view displays all stock items while the Item Number view displays all the customer and supplier orders for a selected item MYOB Accounting Plus only If you use multiple locations to store your stocked items the Group by Item view displays all stocked items grouped by the item number The Group by Location view displays all stocked items grouped by location while the Item Number view displays all the customer and supplier orders for a selected item To view stock reports There are several reports that you can generate to keep track of your stock The following is a list of some of them For information on finding customising and printing reports see Chapter 14 Printing and customising reports starting on page 195 e Analyse Stock Summary report The summary and detailed versions of this report serve as your order book You can view a list of all your sales orders and purchase orders for all or selected items 136 Chapter 8 Stock e Items List Summary report This report shows information about your items including their on hand quantities and total value The Items List Summary report also shows an item s current average cost price which is important to know
87. is your company s financial picture at a particular time The income statement shows your company s financial performance over a period of time financial year The 12 month period you use to define your accounting year MYOB Accounting does not require that it matches the calendar year You are also provided an optional 13th period for making year end adjustments that you do not want to affect a particular month finished item An item that has been built ready for sale from its component items fixed assets Assets that have a relatively long life a year or more Your buildings cars and computers are fixed assets Fixed assets usually depreciate that is they lose some of their value as you use them gross profit Itis defined as income minus cost of sales gross wages The total of all wage categories hourly and salary you pay an employee Also known as gross pay header account A header account is used to group similar detail accounts You cannot post a transaction to a header account User Guide historical balance The balance of an account prior to converting your records to MYOB Accounting You are not required to enter historical balances Enter them only if you want to compare a current month s activity to the activity for the same month last year identifiers A one letter code used to sort and select cards in the card file You can assign up to 26 identifiers to a card income Revenue from the sale of goo
88. loading tax tables 37 timesheets changing details during pay run 109 entering employee hours 107 excluding from a pay run 109 payroll categories base hourly 39 adjusting 111 base salary 39 adjusting 111 calculated value 41 105 changing 99 102 creating 39 98 102 deleting 39 179 entitlement creating 98 linked wages category 100 finding 176 reviewing 38 Payroll Category List window 98 Payroll Details tab 40 103 Payroll Easy Setup Assistant 37 42 payroll liabilities clearing 116 paying 116 reconciling at month end 252 reconciling at year end 252 reviewing 121 Payroll Liabilities window 116 payroll taxes 37 paying 259 payroll year starting a new year 265 when to close 260 year end tasks 264 payslips printing 115 PDF See Portable Document Format PDF file pending purchases See purchases pending sales See sales periods closing 259 locking 250 259 number of 19 personalised letters creating 219 printing 207 petty cash accounts allocating expenses to 56 expenses tracking 55 transferring money to 55 pictures adding to cards 235 forms 214 changing the size of on forms 215 removing 235 replacing 235 Portable Document Format PDF file 196 saving purchases as 84 saving sales as 64 preferences Allow the sale of items with insufficient on hand quantities 66 Index 317 Apply Customer Payments Automatically to Oldest Invoice First 78 how they work on a network 279 Deal in Multiple Currencies 27
89. locate a record Use the following tools to quickly find a record Tabs Some lists are divided into separate views using tabs For instance the accounts list is divided by account type into eight views using eight tabs making it easier for you to find an account For example if you are looking for an asset account click the Asset tab Within the tab you can use the scroll bar to find the account 1 7 E Cost of Other Oher Asset I Liability I Capital I Income if oe I pe ma Search fields The Cards List window and Items List window have a Search field that you can use to locate a record quickly 176 Chapter 12 Lists 4 Whenever you have time go to the Card Information window and enter the sales entry NOTE Easy Add is not available from some transaction windows In windows such as Spend Money the type of card you want to create is not immediately obvious so the Easy Add button is not available Simply type a few characters of the card name or item name in the Search field and press ENTER The first matching record is highlighted Cards List All Cards Customer Supplier v Employee Personal No Found 20 AT Stationery Supplies Al Stationery Supplies Abelman Gloria Acme Sales Ltd Abhassal Taj Allrames Chen Olivia Computer Supplies Ltd Diaraj Samantha gt Grand Hotel Hilborough Bank HM Revenue amp Customs Kylie Gran 1 Personal E New LogEnty
90. minutes on an activity slip Or if you chose to nearest and are using 30 minute billing units 15 minutes would be rounded up to 30 minutes If you are not using a special billing unit of time that is you are billing in hours you can specify the rounding increment For example if you want to round the actual time you clock using the timer up to the next minute choose up to next and enter 1 in the Minute Increment field That way if you clock 21 minutes and 32 seconds of an activity 22 minutes will be entered automatically in the Units field Note If you specify a special time billing unit the Minute Increment field will not be displayed as part of the rounding rule option 142 Chapter 9 Billing for time Preference Description Include Items This preference allows you to include items on a time billing invoice and charge your customers for both activities and items on a single invoice If you set this preference the selection list that appears when entering a time billing invoice includes both your activities and items Note that the I Sell This Item option must be selected in the Item Information window before you can include an item ona time billing invoice Timesheets This preference allows you to include time billing and activity slip information in an employee s paycheque and to create activity slips when you record employee hours using a timesheet To set time billing preferences Go to the Setup menu
91. number can be assigned to each individual amount This enables you to associate several jobs with the various amounts in a single transaction For example if a purchase includes parts for three customers you could specify each of the three jobs to which that purchase relates A profit and loss statement can then be prepared for each job and actual results can be compared with budgeted values to produce a Jobs Budget Analysis report Similarly sub jobs allow you to track individual jobs that form part of a larger job For example if you are a graphic designer working on anumber of print and multimedia deliverables for your client as part of acomprehensive assignment you could use sub jobs to track the individual jobs website design business cards Setting up accounts You can set up your accounts using the Easy Setup Assistant see Setting up accounts on page 28 or in the Accounts command centre see To add an account to your accounts list on page 174 Setting up categories Categories can be assigned to the following transaction types e spend money e receive money e nominal journal entries e sales e purchases e stock transfers e stock adjustments e paycheques e historical sales and purchases NOTE You cannot allocate categories to certain transactions There are certain transactions to which you cannot allocate a category These are Pay Suppliers Receive Payments Prepare Bank Deposit Settle Return
92. of activities and activity slips are recorded See To create a time billing invoice using the Prepare Time Billing Invoice window below e Inthe Sales window Use this method if you don t need to record details of activities and activity slips or track work in progress See To create a time billing invoice in the Sales window on page 151 To create a time billing invoice using the Prepare Time Billing Invoice window The Prepare Time Billing Invoice window allows you to enter and adjust the billing information for activity slips As you make changes in this window your activity slip records are updated automatically Go to the Time Billing command centre and click Prepare Time Billing Invoice The Time Billing Customers window appears Find and select the customer for whom you want to create a time billing invoice and click OK The Prepare Time Billing Invoice window appears listing all the open activity slips for the selected customer 150 Chapter 9 Billing for time 3 Complete the invoice Prepare Time Billing Invoice for Selman Signs Work in Progress All Employees and Suppliers amp AllJobs Work in Pounds Selected El C Selected El Work in Hrs Units Work in Progres 21 01 2007 Basic quote Alkhassal T 7 50 7 50 0 00 1 31 2 23 02 2007 Installation star Abelman G 1250 11250 eooo 1369 T Sort by Job T Consolidate Activities on Invo
93. of the window Click Layout and select Miscellaneous In the Description field type the reason for the supplier debit In the Acct No field type the account number to be debited or select it from the list This is normally an expense account called Purchases Returns In the Amount field type the amount of the debit as a negative amount Click Record A supplier debit memo appears in the Purchases Register window To manually create a debit for an item purchase Go to the Purchases command centre and click Enter Purchases The Purchases window appears In the Supplier field type or select the supplier s name Select Purchase from the list in the top left corner of the window Click Layout and select Item In the Bill field type the quantity of the item you are returning as a negative number In the Item Number field type the item number or select it from the list The cost of the item is displayed as negative amount in the Total field 94 Chapter 6 Purchases 7 Click Record A debit memo appears in the Purchases Register window Settling supplier debits You can settle a supplier debit in one of two ways e Apply the debit to an unpaid purchase Use this method to apply the supplier debit to one or more of your unpaid purchases from the supplier or e Receive a refund Use this method to record the receipt of a refund cheque from the supplier To apply a supplier debit to an unpaid purchase Go to the Purcha
94. on account classifications see Review your accounts list on page 28 Enter anumber for the account in the Account Number field You can enter any four digit number you like Note that the prefix to the account number is determined by the account classification 1 for asset accounts 2 for liability accounts 3 for capital accounts and so on Press TAB and type a name for the account NOTE Account opening balances When creating or editing an account you are not required to enter opening balances This is done later in the setup see Enter your account opening balances on page 31 30 Chapter 3 Setting up your company file 6 Click the Details tab 1 4321 New Account Current Balance Description VAT Code gt N T EI NoTax Classification for Statement of Cash Flows Operating Zj Currency GBP Great Britain Pounds Local Linked Account for Unlinked LG If you want type a brief description of the account in the Description field In the VAT Code field select the VAT code that you use most often with transactions that will be posted to this account The VAT code you assign to an account will appear as the default VAT code ina transaction where you allocate a deposit cheque or a non item sale or purchase to this account For example you have assigned the VAT code to your Electricity expense account When you write a cheque to settle your electricity bill in the So
95. or Amount column is automatically calculated when you process a paycheque Calculated values include tax amounts and entitlement hours where hours are calculated as a percentage of the gross hours paid c Optional Click the Job column next to the payroll category and enter the job number Setting up payroll details 41 Enter pay history information You can enter the pay history for the employee now or you can complete this later through the Card File command centre 10 Click Pay History to enter the employee s pay history for the 11 current payroll year e If the employee has been paid by another employer this payroll year enter the details in the Previous employments pay and Previous employments tax fields e If you have already paid the employee in the current payroll year type the amounts you have paid in the Activity column next to the relevant payroll categories You can enter pay history for specific months quarters or for the year to date based on the selection you make in the Show Pay History for list Amounts entered in the Pay History window appear on reports not derived from payroll activity They are not recorded as transactions in your accounts Enter time billing information MYOB Accounting Plus only If you use the Time Billing feature to track the time the employee spends on work for clients click Time Billing and enter the employees time billing rate and cost per hour For more information see Cha
96. other type of correspondence contact Log Entry For example let s say that you call customer A regarding an Name ABC overdue invoice You could create a log entry that records the cae ag m date of the phone call a summary of the outcome and the date Notes Caled Mr Jones regarding payment of invoice number 153425 you will want to recontact them by if their invoice is still outstanding Elapsed Time 0010 Recontact Date 13 11 2006 When a customer or supplier calls you can use the contact log to retrieve a complete history of your business relationship with that contact HINT Automatically create contact log entries Log entries can Name The name of the contact To view the contact s card click the be created automatically for each sale purchase payment and zoom arrow receipt you record For more information see To automatically Contact Enter the name of the person that is associated with this create contact log entries on page 222 entry For example you can enter the name of the person you spoke to on the phone To create a contact log entry If you have specified a contact person in the contact s card you can click the down arrow to choose that person 1 Go to the Card File command centre and click Contact Log The Date Enter the date you spoke or wrote to the contact If you are View Contact Log window appears simply entering an appointment or reminder you can enter today s date 2 Fr
97. page 106 When you have completed the timed activity click Record If you entered a chargeable activity on the activity slip the activity becomes available for billing in the Prepare Time Billing Invoice window 148 Chapter 9 Billing for time To reset the timer Click Clear at any time to clear the Elapsed Time Start Time Stop Time and Units fields Creating multiple activity slips In addition to being able to create single activity slips you can also create multiple activity slips simultaneously In the Multiple Activity Slips tab of the Enter Activity Slip window one line in the list represents one activity slip Although this view limits the amount of detail you can enter on the activity slip you can view any activity slip in the Activity Slip view and enter more detail at a later stage NOTE The Multiple Slip tab can t be used to add activity hours to a timesheet You can add activity hours to a timesheet only by entering activity slips using the Activity Slip tab of the Enter Activity Slip window or by entering activity hours directly into the timesheet In the Multiple Activity Slips tab you can t select a payroll category or choose to include an activity s hours on a timesheet Multiple activity slip entry should be used only for activities that are not used for payroll To create multiple activity slips Go to the Time Billing command centre and click Enter Activity Slip The Enter Activity Slip window appe
98. peer Mac OS X host Mac OS X 10 3 or later AppleShare IP 6 2 or later not Samba Windows host Windows Server 2000 or 2003 using Services for Macintosh SFM not SMB CIFS Samba Equipment G4 processor with 512 MB RAM or better Protocols e 100BASE T or faster Ethernet with TCP IP enabled e Airport Base Stations built in Airport or Airport cards and Airport control panel 2 0 4 or later When several users work with a company file simultaneously it must be stored on a host computer to which each user has access 298 Appendix C Networking company files on Macintosh Consider these tips for choosing a suitable host e Host the company file on the most powerful computer Users on workstations will enjoy better performance if the company file is stored on the computer with the fastest processing speed and with the most memory e Host the company file on a backup computer If you store all your important files on a central host that is backed up frequently it is a good idea to also store your company file on that host Then the company file will be backed up along with other vital data Continue with Setting up a company file folder on a Mac OS X host on page 299 MYOB Accounting MYOB Accounting Plus v16 uk Setting up a company file folder on a Mac OS X host If you choose to store your company file on a host running Mac OS X you can run MYOB Accounting Plus on that host but can only open the company file in
99. procedure for each card that you want to assign to a foreign currency MYOB Accounting MYOB Accounting Plus v16 uk Exchange rates Foreign currency transactions can be recorded for e Sales Receive Payments and Settle Returns amp Credits e Purchases Pay Suppliers and Settle Returns amp Debits e Spend Money Receive Money Reconcile Accounts and Nominal Journal entries Specifying the exchange rate for a transaction When entering a transaction you can either use the default exchange rate for the currency or enter a new rate for the transaction To change the exchange rate Calculate the exchange rate first using the Currency Calculator See Using the Currency Calculator below Click Rate at the bottom of the transaction window The Exchange Rate window appears Enter the new exchange rate in the Transaction Exchange Rate field Exchange Rate Currency EUR European Union Euro Transaction Exchange Rate MSB Current Exchange Rate 0 616162 1 Update Current Exchange Rate in the Currency List with Transaction Exchange Rate EUR EUR1 00 equals 0 62 GBP Local 1 00 equals EUR1 62 Help F1 This will only affect the transaction that is currently displayed User Guide If you want to change the exchange rate for all future transactions that use this currency select the Update Current Exchange Rate in the Currency List with Transaction Exchange Rate option Click OK Using the
100. record The primary record becomes the owner of all the transaction details transactions jobs history and so on currently linked to the secondary record and the secondary record is deleted NOTE Historical reports When you view historical reports from the previous financial year for instance the previous financial year s balance sheet the primary account is listed showing the combined account balance User Guide e an activity provided that all the activity slips you ve recorded for it have been purged e a foreign currency record that has not been linked to a card To delete other records Go to the Lists menu and choose the list to which the record belongs For example if you are deleting an item choose Items if you are deleting a card choose Cards and so on Locate the record you want to delete and click the zoom arrow lt gt next to it The record details appear in the Information window Go to the Edit menu and choose Delete For example if you want to delete a customer card choose Delete Card Combining Cards You can combine e customer cards e supplier cards personal records You cannot combine e cards with a different type e cards with different currencies e cards if the primary card is inactive Combining records 179 When cards are combined the non transaction card information for the primary card such as card name address and buying and selling details is retained a
101. report The Process Payments window reappears To create a cheque transaction to record cash wages Click Spend Money The Spend Money window appears with the details of total cash wages paid and the default clearing account you use for cash wages In the Account field select the bank account from which you withdrew the cash wage amount Click Record to clear the balance of the cash wage clearing account The Process Payments window reappears 114 Chapter 7 Paying your employees Step 6 Print payroll earnings When you have finished printing cheques and generating payment reports click Next The Print Payroll Earnings window appears Process Payroll 10 x MYOB Print Payroll Earnings As an employer you are obligated to provide all employees with a report showing infomation contained upon the paycheque Select Pay Period Select amp Edit Employee s Pay Click Display Payroll Eamings to print the Payroll Earnings Display Payroll Earnings Process Payments Report Print Payroll Earnings oR Click Print Customised Payslips to print the customised paycheque stub Print Customised Payslips F2 Hebo for This Window lt Back You can provide your employees with details of their pay by printing the Payroll Earnings report or by printing a customised paycheque You can print either from the Print Payroll Earnings window Note that if you paid your employees by cheque in the previous step details of
102. restoring from backups 272 serial number entering 18 22 sharing on a network 17 factors affecting how they work 279 Mac 297 Windows 289 simultaneous access for more than one user 17 unable to open 278 verifying 251 277 company files folder See network company information entering 18 components using to auto build items 131 MYOB Accounting MYOB Accounting Plus v16 uk confirmation codes entered during telephone confirmation 275 generated during Internet activation 22 confirmation 274 confirmation of company files automatic confirmation 276 by telephone 275 over the Internet 274 contact log 221 automatic entries 222 contact management 217 See also cards contra accounts 80 contra payments 80 conversion month 19 choosing for a new company file 19 entering opening balances 31 Copy From button 124 cost of a stock item average 128 last 128 cost of sales account for tracking 125 Count Inventory window 126 Count Stock window 127 counting stock 134 credit card statements adding transactions from 57 matching transactions with 57 credit cards paying 59 recording purchases 58 credit control credit holds 75 credit limits 73 credit terms setting default 33 finance charges applying 75 calculating 75 deleting 76 User Guide Credit Limit amp Hold window 74 Credit Limit Override Password window 74 credit limits password changing 74 prevent recording sales if customer exceeds 74 setting 73 warn if custome
103. select the location where the item is stored This field only appears if you have more than one location For more information see Multiple stock locations on page 129 C Enter the quantity by which you want to increase or decrease the quantity held Only enter the quantity variation Enter the quantity in stock units not buying or selling units If you enter a positive number that number is added to your on hand stock If you enter a negative number that number is subtracted from your on hand stock MYOB Accounting MYOB Accounting Plus v16 uk D The average unit cost of the item appears by default The average cost is normally calculated as the total cost of the item divided by the number of units on hand but if these are new items enter their purchase cost E The Amountfield displays the quantity multiplied by the unit cost If you change it the unit cost is recalculated automatically F The allocation account is usually a cost of sales or expense account 3 Click Record to save the stock adjustment The following are some examples of stock adjustments Example 1 This stock adjustment increases the number of items on hand by two and the total value of the items on hand by 700 Item Number Location ID Quantity Unit Cost 100 101 High St 2 350 00 700 00 6 450 Multiple stock locations NOTE The following information is only applicable to MYOB Accounting Plus users If you hold st
104. sends you For more information see To import nominal journals from your accountant on page 263 284 Appendix A Importing and exporting data When you have selected the fields click Export The Save As window appears Enter a file name and location for the export file and click Save The file is exported To import data Before you start the import process you will need to export the data you want from the program you ve used to create the data The data you want to import must be stored in a tab delimited or comma separated file format Go to the File menu choose Import Data and then choose the type of data to import The Import File window appears Select the import file format the type of the first record and if required method of handling duplicate records For more information click Help and then choose Help for This Window Click Continue The Open window appears Locate and select the file you want to import and click Open The Import Data window appears Import Data First click an Import Field then click the matching MYOB Plus Field MYOB Plus Field Matching Import Field Account Nantes Account Number Account Name Header Balance Account Type Account Type Last Chaque Number Last Cheque Number VAT Code VAT Ci Larency Code Currency Code Exchange decou Exchange Account Required Field Must Have a Valid Matching Import Field Conditional Field One or Both Fields Must Have a Val
105. single user mode This means that workers on other workstations cannot access the company file at the same time Here are some solutions e Store the company file on a Macintosh host computer running Mac OS X but do not run MYOB Accounting Plus on that host or only run it infrequently perhaps to print reports when others do not need access For more information type Networking into the search field at myob co uk e In an mixed Windows and Macintosh environment store the company file on a Windows host computer Complete the following tasks to set up a Mac OS X host computer and share a public folder where the company file will be stored e To activate TCP IP on a Mac OS X host or workstation below e To create a shared user account on a Mac OS X host below e To share a Public folder on a Mac OS X host on page 300 To activate TCP IP on a Mac OS X host or workstation This procedure shows you how to activate the TCP IP protocol on a computer and set either automatic or manual IP addressing NOTE Seek expert assistance The following steps may not apply to the way your LAN is set up If so seek the advice of your system administrator or a qualified network consultant If only administrators can set preferences on your computer log in as an administrator User Guide 2 Open the System Preferences and click Network The Network window appears In the Show field select Built in Ethernet for a c
106. slips at once for an employee while not entering quite as much detail for each create a timesheet which allows you to enter the hours per day an employee spends to complete work for clients and customers while automatically creating an activity slip For more information on timesheets see Timesheets on page 106 When you create an activity slip you can select two cards one for the employee or supplier who performed the activity for your company and the other for the customer for whom your company performed the activity If you are creating an activity slip for a chargeable activity you must enter both cards If you pay employees for time billing activities performed you can automatically create a timesheet entry when you select the Include Hours on Timesheet option on the activity slip and assign an hourly payroll category You can also record activity hours in the Enter Timesheet window For more information on timesheets see Timesheets on page 106 146 Chapter 9 Billing for time To create an activity slip 1 Go to the Time Billing command centre and click Enter Activity Slip The Enter Activity Slip window appears Enter Activity Slip Activity Slip Multiple Activity Slips Employee Alhassal Tai Sip ID No E dae arar O Hour 050 750 Customer amp Sellman Signs 3j Adjustment E Activiy 000156 E Basic quote Bilable 050 E780 Units Z 15 Minute Biling Units Ateady Biled Fek 15 00
107. such as changing the transaction date Click Record A new purchase is created and the original order is removed To simultaneously convert several orders to purchases Click To Do List from any command centre The To Do List window appears Click the Orders tab to display a list of all your orders If you want to view details about a specific order click the zoom arrow gt to the right of the supplier s name Select the orders you want to convert to purchases by clicking in the select column lei in Windows and J in Mac next to them Click Record as Actual In the window that appears enter a date for the selected transactions This is the date that the transactions will be recorded in your accounts Click OK Changing the status of a purchase 89 Reviewing your purchase information There are several tools that you can use to review your purchases information Tool Description See To Do List Displays all open purchases recurring below purchases and orders sorted by due date Analyse Provides details of your purchase activities below Creditors Purchase Purchase reports help you keep track of your page 91 reports purchase activities Purchase History lets you view seven years of purchase page 91 History history for an item or a supplier Find Find Transactions helps you find purchase page 184 transactions transactions quickly Purchases The Purchases Register wi
108. such as deposits and discounts For detailed field help click Help and choose Help for This Window 5 Repeat this procedure for each currency you want to assign to the relevant accounts 156 Chapter 10 International transactions Step 5 Assign appropriate currencies to foreign customers and suppliers The currency used to make a transaction is determined by the currency assigned to the customer card or supplier card you are using A card can only use a single currency so if you deal with a customer or supplier in multiple currencies you will need to create a separate card for each currency NOTE A card with transactions You can t change the currency of a card that you have already used in transactions You will need to create a new card for the customer or supplier Any transactions recorded for a customer or supplier card will be in the currency linked to the card Go to the Card File command centre and click Cards List The Cards List window appears Click the zoom arrow next to the required card to display the Card Information window Select the Profile tab In the Currency field enter the currency you want to assign to the card or click the search icon amp to make a selection from the currency list The local currency is selected by default Card Type Customer Designation Company LA I Inactive Card Name Acme Sales Ltd Card ID 951159 Currency CAD gt Click OK Repeat this
109. sum of the amounts in your location columns MYOB Accounting MYOB Accounting Plus v16 uk Building items Building Items is the process of taking two or more items known as components to make up another item known as a finished item For example you could create a stock transfer to turn timber and fabric Components into furniture the finished items Use the Build Items window for a one off transfer of stock For a transfer you make repeatedly use the Auto Build function See Auto building items on page 132 To build an item Go to the Stock Control command centre and click Build Items The Build Items window appears 2 Complete the window as described below Build Items Stock Journal Number 1000003 17 11 2007 y Build item 10010185 F101 Dut of lance User Guide A Enter the item numbers of the finished item you want to make and the component items you want to transfer B Enter the transfer quantity Enter a positive number for the finished item this number is added to your on hand stock Enter a negative number for the component items this number is subtracted from your on hand stock C If you store an item at multiple locations select the location where the item is held This field only appears if you have more than one location in your company file see Multiple stock locations on page 129 D Enter the unit cost of each item to be
110. the Amount Applied column Settle Returns amp Credits E10 Al Event Management Credit from 00000002 unt Di k I Include Closed Sales If the Apply Customer Payments Automatically to Oldest Invoice First preference is set amounts will appear next to the oldest invoices in the Amount Applied column MYOB Accounting MYOB Accounting Plus v16 uk However you can apply the credit amount to any one transaction or you can divide it among many transactions in the list Note that the total amount you apply in the Amount Applied column must equal the amount that appears in the Credit Amount field If you want to apply part of a customer credit to any unpaid finance charges they have accrued enter an amount in the Finance Charge field Click Record to apply the credit To record a refund payment Go to the Sales command centre and click Sales Register The Sales Register window appears Click the Returns amp Credits tab A list of customer credits appears If the credit you want to settle does not appear select Customer from the Search By list Enter the customer s name in the adjacent field and then press TAB A list of credits for that customer appears Select the credit you want to refund and click Pay Refund A refund cheque for the amount of the credit appears in the Settle Returns amp Credits window User Guide oy N Settle Returns amp Credits Account 1 2110 Bank Ac
111. the Amount column Step 2 Choose the type of purchase Choose the status and layout for the purchase The default layout displayed in the Purchases window is determined by the selections made when you set up purchase details using the Purchases Easy Setup Assistant or created the supplier s card Check whether the default layout is appropriate There are four layouts to choose from service item professional and miscellaneous To change the layout a Click Layout The Select Layout window appears b Choose the layout you want to use and click OK Select the status from the list in the top left corner of the window Quote Order Receive Item or Purchase Note that Receive Item only appears if you chose Item layout MYOB Accounting MYOB Accounting Plus v16 uk Step 3 Enter the items or services you are purchasing The scrolling list in the middle of the Purchases window is where you enter details of what you are buying In this area you enter item numbers descriptions account numbers or account names depending on your selection in the Preferences window and other information about your transaction One row in the scrolling list is one line item of the transaction You can enter as many line items for a purchase as you want The fields that appear in the scrolling list differ according to the type of purchase you are creating The following illustration shows the fields for a purchase with an Item layout and a Purcha
112. the Information window Make the required changes and click OK Changing a record 177 Inactivating or reactivating a record If you have accounts cards items stock locations activities or jobs that you rarely use for example a card you created for a one off sale or purchase inactivating them after use will remove them from selection lists Your list of records will be shorter and consequently selecting the record you need will be easier You can still use an inactive record in transactions by manually entering the record name Deleting a record You can delete a record that you no longer need However a record must meet certain criteria before it can be deleted For example most records cannot be deleted if they have been used in transactions Deleting an account You can delete an account if it meets the following criteria e the account isn t a level 1 account e the account has a zero balance e no journal entries used the account e none of your recurring templates use this account e the account isn t a linked account for any transaction types e the account isn t linked to any of the stock items 178 Chapter 12 Lists To inactivate or reactivate a record Display the list to which the record belongs You can display the list from the appropriate menu or command centre For example if you are inactivating a card go to the Lists menu and choose Cards or go to the Card File command centre and click C
113. the company file to be opened and click Open 3 Inthe Sign on window type Administrator in the User ID field type the administrator s password in the Password field and click OK Only the Administrator account allows you to create edit and delete user accounts 4 Goto the Setup menu and choose Preferences 5 Inthe Preferences window click the Security tab and then click Password The User Access window appears TT x To restrict a user s access choose the user from the list on the left then mark the restricted function on the right If you restrict a user s access to a function that s marked with an asterisk the user won t be able to view or report on the transactions created by that function Accounts List Account Information Banking Company Data Auditor Jobs List Add Edit a Job Job Reimbursable Expenses Job Budgets by Account Record Joumal Entry z Transfer Money z New Edi Delete Cancel Help F1 User Guide 6 Click New to open the New User Details window New User Details x User ID and Password Enter a new User ID Enter a new password twice to set password Passwords are optional To copy user restrictions from another user select that User ID from Copy Restrictions User Di D Password Confim Password Copy Restrictions Eaj T Cancel Help F1 7 Type the user s name in the User ID field then type the password in the Password and Confirm Password fiel
114. the details for the new one 1 Gotothe Lists menu and choose Recurring Transactions The Recurring Transactions List window appears 2 Select the recurring transaction you want to copy and click Create Copy The Create Copy window appears Create Copy Card sl Recuring Transaction Name Sale Errina Morton Desiq Copp 3 Inthe Card field click the search icon 5 The Select from List window appears listing only card types relevant to the type of recurring transaction you are copying For example a purchase transaction can only be applied to your supplier cards 4 Select the card you want to create a copy for e if you want to select all the cards listed click the select icon t in Windows and in Mac e if you only want to select some cards click in the select column next to each card required 5 Click OK when you ve finished selecting from the list The Create Copy window reappears 192 Chapter 13 Transactions Click Save If you selected then One card in the Select The transaction window for the new recurring from List window transaction appears e You can edit the transaction details if required e Click Save The Recurring Transactions List window appears More than one cardin The Recurring Transactions List window lists all the Select from List your recurring transactions Each new window transaction has a unique name the original name suffixed by the nam
115. the future Click Save as Recurring In the Edit Recurring Schedule window enter the necessary information and click Save For more information see Recurring transactions on page 190 e If you want to record the purchase without printing or sending it click Record e If you want to record the purchase and print send or save it as a PDF complete the relevant procedure below To Action Print Click Print For more information about printing see Chapter 15 Forms starting on page 205 Note that you cannot print purchases with the miscellaneous layout Email Click Send To and choose Email Review and make entries in the Email window and click Send The email which will include a PDF Portable Document Format attachment will be sent to the Outbox of your default email software Send the file from your email software as you normally do Fax Click Send To and choose Fax A window from your fax software appears Send the fax using your fax software Save as PDF Click Send To and choose Disk In the window that appears enter a file name and location for the PDF file and click Save MYOB Accounting MYOB Accounting Plus v16 uk Adding lines subtotals and headers to purchases You can add lines headers and subtotals to purchase transactions To insert a blank line In the Purchases window click in the line below where the blank line is to appear Go to the Edit menu and choose Insert Line
116. the required accounts to your account list For more information see Adding an account on page 174 e Sales account to record sales income an income account for example 4 1000 e Bank account to record your daily takings an asset account for example 1 1100 e VAT account to record VAT collected a liability account for example 2 1030 286 Appendix A Importing and exporting data e Account to record cash drawer discrepancies an expense account for example 6 1100 e Optional Lay by account to record lay by payments a liability account for example 2 2050 e Optional Credit card surcharge account to record fees collected an income account for example 4 2150 e Optional Asset accounts to record your various payment types You can set up a separate account for cash EFTPOS VISA Mastercard AMEX and Diners payment types or if you want to group similar payment types for example credit card payments an account for each payment group Step 3 Replicate your VAT code lists The VAT codes you use in MYOB RetailBasics must match the VAT codes you use in MYOB Accounting To make sure that your codes match print a list of your MYOB Accounting VAT codes and then compare this list with your MYOB RetailBasics VAT codes If necessary add any required VAT codes in MYOB RetailBasics For more information see the MYOB RetailBasics User Guide If there are additional VAT codes in MYOB RetailBasics and you intend to us
117. the top of the Export Fields column on the left side of the window Repeat the previous step for each field you want to export een et rye ss Rass If you want to remove a field name from the Export Fields column click the name in the MYOB Plus Fields column If you want to export all the fields in the order they re shown in the column click Match All Importing data MYOB Accounting allows you to take data entered in other software and incorporate it into your company file You can also incorporate information from one MYOB company file into another MYOB company file This process is called importing data Some of the types of information you can import are accounts items nominal journal entries Receive Payments transactions Receive Money transactions Spend Money transactions Pay Suppliers transactions sales purchases cards jobs activities and activity slips The data can be imported from a tab delimited or comma separated text file NoTE MYOB Accounting Plus only Single user access required Please note that you must not import data when more than one user is logged in For more information see Single user file locking for special tasks on page 279 If you are importing journals from your accountant If you send information to your accountant using the AccountantLink feature see To export information to accountants on page 261 you can import the adjusting journals your accountant
118. to reset the synchronisation before you can synchronise cards For more information see Resetting the synchronisation on page 233 The synchronisation process starts NOTE The time taken to synchronise will vary depending on the number of cards you have If a conflict occurs between the details recorded in your MYOB cards and the details recorded in your Address Book the Conflict Resolver window appears A conflict occurs when the same field has been updated in both your Address Book and your MYOB cards eee Conflict Resolver There is 1 sync conflict involving Contacts Would you like to review and correct these conflicts now Get CD e a Click Review Now The Conflict Resolver window expands to show the card conflict MYOB Accounting MYOB Accounting Plus v16 uk eee Conflict Resolver 7 There is 1 sync conflict involving Contacts Select the correct Contact information below k Address Book w MYOB Accounting Grand Hotel Grand Hotel Grand Hotel Grand Hotel Primary street address work Primary street address work Road South Road Bournemouth BHS Q Bournemouth BHS YQ b Select the correct card and click Done c Repeat step b to resolve any other conflicts When you have resolved all conflicts the Save conflict choices window appears d Click Sync Later The Synchronisation Complete window appears CAUTION Do not click the Sync Now button Do not click Sync Now unless you want to
119. together on activity slips You can then generate time billing invoices ready to send to your customers Any items that you have sold to your customers can also be included with the activities in a single time billing invoice You can also record the hours an employee works on an activity when you create an activity slip and then include these hours in their paycheque Time billing reports can be filtered to give you just the information you want These reports monitor how you and your staff spend your time and whether it is spent profitably een et rye Res 141 Le Rass Setting time billing preferences You need to set preferences before you can start billing for time Preference Description Time billing Set this preference if you want to track billable time in units units of 1 6 10 12 15 or 30 minutes The unit of time you select here will be the default billing unit when you create hourly activity slips For example you can specify six minute time billing units where an hour would be 10 billing units of time Any activity slips you have already created will be updated to use the special billing unit of time Rounding If you use the activity slip timer you can to set a preference for how you want units of time to be rounded Choose to round up to next down to previous or to nearest For example if you chose up to next and are using 30 minute billing units 10 minutes would be rounded up to 30
120. type the quantity counted for each item The Difference column will change to reflect the difference between the On Hand column and the Counted column Count Stock G Group by Item Group by Location Include Zero On Hand Quantities Location Name On Hand Counted Difference Print Cartridge High St High Street Warehouse Primary Primary Location South St South Street Warehouse Warehouse Main Warehouse Print cable High St High Street Warehouse Primary Primary Location South St South Street Warehouse Warehouse Main Warehouse Frame 100x100 High St High Street Warehouse Primary Primary Location South St South Street Warehouse Warehouse Main Warehouse oo o 85098 Bo Frame 200x200 Help F1 Print When you have entered all your item quantities click Adjust Stock The Default Expense Account window appears When you are entering opening on hand balances you don t need to enter a default expense account Click Continue The Opening Balance Check window appears User Guide Click Opening Balances The window that appears depends on whether you have entered an opening balance for your stock asset account when you set up your accounts see To enter opening balances on page 31 e If you have entered a stock opening balance the Adjust Stock window appears e If you have not entered a stock opening balance the Account Balance Check window appears Click Adjust Balances The Adjust Stock window appears The
121. unusually high or low for the account that has been affected e debit amounts for accounts that normally have credit entries and vice versa e unusually high or low ending balances e an unusually high or low number of entries for a specific account Balance Sheet Budget Analysis Lists account balances as at the end of a selected period along with the budgeted amounts If you ve determined that changes need to be made to the budgets for the coming months you can adjust your budget Profit amp Loss Budget Analysis Lists account balances for a selected period along with the budgeted amounts If you ve determined that changes need to be made to the budgets for the coming months you can adjust your budget Statement of Cash Flow Shows how your cash position has changed over a period of time what profit you have earned where you received additional cash and where your cash was spent For information on displaying customising and printing reports see Chapter 14 Printing and customising reports starting on page 195 Reviewing financial information 247 248 Chapter 17 Financial control MYOB Accounting MYOB Accounting Plus v16 uk 18 End of period procedures It is important to ensure that your accounting records are accurate Reconciling the accounts regularly will help you and your accountant know that your books are complete accurate and balanced You should reconcile your system with any s
122. update items List 3 Click Shortcuts The Pricing Shortcuts window appears Pricing Shortcuts Round Prices To Nearest Use Calculated Price C Make Price a Multiple of C Make Price Engin Printer start up Frame 200x200 Frame 300x300 Percent Margin Percent Markup Grogs Profit E HelpF1 Pin New Basis for Calculation Average Cost E Update Allitems Update x Items Only If an item is not listed it means that you haven t selected the I Sell This Item option on the Profile tab of the Item Information window 4 Indicate how you want the price rounded the basis for calculating the price and so on 2 Click in the Current Price column of an item and enter a new price Do this for each item price you want to change For example if you want to mark up the items prices by 10 select the Percent Markup option and type 10 in the adjacent You can enter unit prices with up to four decimal places On your field invoices the unit price is multiplied by the quantity sold and the result is rounded to two decimal places 5 If you want to 3 Click OK e update the items you marked in step 2 click Update x Items Only e update the prices of all items click Update All Items User Guide Setting item prices 137 Customising stock NOTE The following information is only applicable to MYOB Accounting Plus users MYOB Accounting Plus provides a number of
123. usual hours NOTE Editing hours recorded on a timesheet You can edit an employee s timesheet hours in the Pay Employee window However any adjustments you make here will not update hours entered on timesheets timesheet reports or activity slips In the Select amp Edit Employee s Pay window click the zoom arrow gt next to the employee s name The Pay Employee window appears Pay Employee Account 1 2180 Payroll Clearing Account Payment Method Cheque Employee Murphy Shaun Cheque No Auto No Payee Payment Date 08 01 2007 Net Pay 57256 Payroll Run Date 08 01 2007 Tax Week 40 Balance 0 00 Paychequd ory Base Hourly Overtime 1 51 PAYE Income Tax NI Employee Contributions I Already Printed 2 Help F1 Print Joumal 2 Change the hours worked for the applicable wage categories and press TAB MYOB Accounting MYOB Accounting Plus v16 uk The payroll category amounts are calculated automatically and are displayed in the Amount column Click OK The Select amp Edit Employee s Pay window reappears To record holiday and sick pay NOTE Holiday and sick pay hours recorded on a timesheet If you ve entered holiday and sick hours on a timesheet you don t need to use this procedure In the Select amp Edit Employee s Pay window click the zoom arrow gt next to the employee s name The Pay Employee window appears E
124. values page 127 To create an item Go to the Stock Control command centre and click Items List The Items List window appears Click New The Item Information window appears In the Item Number field type a unique identifier and press TAB In the Name field type the name of the new item HINT Copy From Click Copy From to copy another item s information to this item record From the displayed list choose the item whose information you want to copy All information for that item will be copied to the current item record except the item number item name supplier number auto build information and history information 124 Chapter 8 Stock 5 Specify whether you buy sell and or stock this item by selecting the relevant options The following table explains the combinations of options available Select For these items Buy This Item Items you buy that are not for resale and whose quantities and values you don t need to track For example items for office use only Buy This Item Items you buy and sell but whose quantities and I Sell This Item values you don t need to track Buy This Item Stocked items you buy and sell and whose quantities I Sell This Item and values you want to track I Stock This Item I Sell This Item Items or services you want to include on an item invoice I Sell This Item Finished goods you manufacture using other I Stock This Item stocked items Buy This Ite
125. view the list of card conflicts again e Click OK The Cards List window appears f Repeat the synchronisation process from step 3 above When the synchronisation is complete the Synchronisation Complete message appears Click OK The Cards List window appears Synchronisation complete User Guide Deleting cards Cards are not deleted during synchronisation This protects the details recorded in your company file and in your Address Book If you want to delete a card you must manually delete it in both your Address Book and your MYOB cards If you have deleted a card from only your MYOB cards or only your Address Book and you now want to synchronise the card you need to reset the synchronisation Resetting the synchronisation If any of the following has occurred since you last synchronised cards you need to reset the synchronisation e You deleted a card from your Address Book but not from your MYOB cards and you now want to synchronise this card e You deleted a card from your MYOB cards but not from your Address Book and you now want to synchronise this card e You deleted a group folder from your Address Book and you now want to synchronise MYOB cards of this type e You moved an Address Book card to an MYOB group folder for example from the All folder to the Customer folder and you want to synchronise this card You also need to reset the synchronisation if you clicked Don t Allow in the Sync Alert window
126. wages and salaries paid to employees Deductions amp The default account to which the amounts Expenses withheld from paycheques are allocated To change a linked account click the search icon next to it and select another account from the accounts list When you have finished click Next to continue 38 Chapter 3 Setting up your company file Review the payroll categories Each paycheque can have up to five categories wages entitlements deductions employer expenses and taxes Payroll category Description Wages All monies paid to an employee for labour or services rendered on an hourly salary or other basis Entitlements Items such as holiday and sick leave which employees accrue under the terms of their work agreement Deductions Monies withheld by the employer and paid to other organisations on behalf of the employee for example union fees Employer Expenses All employer paid benefits for example NI employer contributions Taxes Amounts withheld by the employer from an employee s paycheque and paid to a statutory authority for example PAYE Income Tax and NI employee contributions You should review the details of each wage deduction entitlement and employer expense to make sure it matches the way you do business MYOB Accounting MYOB Accounting Plus v16 uk To view create edit and delete payroll categories To Do this View 1 Select the category type
127. wages category 100 payroll categories changing 100 creating 98 deleting 178 viewing 120 errors checking for in company file 251 277 Excel viewing MYOB reports in 198 exchange accounts for tracking foreign transactions 154 exchange rates 157 expenses accounts for 29 employee 38 payroll category 102 Export Data window 283 Export Summary Window 227 exporting data to accountants 261 to Mac Address Book 231 See also synchronising cards and Mac Address Book to other applications 283 to Outlook 226 See also synchronising cards and Outlook contacts F faxing purchase forms 84 reports 197 sales forms 64 file locking multi user mode 279 single user mode 279 to protect your data 279 finance charges customer calculating 75 charging 75 deleting 76 supplier paying 92 using to track late payment 96 financial year budgets for 241 closing 260 current 17 19 determining 17 end of year tasks 260 entering 19 entering last month of 18 starting a new year 263 year end tasks 260 Find Transactions menu command centres 13 Find Transactions window 184 finding records 176 transactions 184 187 finished items 131 fiscal year See financial year MYOB Accounting MYOB Accounting Plus v16 uk fonts changing on forms 213 changing on reports 202 default 212 foreign currency adding a new currency 154 changing 177 deleting 179 See also multiple currencies foreign purchases See multiple currencies fo
128. want to record the payment method select the method in oy ren command window oe the Payment Method field Click Details if you want to enter Type Receive Money Type Receive Payment further details about the payment For example if you are being paid by credit card you can record the credit card number and NOTE Customer payments at point of sale If customers make expiry date payments when purchasing merchandise or services and you are issuing them an invoice you can enter the payment amount in the 6 Ifyou want change the memo text and payment date You can Paid Today field of the invoice See Enter additional information change the ID number that is automatically generated However about the sale on page 64 we recommend that you use the default number to make sure you don t use duplicate IDs To record payments against invoices A Customer Grand Hotel Si CR000003 1 Go to the Sales command centre and click Receive Payments Amount Received FEU TT The Receive Payments window appears Payment Method Visa HA _Detais Memo Payment Grand Hotel 2 Select the account you want to deposit the payment to e Deposit to Account Select this option and select the required bank account DeposittoAccount JE El Bank Account Balance 1 175 00 Group with Undeposited Funds User Guide Receiving payments 71 7 Inthe scrolling list in the bottom half of the window ind
129. when making stock adjustments You can use this report to compare your total stock value to the total of your stock asset accounts e Price Summary report This report lists your item prices and is useful for sending to your customers You could also convert this report to HTML and post your price list on an intranet or Internet site To view sales and purchases history for an item Go to the Stock Control command centre and click Items List The Items List window appears Click the zoom arrow lt gt next to the item you want to view The Item Information window appears Click the History tab The History view displays the purchase and sales history for the item for seven years five past years the current year and the next year MYOB Accounting MYOB Accounting Plus v16 uk Setting item prices You can set the default selling prices of the items you sell in the To update the prices of multiple items at once Set Item Prices window Then if required you can change the prices at the point of sale which overrides the default prices for that sale only You can update the prices of multiple items at once using pricing shortcuts 1 Gotothe Stock Control command centre and click Set Item To change the price of an item Prices The Set Item Prices window appears 1 Goto the Stock Control command centre and click Set Item 2 Click the select column ll next to the items that require a price Prices The Set Item Prices window appears
130. while the quantities of the finished items in the list are shown as positive numbers 5 Click Record to update your stock quantities and values Auto building items 133 1 2 3 Count stock You may recall that you entered your opening stock quantities in the Count Stock window when you set up your company file You can also use the Count Stock window to make adjustments to item quantities during regular stock counts or any time you find discrepancies between the actual quantities of items on hand and your records of those quantities Each stock adjustment must be allocated to an account so your accounting records accurately reflect why your stock needed adjusting For example you may use an expense account often called Shrinkage Spoilage to track loss or theft of items Before you record a stock count e MYOB Accounting Plus only Make sure you record all built items before counting your stock Otherwise a missing stock item that was used to build another item will be accounted for as an expense such as loss or shrinkage For more information see Building items on page 131 e Count the actual items in your stock You can print the Stock Count Sheet report which lists all your stock items and manually record your actual items on this NOTE Stock count filtering options You can print the Stock Count Sheet either by clicking Print in the Count Stock window or if you want to set filters from the Index To
131. window that you want quotes to be deleted once they are converted to orders or invoices To convert an order to an invoice Go to the Sales command centre and click Sales Register The Sales Register window appears Click the Orders tab and select the order you want to convert Click Change to Invoice The Sales window appears displaying the sale with an Invoice status Make any changes you want to make For example you may want to change the transaction date to today s date Click Record to record the invoice To simultaneously convert several orders to invoices Click To Do List from any command centre The To Do List window appears Click the Orders tab to display a list of all your orders If you want to view the details of a specific order click the zoom arrow to the left of the customer s name Select the orders you want to convert to invoices by clicking in the select column Click Record as Actual A window appears requiring you to enter a date for the selected transactions This is the date that the transactions will be recorded in your sales journal Enter a date and click OK MYOB Accounting MYOB Accounting Plus v16 uk Reviewing your sales information There are several tools that you can use to review your sales information Tool Description See To Do List The To Do List displays all open sales recurring below sales and orders sorted by overdue dates Analyse The Analyse Debtors wi
132. you are processing the pays In the Pay period start field type the first day of the pay period In the Pay period end field type the last day of the pay period If you do not use timesheets click Next Continue with Select and edit employee s pay on page 110 Step 2 Include employee timesheets If you pay employees from timesheets the Select Pay Period window displays the employee timesheets for the specified pay period Date yee Pay Basis Weekly Hrs Timesheet Hr 01 01 2007 Chen Hourly 37 500 gt 01 01 2007 Murphy S Salary tee Display Unprocessed Timesheets Initially all the timesheets are selected to be included in this pay run You can exclude change or view timesheet details as described below If you want to you need to clear the select column El in Windows and _ in Mac next to it Exclude a timesheet Change the timesheet click the zoom arrow gt next to the details of an employee employee s name and make the required changes in the Enter Timesheets window View the details of all unprocessed timesheets click Display Unprocessed Timesheets Click Next to continue The Select amp Edit Employee s Pay window appears Paying your employees 109 1 2 Step 3 Select and edit employee s pay The Select amp Edit Employee s Pay window displays the recurring pay details and the timesheet amounts if applicable for employe
133. you may want to send a letter to your contacts such as payment reminders thank you letters or special offers There are several card file features that can help you with these tasks and can help you keep a record of each contact you make Personalised letters You can create personalised letters also known as mail merge letters for any of your contacts A personalised letter is a document template that contains standard text as well as fields that can be automatically filled with data stored in your company file Personalised letters are useful when you need to send the same letter to several contacts For example you may want to send several slow paying customers a payment reminder letter Instead of entering each contact s information on the letters yourself you can set up a letter template that contains the text you want to appear and insert data fields that automatically fill in with the contact s name address and the amount owing Printing personalised letters using Microsoft Word and OfficeLink OfficeLink is a feature that automates the process of merging contact information stored in your company file with a Microsoft Word template a dot file Your MYOB software includes a set of templates that you can use and they are stored in the Letters folder which is located within your MYOB software s program folder User Guide You can edit these templates and create new ones using the mail merge features of Microsoft
134. 007 relating to customer Acme Sales Ltd you would make the following selections in the Card tab view Account Card Item Invoice Purchase Category Job Payroll Category Q Advanced Acme Sales Ltd z To 31 1 2007 Search by Card Dated From 01 01 2007 If you want to narrow your search further a Click Advanced The Advanced Filters window appears b Type or select the additional search filters and click OK For more information see Advanced filters on page 209 The transactions that match your search criteria appear in the Find Transactions window You can view a transaction in detail by clicking the zoom arrow lt gt next to it To find a transaction using the Sales Register window The Sales Register window lists all open and closed invoices quotes orders returns and credits Go to the Sales command centre and click Sales Register The Sales Register window appears MYOB Accounting MYOB Accounting Plus v16 uk 2 Click the tab of the sales category you would like to view for 3 example All Sales eee Sales Register hhsaies Quotes Orders Open Invoices Returns amp Credits Closed Invoices Search by All Customers Dated From 1 11 06 To 1 7 07 Date inVoiceNoMMA Cust No Customer 1 2 07 00000001 Ermina morton Designs gt 1 2 07 00000002 1 2 07 00000003 Miller Street Shop Sellman Designs
135. 13 Transactions A transaction is an entry that changes the balance of accounts MYOB Accounting creates transactions when you record entries such as sales invoices purchase orders or stock adjustments You can search for transactions by journal account card payroll category invoice purchase category or job number You can find transactions for a given date range or conduct more sophisticated searches For example you could look for cheques in a given date range where the memo contains specific words Once you have found the transaction you require you can open the original transaction window Here you can change delete or reverse the transaction depending on how your preferences are set up You can also recap a transaction to see the journal entries for the transaction If you have transactions that need to be entered periodically you can set up recurring transactions You can use a recurring transaction to e store details of transactions you record regularly e set up due dates for payment of obligations such as rent and utilities e set up weekly reminders about sales and purchases and monthly or annual reminders to record depreciation You can also set up MYOB Accounting to record recurring transactions automatically on their due date sr PRES 183 Passe rare Finding a transaction There are several ways to find a transaction depending on the information you have at hand Use the
136. 19 Changing a record Grouping your contacts 223 inactivating or reactivating a record Synchronising your MYOB cards and Deleting a record your Microsoft Outlook contacts 225 Combining records Synchronising your MYOB cards and your Mac Address Book cards 231 13 Transactions Customising cards for your needs 234 Finding a transaction Reviewing your contact information 236 Changing or deleting a transaction Financial control 237 Reversing a transaction Tracking financial information 237 Recurring transactions Budgets 241 14 Printing and customising reports Auditing your records 244 Quick start Reviewing financial information 246 Producing reports Printing report batches Customising reports User Guide 18 End of period procedures 249 B Networking company files on Windows 289 Month end procedures 250 Year end procedures _ 260 Preparing company files for multiple users 289 Starting a new financial year 260 Setting up the network har
137. 25 Excluding VAT E Optional Restocking Information for the To Do List Minimum Level for Restocking Alert 50 Primary Supplier for Reorders World of widgets 3 Supplier tem Number Default Reorder Quantity 10 l 11 Help F1 New User Guide Optional Enter the standard cost of an item You can use the standard cost instead of the last purchase price as the default price on purchases To use the standard cost price as the default price select Use Standard Cost as the Default Price on Purchase Orders and Purchases preference in the Preferences Window Stock tab Type the unit of measure such as each or case by which you purchase the item The buying unit will be printed on the purchase order For example if you buy eggs by the carton when you order five units in a purchase you are ordering five cartons Enter the number of items that comprise a single buying unit This is the number that is added to your on hand stock for every buying unit For example if you buy eggs by the carton unit but want to track their purchase individually enter 12 as the number of items per buying unit When you order one carton unit your item stock is updated by twelve items If you leave this field blank the value defaults to one Enter the restocking information e Enter the minimum level of this item you want to keep in stock When you drop below this level a reorder reminder appears in the To Do List e Enter the su
138. 3 employee payroll information 103 exporting 283 finding 176 using advanced search filters 177 using search fields 176 identification code 234 importing 284 inactive 178 organising in groups 223 personal 173 synchronising cards and Mac Address Book 231 synchronising cards and Outlook contacts 225 carriage charging customer for 64 paying suppliers for 84 cash accounting 165 cash wages creating a cheque transaction to record 114 categories changing 177 creating 237 deleting 179 enabling allocation of 238 finding 176 setting up 237 tracking financial information using 237 See also payroll categories Change Password window 268 charging for time See time billing chart of accounts See accounts cheques customising for printing 210 customising template 210 entering 51 52 printing 207 recurring 52 voiding 52 collection letters 219 columns moving and resizing in reports 196 combining accounts 180 command centres 11 13 Company Data Auditor 244 250 253 Company File Confirmation window 274 company files activating by telephone 23 circumstances requiring 21 over the Internet 22 auditing 250 backing up 270 business details entering 18 checking for errors 251 277 confirming automatically 276 by telephone 275 over the Internet 274 creating 17 current financial year 19 desktop shortcut to 296 financial year entering 19 New Company File Assistant 18 optimising 277 purging unwanted data from 278
139. 39 140 items received setting up accrual account for 86 Items Register window finding transactions using 186 jobs assigning to payroll categories 112 purchases 83 Receive Money transactions 49 sales 63 Spend Money transactions 52 budget amounts entering 241 changing 177 creating 239 deleting 179 detail jobs 239 240 exporting 283 finding 176 header jobs 239 240 importing 284 job tracking tasks 239 315 Index opening balances entering 240 setting up 237 239 sub jobs 239 using to track income and expenses 237 238 journal entries creating recurring transactions for 190 exporting 261 283 finding 184 importing 284 from accountants 263 listing for purchases 90 recapping transactions for 52 64 84 189 recording 262 L last cost of an item 128 layout choosing for a purchase 82 sale 62 setting default for all purchases 35 sales 32 See also customising forms learning tools 9 leave entitlements holiday 100 sick 101 leave payments 111 letters mail merge 219 personalised 219 liabilities accounts for 28 licences obtaining extra workstation seats 270 line items on transactions entering for purchases 83 entering for sales 62 316 Index inserting blank lines between 65 85 showing subtotal of 65 85 using headers to group 65 85 lines change the width on forms 214 drawing on forms 214 linked accounts bank accounts 28 payroll accounts 38 purchase accounts 35 sales accounts 33 list
140. 5313 D E F GIH B C A Salesperson Comment Deliver Via Promised Date Enter optional information such as the name of the salesperson a comment delivery method promised date of goods or services Enter text or click the search icon to choose from the Select From List window B Invoice Delivery Status If you want to print or email the invoice in a batch select the required delivery method from the list C Journal Memo The journal memo is generated automatically You can change this if you want D VAT Click the zoom arrow if you want to view or change the VAT amounts assigned to the sale E Carriage Enter carriage charges F Paid Today Type the amount of money the customer paid you at the time of the sale or if you are creating an order how much money the customer gave you as a deposit G Payment Method Type or select the payment method Click Details if you want to enter details about the payment For example if you are being paid by credit card you can record the credit card number expiry date and other details H Carriage VAT Select the VAT code for the carriage charges 64 Chapter 5 Sales NOTE Recap transaction Before you record this transaction you can use the recap transaction feature to view the journal entries that will be created when the transaction is recorded This is useful for confirming that the journal entries are being posted to the
141. 81 purchases applying a supplier debit to an unpaid purchase 94 assigning a VAT code to a purchase 83 assigning job to 83 changing credit terms when recording 82 changing status of 88 choosing type of 82 credit card 58 credit terms entering 35 82 debits creating 93 deleting 188 emailing purchase forms in a batch 207 individually 84 entering 81 entering additional information 84 exporting 283 faxing 84 from overseas suppliers See multiple currencies headers adding 85 historical purchases entering 37 history viewing 91 importing 284 inserting blank lines in 85 layout 35 default 35 line items on entering 83 linked accounts for 35 making payment using the Bank Register window 53 using the Pay Suppliers window 58 orders 81 paying 91 several at once 93 printing 84 207 custom lists of 140 in a batch 207 order forms 207 purchase activity viewing 185 quotes 81 receiving items without a bill 85 recording 81 in the Bank Register window 53 recurring 85 reports 91 reversing 93 reviewing purchase information 90 saving as a PDF file 84 sending 207 setting up linked accounts 35 setting up purchase details 35 subtotals adding 85 unpaid purchases viewing 90 135 using headers to group line items 85 Purchases Register window 185 Purchases window 81 85 purging information 278 Q quantity breaks for stock 139 quarterly budgets 244 quotes converting to orders or invoices 68 converting to orde
142. Amount Applied column and then press TAB The Out of Balance field displays EURO 00 The Gain Loss field shows the a gain or loss in local currency as a result of the new exchange rate This amount is posted to a currency gain loss account Click Record Reconciling accounts containing foreign transactions When you are reconciling your bank statement the foreign currency transaction amounts listed in your statement will often not match those listed in MYOB Accounting Plus This is because the exchange rate used by the bank is different from that used in MYOB Accounting Plus at the time of the transaction User Guide There are two methods by which you can reconcile accounts containing foreign transactions e If you have your security preferences set to allow records to be changed simply click the zoom arrow gt for the transaction in the Reconcile Accounts window to display the original transaction Click Rate and change the exchange rate to match the bank statement e If you have the security preferences set so that records cannot be changed click the zoom arrow gt next to the transaction choose Reverse Transaction from the Edit menu and re enter the transaction with the correct exchange rate Currency reports There are three specific currency reports which are accessed from the Accounts tab of the Index To Reports window e The Currencies List report lists all your currencies with their currency code curre
143. As Cancel GOD A Tool palette The tool palette provides you with customisation tools B Preview button Click Preview to view your form on screen C Layout Select the required layout for a cheque stub Note that this is only displayed if you are customising a cheque D Data fields Data fields contain system generated information NOTE Cheques have two parts A cheque form has two parts the cheque itself and the stub You customise the cheque and the stub separately In the cheque Customise window select the appropriate stub layout in the Layout field For example the Regular layout is assigned to cheques recorded in the Spend Money window and the Payable layout is assigned to cheques recorded in the Pay Suppliers window MYOB Accounting MYOB Accounting Plus v16 uk Step 2 Set up form properties Click the form properties 5 D button in the tool palette of the Customise window or es xX 4 01 0 2 The Forms Properties window displays two tabs the Layout tab and the Options tab In the Layout tab a Specify the number of forms you want to print per page b Select the required type of paper from the Paper list c Enter the margins for the page d Specify the width and length of the form not the paper in the Form Size fields For example if you are printing four cheques per A4 page enter the width and length of a single cheque not the width and length of the A4 page In the Options
144. Cards List The Cards List window appears 4 Select the designation of the card company or individual 2 Click New The Card Information window appears 5 Enter the name of the company or individual and press TAB 217 6 Enter a code to identify this company or individual in the Card ID field For more information see Card identification codes on page 234 7 Enter the individual or company s main contact details If the card is for a customer this information should be their billing details 8 If you want to enter more contact information including the shipping address details for customers select Address 2 from the Locations list and enter the additional details You can enter contact details for five locations 9 Click the Card Details tab On this tab you can e Enter notes about the individual or company e Display a picture see Card pictures on page 235 e Assign identifiers to the card see Identifiers on page 223 e Assign an attribute from a custom list see Custom lists on page 223 e Enter additional information in a custom field see Custom fields on page 234 10 If you are creating a card for a personal contact you do not need to enter any more information Click OK to close the Card Information window 11 Enter information specific to the type of card you are creating e Customer cards click the Selling Details tab and then see Create customer cards on page
145. Currency Calculator If you receive a payment for a foreign currency invoice in your local currency you can use the Currency Calculator to quickly calculate the exchange rate based on the foreign and local amounts or to calculate the foreign amounts based on the local amounts and the exchange rate You can access the Currency Calculator from any window in your MYOB Accounting Plus go to the Help menu at the top of the screen and choose Currency Calculator Exchange rates 157 Tracking currency gains and losses Whenever you have a foreign bank account changes in the currency exchange rates between that country and your home country can cause the value of your foreign currency to fluctuate When your local currency weakens relative to the foreign currency the value of your foreign account increases creating a currency gain When your local currency strengthens your foreign account experiences a loss in real value MYOB Accounting Plus can track these fluctuations Gains or losses in the value of a foreign account are considered unrealised while the money is still sitting in the foreign account When the money is withdrawn from the account either by using it to pay for a purchase or by converting it to local currency the gain or loss is considered realised Tracking realised currency gains and losses Realised currency gains and losses are tracked differently for sales purchases and for deposits withdrawals in MYOB Accounting Plus
146. EF In the Receive field type the item quantity received Carriage z VAT Total Amount Applied to Date Balance Due MYOB Accounting MYOB Accounting Plus v16 uk MYOB Accounting Plus only If you keep items at multiple locations type the location where you received the items in the Location field or select it from the list Note that the Location field only appears if you have set up multiple locations Click Record The items are recorded in your stock and the original order is updated with the number of items received When you receive the supplier s bill you need to convert the order to a purchase For more information see To convert a sales order to a purchase on page 89 To create an order when you record items received Go to the Purchases command centre and click Enter Purchases The Purchases window appears NOTE Recording items received from the Stock Control command centre You can also record items received by clicking Receive Items from the Stock Control command centre The Purchases window appears with the Receive Item purchase status In the Supplier field type the supplier s name or select it from the list If the Item layout does not appear a Click Layout The Select Layout window appears b Select Item and then click OK Select Receive Item from the status list in the top left corner of the window User Guide Purchases New Item RECEIVE ITEMS Supp
147. Import html file This file readable by any Internet browser can be found in the C insert filename folder 230 Chapter 16 Contact management MYOB Accounting MYOB Accounting Plus v16 uk Synchronising your MYOB cards and your Mac Address Book cards If you use Address Book to manage contact information you can synchronise your MYOB cards and your Address Book cards This makes it easier for you to keep your MYOB cards and your Address Book cards up to date When you synchronise new cards are added and existing cards if modified are updated If the same field has been modified in both an MYOB card and Address Book card a conflict resolution window allows you to choose how you want to update the card You can synchronise card names address details email and web addresses and telephone fax and mobile phone numbers See online help for information on the fields that are synchronised Note that inactive cards are included in the synchronisation for information see To inactivate or reactivate a record on page 178 Software required To synchronise MYOB cards and Address Book you need Mac OS X 10 4 or later installed Back up your Address Book Synchronising your MYOB cards and your Address Book will change the details recorded in your Address Book Back up your Address Book before synchronising For more information see Address Book Help User Guide Address Book group folders Address Book cards that are synchro
148. J MYOB Accounting MYOB Accounting Plus User Guide MYOB UK Ltd Westec House West Gate Ealing London w5 1YY Telephone 0845 130 3975 local 44 208 799 0299 international 9 00 a m to 5 30 p m Monday to Friday Website myob co uk MYOB Technology Pty Ltd 2007 All rights reserved Disclaimer Information supplied by the member companies of the MYOB group whether in user documentation and other literature video or audio material training courses websites advice given by staff or provided by other means is intended only to illustrate general principles and may not be complete accurate or free of error As accounting standards taxation requirements legislation and the circumstances of individual businesses vary widely this information cannot be considered authoritative and may not apply to your specific situation You should obtain competent advice from a qualified accounting taxation information technology or legal professional before acting on such information To the extent permitted by law member companies of the MYOB group are not liable for any special consequential direct or indirect damages arising from loss of function profits or data resulting from your application of such information In the event that any of the above limitations are found to be unenforceable the MYOB member company s liability is limited to the return of any fees or monies paid for the purchase of the product or service
149. MYOB Accounting Plus v16 company file from MYOB Accounting Plus v16 running on a Windows workstation You may need to configure the network differently so that the Windows workstations can access the company file 297 NOTE Setting up networks needs expert skills Because setting up routers or hubs cabling computers and configuring network hardware and software require expert knowledge you may need to employ an expert with the necessary skills If setting up a network for the first time show this appendix to a networking expert To locate a networking qualified MYOB Certified Consultant near you visit myob co uk service ccdir or call MYOB at 0845 130 3975 This section starts from the point where the network is already set up A local area network LAN can be set up in many different ways so this section describes only the common situation of a LAN protected from the external Internet by a firewall on a router or gateway computer Continue with these tasks e Setting up the network hardware on page 298 e Setting up a company file folder on a Mac OS X host on page 299 Setting up the network hardware Unless you are an expert employ a networking consultant to set up your network hardware Show the consultant these requirements for the host computer and the hardware and software requirements for the workstations in the MYOB Accounting Getting Started guide Networking Local area network LAN peer to
150. Once you have finalised the employee s terminating paycheque thus finalising the employee s leave entitlements you need to enter a date in the Leaving Date field in the Payroll Details tab of the Card Information window Et Personal Details gt Bith Date 28 07 1963 Calcusted Age 35 Entilements Sex Male Deductions Stat Date 0170171382 Employer Expenses Leaving Date 08 11 04 Wages gt Tages gt Recurring Pay Pay Histow gt Time Biling gt os Bint E Create New Payroll Category Reviewing payroll information There are several tools that you can use to review your payroll information e Use the Analyse Payroll window to see a summary of an employee s payroll data It can help you detect any inaccuracies in the amounts you re paying to and deducting from your employees e Use the Find Transactions window to search for an account card or payroll category For more information see To find a transaction using the Find Transactions window on page 184 User Guide Once you press ENTER or TAB after entering the leaving date the system will display a message warning you that all entitlement balances will be cleared for that employee Step 5 Print the employee s P45 Go to the Reports menu and choose Index to Reports The Index to Reports window appears Click the Payroll tab The list of payroll reports appears Select the P45 Details of employee leaving work report
151. Optimise your company file frequently see Optimising your company file on page 277 Do not select the Automatically Refresh Lists when Information Changes option in the Preferences window Do not select the Warn for Duplicate Cheque Numbers option in the Banking tab of the Preferences window Do not select the Warn for Duplicate Numbers on Recorded Sales option in the Sales tab of the Preferences window Do not select the Warn for Duplicate Numbers on Recorded Purchases option in the Purchases tab of the Preferences window Use Easy Fill when entering card names account names and item numbers or names Avoid leaving list windows open Use only a few linked accounts for stock items Combine line item quantities on sales and purchases Generate large reports when you re the only person using the company file Print reports by a specific month instead of by a date range MYOB Accounting MYOB Accounting Plus v16 uk Appendix A Importing and exporting data Exporting data You can take data entered in MYOB Accounting and use it in other software programs or in other MYOB company files This process is called exporting data Some of the types of information you can export are accounts items nominal journal entries Receive Money transactions Spend Money transactions sales purchases cards jobs activities and activity slips The data can be exported to a tab delimited or comma separated text fi
152. Paying your employees The Process Payroll assistant guides you through the process of recording your employees pays In some windows of the Process Payroll assistant you can click Back to return to a previous window to review and change the entries you have made You can also quit the assistant while you are in a window that has a Cancel button If you quit the assistant you will need to start the payroll process again Pay frequency You can process pays for all employees assigned a pay frequency such as weekly or monthly or process pay for an individual employee If you want to record pays for more than one pay frequency on the same day for example when your weekly 108 Chapter 7 Paying your employees Click in the line entry you want to delete Go to the Edit menu and choose Delete Line View timesheet reports Go to the Reports menu and select Index to Reports Click the Payroll tab and select e the Timesheets report to view all timesheets entered for a specific date range e the Unprocessed Timesheets report to view all unprocessed timesheets For information about how to view and customise reports see To display and print reports on page 196 and monthly pay dates coincide you need to process a pay run for each frequency Excluding employees from pay processing You can temporarily remove an employee from a pay frequency by making their employee card inactive For example if you employ seasonal worke
153. Properties General Sharing Security Customize Bw You can share this folder with other users on your network To enable sharing for this folder click Share this folder O Do not share this folder Share this folder Share name Company Files Comment Stores the shared company file User limit Maximum allowed O Allow this number of users To set permissions for users who access this folder over the network click Permissions To configure settings for affine access click Caching Share this Select the Share this folder option If your network does folder not have workgroups or you are logged in to a domain Share this select the Share this folder in the network option and folder in the then complete the wizard that appears network Share name Type the name that will be seen by users accessing the folder from their workstations for example Company_Files Comment Type a description that users will be able to read in the folder s Property window This option is not present if your network does not have workgroups or you are logged in to a domain Maximum Choose this option to allow as many users as possible to allowed simultaneously access the company file This option is not present if your network does not have workgroups or you are logged in to a domain Allow network Select this option This option is not present if your users to change network does not have workgroups or you are
154. Register window on page 53 Go to the Banking command centre and click Receive Money The Receive Money window appears Receive Money Deposit to Account 1 2110 Bank Account Group with Undeposited Funds Balance 12 504 68 FF VAT Inclusive Payor Hilborough Bank si 1D No CROOOOOT Amount Received 65 43 Date 12 02 2007 Details Payment Method Cheque Memo Hilborough Bank Interest payment Jan 07 Bank interest Total Allocated VAT Total Received Out of Balance 2 Save as Recuning Use Recuring 48 Chapter 4 Banking N A w A Choose one of the following e Deposit to Account In the Deposit to Account field type or select the required bank account e Group with Undeposited Funds Choose this option if you want the deposit to be recorded in the undeposited funds account After you have grouped all the deposit transactions you want you can make one bank deposit for all the undeposited funds For more information see Preparing a bank deposit on page 49 If the deposit amount included VAT select the VAT Inclusive option In the Payor field type or select the payor s name In the Amount Received field enter the amount received Type the date of the transaction If you want to record the payment method a Inthe Payment Method field select the payment method b If you want to record additional details about
155. Report Batches The Report Batches window appears 198 Chapter 14 Printing and customising reports If you want to limit the data that will be printed or refine the appearance of the report click Customise For more information see Customising reports on page 200 Click Send To and choose Excel Microsoft Excel starts and the selected report appears NOTE Viewing saved reports in Microsoft Excel You can also open reports in Excel that you have saved as tab delimited files comma separated files or unformatted text files Report Batches Period January Choose a Report Batch for Printing ee Click New All the reports that can be batched appear Enter a name for the batch Click each report you want to include in the batch To remove a report from the batch click the report name a second time A check mark appears to the left of each selected report Click OK The Report Batches window reappears with the name of the new batch displayed in the list MYOB Accounting MYOB Accounting Plus v16 uk To print a report batch To change a report batch 1 Goto the Reports menu and choose Report Batches The Report 1 Goto the Reports menu and choose Report Batches The Report Batches window appears Batches window appears 2 Select the name of the batch you want to change and click Edit The New Edit Batch window appears Report Batches posd Ma m 3 If you want to you can change the batch name and which r
156. Report Customisation window 2 Select the fields you want to appear on the report you can choose the fields to include on the report For example if you want to print the name of the salesperson in a sales report Step 3 Select finishing options you can add the salesperson field The Finishing tab in the Report Customisation window provides a number of miscellaneous options such as what default text to add to the report whether you want the report added to the Reports menu and so on These options vary depending on which report you select User Guide Customising reports 201 To select finishing options 1 Click Format in the Report Customisation window The Report Format window appears Click the Finishing tab 2 Ifyou want to add the customised report to the Reports menu so k EEE sal Acme Widget that you can reuse these customised settings select the Add to A Report Line Repot z re ee nytown Herts Reports Menu option Fil z IT pan as HB Maroon X 3 Ifyou are on a network and want to prevent data from being cle a Enn c changed when the report is being generated select the Prevent zr A 7 EE 1212 00 GJ54389 1 000 00 Data Changes During Report Generation option Note that this Negative Nora z will prevent other users from recording transactions or making Sei Ra cheat x Title amp Heading Centre X ul 000 other changes in the company file while the report is
157. Returns and Allowances In the Amount field type the amount of the credit as a negative amount Sales New Miscellaneous EE INVOICE Customer AN Event Management zi Tems COD I VAT Inclusive Invoice No SJ000001 Date 01 11 2007 Customer PO No Name Am Job Jescription Acct No e E Va d Salesperson c gt Smith Martin Subtotal VAT Total Amount Journal Memo Sale All Event Management Paid Today 0 00 Referral Source Payment Method Cheque Details Balance Due 100 00 a Save as Recuning C Use Recurring ak Reimburse Click Record A customer credit appears in the Sales Register window To manually create a credit for an item sale Use this method if you want to credit the customer for part of an item sale Go to the Sales command centre and click Enter Sales The Sales window appears Type or select the customer you are creating the credit for Select Invoice from the list in the top left corner of the window Click Layout and choose Item then click OK Creating customer credits 77 In the Deliver column enter the number of items being returned as a negative number The costs of the items appears as a negative amount Sales New Item INVOICE z Customer c gt Al Event Management si Tems COD IT VAT Inclusive Del to D Al Event Management Invoice No 0000004 itae ii Host Date 09 11 2007 Customer PO No Pri Salesperson
158. Starting a new payroll year 265 266 Chapter 18 End of period procedures MYOB Accounting MYOB Accounting Plus v16 uk 19 Managing user accounts and company files Your company s accounting information is kept in a single file called a company file This includes your accounts list details about your customers suppliers and employees your list of items and all your transactions Every time you record a transaction it is saved in the company file Theoretically there is no limit to the number of transactions you can enter the only constraint is that a very large company file might compromise performance Think of how much time you have spent customising your company file setting it up and entering all your transactions Imagine having a computer failure and having to do it all again This is why it s important to back up and verify your company file You may need to restore a backup at any time because a simple knock to the computer or a power surge can cause a computer to restart at just the wrong time and corrupt a company file Company files can also be lost by hard disk failures and theft In all cases the only protection is a backup If possible you should keep your backup separate from your computer preferably offsite Sometimes you might not realise you have a problem with your company file For example you may not find that your company file has been corrupted until you try to access the corrupted part of the file The Verify C
159. T The Less EC Purchase VAT field located below the Total field only affects your reports if you engage in intra EC trade For more information see EC purchases on page 169 VAT Detail VAT Detail Cash reports These reports show each transaction that has a VAT code applied to it for the specified date range and specified VAT codes The reports can be filtered for one a number or all VAT codes The VAT Detail report shows amounts payable and recoverable and the VAT Detail Cash report shows amounts actually paid and collected An example of the VAT Detail Cash report is shown below Report Display Dated From 01 10 2005 To 31 12 2005 _Redisplay View Screen Repot VAT Detail Cash 01 10 2005 To 31 12 2005 aie IDNo Name _ Rate _ Output Value __Input Value VAT Collected VAT Paid T No Tax 27 10 2005 CRO00002 CAN Recycling 0 00 15 000 00 Total 15 000 00 0 00 0 00 Less EC Purchase VAT 0 00 Standard 12 10 2005 CR000006 Brian s Smile 17 50 21277 37 23 19 10 2005 3 Haris amp Harris 50 432 18 19 10 2005 CRO00007 Payment Brian s S 425 53 74 47 27 10 2005 2 ABC Ltd 17 50 425 53 MYOB Accounting MYOB Accounting Plus v16 uk VAT Return and VAT Return Cash reports These reports are designed to help you complete your VAT 100 return which is the form you send to HM Revenue amp Customs to account for your VAT transactions It resembles the actua
160. The Items Register window appears 2 Inthe Search By field select whether you want to view transactions for all items or a single item 3 Ifyou selected Item at step 2 type or select the item number in the adjacent field 186 Chapter 13 Transactions In the Dated From and To fields enter the date range during which the transaction was recorded The transactions that match your search criteria appear in the Items Register window Items Register Search by All Items Dated From 1 11 06 To 1 7 07 pal Sr te Item Memo Quantity Amount 1 2 07 SJ 00000002 3 300 CB Sale Miller Street Shop 10 37 00 1 2 07 SJ 00000003 1 100 AB Sale Sellman Designs 11 1 2 07 P 00000002 1 100 AB Purchase W of Widgets 50 1 2 07 PJ 00000002 2 200 AC Purchase W of Widgets 50 1 2 07 PJ 00000002 3 300 CB Purchase W of Widgets 75 1 2 07 00000003 ST 100 Purchase Lee s Unlimited 110 71 50 gt gt gt gt gt gt gt Build tems Adjust Stock 9 If you want to view a transaction in detail click the zoom arrow gt next to it To find a transaction using the Transaction Journal window The Transaction Journal window groups all your accounting entries into one of six journals nominal disbursements receipts sales purchases and stock You can display all transactions in the Transaction Journal window Click Transaction Journal from any command centre except Card File The Transaction
161. TotalDebit 10 000 00 Total Credit 10 000 00 VAT 000 OutofBalance 000 Create a new expense account You may want to call it Depreciation Once you ve determined your depreciation amounts make journal entries to credit the new accumulated depreciation asset accounts and debit the new depreciation expense account The accumulated depreciation asset accounts will always have a negative balance to show a reduction in the value of the depreciable assets Step 5 Lodge VAT returns Many businesses are required by the government to submit monthly VAT returns To determine the amounts you need to include on your VAT returns you need to produce the VAT reports that are available in MYOB Accounting To view a list of the VAT reports click the VAT tab in the Index to Reports window For more information about producing VAT reports see Accrual and cash reporting on page 165 MYOB Accounting MYOB Accounting Plus v16 uk Step 6 Pay PAYE and NIC that is due Payments of PAYE and NIC amounts due for each tax month must be paid to the Inland Revenue Accounts Office within 14 days of the end of that tax month Given that tax months end on the 5th you must pay that amount by the 19th of the month To determine the amount you owe the Inland Revenue you should produce the Employer s Payment Record P32 report Once you have determined the amount payable you can record a payment in the Pay Liabilities window For more
162. User Guide In this window you can e automatically record a transaction for the items that you need to buy or build e change the details of an order or auto build transaction Click To Do List from any command centre The To Do List window appears Click the Stock Alert tab A list of all items that need to be ordered or built appears The On Hand column shows the quantity of each item actually on hand The On Order column shows the quantity of each item already on order The Committed column shows the quantity of an item on backorder for customers If you want to e automatically order or build items click the select column el next to each item you want to build or order and then click Order Build A date window appears with the current date displayed If you want to enter a different date and click OK An order will automatically be created for the items that need to be purchased The restocking information entered in the Buying Details tab view of the Item Information window is used to determine the supplier and quantity to order or the items to build e change the details of an order or auto build transaction click the Order or Build zoom arrow gt next to the item Complete the transaction in the window that appears Reviewing your stock information 135 To analyse stock The Analyse Stock window gives you detailed information about how much stock you have on hand what is committed what is on order and what
163. Wages and then completing the fields First enter the employee s details in the Personal Details fields Enter wage information Click Wages and enter the wage information for this employee a Select the employee s pay basis When you select a pay basis the corresponding payroll category for paying wage amounts is automatically selected in the Wage list If you select Hourly the Base Hourly wage category or the name you assigned to this category is selected If you select Salary the Base Salary wage category or the name you assigned it is selected b Enter the employee s annual salary amount or hourly wage rate 40 Chapter 3 Setting up your company file c In the Pay Frequency field select the employee s pay frequency d In the Hours in Pay Period field type the number of hours in the employee s normal pay period e If the employee s wage expense account is different from the default account in the Wages Expense Account field type or select the required account f Click in the select column Windows or Mac next to each wage category that applies to the employee KT lolx Payroll Details Banking Details ContactLoa Bennett Gordon E1 Personal Details gt Pay Basis Salary Wages gt Annual Salary 24 000 00 Hourly Rate 12 3077 Entitlements gt Pay Frequency Weekly Hours in Weekly Pay Period 37 5 Employer Expenses gt Wages Expense Account c gt 6
164. Windows and J in Mac next to each wage category that applies to the employee Card Information Profle Card Details Payroll Details Banking Details Chen Olivia E4 Personal Details gt Pay Basis Hourly Wages gt Annual Salary 37 459 50 Hourly Rate 19 21 Entitlements gt DS Pay Frequency Weekly z Hours in Weekly Pay Period 37 5 Employer Expenses Wages Expense Account cp 65110 El Wages amp Salaries Tages gt Select all the relevant wage categories for this Recuring Pay gt Base Hourly Pay History gt Base Salary is Commission Time Biling gt Overtime 1 5 SAP Senior Hourly Pint E Create New Payrol Category Us Enter Entitlement deduction and expense information Click Entitlements and click in the select column next to each entitlement that applies to the employee Click Deductions and click in the select column next to each deduction that applies to the employee Click Employer Expenses and click in the select column next to each expense that applies to the employee 104 Chapter 7 Paying your employees Enter tax information Click Taxes and enter the employee s National Insurance NI and tax details a Enter the employee s NI number table letter and tax code b If the employee s tax is calculated on the amount earned in a pay period rather than on a cumulative basis the standard basis select the Wee
165. YOB Accounting Plus v16 uk Activating a company file After creating a company file you can open it to enter transactions and perform any other tasks for 30 days in trial mode After the trial period expires the company file becomes read only You will be able to view transactions print reports and export data but you will not be able to enter data until you activate the company file NOTE Activate at any time You do not have to wait until the trial period ends to activate a file You can go to the Help menu at any time and choose Activate Company File then continue with either step 5 on page 22 or step 5 on page 23 Activation is a process that verifies that you have a legal installation of MYOB Accounting and allows you to continue entering transactions into the company file After activation MYOB Accounting reminds you once or twice a year to confirm the company file that is extend its activation throughout its working life You can initially activate up to five company files If you need to create more than five company files for example yours is a bookkeeping business looking after many clients you can obtain licence extensions to activate as many additional company files as required by contacting MYOB Customer Care at 0845 130 3975 Each additional licence extension allows you to activate a further five files NOTE Not registered yet You need to register your software before you can activate your company file To
166. a payroll paid date equal to or before the current session date click Display to view the Payroll Liabilities Reconciliation Exceptions report and review customise or print the details of the report MYOB Accounting MYOB Accounting Plus v16 uk 7 When you have finished viewing and if necessary printing the Transaction Review reports click Next The VAT Exception Review window appears Company Data Auditor Company File Overview Account Reconciliation Transaction Review VAT Exception Review BD Help for this window VAT Exception Review End Date 31 12 2007 Review will Check for VAT amount variances Sales Check for VAT amount variances Purchases Check for VAT exceptions Invoice Transactions Check for VAT exceptions Cash Transactions Reconcile VAT code details with linked accounts Start Date GPA Bun Review Eom 8 Enter the start date and end date of the period you want to review 9 Click Run Review to do the following Check for VAT amount variances The company file is checked for variances between the VAT amount posted and the VAT amount Sales calculated for the VAT codes assigned to sales transactions If a variance is found click Display to view the VAT Amount Variation report and review customise or print the details of the report Check for VAT The company file is checked for variances between amount variances the VAT amount posted and the VAT amoun
167. ab where you specify the layout colour and width of the field s borders Change the properties as required and click OK To add a text label to a form Click the add text button T and then click the form where you want to place the text field A new text label named Text Field appears Double click the new label The Field Properties window displays the Layout tab where you specify the name location and size text format and background colour of the label and the Borders tab where you specify the layout colour and width of the label s borders Click OK to close the Field Properties window The new label appears in the Customise window User Guide If the name is longer than the size of the label you may need to resize it see Resize on page 215 To change the name of a text label Double click the text label The Field Properties window appears Change the name in the Text field on the Layout tab Click OK To change the font style of a data field or text label Double click the data field or text label to be changed The Field Properties window appears Click Text Format on the Layout tab The Text Format window appears Make selections in the Font Font Style Size Justify and Effects fields in this window If you want to change the font colour a Click Font Colour The Font Colour window appears b Select the new colour and click OK The Text Format window reappears Click OK Adding and editin
168. abled network or select Airport for a wireless network and then click the TCP IP tab Configure the addressing method e If addresses are dynamically assigned select Using DHCP in the Configure field In the DHCP Client ID field type the name by which the computer is to be recognised e Otherwise select Manually in the Configure field In the IP Address field type the IP address for example 10 24 5 253 If you set the address manually in the DNS Servers text field type the IP address of the LAN s primary DNS server on the first line and those of secondary DNS servers if there are any one to a line on the remaining lines Click Apply Now If addresses are dynamically assigned the DHCP server then dynamically assigns an IP number to the computer and the IP Address Subnet Mask and Router fields are updated To create a shared user account on a Mac OS X host If only administrators can set preferences on your computer log in as an administrator Open the System Preferences and click Accounts The Accounts window appears Click the button 299 Setting up a company file folder on a Mac OS X host 4 Complete the fields in the Password tab Accounts Short Name Password Local z Admit Verify Mirja Stand Password Hint Geofi Optional Admit ut C Allow user to administer this computer Admit o Steve sud Cancel CAD shar Stand C Allow user to administer this computer
169. accounts list on page 174 To write off a bad debt you need to create a credit sale for the customer Go to the Sales command centre and click Enter Sales In the Sales window click Layout In the Select Layout window click Miscellaneous and then click OK In the Customer field type or select the customer s name 80 Chapter 5 Sales a In the Receive Payments window type or select the Contra Suspense account number in the Deposit to Account list b In the Customer field type or select the customer s name c Enter the amount that you need to offset against an invoice Record a payment made to the supplier a In the Pay Suppliers window type or select the Contra Suspense account in the Account field b In the Supplier field type or select the supplier s card c Enter the amount that you need to offset against a purchase In the Description field type a description of the transaction In the Acct No field select the account for Bad Debts If you account for bad debts by posting a provision to an asset account for example the Provision for Bad Debts asset account you can select that account In the Amount field type the bad debt amount as a negative number Click Record You now need to apply the credit against the customer s original open invoice You do this in the Settle Returns amp Credits window See To apply a customer credit to an open invoice on page 78 MYOB Accounting MYOB Acco
170. all your asset liability capital income cost of sales expense other income and other expense accounts account number The account number identifies an account Each account must have a unique number accrual method basis A method of accounting which records sales and purchases at the time they re delivered not at the time they re paid for ageing creditors The number of days between receiving a purchase from a supplier and an ageing date usually today ageing debtors The number of days between invoicing a customer and an ageing date usually today allocation account Usually an expense or income account used to automatically balance a transaction such as a cheque or deposit assets Things you own Your bank account and computer are both assets If someone owes you money the total owed to you is an asset Current assets are assets that can be turned into cash within a relatively short period of time less than a year Things that take longer to turn into cash such as a factory building are called fixed assets 303 audit trail A record of transactional VAT account payroll and system changes made to your company file You can print an audit trail report average cost method The cost method to value a stock item That is the total cost of all your purchases for a particular item currently on hand divided by the number of items on hand bad debt Money owed to you that is unlikely to be paid balance Th
171. an employee s sales history you need to select that employee as the sales person when you record a sale on the Sales window methods and discounts for each payment the Bank Register window can save you time Note that when you use the Bank Register window for customer payments the entire payment is automatically allocated to the oldest invoices first For more information see Entering transactions in the Bank Register window on page 53 The options for recording receipts and invoice payments are summarised in the following diagram MYOB Accounting MYOB Accounting Plus v16 uk e Group with Undeposited Funds Select this option if you are ou receive mone receiving a credit card payment or you want the deposit to be recorded in the undeposited funds account Gi 1 2150 Undeposited Funds Deposit to Account Balance 1 175 00 Is it in response to an invoice you issued Yes After you have grouped all the deposit transactions you want you can then make a bank deposit For more information see Preparing a bank deposit on page 49 Option 1 Record the payment in the Receive Money window Banking command centre Option 1 Record the payment in the Receive Payments window Sales command antre 3 Inthe Customer field type or select the customer s name 4 Type the amount received Option 2 Option 2 Recordine Rea Recordihe fear 5 If you
172. and Windows XP include fax software for more information see Windows Help Go to the Reports menu and choose Index to Reports The Index to Reports window appears Select the report you want to fax To limit the data that will appear in the report click Customise and specify the data you want For more information see Customising reports on page 200 Click Send To and choose Fax Use your fax software to send the fax as you normally would Producing reports 197 To view reports in Microsoft Excel You must have Microsoft Excel installed on your computer 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Select the required report Printing report batches A report batch is a group of reports that can be printed all at once For example you may want to create a report batch that contains all your regular monthly financial statements NOTE Single user access required If you share your company file on a network you should note that this task requires single user access For more information see Single user file locking for special tasks on page 279 To create a report batch NOTE Reports excluded from batches Some reports such as the Reconciliation report can t be added to report batches because you need to specify information to be printed each time you want to print the report Saved custom reports are also excluded 1 Goto the Reports menu and choose
173. and a message appears giving you the results of the import If there are any errors read the information in the MYOBLOG file MYOB Accounting or MYOBPLOG file MYOB Accounting Plus which can be found in the folder where your company file resides Step 5 Back up your company file Make a backup of your company file after you have finished entering adjustments and store it in a safe location See Backing up and restoring company files on page 270 Make sure you verify the company file as part of the backup process See Checking your company file for errors on page 277 Step 6 Start a new financial year Before starting a new financial year make sure you have e completed steps 1 5 above e entered all transactions and adjustments as instructed by your accountant e checked with your accountant to ensure no further entries are required in the company file for the current year If you have done all of the above you are now ready to start a new financial year User Guide When you start a new financial year e The previous financial year s monthly totals for all accounts are changed to last year categories If last year amounts already existed those amounts will be replaced e The balance of your current year earnings account is transferred to your retained earnings account e The balances of your income cost of sales expense other income and other expense accounts are returned to zero e Closed sa
174. and choose Disk In the window that appears enter PDF a name and location for the PDF file and click Save MYOB Accounting MYOB Accounting Plus v16 uk Adding and deleting transaction lines subtotals and headers in sales transactions You can add and delete transaction lines headers and subtotals in sales transactions To insert a blank line In the Sales window click in the line below where the blank line is to appear Go to the Edit menu and choose Insert Line A blank line will appear in the scrolling list with the cursor positioned in the Description column To insert a header You can group several line items by inserting a header In the Sales window click in the line below where the header is to appear Go to the Edit menu and choose Insert Header A blank line will appear in the scrolling list with the cursor positioned in the Description column Type the text for the header The text appears in grey Press TAB to complete the header entry User Guide To insert a subtotal In the Sales window click in the line below the items to be subtotalled Go to the Edit menu and choose Insert Subtotal A line appears displaying the subtotal of the amounts that appear above the subtotal line and below the last subtotal if there is one Description Initial Consultation 120 00 NT ae 4 1120 4 1120 500 00 N T ngaing Consulting Gubtotal_ 620 00 4 To delete a blank line line item head
175. and click Customise The Report Customisation P45 Details of employee leaving work window appears In the Employees field type or select the name of the employee who is leaving Click Display The P45 report appears Click Print Viewing pay history Every time you process and employee s pay the amounts from that payment are recorded in the employee s pay history The Pay History section of an employee s card is used to enter the employee s pay history when you are setting up payroll and later to review their pay history Reviewing payroll information 119 If you ve paid an employee the wrong amount don t attempt to correct it by adjusting their pay history Altering an employee s pay history does not affect the original paycheque or the amounts posted to the accounts Instead make adjusting entries on the employee s next paycheque To view an employee s pay history Go to the Card File command centre and click Cards List The Cards List window appears Click the Employee tab and select the employee whose pay history you want to view Click Edit The Card Information window appears Click the Payroll Details tab Click Pay History The Pay History section displays the totals of each payroll category for the specified month quarter or year to date Card Information Payroll Details Banking Details Johnston Matthew E3 Personal Details Previous employments pay 0 00 Wages b Previous em
176. and reprint your reconciliation reports CAUTION Purged transactions cannot be re reconciled Do not undo a reconciliation for a period containing purged transactions To undo an account reconciliation NoTE Back up before undoing reconciliation We recommend that you back up your company file before you undo a reconciliation Then if you want to reverse the undo reconciliation you can restore the backup file Go to the Banking command centre and click Reconcile Accounts The Reconcile Accounts window appears In the Account field type or select the account for which you want to undo the reconciliation Month end procedures 255 3 Click Undo Reconciliation The Undo Last Reconciliation Items List Summary Shows what s on hand and what needs to be window appears confirming the account and date of the ordered reconciliation you are undoing Audit Trail Reviews changes made to recorded transactions VAT codes account details and system settings Undo Last Reconciliation Note that before you can track and report ee ge en ee changes you need to activate the audit trail tracking preference For more information see Audit trail tracking system on page 244 WARNING The Undo Last Reconciliation process cannot be reversed Any bank charges or interest eamed recorded for this reconciliation will not be removed It is highly recommended you make a backup copy of your MYOB Plus data before proceeding Prof
177. anually enter a specific amount for each employee each pay period Note that manually entered deductions should be entered as negative values C Equals 0 Percentof This option allows you to enter a percentage of any of the wage categories This amount will be deducted until the deduction limit see page 101 is reached Type or select the wage category on which the calculation is to be based Alternatively you can select Gross Wages which totals all wage categories hourly and salary you pay an employee C Equals 0 00 Poundsper This option allows you to deduct the specified amount per pay period per month per year or per hour This amount will be deducted until the limit see page 101 is reached A Linked Payable Account is the account usually a liability account in which all the deducted money will be accrued The Default Withholding Payable Account you specified when setting up payroll appears as the default You should change this default if you want to track the deduction separately For example if you are deducting union fees create a Union Fees Payable liability account This way the balance sheet will display the deductions separately from your taxes and other deductions User Guide Deduction Limit is one of the following choices No Limit signifies no limit to the amount of money that can be deducted from the employee s paycheque for this category Equals 0 Percentof This option results in the maximum
178. appears in the Locations List window Click Close Recording stock movements between locations You use the Move Items window to record the movement of stock between your locations 130 Chapter 8 Stock Although a transaction is not created when you move stock items you can display the Item Movement Report to view the details of stock movements To record stock movements Go to the Stock Control command centre and click Move Items The Move Items window appears NOTE Moving items using the Item Information window You can also record an item movement by clicking Move Items in the Location tab view of the Item Information window Select the item you want to move You can locate an item by scrolling or by typing the item number in the Search field Record the quantities held at each location A Cc eee Move Items Search Total Item Numbers 3 Item Number OnHand High St Main St SouthSt Warehouse Out of Balance 100 000 127 20 35 2 60 100 101 195 80 40 75 100 103 50 Close B A The On Hand column shows the available stock across all locations Type the quantity held at each location Increase the quantity for locations receiving items and reduce the quantity for locations where items are moved from C The value in the Out of Balance field must be zero before you can record the movement That is the amount in the On Hand column for the item must be equal to the
179. ards List Locate the record you want to inactivate or reactivate and click the zoom arrow gt next to it The record s details appear For cards accounts and items select the Profile tab Select or deselect the Inactive option To delete an account Go to the Accounts command centre and click Accounts List The Accounts List window appears Click the zoom arrow gt next to the account you want to delete The account details are displayed in the Edit Accounts window Go to the Edit menu and choose Delete Account MYOB Accounting MYOB Accounting Plus v16 uk Deleting other records You can only delete e a card foreign currency VAT code payroll category item stock location or job that has not been used in a transaction If transactions exist you need to delete the transactions before you can delete the record e acard that has not been used in a quote order or recurring template e an item with a zero quantity in stock e an activity slip provided that the time billing invoice on which it was billed has been deleted or purged Combining records In some situations you may want to combine two records For example you may have records in your cards list for two suppliers who have merged their operations Or you may have separate accounts for two departments whose sales figures you now want to combine When you combine two records you identify one as the primary record and the other as a secondary
180. are to access your Outlook 10 Review the import summary contacts Y Outlook Sync Import Summary a Select Allow access for option Import Complete Your MYOB cards are updated b Select a period from 1 minute to 10 minutes Summary c Click Yes Updated or added 390147 cards The import process starts and the Blank Field Warning window Updated or added 7777 cards with warnings appears Skipped 5 contacts 9 Click Continue If you selected the Update existing contacts rule or the Do not update existing contacts rule the Outlook Sync Import Summary window appears Go to step 10 below Updated or added The number of cards added or updated in your If you selected the Ask me to confirm updates rule the Outlook cards MYOB cards Sync Confirm Update of MYOB card window appears Updated or added The number of cards updated but the details in your cards with MYOB cards may be incomplete Specify how you want to deal with each update When you have confirmed all updates the Outlook Sync Import Summary window appears warnings Skipped contacts The number of contacts you chose to skip if you selected update rule Ask me to confirm updates and the number of contacts that were not imported because they contained blank Outlook contact fields NOTE MYOB import log If you want to view a list of the records updated and the problems encountered during the import refer to the MYOB
181. ars Click the Multiple Activity Slips tab In the Employee or Supplier field type or select the name of the employee or supplier performing the activity Any historical activity slips you have already created for the employee or supplier are listed with each line representing a single activity slip MYOB Accounting MYOB Accounting Plus v16 uk Enter Activity Slip ___ Activity Slip D Multiple Activity Slips Employee Chen Olivia Date 21 01 2007 Grand Hotel D AR ie Ses auct wok On the first blank line enter details of the activity slip you want to create Press TAB or click Record to record the activity slip and move the insertion point to the next line where you can begin creating a new activity slip Reviewing and changing activity slips You can review change or delete activity slips To review an activity slip Go to the Time Billing command centre and click Activity Log The View Activity Log window appears Enter the name of the employee or supplier who performed the activity and if you know it the date range within which the activity was recorded All activities that match the criteria are listed If you want to display information about the activity slip click the Diary View tab and the Detail View tab If you want to view the activity slip in the Enter Activity Slip window click the zoom arrow lt gt next to it User Guide NOTE Activity slips are recorded as you cr
182. as you are not charged VAT on the purchase However the amount of VAT you would have paid had you purchased in the UK will appear on your VAT reports For example if you purchased a standard rated item in the UK for 100 you would pay 17 50 VAT If you had purchased it from an EC supplier and the purchase conformed to Intra EC Trade rules you would pay 0 00 VAT However your VAT reports would have to show the amount of VAT you would have paid if buying it in the UK that is 17 50 MYOB Accounting calculates this amount by using the percentage you type into the EC Reported Rate field for EC Purchase VAT codes in the VAT Code Information window In this example you would create an EC Purchase VAT code with 17 5 per cent in the EC Reported Rate field and use this on the item s purchase order User Guide You may need to set up several EC Purchase VAT codes Just as you separate UK VAT codes into Standard Rate Zero Rate and so on you also need to separate EC Purchase codes in the same way HM Revenue amp Customs rules mean that you have to report intra EC purchases using the VAT rate that would be applicable if the purchase were in the UK In most cases this means creating two EC Purchase VAT codes The first would have the EC Reported Rate set to 17 5 per cent and be used for standard rated items The second would have the EC Reported Rate set to zero per cent and be used for zero rated items You may also need an EC Pu
183. as a custom report click Save As This new format will be available from the Custom tab of the Index to Reports window Click Print To save reports as files You can save reports in various file formats so that they can be viewed and edited in other software Go to the Reports menu and choose Index to Reports The Index to Reports window appears Select the report you want to save If you want to limit the data that will be printed or refine the appearance of the report click Customise For more information see Customising reports on page 200 Click Send To and choose one of the following file formats e PDF Portable Document Format If you save a report as a PDF file the person who receives the report must have software such as Adobe Reader that is capable of opening a PDF file e HTML When you save a report in HTML HyperText Markup Language format the report can be viewed in web browsers such as Microsoft Internet Explorer MYOB Accounting MYOB Accounting Plus v16 uk e Tab Delimited Text File When you save a report in tab delimited text file format fields in the report are separated by tab spaces Tab delimited text files can be opened by most word processing and spreadsheet software e Comma Separated Text File When you save a report in comma separated text file format fields in the report are separated by commas Comma separated text files can be opened by most word processing and spreadsheet softwar
184. as weekly payroll monthly rent etc retained earnings Money from previous years earnings that has been left in the company At the end of a financial year any money earned or lost during the financial year is transferred to retained earnings Retained earnings are recorded in an capital account Glossary 309 revenue Income from the sale of goods or services Revenue is recorded in an income account Income accounts usually carry a credit balance reversing The process of cancelling a transaction by entering a new transaction with the same amounts but with opposite signs selling unit The unit of measurement such as dozens cartons or crates by which you sell items to your customers shareholder s capital The owners stake in the company It is the amount the owners invested in the company plus the current year earnings and retained earnings stock Raw materials stock available for sale and stock in the process of being made ready for sale Most accountants record stock value in a current asset account Stock items are valued using the average cost method stocktake A count of your stock Also known as a stock count or an inventory count supplier Someone from whom you buy goods or services You must enter supplier details in a supplier card before you can record a purchase supplier debit When you return something to a supplier and you record a purchase with a negative balance it is called a supplier debit or a
185. at step 3 in To synchronise your MYOB cards and your Address Book cards on page 232 To reset the synchronisation You can reset the synchronisation by clicking Reset Sync in the Synchronise Cards window see step 3 in To synchronise your MYOB cards and your Address Book cards on page 232 Synchronising your MYOB cards and your Mac Address Book cards 233 Customising cards for your needs Custom fields If you need to record certain information about your contacts but can t find a suitable card field for it you may want to set up a custom field For example you could set up a field to record your customers birthdays or a field to record the date of your employees most recent performance review You can set up three custom fields for each card type and label them according to your needs You can then enter any information you like in those fields If you need to you can show this information in a report by selecting the custom fields in the Report Fields tab of the Report Customisation window To set up custom fields Go to the Lists menu choose Custom List and Field Names and then choose the card type for which you want to set up a custom field for example customers The Custom List and Field Names window appears Enter the names of the custom fields you want to set up for the card type you have selected in the Name of Custom Field fields For example you could enter Birthday to record your contacts
186. at there are old lock files cluttering the folder where you store the company file You need to delete the lock files before MYOB Accounting Plus will run correctly Ask all users to close the shared company file and log out of MYOB Accounting Plus Go to the File menu and choose Active Workstations to check whether any users are still logged in If there are ensure they have logged out before continuing Log out of MYOB Accounting Plus Navigate in Windows Explorer or the Finder on Mac OS to the folder where you keep the shared company file stands for anumber from 0001 to 0010 Restart MYOB Accounting Plus and reopen the shared company file Preventing data entry while generating reports If there are multiple users accessing a company file simultaneously and you want to print or view a report we recommend that you prevent data changes during report generation If you don t other users will be able to continue making entries in the company file and your report may not be accurate If another user changes information that affects the report while it s being printed or displayed that particular entry may be indicated by zeros or blank spaces on the report In addition new entries that other users make might affect the total amounts on some reports You should therefore consider printing or displaying the report at a time when you know that no entries are being made that will affect its accuracy User Guide Before you
187. ating systems If you purchased MYOB Accounting some of the features in MYOB Accounting Plus described in this guide for example Time Billing will not be relevant to you You can simply skip these sections This user guide is not intended to be exhaustive It is complemented by the online help see MYOB Help below which covers all the functions of MYOB Accounting and MYOB Accounting Plus Getting Started guide The Getting Started guide provides information about e how to install or upgrade MYOB Accounting and MYOB Accounting Plus e new features in MYOB Accounting and MYOB Accounting Plus MYOB Help MYOB Help is a comprehensive online resource that complements the user guide by addressing all functions and features of MYOB Accounting including those used infrequently It also includes helpful information for solving common bookkeeping problems 10 Chapter 1 Introduction To display MYOB Help e In any window press the F1 key Windows only e In any window other than command centre windows click Help 2 and choose Help for This Window e Choose MYOB Help from the Help menu The help menu bar in the topic that appears always includes these menus Topics Site Tools and Search MYOB Help PTopics gt Site The options available from these menus are described below Select If you want to Topics e see descriptions of new features e find procedures for setting up the softwar
188. atory for NIC want to edit Wages Entitlements Deductions or Expenses D Expense Basis can be NOTE You can only view tax categories You cannot create or e C Equals 0 Percentof This option allows you to enter a edit tax categories To view the tax table information click the percentage of any of the wage or deduction categories or a Taxes tab and then click the zoom arrow gt next to the tax you percentage of all of the wage categories by choosing Gross Wages want to view Any queries about tax rates should be referred to This expense will be charged until the expense limit is reached HM Revenue amp Customs e Equals 0 00 Pounds per This option allows you to enter the specified amount per pay period per month or per year until the limit 3 Click the zoom arrow next to the payroll category you want is reached to edit The information window for that category appears 4 Edit the payroll category details as required and click OK 102 Chapter 7 Paying your employees MYOB Accounting MYOB Accounting Plus v16 uk Creating employee cards To create an employee card 3 Select Employee in the Card Type field 1 Go to the Card File command centre and click Cards List The 4 Type the employee s last name and press TAB Cards List window appears 5 Type the employee s first name and their contact details 2 Click New The Card Information window appears 6 Ifyou want to enter payroll information continue wit
189. bank account details If you pay your employees using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS you can change an employee s bank account details for this pay In the Select amp Edit Employee s Pay window click the zoom arrow gt next to the employee s name The Pay Employee window appears Click Banking Details and enter the required bank details in the Banking Details window that appears Click OK A confirmation message appears If you want to update the employee s bank details for all subsequent pays click Yes The Pay Employee window reappears Click OK The Select amp Edit Employee s Pay window reappears Step 4 Record the employee paycheques When you have finished reviewing and editing employee pay details click Record to record the pays A confirmation window appears MYOB Accounting MYOB Accounting Plus v16 uk 2 Click OK to continue The Process Payments window appears Process Payroll o x MYOB Process Payments Cheques Recorded 2 Amount 953 05 Do you want to print these cheques Select Pay Period If 50 click Print Paycheques Print Paycheques Select amp Edit Employee s Pay Process Payments Electronic Payments Recorded 2 Amount 752 37 Do you want to print a report detailing payments made to Employees using NatWest Autopay Service Display Autopey Report If so click Display Autopay Report Do you want to print a report deta
190. being posted to the correct accounts To recap choose Recap Transaction from the Edit menu 52 Chapter 4 Banking Complete the payment HINT Save the payment as a recurring transaction If you want to store the payment as a recurring transaction click Save as Recurring In the Edit Recurring Schedule window enter the necessary information and click Save For more information see Recurring transactions on page 190 10 If you are paying by cheque and have already written a cheque select the Cheque Already Printed option 11 If you want to send remittance advice in a batch select an option from the Remittance Advice Delivery Status list After you have recorded a number of payments say the day s payments you can print or email remittance advices in a batch For more information see Sending forms on page 207 12 If you want to print a cheque or remittance advice now click Print and select the form type you want to print Note that the payment is recorded before it is printed 13 Click Record To void a cheque Follow the steps below to void a cheque that you have not yet recorded in MYOB Accounting If you want to make changes to a cheque you have already recorded see Changing or deleting a transaction on page 187 1 Display the Spend Money window and choose the cheque account from which you want to void the cheque 2 Enter the cheque number you want to void in the Cheque No field and leave all ot
191. below You can pay employees from timesheets only or in addition to recurring pay details For more information see step 10 in Enter recurring pay details on page 105 When you record timesheet information for a pay period you include the timesheet details in employee pays For more information see Paying your employees on page 108 You can also create a timesheet entry from the Activity Slip view of the Enter Activity Slip window by selecting the Include Hours on Timesheet option MYOB Accounting Plus only 106 Chapter 7 Paying your employees Enter payment method information 13 Click the Banking Details tab and select the method you use to pay the employee in the Payment Method list 14 If you are paying employees using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS enter the employee s bank account details 15 Click OK The Cards List window appears 16 Repeat this procedure from step 2 for each employee This allows you to enter greater detail about the activity See Creating activity slips on page 146 To set up timesheets 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 Click the System tab 3 Select the I Use Timesheets for and My Week Starts on preference 4 If you use timesheets to record e MYOB Accounting Plus only time billing and payroll information select Time Billing and Payroll from the I Use Times
192. bringing your business the most money 1 Go to the Reports menu at the top of the screen and choose Index to Reports The Index to Reports window appears Receiving payments When customers make payments against invoices you record the payments in the Receive Payments window You can record the payments against one or more of the customer s outstanding invoices If you don t want to create an invoice for a customer you can enter the customer payment in the Receive Money window See To receive money on page 48 You can also record payments from your customers in the Bank Register window If you have several customer payments and don t want to record detailed information such as payment 70 Chapter 5 Sales Click the Sales tab Select from the list of available sales reports For information on displaying customising and printing your reports see Chapter 14 Printing and customising reports starting on page 195 To view sales history You can view sales history for an item a customer or an employee Display the Item Information window for an item or the Card Information window for a customer or an employee Click the History tab The History view displays a total of seven years sales history for the item or card the five years preceding the current financial year as displayed in the Company Information window the current financial year and the next financial year NOTE Employee sales history To record
193. c word or phrase to describe the withdrawal User Guide specified account Select the transaction that you want to match with the statement transaction and click Match The transaction will be marked as cleared Repeat this step for each transaction that you want to match e If you want to add a transaction to your company file select it and click Add Transaction The Spend Money window or the Receive Money window depending on the type of transaction you are adding appears Enter the details of the transaction and record it The transaction is shown as cleared Repeat this step for each transaction you want to add CAUTION Match or add all transactions We recommend you finish adding or matching every transaction in the unmatched transaction list before you click Done Otherwise if you re open the statement file the original unmatched statement list would appear in the Unmatched Statement Transactions window When you have finished matching and adding transactions click Done A list of all the transactions that were cleared appears That way you will know the transaction isn t an actual cheque when you view it in a list or on a report This will also allow you to skip the transaction when you print a range of numbered cheques Complete the other fields in the window Click Record ATM and Internet transactions 57 To record Internet or phone banking transfers NOTE Supplier payments If you are entering a payment to a s
194. ce e change to the Transactions CAN T be Changed They must be Reversed preference e change to the Use Audit Trail Tracking preference Auditing your records 245 Reviewing financial information There are several tools that you can use to review your financial information e The Analyse Balance Sheet window provides details about your asset liability and equity accounts in both graphical and ledger views See To analyse your balance sheet below e The Analyse Profit amp Loss window provides detailed information about your Profit amp Loss accounts in both graphical and ledger views See To analyse your profit or loss below e The Analyse Jobs window allows you to view information about your progress on a particular job broken down by account See To analyse your jobs below e Financial reports help you review your financial information See To view financial reports on page 247 To analyse your balance sheet Go to the Accounts command centre and click Analysis The Analyse Balance Sheet window appears Click Filters and choose the time periods and other criteria you want to view Click OK The information you selected appears in the Analyse Balance Sheet window 246 Chapter 17 Financial control To analyse your profit or loss From any command centre click the Analysis down arrow and select Profit and Loss from the menu The Analyse Profit amp Loss window appears Click Filters and
195. ces customising 210 emailing 64 entering 61 faxing 64 inserting blank lines in 65 line items entering 62 overdue invoices list of 69 printing 207 custom lists of 140 in a batch 207 recurring 64 subtotal adding 65 time billing invoices creating 150 using headers to group line items on 65 Item Information window 124 items adding 124 adjusting quantities and values 128 asset account for tracking value of 125 assigning VAT codes to 125 164 auto building 132 average cost 128 base selling price 128 building 131 changing prices of 137 counting 134 creating 124 custom lists to group 139 default location 126 default supplier number 125 deleting 179 expense account for tracking cost 125 exporting 283 finding 176 finished item defined 131 Buy this Item checkbox 124 Sell this Item checkbox 124 Stock this Item checkbox 124 importing 284 including on time billing invoices 142 last cost 128 locations 129 moving between locations 130 negative on hand quantities 66 number per selling unit 126 opening quantities and values entering 126 opening quantities entering 127 opening values entering 127 price levels changing 137 setting custom 138 purchase history viewing 91 136 receiving without a purchase 85 sales history viewing 70 136 setting up 124 standard cost 125 time billing invoices including on 142 transferring 130 using custom fields for recording details of 1
196. choose Recurring Transactions The Recurring Transactions List window appears Select the recurring transaction you want to delete and click Delete A message appears Click OK to delete the recurring transaction Recording recurring transactions For recurring transactions that are not set up to record automatically you can e record a single recurring transaction from a transaction window see below e record multiple transactions at the same time see page 194 User Guide If you use the reminders option you can record a recurring transaction from the Reminders window For more information see Responding to reminders for recurring transactions on page 194 You can also record a recurring transaction from the Recurring Transactions List window by going to the Lists menu and choosing Recurring Transactions To record a recurring transaction from a transaction window Display the transaction window for the type of recurring transaction you want to use For example for a recurring purchase transaction open the Purchases window Click Use Recurring The Select a Recurring Transaction window appears listing only recurring transactions for this type of transaction Choose the required transaction from the list and then click Select The transaction appears Verify the date amount account and other details and make any necessary changes Click Record Recurring transactions 193 To record multipl
197. choose the time periods and other criteria you want to view Click OK The information you selected appears in the Analyse Profit amp Loss window To analyse your jobs From any command centre click the Analysis down arrow and select Jobs The Analyse Jobs window appears In the Job Number field type or select the job you want to analyse If you use budgets to track the progress of this job enter a value in the Percent Complete field The budget amounts are adjusted to represent the percentage of the job completed MYOB Accounting MYOB Accounting Plus v16 uk To view financial reports 1 Goto the Reports menu at the top of the screen and choose Index to Reports The Index to Reports window appears 2 Click the Accounts tab There are several account reports that can help you track your financial information These reports are listed below Report Description Audit Trail Reviews changes made to recorded transactions VAT codes account details and system settings Note that before you can track and report changes you need to activate the audit trail tracking preference For more information see Audit trail tracking system on page 244 Profit amp Loss Shows your profit and loss figures Statement Balance Sheet Reviews your financial position as of the end of a period User Guide Summary Trial Balance Identifies incorrectly entered amounts When reviewing this report check for e entries that seem
198. cial information 237 AccountantLink exporting data to accountants 261 importing journals from accountants 263 accountants receiving accounts list from 19 receiving adjustments from 262 sending data to 261 accounting methods accrual 165 cash 165 accounting periods closing 259 locking 250 259 number of 19 accounts adding 29 174 adjusting to reflect work in progress 152 assigning VAT codes to 30 164 budgets for 241 changing 177 changing account levels 29 classification for statement of cash flows 30 174 combining 180 creating 29 174 deleting 178 detail 30 174 exporting to accountants 261 to other software 283 finding 176 header 30 174 importing 284 levels 29 list of 19 20 28 multiple currencies tracking 154 new 29 174 opening balances 31 reconciling 57 for the first time 43 reviewing 28 setting up 28 transferring funds to foreign account 160 money between 54 types 30 174 See also bank accounts Accounts Easy Setup Assistant 28 Accounts List window 174 accounts payable See creditors accounts receivable See debtors accrual accounting 165 accrual accounts setting up for items received 86 accruals See entitlements liabilities activation of company files circumstances requiring 21 confirming activation automatically 276 by telephone 275 over the Internet 274 initial activation by telephone 23 over the Internet 22 when activation is not required 21 activities billing rates
199. ck Control command centre and click Count Stock In the Count Stock window click Print to print the Stock Count Sheet report Count the stock on hand and record the quantities on the Stock Count Sheet MYOB Accounting MYOB Accounting Plus v16 uk 3 Make the necessary adjustments in the Count Stock window so that the stock quantities shown in your company file match your counted items on hand See Count stock on page 134 for more information Step 3 Provide information to your accountant Once you have completed your year end tasks you can send your accounting data to your accountant Accountants routinely ask their clients to provide financial information in an electronic format that can be loaded into their software This makes it easier for the accountants to examine and analyse their clients records After examining these records accountants may make adjustments to the records that need to be entered into MYOB Accounting If your accountant requests an electronic copy of your accounting records you can export your accounts list account balance and journal entries and send this file by email or by post You accountant can then examine your records and if required send you a file to import that contains adjusting journal transactions see To import nominal journals from your accountant on page 263 User Guide To export information to accountants 1 Goto the File menu and choose AccountantLink and then Sen
200. ck Edit The Card Information window appears Click the Payroll Details tab MYOB Accounting MYOB Accounting Plus v16 uk 5 Click Entitlements The Entitlements section displays the total number of hours an employee is entitled to take as sick and holiday pay Card Information Bote Barking Details Johnston Matthew E3 Personal Details b Start Date 01 07 1999 wae Leaving Date Entitlements gt Deductions gt Exper Expenses gt 3 Sek Leeve Element Taxes gt Recurring Pay gt Pay History gt Time Biling gt Pint E Create New Payroll Category Us 6 If necessary enter the entitlement hours carried over from a previous period in the Carry Over column next to the entitlement category 7 Click OK and then click Close Analysing payroll The Analyse Payroll window provides details of payroll information and can help you spot possible inaccuracies in the amounts you are paying to and withholding from your employees 1 Go to the Payroll command centre and click Analysis The Analyse Payroll window appears User Guide 2 Enter the employee s name and the pay period you want to analyse The Payroll Summary appears on the left of the window with the totals for the selected pay period The payroll details on the right of the window show the wages deductions tax entitlements and employer expenses for which the employee has been paid or which have been recorded on their paycheque
201. ck OK 13 In Windows Explorer move the company file from its present location to the Company_Files folder on the host 14 Continue with Accessing the shared company file from Windows workstations on page 295 Accessing the shared company file from Windows workstations Workstations are Windows computers that access a company file stored on another computer referred to as a host computer Accessing the remote company file folder on the host requires you to complete these procedures for each Windows workstation on the local area network LAN This process is also known as mapping network drives When you are able to access the company file folder containing the shared company file you can create a desktop shortcut to the file Clicking the shortcut starts MYOB Accounting Plus and opens the shared company file Complete these procedures on every Windows workstation that is to access the shared company file e To access the shared company file folder below e To start MYOB Accounting Plus from a shortcut to the company file page 296 To access the shared company file folder NOTE Access may be password protected If a password is required to access the shared company file folder a window will request you to enter a user name and password when you attempt to access it In Windows Explorer open Network Neighborhood or My Network Places You can also double click the Network Neighborhood My Network Places icon on
202. correct accounts To recap choose Recap Transaction from the Edit menu Step 5 Complete the sale After you have finished entering the details in the Sales window there are several ways to complete the transaction HINT Save the sale as a recurring sale Click Save as Recurring In the Edit Recurring Schedule window enter the necessary information and click Save For more information see Recurring transactions on page 190 e If you want to record the sale without printing or sending it click Record for a sales quote click Save Quote e If you want to record the sale and create a purchase order click Create PO The quote or order is recorded and the purchases window appears For more information see To convert a sales order to a purchase on page 89 e If you want to record the sale and print send or save it as a PDF complete the relevant procedure below To Action Print Click Print For more information about printing see Chapter 15 Forms starting on page 205 Email Click Send To and choose Email Review and make entries in the Email window and click Send The email which will include a PDF Portable Document Format attachment will be sent to the Outbox of your default email software Send the email from your email software Fax Click Send To and choose Fax A window from your fax software appears Send the fax using your fax software as you normally do Save as Click Send To
203. count I Cheque Already Printed Remittance Advice Delivery Status To be Printed In the Account field enter or select an account For example if you re paying a credit card refund and you group all your credit card sales choose your undeposited funds account If you want to change other information in the window such as the transaction date If you are paying by cheque and you have already written it select the Cheque Already Printed option Specify how you want to send a remittance advice by selecting a delivery option from the Remittance Advice Delivery Status list Click Record Creating customer credits 79 Dealing with a supplier who is also a customer If your business sells goods and services to a business from which you also make purchases you need to record the transactions using a separate customer and supplier card You can then record a contra payment to offset the receivable and payable amounts Before you can record contra payments you need to create a bank account called Contra Suspense For more information see To add an account to your accounts list on page 174 To record contra payments Record a payment from the customer Accounting for bad debts When you know that a debt will not be recovered you need to write it off Before you can write off a bad debt you need to create a Bad Debt expense account in your accounts list For more information see To add an account to your
204. curing transaction Help F1 In the Recurring Transaction Name field type a name to identify the transaction Schedule the transaction Select the transaction frequency from the Frequency list In the Starting on field type the date the transaction is first due NOTE Pre dated recurring transactions You can save a recurring transaction with a start date prior to the system date provided the date entered is within the current financial year and is not in a locked period MYOB Accounting MYOB Accounting Plus v16 uk 6 Indicate how long you want the recurring transaction to continue Click e Continue indefinitely to schedule the transaction for an unlimited period e Continue until this date to schedule the transaction until a set date Type the date in the adjacent field e Perform this No of times to schedule the transaction for a set number of times Type the number of times in the adjacent field Choose alert options In the Alerts section of the window you can set a reminder to record the transaction or set it to automatically record the transaction and receive a notification when the transaction is recorded Note that if you entered a pre dated recurring transaction and you set a reminder date the transaction will display as overdue on the To Do List Pre dated recurring transactions cannot be set to record automatically 7 Ifyou want to set a reminder a Click Remind b Select a reminder option from the t
205. d to Accountant The Reporting Period window appears Note Check with your accountant before choosing to include all journal entries in your export fe Including journal entries may make the file very large and slow down the export process If you ate sending information via e mail select the card file containing your Accountant s email address and then click e mail IT Include Joumal Entries in Export File Dated to end of December Email to AE HelpF1 Dik email If your accountant wants you to include journal entries in the export select the Include Journal Entries in Export File option In the Date to end of field select the month up to and including for which you want to export transactions Choose the method you want to use to send the information e Email lf you want to email the file select your accountant s name in the Email to field and then click email The email address entered on the accountant s card will be used when the email is created in your email program The default name for the export file is companyfilename MYE e Disk lIf you want to save the file to disk and send it by post click Disk Enter a name and location for the export file in the window that appears The default name for the export file is companyfilename MYE You can change the file name if you want but you must retain the MYE extension Click Save Starting a new financial year 261 Step 4 Enter end of year adju
206. d E Cheque no 2 Payee i oi Date 574706 Amount You pay money other than pay salaries and wages Widgets Total Allocated 0 00 VAT Total Paid 0 00 C Already Printed Out of Balance 0 00 Is it in response to a purchase recorded in the Purchases command centre BH Save as Recurring Use Recurring C Currency GBP Category Help Prit Journal Register C 2 Inthe Account field type or select the bank account that will be used to pay this cheque Option 1 Record the payment in the Pay Suppliers window Purchases command centre Option 1 Record the payment in the Spend Money window Banking command centre 3 If you want the amount to be VAT inclusive select the VAT Inclusive option Option 2 Record the payment A A in the Bank Register NOTE Make your selection now Don t select or deselect the Option 2 Record the payment in the Bank Register window Banking command window Banking command centre VAT Inclusive option after you enter an amount in the Amount centre Type Spend Money Type Pay Purchase field 4 Complete the details in the cheque area of the window just as you would if you were writing a paper cheque Card c Boffo Products Cheque No 2 Payee D Boffo Products 1 Date 5 4 06 31 Boffo Circle Cambridge Amount 2 400 00 Two Thousand Four Hundred and
207. d choose Preferences The Preferences window appears 3 Click the Sales tab 4 Select the If Credit Limit is Exceeded on Sale preference and select Prevent Unless Overridden from the list The Credit Limit Override Password window appears Credit Limit Override Password This password allows users to enter invoices for customers who have exceeded their credit limits The password should be unique Password Retype Password Cancel 50K 5 Enter the override password and password confirmation 6 Click OK The Preferences window reappears NOTE Changing the credit limit override password You can change the credit limit override password in the Credit Limit Override Password window choose Preferences from the Setup menu click the Sales tab and then click Set Override 7 Click OK to close the Preferences window MYOB Accounting MYOB Accounting Plus v16 uk Credit holds You can place a credit hold on a customer s account to prevent further sales being made to the customer For example you may want to place a customer on credit hold when the customer s account is overdue To place a customer on credit hold 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click the Customer tab and select the customer whom you want to place on credit hold 3 Click Edit The Card Information window appears 4 Click the Selling Details tab 5 Click Credit Limit amp
208. d in a list Your company file contains numerous lists Lists help you to keep track of the customers that owe you money the items that you sell the accounts or items being used and so on Lists can be easily edited and modified to suit your requirements For example you can modify account and job levels to alter how they appear in reports You can also inactivate records you use infrequently to keep your lists up to date Accounts and cards of the same type can be combined into one record For example you may want to combine the income accounts of two sales departments that have amalgamated or combine the cards of two customers whose businesses have merged Adding a record Lists are made up of individual records For example each item in your items list is a record as is each job in your jobs list You can add as many records as you want to a list Adding a card When you set up your company file you created cards for your employees customers and suppliers You can add any number of cards to your cards list In addition to customer supplier and employee cards you can create personal cards for your friends and relatives 173 To add a card to your cards list Go to the Card File command centre and click Cards List The Cards List window appears Click New The Card Information window appears Choose the required card type Customer Supplier Employee or Personal Type a name for the card and press TAB Complete th
209. d using the EC Reported Rate percentage that you entered when creating the VAT code These notional amounts will appear on the report with an asterisk next to them to indicate that they are not actually payable The example VAT Detail report below is made up of two transactions Transaction 1 A purchase of 100 from Fred s Ginger Supplies a UK supplier The transaction used the Non EC VAT code S rated at 17 5 per cent Transaction 2 A purchase of 200 from Bonjour Fournisseur an EC Supplier The transaction used the EC Purchase VAT code ECP 170 Chapter 11 Reporting VAT Date ID No Name Rate Output Value _ Input Value VAT Collected _ VAT Paid _ A g Standard 24 10 2005 0000000 Fred s Ginger Supplies 17 500 100 00 17 50 Total 20 00 100 00 0 00 17 50 Less EC Purchase VAT 0 00 17 50 B ECP EC Purchase VAT 24 10 2005 00000007 Bonjour Fournisseur 17 500 200 00 35 00 35 00 Total 0 00 200 00 35 00 35 00 Less EC Purchase VAT 0 00 0 00 Grand Total 0 00 300 00 35 00 5250 Less EC Purchase VAT 0 00 17 50 Less N T No Tax 0 00 300 00 A Transaction 1 The first purchase is made using a non EC VAT code S rated at 17 5 per cent Note the Total and Less EC Purchase VAT lines have the same amounts This is because the S VAT code was defined as Non EC therefore there are no EC Purchase VAT amounts affecting this total
210. day Pay Help F1 13 Click OK and then OK again The Payroll Category List window reappears 14 Repeat step 2 to step 13 for each required termination payroll category 118 Chapter 7 Paying your employees Step 3 Process a paycheque for the final pay Go to the Payroll command centre and select Process Payroll The Select Pay Period window appears Click Process individual employee and select the employee in the adjacent field Click Next The Select amp Edit Employee s Pay window appears If you are including any unused entitlements in this paycheque enter the entitlement hours a Click the zoom arrow next to the employee s name The Pay Employee window appears b Add any entitlement hours accrued in the final pay period to the outstanding entitlement balance calculated in Determine any outstanding entitlements on page 117 and type the total balance calculated in the Hours column for each required wage category For example if you are paying unused holiday pay add the holiday entitlement hours accrued in the final pay period to the outstanding holiday leave balance Click OK The Select amp Edit Employee s Pay window appears Complete the remaining steps of the Process Payroll assistant for the employee termination For more information see Step 4 Record the employee paycheques on page 112 MYOB Accounting MYOB Accounting Plus v16 uk Step 4 Terminate the employee in the Card File
211. debit purchase A supplier debit is also created when you overpay your account A supplier debit is settled by recording a supplier s refund cheque or by applying the amount to another open purchase for the same supplier 310 Glossary tab delimited text file In this file format fields are separated by tab spaces Files in this format can be opened by most word processing and spreadsheet software and can usually be imported into MYOB business management software terms See credit terms transaction An entry that affects the balance of accounts trial balance A report showing all the activity for an account or accounts within a selected date range It shows the activity within the date range and the balance at the end of the date range A trial balance is useful for checking your entries before performing your period end processing wage category A component of wages Wages comprise several categories for example base hourly base salary bonus etc These categories are calculated on either an hourly or salary basis wage type Either hourly or salary The basis on which a wage category is calculated work in progress Work you have done for your clients that you haven t billed yet This is indicated on activity slips by a value other than zero in the Left to Bill field MYOB Accounting MYOB Accounting Plus v15 uk A account classifications 30 Account Information window 29 174 account levels 29 to track finan
212. deposits in your company file You need to record uncleared transactions in such a way that the opening bank account balance is not affected To do this you need to post a debit and a credit of equal amounts against the applicable bank account for each transaction To enter uncleared withdrawals Go to the Banking command centre and click Spend Money The Spend Money window appears In the Account field type or select the bank account you want to reconcile In the Cheque No field enter a reference number for the withdrawal Performing an initial bank reconciliation 43 In the Date field type the first day of your conversion month For example if your conversion month is January 2007 enter 01 01 07 In the Amount field type the amount of the withdrawal In the Acct No field type or select the bank account you want to reconcile This must be the account entered in step 2 on page 43 In the VAT field select the N T tax code If required enter details of the withdrawal in the Memo field spend Money Account 1 2110 Bank Account Balance 20 000 00 FT VAT Inclusive Cad E Cheque No Payee E Date 1 01 2007 Amount 7 000 00 One Thousand and No 100 Pounds Memo Uncleared cheque 1206 Total Allocated VAT T Cheque Already Printed Total Paid 1 000 00 Remittance Advice Delivery Status Out of Balance To be Printed z 8 Save as Recuring C Use Rec
213. ding in employee pays 109 multiple 148 single 146 adjusting accounts to reflect work in progress 152 changing 177 entering a start time before current system time 147 including items on invoices 142 invoices creating 150 creating in the Sales window 151 including items on 142 preferences 142 resetting timer 148 rounding time 142 setting billing rates for activities 143 setting preferences 142 timer 147 148 using special billing units 142 work in progress 152 MYOB Accounting MYOB Accounting Plus v16 uk timesheets changing details during pay run 109 employee hours entering 107 entering details 107 excluding from a pay run 109 report 109 setting up 106 in the Easy Setup Assistant 42 time billing information entering 106 unpaid hours clearing 108 deleting 108 reporting 109 To Do List making supplier payments from 90 viewing purchases 90 To Do List menu command centres 13 Transactions CAN T be Changed They Must be Reversed preference 27 187 189 Transfer Money window 54 transferring money between accounts 54 stock 130 troubleshooting problems 11 U unchangeable transactions 188 189 uncleared transactions matching 57 undeposited funds deleting transactions 188 grouping account transactions with 48 grouping cash transactions with 71 grouping payments 48 71 tool palette 210 212 Transaction Journal window 186 transactions preparing bank deposit of 49 Undo Last Reconciliation
214. dow Comment Find Taiget Change Icon Advanced FER Click OK to close the Shortcut to Myobplus exe Properties window Double click the shortcut on the desktop to test it MYOB Accounting should start on this workstation and immediately open the specified company file whether it is stored on a remote host or this workstation 10 Repeat from step 1 on each workstation that needs access to the company file MYOB Accounting MYOB Accounting Plus v16 uk Appendix C Networking company files on Macintosh Preparing company files for multiple users NOTE This section only applies to MYOB Accounting Plus users MYOB Accounting only supports a single user and cannot be networked MYOB Accounting Plus is a network ready application that comes with one licence However if your volume of transactions grows too great for one person to handle you can purchase additional workstation licences so that several users can access the company file simultaneously See To obtain additional workstation licences MYOB Accounting Plus only on page 270 If multiple users will be simultaneously accessing a company file it should be stored on a host computer where it can be accessed across the network from Macintosh workstations The host computer needs to be running Mac OS X 10 3 or later Windows Server 2000 or Windows Server 2003 The workstations must be running Mac OS X 10 3 or later You can also access an
215. ds 8 If you want to copy the restrictions you ve set up for another user type or select an existing user account in the Copy Restrictions field 9 Click OK The new user account appears in the User ID column of the User Access window 10 Click the new user account in the User ID column then click in the Not Allowed column next to those command centres or functions to be denied to the user xi To restrict a user s access choose the user from the list on the left then mark the restricted function on the right If you restrict a user s access to a function that s marked with an asterisk the user won t be able to view or report on the transactions created by that function lowe Available Functions Analyse Jobs Banking Spend Money Print Cheques Print Receipts Receive Money Prepare Bank Deposit Reconcile Accounts Bank and Deposit Adjustments Bank Register Get Statement E 7 ea nee ome Help F1 11 Click OK Managing user accounts 269 To obtain additional workstation licences MYOB 4 Call Customer Service at the number given in the Enable License Accounting Plus only window and follow the Customer Service representative s instructions When the volume of transactions grows too large for a single person to handle you can purchase extra workstation licences to NOTE Write down the confirmation code Ask the Customer allow additional users to access the
216. ds List The Cards List window appears 2 Click Sync Cards The Synchronise Cards window appears CAUTION Back up your company file Importing your Outlook contacts to your MYOB cards will change the details recorded in your company file To avoid losing contact details stored in your company file back up your company file before synchronising For more information on backing up your Company File see Backing up and restoring company files on page 270 synchronise Cards Synchronise MYOB Cards with Outlook Contacts You have selected to synchronise the following MYOB card types with Outlook contacts M Customers M Suppliers M Employees FN Personal WARNING Synchronisation of MYOB Cards with Outlook Contacts may involve changing the details recorded in your Card file If you are synchronising Outlook contacts to MYOB Cardes we strongly recommend that you back up your MYOB company file before proceeding Back Up Click the Back Up button if you want to back up at this time Click Synchronise Cards if you have already backed up your file Note that if you are synchronising from MYOB Cards to Outlook contacts itis recommended that you also back up your Outlook data before proceeding For more information refer to your documentation or click the Help button to access help 3 Select the card types that you want to synchronise NOTE You can synchronise cards from any of the Cards List tabs All Cards Custome
217. ds or services Income is an account type Income accounts usually carry a credit balance income statement Also called a profit amp loss statement the income statement shows your company s performance over a period of time An income statement begins with income It then subtracts cost of sales to produce a gross profit Expenses are subtracted from gross profit to produce operating profit Other income amounts are added to operating profit and other expense amounts are subtracted from operating profit to produce net profit invoice The record of a sale item A unitin your items list An item can be physical stock like a widget or a pair of shoes or it can be non physical like an hour of your time job Work for which you want to track income and expenses A job can be a profit centre a product line a project or any other subset of your business that requires a separate income statement Glossary 307 journal A tool for organising your accounting entries All entries are grouped into one of six journals nominal disbursements receipts sales purchases or stock last cost The most recent purchase price for an item ledger A record of account transactions in a double entry accounting system liability Something you owe Your working capital loan is a liability Your creditors are those whom you owe for a purchase and are liabilities Liabilities that are due within a year are called current liabilities
218. dware 290 Starting a new payroll year 264 Setting up a company file folder on a Windows host 291 19 Managing user accounts and Accessing the shared company file company files 267 from Windows workstations 295 Managing user accounts 268 C Networking company files on Backing up and restoring company files 270 Macintosh 297 Confirming activated company files 274 Preparing company files for multiple users 297 Servicing yonr COPA aha ae etnies erd Setting up the network hardware 298 Special considerations for networked Setting up a company file folder company files 279 on a Mac OS X host LLL LLL 299 A Importing and exporting data 283 Accessing the shared company file from Mac OS X workstations 301 Exporting data 283 Importing data 284 Glossary 303 Importing data from MYOB Reta ilBasics 285 Index 311 8 MYOB Accounting MYOB Accounting Plus v16 uk 1 Introduction In this user guide the term MYOB Accounting refers to both MYOB Accounting and MYOB Accounting Plus Note that some sections of the user guide apply only to MYOB Accounting Plus such as Time Billing and International Transactions Before you begin using MYOB Accounting take some time to explore the software and find out about the basic features of
219. e Scan for future The company file is checked for any transactions dated transactions dated after the date of the current session that is the current date If there are transactions dated after the current session click Display to view the Future Dated Transactions report and review customise or print the details of the report Scan for prepaid transactions The company file is checked for any prepaid transactions These transactions include all customer and supplier payments excluding deposit payments that have a payment date prior to the date of the invoice or purchase If there are payments made prior to the invoice or purchase date click Display to view the Prepayment Transactions report and review customise or print the details of the report Check for job exceptions Cash Transactions If you have selected the Warn if Jobs Are Not Assigned to All Transactions System wide option in the Preferences window System tab the company file is checked for cash transactions within the date range specified that have no job number If any transactions are detected with no job number click Display to view the Job Exceptions Cash Transactions report and review customise or print the details of the report Check for job exceptions Invoice Transactions If you have selected the Warn if Jobs Are Not Assigned to All Transactions System wide option in the Preferences window System tab the company fi
220. e e Simple Text File When you save a report in simple text format fields are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report Simple text files can be opened by most word processing and spreadsheet software In the Save As window enter a name and select a location for the file and click Save To send reports by email When you send a report by email the report is saved as a PDF file and attached to the body of the email message Your recipient needs a PDF file viewer such as Adobe Reader to view the report Go to the Reports menu and choose Index to Reports The Index to Reports window appears Select the report you want to send If you want to limit the data that will be printed or refine the appearance of the report click Customise For more information see Customising reports on page 200 User Guide Click Send To and choose Email The Email window appears In the Name field type or select the individual or organisation you want to send the report to If necessary add or change the email address Enter the subject and message of the email Click Send The email is sent to your email software s outbox with the report attached as a PDF file Send the email and attachment from your email software as you normally would To send reports by fax If you have fax software installed on your computer you can send your reports by fax Windows 2000
221. e managing company files and managing user accounts e find procedures for performing daily and end of period tasks and security and maintenance tasks e find procedures for generating reports and forms and importing and exporting data e see a glossary of terms Site Tools e learn how to use MYOB Help Windows only e find overviews of MYOB Accounting functions e set the size of the help window Search locate topics by keywords Searches can be as widely or as narrowly defined as you like MYOB Accounting MYOB Accounting Plus v16 uk Help in MYOB windows Opening MYOB Help from any window other than command centre windows displays descriptions or procedures relevant to that window Click Help and choose Help for This Window Tell Me How Tips amp Troubleshooting or Search the Help LE G SendTo Joumal Layout Register Help for This Window To sell services to a customer To select the customer To change the customer s credit terms For this transaction To enter line items To handle taxes payments deposits and discounts To use recurring templates Tips amp Troubleshooting Search the Help These options are described below Select If you want to Help for This Window e see a description of the window which includes links to more detailed descriptive and procedural topics Overview tab e see a description of each field in the window Field tab e display lin
222. e The Historical Sale window appears Type or select the name of the customer and press TAB Enter the details of the outstanding sale Click Record The Enter historical sales for your customers window appears Repeat from step 1 for each historical sale you want to record When you have finished entering your historical sales click Next Click Close to close the Sales Easy Setup Assistant MYOB Accounting MYOB Accounting Plus v16 uk Setting up purchase details In the Purchases Easy Setup Assistant you can set up your supplier information and other information related to purchases You ll find these steps very similar to those you completed for your customers and sales The Purchases Easy Setup Assistant can help you Le complete these tasks quickly Click Purchases in the Easy Setup Assistant window The Purchases Easy Setup Assistant appears Purchases Set up a default layout In the Choose purchase layout window choose the purchase layout you expect to use most often For example if you have a retail business choose the Item layout since this is designed for item purchases This layout will be assigned to all new supplier cards but you can change the purchase layout for a supplier at any time either on the supplier s card or when recording a purchase from that supplier When you have finished click Next Set up default buying details In the Decide on buying details window select the expense account to w
223. e Printing window reappears Click in the select column amp J in Windows and 1 in Mac next to a transaction you want to be printed If you want to print all the transactions click the checkbox in the heading above the select column If you want to view more information about a particular pay click the zoom arrow gt Click Print The Print window appears 10 Click Print or OK The Print Payroll Earnings window reappears 115 Paying your employees Payroll liabilities A payroll liability is an amount withheld from an employee s pay that must be paid to an appropriate authority or agency for example union dues and taxes In MYOB accounting software payroll liabilities are recorded when you process your payroll You need to clear these amounts You can do this by recording the payment in the Pay Liabilities window To record payroll liability payments 1 Go to the Payroll command centre and click Pay Liabilities The Pay Liabilities window appears Pay Liabilities Pay from Account 1 2110 E Bank Account Balance 12 704 86 Supplier gt HM Revenue amp Customs EI Cheque No 5 Payee Dl HM Revenue amp Customs Payment Date 03 02 2007 Total Payment 302 61 Three Hundred Two and 61 100 Pounds Memo Payroll Liabilities Payments Liabiity Type Taxes Payroll Categories Dated From 01 12 2006 Dated To NI Employee Contributions T Alread
224. e Review Cheques Before Printing window appears Review Cheques Before Printing To Be Printed Selected Bank Account 1 Payroll Clearing Account Number of First Cheque in Printer 07 iE 08 01 2007 hassal 393 73 08 01 2007 Samantha Djaraj 607 00 08 01 2007 Shaun Murphy 57256 08 01 2007 Joseph Zimmerman 376 72 If you print cheques on pre printed forms type the number of the first cheque in the Number of First Cheque in Printer field Select how many copies you want to print in the Print Copies of Each Selected Cheque field If you want to change the type of information you are going to print or the type of stationery it will be printed on click Advanced Filters For more information see Advanced filters on page 209 Click in the select column El in Windows and J in Mac next to each paycheque you want to print Paying your employees 113 If you want to view the details of a particular paycheque click the zoom arrow gt next to it Click Print The Print window appears Click Print or OK The Process Payments window reappears To generate an electronic payments report Click one of the following e Display Autopay Report if you pay your employees using Natwest s Autopay service e Display BOBS Report if you pay your employees using Barclays Branch Originated BACS service BOBS The Print window appears In the Print window click Print or OK to print the
225. e Spend Money Settle Returns amp Credits or Pay Bills windows Total Applied 0 00 I Include Closed Purchases Finance Charge 0 00 T Cheque Already Printed Total Paid 2185 06 Remittance Advice Delivery Status To be Printed Out of Balance 185 06 m v Tobe Printed 5 Pa Al Tobe Ema led To be Printed and Emailed Already Printed or Sent After you have completed a number of transactions say the day s invoices you can print or email the transactions in a batch See e To print forms on page 208 e To email forms on page 208 Sending forms 207 To print forms 1 Click on the command centre function for the forms you want to print For example if you want to print a sales invoice go to the Sales command centre and click Print Email Invoices The Review Sales Before Delivery window appears 2 Clickthe To Be Printed tab M Review Sales Before Delivery ME To Be Printed _To Be Emailed 1 Copies of Each Selected Sale D Packing Slips per Sale 0 Labels per Sale Date Customer 3 Make a selection in the Type field For example if you want to print item invoices select Item 4 Click in the select column lei in Windows and J in Mac next to a transaction you want to be printed If you want to print all the transactions click the icon in the heading of the select column 5 If you want to view the transaction details click the zoom arrow gt next
226. e hours worked or a set amount per pay period Linked wage categories for entitlements such as Holiday Pay must be hourly for all employees even those paid a salary for the entitlements to be processed correctly See Entitlements Information window below for more information The Pay Rate options only appear for hourly wages Select Regular Rate Multiplied by and enter for example 2 for double time or 1 5 for time and a half This will multiply the employee s Hourly Base Pay entered in the Payroll Details tab view of their card by this amount Alternatively you can enter a fixed hourly rate This amount per hour will be the same for each employee regardless of their hourly base pay If you select the Optional Account option you can override the employee s wage expense account entered in the Payroll Details tab view of their card for this particular wage item User Guide Creating payroll categories 99 Entitlements Information window Entitlements Information E loj xj Entitlement Name New Entitlement A Entitlement Informatio a Tre of Entitlement User Entered Amount per Pay Period C Equals 0 Percent of Gross Hours B C Equals 0 000 Hours per Pay Period J Print on Pay Slip C Payroll Year End M Carry Remaining Leave Over to Next Year The Entitlement Balance will be reduced by any hours paid D Linked Wages Category Employee Exempt New e Equals 0 000
227. e is reduced by the hours taken CALCULATING THE PERCENTAGE OF HOLIDAY AND SICK LEAVE ENTITLEMENTS The following examples may help you calculate the percentage rate for your hourly employees Holiday leave entitlement An employee has an entitlement of 20 days holiday leave a year and works an 8 hour day 8 x 5 40 work hours per week 20 x 8 160 hours of holiday leave 160 40 x 52 7 6923 MYOB Accounting MYOB Accounting Plus v16 uk An employee has an entitlement of 20 days holiday leave a year and works a 7 6 hour day 7 6 x 5 38 work hours per week 20 x 7 6 152 hours of holiday leave 152 38 x 52 7 6923 Sick leave entitlement An employee has an entitlement of 6 days sick leave a year and works an 8 hour day 8 x 5 40 work hours per week 6 x 8 48 hours of sick leave 48 40 x 52 2 31 Deduction Information window Deduction Information E ioj xj Deduction Name New Deduction Linked Payable Account 2 1400 PAYE NIC s payable Deduction Information Type of Deduction User Entered Amount per Pay Period C Equals 0 Percentof Gross Wages Pounds per Pay Period Equals 0 00 Deduction Limit No Limit C Equals 0 Percent of Gross Wages Equals 0 00 Pounds per Pay Period 7 2 KR BTS 7 Help FI Employee Exempt New Type of Deduction is one of the following choices User Entered Amount per Pay Period should be selected if you want to m
228. e of the relevant card e To change transaction details for a new transaction select it and click Edit make the changes in the transaction window and click Save The Recurring Transactions List window appears If you need to change the schedule details including the name of a new recurring transaction a Select the recurring transaction b Click Edit Schedule c Make the changes in the Edit Recurring Schedule window d Click Save Click Close To edit a recurring transaction You can edit the details of a recurring transaction such as the check details of a Spend Money transaction and update the transaction schedule Go to the Lists menu and choose Recurring Transactions The Recurring Transactions List window appears MYOB Accounting MYOB Accounting Plus v16 uk To change the recurring transaction details a Select the recurring transaction you want to change and click Edit The transaction window appears b Make the necessary changes c Click Save To change the schedule of the recurring transaction a Select the recurring transaction and click Edit Schedule The Edit Recurring Schedule window appears b Change the scheduling details of the transaction as required c Click Save Click Close To delete a recurring transaction Deleting a recurring transaction only removes it from your list of recurring transactions Recurring transactions recorded previously are not affected Go to the Lists menu and
229. e picture displayed in a card with another one double click the displayed picture and continue with step 5 in To link a picture above To remove a picture If you want to remove the displayed picture from the Card Details tab double click the picture In the Picture Information window click Unlink and then click OK The picture will be removed from the Card Details tab but the picture file will remain in the Graphics folder Customising cards for your needs 235 Reviewing your contact information There are several tools you can use to review your contact information Tool Description See To Do List The Contact Alert tab in the To Do List below displays contact log entries with recontact dates on or before the current date Card reports Card reports give you lists of contact below information in several formats Find Transactions Find Transactions helps you quickly find all page 184 transactions for a contact To view contact alerts Click To Do List in any command centre The To Do List window appears Click the Contact Alert tab A list of all individuals and businesses you need to contact appears NOTE Reminders that fall on a closed day If the recontact date falls on a day that you have indicated as being closed in the Business Calendar accessible from the Setup menu the reminder will appear on the business day prior to the recontact date The Overdue column shows how many days have elapsed
230. e recurring transactions From any command centre click To Do List The To Do List window appears Click the appropriate tab Recurring Sales Recurring Purchases or Recurring Transactions for all other recurring transactions In the list of transactions that appears you can click the zoom arrow next to the transaction to view it in detail Click in the select column lei in Windows and J in Mac next to any recurring transactions you want to process eee To Do List Debtors Creditors Transactions Sales NPurchasesil Discounts Orders Stock Contact Review your recurring purchases Choose the desired purchase s and then click Record You will be prompted to enter a date for the transactions He Overdue Freau Next Dues gt Purchase of Widgets 48 Monthly 1 1 07 gt Purchase Supplies Lt 52 Quarterly 1 6 07 B gt Purchase of Widgets 52 Weekly 7107 O ere Select All Help Print Close Record Click Record A window appears requiring you to enter a date for the selected transactions This is the date that the transactions will be recorded in your journals Enter a date and click OK Responding to reminders for recurring transactions You can use MYOB Accounting to remind you on or before the scheduled date of a recurring transaction as shown in Choose alert options on page 191 If you use this option MYOB Accounting checks the reminde
231. e relevant fields on this and other views of this window een et rye ss Rass You may want to use the following features in the Card Details view e Picture allows you to link an image to the card See Linking a picture to a record on page 259 e Identifiers are useful for grouping your cards See Organising your cards on page 258 e Custom lists and fields for recording additional information about the card See Recording additional information about your cards on page 258 Adding an account When you set up your company file you reviewed your accounts list and perhaps created some new accounts If your business requires additional accounts you can add them to your accounts list any time you want To add an account to your accounts list 1 Goto the Accounts command centre and click Accounts List The Accounts List window appears 2 Click New The Edit Accounts window appears Edit Accounts Current Balance Header Account T Inactive Account 1 Detail Account Account Classification Asset Account Type Other Asset E Account Number 1 Account Name Opening Balance HelbF1 New Budgets 174 Chapter 12 Lists In the Profile tab select whether the account is a header account or detail account e Header accounts group related detail accounts The balance of the account is the sum of the balances of the grouped detail accounts Header accounts appear i
232. e relevant government legislation or employment contract for exact details of what needs to be paid to the employee on leaving Step 1 Determine any outstanding entitlements Go to the Index to Reports window and select the Entitlements Balance Detail report from the Payroll tab Click Customise The Report Customisation Balance Detail window appears In the Employees field type or select the employee s name Employees Kendall Amy S Select Lifetime in the Period field This ensures that the report shows the employee s entitlement balance not only for the current year but also any amounts carried over from previous payroll years This is particularly important for holiday leave as for most awards it can be carried over from previous periods Step 2 Optional Create payroll categories for termination payments If a termination amount needs to be taxed at a different rate for example unused holiday pay you need to create a new payroll category for this amount Also to pay an entitlement balance such as unused holiday leave you may need to create a payroll User Guide category to accrue the entitlement by calculating leave based on a percentage of gross hours However if you use this payroll category for a termination payment you need to exclude the new payroll category from accruing leave Go to the Payroll command centre and click Payroll Categories The Payroll Category List window appears Click t
233. e required fields page 201 3 Select finishing options page 201 4 Change the report format page 202 5 Print the report page 203 6 Save the report page 203 Step 1 Select the data to be printed You can filter the amount of information that appears in your reports by choosing specific categories or ranges of data to be included in a report For example if you want to print a Customer Payments Closed Invoices report for a customer for the months May to July you can use filters to select just that customer and just those months You can filter the information shown in a report from either the Report Customisation window or the Report Display window 200 Chapter 14 Printing and customising reports To filter reports in the Report Display window Go to the Reports menu and choose Index to Reports The Index to Reports window appears Select the report you want to customise Click Display The Report Display window appears f Report isay aioli Dated From 01 03 2005 To 31 03 2005 Redisplay View Screen Repot Bank Register 01 03 2005 To 31 03 2005 Filter the report using the toolbar that appears in the top section of the Report Display window Note Some reports do not have selection options Click Redisplay The report is refreshed with the new filtering options applied To make further filtering selections see To filter reports in the Report Customisation window below To filter reports in the Report Cu
234. e sum of all the money added to and subtracted from an account balance sheet A financial snapshot of a company s position at a particular time A balance sheet lists the balances of the company s asset liability and capital accounts It is called a balance sheet because the total value of the asset accounts minus the total value of the liability accounts always equals the total value of the capital accounts budget Expected monthly net activity for an account Budgets are useful for planning for the future and for analysing actual performance against planned performance buying unit The unit of measurement such as dozens cartons or crates by which you purchase items from your suppliers capital A company s net worth The capital of a company equals its assets minus its liabilities See also capital account capital account One of the eight account categories Some common capital accounts are current year earnings retained 304 Glossary earnings and shareholder s capital Capital accounts usually carry a credit balance card A record of contact information and other details of customers suppliers employees and personal acquaintances carry over entitlement An employee entitlement accrued in one financial year and carried over to the next category A label you create and define for grouping transactions A category can be a department profit centre geographic division or any other subset of your business that r
235. e these codes you need to set up these codes in MYOB Accounting For more information see Setting up VAT codes on page 163 To print a list of MYOB Accounting VAT codes Go to the Lists menu and choose VAT Codes The VAT Code List window appears Click Print MYOB Accounting MYOB Accounting Plus v16 uk Export MYOB RetailBasics data You need to export your MYOB RetailBasics data before you can import it into MYOB Accounting When exporting you need to save the export data in your MYOB Accounting installation folder so that it is imported automatically by MYOB Accounting However you can choose to save the data in another folder if you want For more information on exporting MYOB RetailBasics data see the MYOB RetailBasics User Guide User Guide Import MYOB RetailBasics data into MYOB Accounting If you saved the MYOB RetailBasics data in your MYOB Accounting installation folder MYOB Accounting detects the data when you open your company file and starts importing the data automatically If you chose to save the data in another folder you need to import it manually from the location where you saved it For more information see MYOB Help Importing data from MYOB RetailBasics 287 288 Appendix A Importing and exporting data MYOB Accounting MYOB Accounting Plus v16 uk Appendix B Networking company files on Windows Preparing company files for multiple users NOTE This section only applies to MYOB Accounti
236. ears Easy Setup Assistant iol x Set Up MYOB Plus To begin setting up a particular section of MYOB Plus click the button below that represents the section you want to set up Customise Payroll Help F1 Continue with Setting up preferences on page 27 MYOB Accounting MYOB Accounting Plus v16 uk Setting up preferences There are numerous preferences that you can set to customise the way your software operates The Easy Setup Assistant will guide you through setting up some of them The Customise Easy Setup Assistant window appears Click Customise in the Easy Setup Assistant window Each step in the assistant contains a list of preferences Customise Setting other preferences You can set the preferences not covered by the Customise Easy Setup Assistant and change those that are in the Preferences window To display the Preferences window choose Preferences from the Setup menu that you can set by selecting or deselecting them Click Next to move through the windows and click Close when you have finished Then continue with Setting up accounts on page 28 The following are some of the preferences you can set with the Customise Easy Setup Assistant Preference Description Use Easy Fill When Selecting From a List You can use the Easy Fill feature to quickly enter account names or numbers item names or numbers and card names that you enter frequently Easy Fill will recogn
237. ears If you sell items to this customer select the EC Customer option NOTE Service sales If you only supply the customer with services do not select them as an EC customer Service only sales should not appear on the EC Sales report Click the Selling Details tab Type the customer s EC VAT registration number in the VAT ID Number field This number appears on the EC Sales report In the VAT Code field select your EC Sales VAT code Select the Use Customer s VAT Code option Click OK Repeat from step 2 for other EC customers 168 Chapter 11 Reporting VAT Reporting carriage cost for sales to EC customers If you need to include carriage costs for sales to EC customers in the EC Sales report you need to add the carriage cost as a line item on the invoice Do not enter them in the Carriage field Entries in the Carriage field do not appear on the EC Sales report Reporting EC sales MYOB Accounting has several reports that analyse sales to EC customers and sales involving EC Sale VAT codes EC Sales report The EC Sales report needs to be completed by UK VAT registered traders who supply goods to traders registered for VAT in other EC Member States MYOB Accounting s EC Sales report is designed to help you complete this form The report includes sales to customers who are identified as EC customers and whose VAT IDs are entered in the VAT ID Number field of their card The type of VAT code used on a sale has no effect
238. eate them ona line per line basis Once you have entered an activity slip and pressed TAB to move to the next line the activity slip is recorded If you click Cancel after moving to the next line the previous activity slip is still recorded A white zoom arrow gt displayed next to an activity slip indicates that the activity slip has been recorded Repeat from step 3 for each activity slip you want to create When you have recorded all the activity slips you want click Cancel to close the window To change an activity slip Find the activity slip you want to change in the View Activity Log window and then click Edit The Enter Activity Slip window appears Make the required changes either in the Activity Slip view or the Multiple Activity Slips view and click OK or Record To delete an activity slip You can only delete an activity slip that has not been billed Find and select the activity slip you want to delete in the View Activity Log window See To review an activity slip above Go to the Edit menu and choose Delete Activity Slip NOTE Deleting activity slip details in timesheets When you remove timesheet entries with activity slip details the linked activity slip is also removed Reviewing and changing activity slips 149 Creating time billing invoices There are two ways of creating a time billing invoice e Inthe Prepare Time Billing Invoice window This is the recommended method because the full details
239. eave entitlements see Calculating the percentage of holiday and sick leave entitlements below Enter the required percentage for the entitlement in the first field and then select the wage category from the selection list which shows all your hourly wage categories in addition to Gross Wages This totals all wage categories hourly and salary you pay an employee For example a holiday leave entitlement may be for 20 days per year being 160 hours per year based on a 40 hour week Every hour worked accumulates 0 076923 hours of holiday leave or 7 6923 If a worker is paid an hourly pay of 40 hours plus 2 hours overtime and both are included in gross hours the gross wages option will calculate an entitlement of 7 6923 of 42 hours or 3 231 hours 100 Chapter 7 Paying your employees If you want to carry over any entitlement leave balance from the previous year select the Carry Remaining Leave Over to Next Year option Each entitlement category must have a Linked Wages Category For example the Holiday Leave Entitlement could be linked to the Holiday Pay wage category and the Sick Leave Entitlement could be linked to the Sick Pay wage category If you create a new entitlement you must link it to a wage category When employees use their entitlement for example by taking a holiday you allocate the hours taken against the linked wage category in this example the holiday pay wage category The employee s accrued leave balanc
240. ed shall automatically transfer to the new version or product All rights in respect of the original Prod uct shall lapse and no further use of these shall be permitted d Portable or Home Computer and Archive Copies You may make a copy of the Software and install it on either a portable computer or a compu ter located in your home provided that the copy is for your own exclu sive use and is not operated simultaneously with the original of the Software Otherwise you may not copy or duplicate the Software except as necessary solely for archival purposes Software error verifica tion or to replace defective storage media provided you keep the orig inal and the copies You may not alter decompile or disassemble the Software You may make copies of the User Documentation up to but not exceeding the number of multi user Licences you have purchased e Transfers You may not sub license lease rent or lend the Software or the User Documentation or otherwise transfer any of your rights under this Agreement Subject to the prior written consent of the Publisher and the agreement of the transferee to be bound by the terms of this Agreement you may permanently transfer the Software together with any backup copies you have made and the User Documentation How ever you may not retain any copies of either the Software or the User Documentation f Term The Licence granted in this Agreement is effective until termi nated You may terminate it at an
241. ed to the Prepare Bank Deposit window You can then delete the required receipt from this window Reconciled transactions If you delete a reconciled transaction your bank reconciliation will be out of balance Reconciled transactions should be reversed see Reversing a transaction on page 189 Insufficient on hand stock You cannot delete a purchase if it will result in a negative on hand stock count To delete a transaction Find and display the transaction in its original transaction window See Finding a transaction on page 184 for instructions Go to the Edit menu and choose Delete For example if you want to delete a sale choose Delete Sale The transaction will be removed permanently from your records MYOB Accounting MYOB Accounting Plus v16 uk Reversing a transaction If your accountant wants you to maintain a strict record of all your accounting entries you should reverse a transaction rather than change or delete it A reversal transaction is a new transaction that replicates the original transaction but with debit amounts shown as credit amounts and vice versa After posting a reversal transaction you have two transactions the original and the reversal but the account balances appear as if the original transaction was never posted A reversal transaction is automatically posted to the same account for the same amount as the original transaction You cannot change the amount or account of a rever
242. ees window appears MYOB Accounting MYOB Accounting Plus v16 uk 7 Select the employees whose pay will include this payroll category by clicking the Select column ll in Windows and ET in Mac and then click OK If you are creating e a Wage category click Exempt and select the taxes and deductions that do not apply to the new category e an Entitlement category and you have selected a percentage of gross wages as the type of entitlement click Exempt and exclude those wage categories that should not be included in the entitlement calculation e a Deduction category click Exempt and select the taxes that should be applied only to net pay that is to gross pay less the deduction amount e an Expense category and you have selected a percentage of gross wages as the expense basis click Exempt and choose the wage categories that will not contribute to the value of the expense 9 Click OK twice A payroll category information window appears Wages Information window Wages Information loj xj Wages Name New Wages Category Type of Wages C Salary A Hourly Pay Rate Regular Rate Multiplied by 1 0000 B C Fixed Hourly Rate of 0 00 Optional Account Override Employees Wage Expense Account c Override Account 6 5110 Wages amp Salaries T T 7 2 Us HelpF1 Employee Exempt New Choose either Salary or Hourly to specify whether the calculation will be based on th
243. eipts in the foreign currency will be deposited This can be a Sterling funds account if your bank accepts deposits in other currencies e Liability account for deposits received if you allow customers to make deposits on orders This account can be assigned the currency code for either the foreign currency or the British pound NOTE Grouping with undeposited funds Only receipt transactions that are in Sterling currency may be grouped as a deposit of undeposited funds Also you may only use a Sterling currency account as the linked account for undeposited funds User Guide If you make foreign purchases Here s a list of the accounts you are likely to need if you make payments to suppliers in a foreign currency e Liability account for tracking creditors for instance Creditors Accounts Euro This account must be assigned the foreign currency and not the British pound e Bank account that will be used to pay debts in a foreign currency This can be a Sterling funds account if your bank writes cheques for you in other currencies e Asset account for deposits paid if you make deposits on orders This account can be assigned the currency code for either the foreign currency or the British pound e Liability account for import duties collected if you re required to pay duty on goods you import This account can be assigned the currency code for either the foreign currency or the British pound If you track unrealised ga
244. eld 3 Se Specify how you want to deal with each update When you have confirmed all updates the Outlook Sync Export Summary window appears a If you want to synchronise your Outlook contacts and your PDA select the Import and export all MYOB cards to the Outlook Sync Export Summary default contacts folder option All contacts are then saved to your default Outlook contacts folder Export Complete Your Outlook contacts are updated Summary Added 16020 new contacts b If you want to export your MYOB custom fields to your Outlook contacts select a matching Outlook contact field for Custom Updeed A d fenses Field 1 Custom Field 2 and Custom Field 3 Rejected C c Click OK The Outlook Sync Import and Export Options window reappears 8 Click Export A Microsoft warning appears Microsoft Office Outlook program is trying to access e mail addresses you have stored in Outlook Do you want to allow this Tf this is unexpected it may be a virus and you should choose No Allow access for Yes User Guide Synchronising your MYOB cards and your Microsoft Outlook contacts 227 11 Review the export summary Added new The number of new contacts added to your Outlook contacts contacts Updated The number of Outlook contacts updated to match the duplicate details in your MYOB cards Note that if you selected contacts the Do n
245. elds for a purchase with a Service layout and a Purchase status These fields also appear in the Professional and Miscellaneous layouts Service Description AcctNo Amount Consultation 6 1120 850 00 S A B Cc A Description A description of the goods or services purchased Acct No or The account to assign to the purchase Pressing TAB here Account displays the accounts list from which you can choose an Name account This should be an expense or cost of sales account You should not select your creditors account for ordinary purchases C Amount The amount you have been invoiced NOTE Add lines subtotals and headers to purchases You can add lines headers and subtotals to purchases to make it easy to separate and subtotal different groups of line items For more information see Adding lines subtotals and headers to purchases on page 85 Entering purchases 83 Step 4 Enter additional information about the purchase The fields that appear at the bottom of the Purchases window differ depending on the type of purchase you are creating Subtotal 80 00 Comment Thank you Bi Carriage 0 00 s si Deliver Via L VAT 14 00 Promised Date Total Amount 94 00 Journal Memo Purchase Computer Supplies Ltd Paid Today 94 00 Pu shase Del Status To be Printed Balance Due 0 00 A Bl c DEF G A Comment Enter additional information about the purchase Deliver Via such as a
246. election mark from this transaction Did you record all bank charges and bank interest entries that appear on the bank statement If not you need to record them and mark them for reconciliation 2 Repeat the reconciliation procedure To reconcile your bank account on page 254 If your account is still out of balance then you may have deleted a transaction that has been reconciled previously If you have deleted a previously reconciled transaction re enter the transaction into your company file and mark it for reconciliation User Guide NOTE Identifying deleted transactions using the Audit Trail report If you set the Use Audit Trail Tracking preference you can use the Audit Trail report to search for deleted transactions Note that for a transaction to appear in this report you need to have set this preference before deleting the transaction Repeat the reconciliation procedure Undoing an account reconciliation If you have reconciled a transaction in error or deleted a previously reconciled transaction you can undo the previous account reconciliation When you undo a reconciliation all transactions for that period return to an unreconciled status If the error was made in a reconciliation earlier than your last reconciliation you can undo several reconciliation periods in succession in your current financial year Note when you undo an account reconciliation you will need to reconcile each transaction again
247. ement Date 01 02 2007 Out of Balance 998 54 ons 13 11 2006 Hillborough Bank 14 11 2006 Hilborough Bank CRO00007 21 11 2006 Payment Grand Hotel CRO00008 21 11 2006 Payment Miller Street Shop CRO00009 21 11 2006 Payment Best Hotel Bournemouth gt 1 24 11 2006 Computer Supplies Ltd 185 06 NJ000001 01 01 2007 Initial Bank Reconciliation 125 50 gt NJ000001 01 01 2007 _ Initial Bank Reconciliation 75 04 v 2 Undo Reconciiation E Bark Enty Get Statement Cleared 0 00 NOTE If you want to use Get Statement to import your bank statement data see Importing statements on page 56 254 Chapter 18 End of period procedures For each entry on your bank statement mark the corresponding transaction by clicking in the select column El in Windows and ET in Mac The selected line is highlighted and the amount in the Calculated Statement Balance field is updated If there are entries on the statement relating to bank charges or bank interest and the entries do not appear among the transactions on the Reconcile Accounts window you need to manually enter these transactions a Click Bank Entry The Bank and Deposit Adjustments window appears b Fillin the appropriate transaction details and click Record The Reconcile Accounts window reappears Click Reconcile A window appears indicating whether your account is reconciled or out of balance e If your account is reconciled you
248. en Closing Security tab Set this preference if you want to be reminded to back up your company file when you close it Warn Before Recording Post Dated Transactions Security tab Set this preference if you want to be notified whenever you enter a future date as the transaction date Use Audit Trail Tracking Security tab Set this preference to activate a tracking system to record and report details of transactional VAT account and system changes made in your company file Setting up preferences 27 Setting up accounts The second step in setting up your company file is to set up your accounts This includes e reviewing and if necessary modifying your accounts list e entering your account opening balances Accounts The Easy Setup Assistant will help you complete these tasks quickly Click Accounts in the Easy Setup Assistant window The Accounts Easy Setup Assistant window appears Review your accounts list There are eight account classifications in the accounts list Assets Liabilities Capital Income Cost of Sales Expenses Other Income and Other Expenses Each account classification has at least one account type The account classifications and account types are summarised in the following table 28 Chapter 3 Setting up your company file Account AE Classification Account Type Description Asset Bank Money in the bank for example in a current acc
249. end Money window and allocate it to this account the VAT code will appear in this window by default If you are creating a detail balance sheet account other than an asset that has the account type of Bank select an option from the Classification for Statement of Cash Flows list Classifying the accounts allows you to generate a statement of cash flows This report shows how your cash position has changed over time profit earned where you received additional cash and where your cash was spent Once accounts are classified they are displayed in the section of the report you specified MYOB Accounting MYOB Accounting Plus v16 uk If you re unsure about which classification to use consult your accountant or an MYOB Certified Consultant 10 MYOB Accounting Plus only If you enter transactions in multiple currencies and you have selected this preference in the Preferences window type or select the currency for transactions that will be posted to this account in the Currency field See Setting up preferences on page 27 11 If you selected Bank or Credit Card in the Account Type list in step 3 and you want to keep a record of your bank account number and branch details click the Banking tab and enter the details in the Bank Name Branch Name Bank Sort Code and Bank Account Number fields Copy this information exactly as it appears on your bank statement or chequebook If you make payments using NatWest s AutoPay service or
250. eports are included in the batch Click a report to select or deselect it Choose Report Batch for Printing End of period 4 Click OK to save your changes Sales to date VAT liability To delete a report batch 1 Goto the Reports menu and choose Report Batches The Report Batches window appears 2 Select the name of the batch you want to delete 3 Go to the Edit menu and choose Delete Batch 2 Select the required period from the Period list You can choose any of the months or quarters in the current financial year or you can choose to print information for the entire year to date Your selection in the Period list affects different types of reports in different ways For example if you choose January activity reports will show job activity information from January 1 to January 31 and balance sheet reports will show information as of January 31 3 Select the report batch you want to print and click Print Each report in the batch is printed User Guide Printing report batches 199 Customising reports You can customise a report print it immediately and then revert the report to the original settings Alternatively if you want to retain a report s modifications you can save it When you save a customised report it appears in the Custom view of the Index to Reports window Follow the steps below to customise a report Step Action See 1 Select the data to be printed below 2 Complete th
251. equires separate reporting See also wage category and payroll categories cash flow The net flow of money in minus money out over a period of time cash method basis Records the sale or purchase of goods and services at the time they re paid for not when they re delivered The opposite of the accrual method of accounting cleared A withdrawal or deposit is said to be cleared when your bank accepts it in your account balance closed period An accounting period in which all entries are completed MYOB Accounting does not require that you actively close a period However in the Preferences window you can prevent accidental posting to a closed locked period closed purchases Purchases that have been paid in full closed sales Sales that have been paid in full comma separated text file A file format in which fields are separated by commas Files in this format can usually be imported into MYOB business management software MYOB Accounting MYOB Accounting Plus v15 uk company information Found in the Setup menu your company information contains your company s name address VAT information and information about your company s financial year company file A file comprising all your company s financial information such as business name contact information accounts and account transactions You can use MYOB Accounting for 30 days in trial mode After this time you will be unable to enter any changes until the
252. er A Standard not c out Tax Code 474L I Week 1 Month 1 j SCON Deductions I Director Employer Expenses gt Taxes gt Wages gt Entitlements b pocia er PAYE Income Tax Pay History gt NI Employee Contributions Time Biling gt w Print E Create New Payroll Category Help F1 New Enter recurring pay details 8 Click Recurring Pay The employee s default recurring paycheque details appear User Guide Card Information Profle Card Detaic E1 Pay Frequency Weekly Hours per Pay Frequency 37 5 923 00 PAYE Income Tax NI Employee Contributions EMPLOYER EXPENSES NI Employer Contribution Pay History gt Time Biling E Create New Payroll Categow Reset to Original Amounts The default values are determined by the payroll categories selected and values entered in step 3 to step 7 above Enter the recurring pay details a Timesheet option only If you want to pay employees from timesheet entries only deselect the Use Recurring Pay values in addition to Timesheet for Pay Calculation option values in addition to Timesheet for Pay Calculation b If necessary change the employee s default paycheque details by overriding the values that appear in the Hours or Amount column next to a payroll category NOTE Payroll categories with a calculated value The value of a payroll category with Calculated displayed in the Hours
253. er access the host computer and then copy them to workstations required Making a backup requires single user access For more information see Single user file locking for special tasks on page 279 When you do a full backup you then ensure that the most recent versions of custom forms and templates are backed up e Don t store backups on the same hard disk as the software A single disaster can wipe out all your records 270 Chapter 19 Managing user accounts and company files MYOB Accounting MYOB Accounting Plus v16 uk e Make separate backups A disk failure can corrupt your data in such a way that you may not notice it during a session If you accidentally copy some corrupted data over your previous backup file that backup is no longer valid Without a valid backup you would need to re create your company file You can reduce this risk by making separate backups to protect your company data for example at the end of each business day e Store backups offsite Store monthly and yearly backups in a safe place preferably away from your office Except for daily rotational backups do not reuse media To make a backup of your company file The Backup command creates a backup of the company file you are currently using and compresses it to a smaller more manageable size CAUTION MYOB Accounting Plus only Backups and multi user company files If there are multiple users accessing a company file on a host computer back up
254. er or subtotal In the Sales window click anywhere in the blank line line item header or subtotal you want to delete Go to the Edit menu and choose Delete Line Entering sales 65 Recording sales with insufficient on hand item quantities If you track item quantities and values and you want to record a sales invoice for an item with insufficient on hand quantities you can e record the sale and allow a negative on hand item quantity and value to be recorded for the item e build buy or backorder the item Allow negative on hand quantities and values If you want you can set a preference to allow the recording of sales with insufficient on hand quantities With this preference set the sale of an item that is not in stock results in a negative on hand item quantity and value NOTE This feature affects your inventory reporting Allowing negative item amounts to be recorded in your inventory affects the reporting of inventory values and cost of goods sold This feature may not be suitable for some businesses Consult your accountant or financial adviser or before using this option When you record the sale of an item with insufficient on hand quantities an estimated item cost is recorded for the sale The estimated cost used depends on the item information available as described in the following table Cost type Description Average cost Average cost is used if you have sufficient on hand stock for which an average
255. er will replace them at no charge to you provided you return the item to be replaced with proof of purchase to the Publisher THIS IS YOUR SOLE REMEDY IN NO EVENT WILL THE PUBLISHER BE LIABLE TO ANY PERSON FOR ANY DIRECT INDIRECT SPECIAL INCIDENTAL CONSEQUENTIAL OR SIMILAR DAMAGES EVEN IF THE PUBLISHER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES Some jurisdictions do not allow the exclusion or limitation of implied warranties or of liability for incidental or consequential damages so the above limitations or exclusions may not apply to you This warranty gives you specific legal rights and you may also have other rights that vary from jurisdiction to jurisdiction In the event that any of the above limitations or exclusions are held to be unenforceable the Publisher s total liability shall not exceed the amount of the Licence fee you paid Entire Agreement This Licence constitutes the entire agreement between the Publisher and the Licensee and any prior representations statement or undertaking howsoever made are expressly cancelled No amendment or modification to this Licence shall be valid unless it shall be in writing and signed by an authorised representative of the Publisher MYOB Accounting MYOB Accounting Plus v16 uk Contents 1 Introduction 9 4 Banking 47 Learning about MYOB Accounting 9 Receiving money 47 Where to start _
256. ercentof Gross Wages e Equals 000 Poundsper This option results in the maximum seb Eu Pounds per Pay Ferd expense being a fixed amount per pay period per month or per year For example an expense might be 5 of an employee s gross wages up to 1 000 per year 12 7 X w HelpF1 Employee Exempt New To edit a payroll category A Linked Expense Account is the account to which you are charging this expense The Account for Employer Expenses you specified when setting up payroll appears as the default NOTE Payroll category already linked to employee cards Editing a payroll category that is already linked to employee cards B Linked Payable Account is the liability account to which your expense means that any change you make will apply to all employees will accrue The Account for Deductions amp Expenses you specified when setting up payroll appears as the default linked to that category If you will be accruing NIC expense we recommend that you set up a NIC expense account and a NIC liability account in your accounts list and link your employer expense to these accounts The Payroll Category List window appears 1 Go to the Payroll command centre and click Payroll Categories C K you want amounts you have paid to appear on employees cheque 2 Click the tab corresponding to the type of payroll category you stubs or pay advices select the Print on Pay Slip option This is A mand
257. erheads related solely to the production and storage of the goods The cost of sales is subtracted from your income to calculate gross profit Your expenses are subtracted from your gross profit to produce net profit Expense Expense The day to day expenses of running your business for example utility bills employee wages and cleaning Other Income Other Income Other revenues for example interest earned on savings and dividends paid from shares Other Other Expense Other expenses for example interest Expense charged In the Accounts Easy Setup Assistant click Next to go to the Set up the Accounts List to meet your business needs window This window displays the list of accounts you selected when you created your company file with the New Company File Assistant see page 18 Each account is assigned a level which indicates its location in your accounts list hierarchy The eight account classifications listed above are the only accounts that can be level 1 Other accounts can be assigned level 2 3 or 4 User Guide You can review an account s details by clicking the zoom arrow next to the account As you review an account you can e change its type if it is an asset or liability account e change its number e change its name e give it a description e add bank details if it is a bank or credit card account As you review your accounts you may realise that you need additional accounts or t
258. ervice marks trademarks or registered trademarks of their respective owners Writers Marcia Bascombe Suchitra Govindarajan Naomi Hall Claire Mahoney Steven Rao Mirjana Sicevic David Scrimgeour John Wilson This publication is intended to be used with MYOB Accounting v16 and MYOB Accounting Plus v16 January 2007 MYOB Accounting MYOB Accounting Plus v16 uk MYOB Licence Agreement IMPORTANT READ THIS CAREFULLY BEFORE USE This is the Software Licence Agreement Agreement As you have purchased the Product consisting of the User Documentation and the installation CD or other media containing the Software following notification of the Licence you are now legally bound by its conditions HOWEVER if the Licence Agreement contains anything of which you were not aware prior to purchasing the Product or do not agree to be bound by DO NOT INSTALL THE SOFTWARE but return the Product to the reseller in its entirety and a full refund of the purchase price will be made By installing the Software and keeping the Product you are confirming that you have purchased the Product subject to this Licence and are bound by its provisions TRIAL VERSION SOFTWARE LIMITATION If you use this Software on a trial basis prior to purchase then additional restrictions govern its use The Trial Version is intended to be used only for evaluation purposes and whilst you may create your own company data files Company Files you will have access to yo
259. ery that contains the changes you have made click Save Form As The Save As window appears Enter a name and a brief description for the new layout and click OK Customising forms 211 Step 6 Print the customised form Printing a customised form is the same as printing an unchanged form However before you can print using your customised form you need to select the from in the Selected Form for field in the Advanced Filter window For more information on printing forms see To print forms on page 208 Adding and editing elements Adding and editing data and label elements You can add elements to and change elements on a form using the tool palette shown below Add graphic Draw line Add data Print preview Send to back properties NOTE Layout selection The Layout list only appears for cheque forms 212 Chapter 15 Forms Changing the default fonts Every form in your MYOB accounting software is assigned default fonts You can change these default fonts if you prefer your forms to have a different appearance Go to the File menu and choose Default Fonts The Default Font Selection window appears Click Forms The Change Default Forms Font window appears Choose the font style and size for the printed characters on your forms The sample box previews the appearance of your choices Click OK when you have finished To add a data field to a form Click the add data A
260. es If the power fails or you switch off your computer while MYOB Accounting Plus is running or your system crashes MYOB Accounting Plus is unable to delete the lock file You will need to delete the lock files manually See To delete lock files on page 281 The following situations can cause lock files to accumulate in the folder where the company file is kept resulting in various error messages when you try to open a company file e Someone else is currently signed on with the same User ID Someone else is using the company file with your user ID or a lock file from an irregularly ended session is present e No more than 10 company files in any folder may be opened at one time There are more than 10 lock files the maximum permitted in the folder where the company files are kept This can occur legitimately if there are more than 10 company files in the folder 10 of which are open simultaneously so that an 11th open file would create an illegal 11th lock file It is unlikely that 10 company files in a single folder will be open simultaneously More likely 10 lock files have accumulated in the folder owing to crashes and other problems e You have reached the maximum number of simultaneous users allowed under your MYOB Accounting Plus Workstation Licence If you know this is incorrect the problem may be a lock file MYOB Accounting MYOB Accounting Plus v16 uk To delete lock files Any of the above messages may mean th
261. es obtaining extra workstation seats Reminders window 194 remittance advices comma separated values CSV files 197 HTML files 196 PDF files 196 simple text files 197 tab delimited values files 197 sending 197 storing custom reports on network 281 using custom lists as filters 140 viewing in Microsoft Excel 198 Reports menu command centres 13 restoring a backup 270 RetailBasics importing from 285 returns See customer credits supplier debits Review Cheques Before Printing window 115 Review Sales Before Printing income account for tracking sales 125 insufficient on hand item quantities 66 invoice 61 layout 32 62 default 32 linked accounts setting up 33 order 61 printing 64 in a batch 207 quote 61 recording in the Bank Register window 53 recurring 64 reports 70 reversing 77 reviewing information about 69 saving as a PDF file 64 setting up sales details 32 to overseas customers See multiple currencies m Le customising 210 window 208 unpaid sales viewing 69 adding 173 reports rounding time in time billing 142 Sales Easy Setup Assistant 32 batches Sales Register window using Easy Add 175 changing 177 creating 173 deleting 188 inactivating or reactivating 178 inactive 178 removing 188 rectangles drawing on forms 214 recurring pay 41 105 changing 105 recurring transactions 190 194 automatically recording 191 changing 192 cheques 52 creating 190 creating from an
262. es who are paid according to the selected pay frequency Process Payroll Select Pay Petiod Select amp Edit Employee s Pay Select amp Edit Employee s Pay Payment date 08 01 2007 Payroll Run Date 08 01 2007 Tax Week 40 Weekly Pays 500 77 459 57 Zimmerman Joseph FD Help for This Window If you want to exclude an employee from the pay run clear the select column El in Windows and in Mac next to the employee s name If you want to change the pay details for an employee click the zoom arrow gt next to the employee s name In the Pay Employee window that appears you can e change the hours worked of an hourly employee see below e distribute holiday and sick pay see page 111 e distribute any other types of wages see page 111 e assign job numbers to payroll category amounts see page 112 e change the employee s bank account see page 112 110 Chapter 7 Paying your employees If you want to view the pay details for all employees before you record their paycheques click Preview Pay Details The Payroll Verification report appears For more information on report options see Producing reports on page 196 To change hours worked for an hourly employee You may need to change the standard hours worked by an employee if they are not being paid for a full pay period for instance if their employment has terminated are they have only worked a portion of their
263. ess There are two ways of selecting a menu option e Click the menu name to display the window relevant to the command centre you are in e Click the down arrow next to the menu name and select from a list of the available options for all command centres not just the command centre you are currently in Exploring MYOB Accounting 13 Calendar The calendar simplifies date entry For example suppose you re entering a sale and have promised the goods to the customer on the last Friday of the month Rather than figure out the date and enter it manually display the calendar in the Promised Date field and click the date To display the calendar put the cursor in a date field and press either equals or the SPACEBAR on your keyboard Select a date by clicking it or by using the arrow keys on your keyboard and then pressing ENTER The selected date appears in the date field Deliver Via DHL You can use the arrow icons next to the month to display a different month Re Invoice Di 2 1 Seve 26 27 28 29 30 1 2 25 6 7 99 10 11 12 13 14 15 16 17 8 19 20 21 223 24 35 26 27 282930 RY i 123456 Le rs al Layout Register a SA Reimburse The current date appears in a red box To close the calendar without selecting a date press Esc Calculator A pop up calculator is available to simplify calculating and entering numeric data including money amou
264. eted for the trends in your business coming months you can adjust your budget These reports are listed below Profit amp Loss Budget Lists account balances for a selected period along Analysis with the budgeted amounts for them If you ve determined that changes need to be made to the eee amounts you ve budgeted for the coming Report Description months you can adjust your budget Debtors Reconciliation Lists all your outstanding receivables Statement of Cash Shows how your cash position has changed over a Creditors Lists all your outstanding payables Flow period of time what profit you have earned where you received additional cash and where your cash was spent Reconciliation Analyse Sales Lists your company s sales activity and trends on a Customer month by month basis NOTE Create a report batch You may find it useful to create a F report batch for your month end reports and print them all in one Analyse Purchases Lists your company s monthly purchases eek Supplier go For more information see Printing report batches on page 198 256 Chapter 18 End of period procedures MYOB Accounting MYOB Accounting Plus v16 uk Step 3 Send customer statements Most businesses send statements to customers who have outstanding balances at the end of each month You can either print out and send these statements through the mail or send them via email To print a customer statement Go to the Sales com
265. ferences window and other information to describe the transaction One row in the scrolling list is one line item of the transaction You can enter as many line items for a sale as you want The fields that appear in the scrolling list differ depending on the layout you are using MYOB Accounting MYOB Accounting Plus v16 uk The following illustration briefly describes the line item entries you can make for a sale with an Item layout and an Invoice status A Deliver Type the quantity to be delivered Backorder Type the quantity of the item to be placed on backorder An order for this amount will be created automatically when you click Record C Item Type your item number or select it from your item list Number The following illustration shows the line item entries for a sale with a Service layout and an Invoice status These fields also appear in the Professional and Miscellaneous layouts Description Consultation 41120 200 00 S Service H A B Cc A Description Enter a description of the goods or services being sold D E Acct No or Enter the account to which the sale is to be allocated D Description A description of the item appears automatically You can change this if you want E Location MYOB Accounting Plus only If you sell this item from multiple locations select the location where the item will be delivered from For more information see Multiple
266. file is activated conversion month The earliest month in the financial year for which transactions are to be recorded If you purchase MYOB Accounting in October but begin to record transactions dated from September 1 your conversion month is September The conversion month determines the opening balances you will enter when you set up your company file cost of sales Sometimes called cost of goods sold this account type works just like an expense account The only difference is where it appears on the profit amp loss statement Cost of sales accounts appear after your income accounts but before your expense accounts Cost of sales is subtracted from your income to produce gross profit but your expenses are subtracted from your gross profit to produce net profit You are not required to use cost of sales accounts credit An amount on the right side of the ledger Debit amounts appear on the left A credit amount increases the balance of accounts with a credit balance and decreases the balance of accounts with a debit balance Accounts that normally carry a credit balance are liability capital and income accounts creditors What you owe for goods or services delivered The sum of all creditors is recorded as a liability account When you User Guide record a purchase in the Purchases command centre the unpaid balance of the purchase is added to your creditors balance When you pay for a purchase using Pay Suppliers in the Pu
267. for the selected pay period etai a E Base Hourly Employee Ga Johnston Matthew PAYE Income Tax Pay Period Tax Month 8 NI Employee Contribut ENTITLEMENTS Holiday Entitlement Sick Leave Entitlemer Total Wages Total Taxes Withheld Total Deductions Net Wages Employer Expenses Total Direct Payroll Costs Reviewing payroll liabilities The payroll liability reports show which payroll liability amounts have been withheld from employee payments and which amounts have been paid for any given period e Payroll Liabilities by Category report lists payroll liability amounts that have been withheld e Liabilities Payment Register report lists payroll liability amounts that have been paid Reviewing payroll information 121 122 Chapter 7 Paying your employees MYOB Accounting MYOB Accounting Plus v16 uk 8 Stock The stock feature enables you to track the quantity and value of the items you have in stock From time to time businesses may find that their recorded stock levels differ from what is on the shelves These variations can be caused by data entry errors spoilage and theft etc This chapter shows you how to compensate for stock variations Sometimes the quantity of items recorded may be correct but their values are incorrect A range of items may become outdated damaged or for some other reason may lose value This chapter shows you how to revalue your stock Many retailing and manufacturing busines
268. for special tasks on page 279 1 Open the company file to be purged 2 Create a backup file See To make a backup of your company file on page 271 278 Chapter 19 Managing user accounts and company files Go to the command centre to be purged The information you can purge is dependent upon the command centre you are in For example if you are in the Sales command centre you can only purge closed invoices Go to the File menu and choose Purge Click Continue and follow the instructions in the Purge wizard Troubleshooting file locking problems When a company file is open a temporary file called a lock file is created in the folder where the company file is stored This file called Lock000 1k keeps track of who is using the company file When you log out of the company file the lock file is deleted automatically stands for a number from 0001 to 0010 If there is more than one company file in the same folder the number allows MYOB Accounting to create a different lock file name for each company file Sometimes however the lock file is not deleted This can happen if your computer crashes or an error causes your company file to close unexpectedly Lock files can accumulate in the company file folder resulting in error messages appearing when you try to access your company file again To resolve these error messages you must exit MYOB Accounting In Windows Explorer or the Finder on Mac OS o
269. for that supplier appears Purchase No Status Date Amount Discount Total Owed Amount Applied E i x 00000064 Open 6 2 06 2 864 06 2 864 06 477 34 4 Select the debit that is being refunded and click Receive Refund 00000073 Open 6 3 06 2 864 06 2 864 06 00000087 Open 25 4 06 41 96 41 96 00000088 Open 35 4 06 2 864 06 12 864 06 A refund cheque for the amount of the supplier debit appears in 00000089 Open 6 5 06 2 864 06 2 864 06 Total Applied 477 34 the Settle Returns amp Debits window Finance Charge 0 00 Debit Amount 477 34 1 Include Closed Purchases Out of Balance 0 00 Rate cap Amount Received 477 34 Date 24 2 04 Help Journal Cancel GRecord 6 If you want to apply part of the supplier debit to any unpaid Payment Mathes a i o Memo World of Widgets Debit from 00000027 finance charges you have accrued enter an amount in the Finance Charge field eee Settle Returns amp Debits Deposit to Account 1 2110 F Current Account Balance 43 426 22 O Group with Undeposited Funds Supplier gt World of Widgets ID No CR000026 7 Click Record to apply the supplier debit ct If the transaction is unbalanced that is if the total amount amp entered in the Amount Applied column doesn t equal the amount displayed in the Debit Amount field at the top of the 5 Click Record to record the re
270. for your pound transactions because the pound and other currencies rarely trade at par with one another that is one pound rarely buys exactly one monetary unit in any other currency MYOB Accounting MYOB Accounting Plus v16 uk NOTE Foreign currency accounts are automatically linked For every foreign currency account you create MYOB Accounting Plus will automatically create a linked exchange account For example if you create a yen bank account a yen exchange account will be created automatically MYOB Accounting Plus uses these dual accounts so that both the foreign currency amount and the local currency equivalent of a transaction can be viewed in your Balance Sheet You can let MYOB Accounting Plus create the linked exchange account for you or you can specify one yourself To create an account yourself see To add an account to your accounts list on page 174 You will need to select the correct currency and exchange account in the Account Information window Before you create an account we suggest you review the following sections to get an understanding of the accounts you need to create If you make foreign sales Here s a list of the accounts you are likely to need if you accept payment from customers in a foreign currency e Asset account for tracking debtors for instance Debtors Accounts Euro This account must be assigned the foreign currency and not the British pound e Bank account where customer rec
271. fund cheque window a message appears Click OK to close the message and then check that the amounts you have applied to the various transactions are correct User Guide Creating supplier debits 95 Adding finance charges paid Finance charges are amounts added to an outstanding balance as a penalty for late payment to one of your suppliers If your supplier has added a finance charge to your account you can enter the amount in the Pay Suppliers window Setting up and recording finance charges Before you can record finance charges you need to specify an account for tracking the charges Go to the Setup menu choose Linked Accounts and then Purchases Ledger Accounts Select the I pay charges for late payment option and select an expense account to record the late payment charges Although your MYOB accounting software does not track the history of finance charges you can perform an account inquiry using Find Transactions on the finance charge linked account to view the amounts paid 96 Chapter 6 Purchases Deleting finance charges If you enter a finance charge in the Pay Suppliers window two transactions are recorded e the full supplier payment including the finance charge is recorded in the disbursements journal and e the finance charge is recorded in the purchases journal Therefore if you want to delete a finance charge payment you must delete both transactions If only one entry is deleted the Creditors Reco
272. g and deleting your payroll categories click Next User Guide Create employee cards In the Build your employee list window you need to create a record for each employee If you ve kept employee information in a spreadsheet or other software program you may be able to import that information into MYOB Accounting However note that employees payroll information cannot be imported For more information on how to import cards see Importing data on page 284 In the Build your employee list window you can also edit and delete cards To create an employee card In the Build your employee list window click New The Card Information window appears Enter the employee s last name and then press TAB Enter other relevant profile information about the employee NOTE f you want to you can complete the full profile information address email etc later through the Card File command centre Setting up payroll details 39 To enter payroll information 1 Click the Payroll Details tab Card Information Banking Details Bennett Gordon E1 Personal Details Bith Date Wages gt Entitlements gt Deductions gt Employer Expenses gt Taxes gt Recurring Pay gt Pay History gt Time Biling gt a Print E Create New Payroll Category 7 l ob Hep FI New You enter the employee s details by first clicking the section name down the left side of the window for example
273. g graphic elements You can add graphic elements to a form such as rectangles to visually group elements and lines to separate elements You can also add icons logos photos location maps and other graphic elements Adding and editing elements 213 To add a graphic file to a form 1 Click the add graphic button 8 in the Customise window and then click on the form where you want to place the graphic A new graphic element appears 2 Double click the graphic element The Field Properties window appears Field Properties x Picture Field Location r Field Size p Preview Picture M 499 om BE em f 8459 em A H11 cm Picture Size D KB Help Cancel Paste Picture Load Picture 3 Click Load Picture The Open window appears 4 Select the graphic file and click Open The Field Properties window displays the graphic in the Preview Picture area 5 Specify the field location and field size for the picture 6 Click OK to close the Field Properties window The picture appears in the Customise window To paste a graphic element into a form You can paste almost any graphic that can be placed on the clipboard into a form regardless of its graphic format 1 Open your graphic file in any graphics software 2 Copy the graphic to the clipboard 3 Click the add graphic button E in the Customise window then click the location on the form where you want the graphic to appear A graph
274. g in the Deposit column next to the transaction If you want to select or deselect all receipts click the J l icon at the top of the Deposit column Prepare Bank Deposit Deposit to Account 1 2110 l Bank Account Balance 12 854 86 Select Receipts by Payment Method Cheque wi 1D No CR000007 Date 28 02 2007 Memo Bank Deposit CR000005 01 02 2007 Hillborough B gt CRO00004 14 02 2007 Payment Grand Grand Hotel CR000006 14 02 2007 Payment Miller Street Shop Number of Deposits Included 2 Total Deposit Amount EF Deposit Adjustment 7 Hep Fi Ewen ours Optional If you need to enter an adjustment transaction for example to record credit card transaction fees click Deposit Adjustment The Bank and Deposit Adjustments window appears Spending money The term spending money refers specifically to recording payments for transactions for which purchases have not been created These include capital drawings bank charges telephone bills and so on These types of payment can be entered in the Spend Money window or by selecting the Spend Money transaction type in the Bank Register window 50 Chapter 4 Banking Bank and Deposit Adjustments Raia FF vat eave Fees and Cash Back Amour VAT Coe Ti vat 6000 1D No 8C280207 Jof T Date 2870272007 Expense Account si Mema Adjustment for Excess Funds Amount
275. gister Option 2 Record the payment in the Bank Register window Banking command centre Type Spend Money window Banking command centre Type Pay Purchase Paying suppliers 91 To pay suppliers Go to the Purchases command centre and click Pay Suppliers The Pay Suppliers window appears The Account field normally defaults to your current account To change the default account in the Account field type or select the account from which you want to make the payment Type the supplier s name or select the supplier from the list using the search icon 5 NOTE If you receive an alert message If you have outstanding supplier debits with this supplier a message may appear You will have the opportunity to settle the supplier debits immediately or at a later date See Settling supplier debits on page 94 Change the memo and payment date if necessary In the scrolling list in the bottom half of the window indicate which purchases are covered by the payment by entering amounts in the Amount Applied column Purchase No Status Date Amount Discount Total Owed Amount Applied 00000084 gt Open 25 4 06 1 762 50 1 762 50 00000144 Open 25 10 06 1 762 50 1 762 50 Total Applied 0 00 Finance Charge 0 00 include Closed Purchases Total Paid 0 00 E C Already Printed Out of Balance 0 00 C Brya rate GBP A B CiD A PayAll Use Pay All if you are sett
276. h a list of customers See Creating custom price levels on page 138 all your items E If you want to indicate that all prices on the Selling Details tab are 3 Manually count your stock and note down the quantities on the VAT inclusive select the Pri VAT Inclusi tion ior la E i ti eae Stock Count Sheet When complete enter these details in the F Choose the VAT code you want to use when you sell this item Count Stock window See To enter opening on hand stock and This VAT code will appear as the default when you sell this item unless you have specified that the customer s VAT code be used instead see Create customer cards on page 33 Note that you can override the VAT code when you record the sale 126 Chapter 8 Stock values on page 127 MYOB Accounting MYOB Accounting Plus v16 uk To enter opening on hand stock and values Go to the Stock Control command centre and click Count Stock The Count Stock window appears This window lists all the items and their current on hand quantities Quantities are stock units not buying units or selling units MYOB Accounting Plus only If you store your items at multiple locations select the method you want to use to group your items You can group items by item number or by location MYOB Accounting Plus only If you store your items at multiple locations select the Include Zero On Hand Quantities option A list of all your items appears In the Counted column
277. h an outstanding balance due open sale A sale with an outstanding balance due opening balance The balance of an account as at the start of the first day of your conversion month operating profit Profit you made before considering other income and other expense other expense An account type used to record expenses that are not directly related to your company s operations such as loan interest fines etc Other expense accounts usually have a debit balance MYOB Accounting MYOB Accounting Plus v15 uk other income An account type used to record income that is not directly related to your company s operations such as bank interest investment income etc Other income accounts usually have a credit balance out of balance When the total credit amount does not equal the total debit amount in a transaction the transaction is out of balance You cannot record an out of balance transaction payables See creditors paycheque An employee s pay regardless of whether it is paid by cash cheque or electronic transfer Also a printed form constituting an employee s pay To print paycheques or review pay details go to the Payroll command centre and click Print Paycheques payroll categories The components of an employee s pay These are grouped into five payroll category types wages entitlements deductions employer expenses and taxes profit amp loss statement See income statement profit cen
278. h step 4 in To enter payroll information for an employee below Entering employee payroll information Once you have created payroll categories see page 98 and an RE employee card you can enter the employee s payroll information Ea ET To enter payroll information for an employee joe eitn ars AVIS Calculated Age 34 Entitlements gt Sex Female 1 Goto the Card File command centre and click Cards List The E te Cards List window appears Taxes 2 Click the Employee tab and select an employee com 3 Click Edit The Card Information window appears Print EJ Create New Payroll Category 4 Click the Payroll Details tab in the Card Information window and enter the employee s personal details Enter wage information 5 Click Wages and enter the wage information for this employee a Select the employee s pay basis When you select a pay basis hourly or salary the corresponding wage category is automatically selected in the Wage list below b Enter the employee s annual salary amount or hourly wage rate User Guide Creating employee cards 103 c Select the employee s pay frequency in the Pay Frequency field d Inthe Hours in Pay Period field type the number of hours in the employee s normal pay period e If the employee s wage expense account is different from the default account type or select the required account in the Wages Expense Account field f Click in the select column El in
279. h you intend to begin using MYOB Accounting and the current financial year Finally you must activate your company file so that it is identified as belonging uniquely to the installation of MYOB Accounting running on your computer Creating a company file When you make entries in MYOB Accounting that information is stored in one file called a company file If you are setting up your business for the first time we strongly recommend that you consult your accountant or an MYOB Certified Consultant to help set up MYOB Accounting correctly NOTE MYOB Accounting Plus only Simultaneous access to company files If more than one user needs to simultaneously access a company file set up a shared folder for the company file on a host computer that all workstations can access see Appendix B Networking company files on Windows starting on page 289 or Appendix C Networking company files on Macintosh starting on page 297 17 Before you begin Before you create a new company file you need the following information the last month in your financial year the current financial year and your conversion month What is your current financial year In MYOB Accounting and according to the standard used by most accountants your current financial year takes the name of the calendar year in which your financial year ends For example your financial year might run from July 2006 to the end of June 2007 Since the end of the financ
280. hared company file from Mac OS X workstations below Accessing the shared company file from Mac OS X workstations Workstations are Macintosh computers that access a company file stored on another computer referred to as a host computer Accessing the remote Public folder located on the host requires you to complete these procedures for each Macintosh workstation on the LAN running Mac OS X See e Installing MYOB Accounting chapter in the MYOB Accounting Getting Started guide to install MYOB Accounting on Mac OS X e To activate TCP IP on a Mac OS X host or workstation on page 299 e To access the remote Public folder Mac OS X below NOTE Ensure optimum networking performance Consider upgrading the operating system to Mac OS X 10 2 5 or later MYOB Accounting Plus experiences reduced network performance with earlier releases User Guide To access the remote Public folder Mac OS X This procedure shows how to access the remote Public folder and ensure that the Macintosh workstation connects to it automatically when you log in In the Finder go to the Go menu and choose Connect to Server Click Browse or type the URL for the Apple Filing Protocol AFP that is TCP IP in the Server Address field for example afp 192 168 75 5 Click Connect The Connect to file server window appears Click Guest and then click Connect 2 The Browse option appears in Mac OS X 10 4 only Accessing the
281. hat there are accounts you ll never use You can create or delete accounts in the Accounts Easy Setup Assistant If you chose to import an accounts list when you created your company file see page 19 contact your accountant to obtain an accounts list file and then continue with To import data on page 284 To create a new account Click New in the Accounts Easy Setup Assistant window The Edit Accounts window appears ioi Profile C Header Account 1 Inactive Account Detail Account Account Classification Asset Account Type Bank zi Account Number 1 Account Name Opening Balance E HebF1 New Setting up accounts 29 2 5 In the Profile tab select whether the account is a header or detail account e Header accounts group related detail accounts The balance of a header account is the sum of the balances of the grouped detail accounts Header accounts appear in bold type You cannot post a transaction directly to a header account e Detail accounts are accounts into which you can post transactions They are the accounts that appear in the accounts selection lists of transaction windows If you are creating your accounts list from the beginning it may be easier to enter all your header accounts before entering your detail accounts Select the account type from the Account Type field The Account Classification field changes according to the selection you make For more information
282. he Wages tab Click New The Wages Information window appears Type the name of the wage category in the Wages Name field For example if you need to create a wage category for unused holiday pay type a name such as Unused Holiday Pay Select Hourly as the type of wages Hax Wages Name Unused Holiday Pay Type of Wages C Salary Pay Rate Regular Rate Multiplied by 1 0000 C Fixed Hourly Rate of 0 00 Optional Account Override Employees Wage Expense Account 12 7 2 RUES Help F1 Employee Exempt New 6 Click Employee The Linked Employee window appears In the select column lEl in Windows and J in Mac click next to the employee who is leaving Processing termination payments 117 8 Click OK and then OK again The Payroll Category List window reappears with the new payroll category in the list Exclude payroll category from accruing leave 9 Click the Entitlements tab The list of entitlement payroll categories appears 10 Select the payroll category used to calculate the entitlement for example Holiday Entitlement and click Edit The Entitlements Information window appears 11 Click Exempt The Entitlements Exemptions window appears 12 In the select column click next to the payroll category name entered at step 4 Entitlements Exemptions 5 x Exclude the following wages categories BEFORE calculating Holiday Entitlement Base Hourly Holiday Pay Sick Pay v Unused Holi
283. he company file to be activated and click Open The Sign on window appears Complete the User ID and Password fields or leave the latter blank if you do not have a password and click OK The Company File Activation window appears Company File Activation What is Activation Activation gives you full access to your company file Without activation your company file becomes read only Activation also registers your MYOB software if it s not already registered Using a Trial Version You can use your trial version for a limited time without activation If you have an internet connection you can purchase your MYOB software now Purchase MYOB software online GZ Frequently Asked Questions MYOB Privacy Poli Activate Your Company File You have 28 days before you must activate your company file O I want to activate my company file online You must be connected to the internet i want to activate my company file by phone This is an automated phone service O 1 want to activate my company file later Test Drive or Student version users should always choose this option 28 days remaining I want to mark this company file as Read Only Please Note If the file you have just opened is a back up file a file from a previous financial year that has been closed or a file you no longer need to add data to you do not need to activate it Just select I want to mark this company file as Read Only 5 Cl
284. he employee or supplier performing the activity You can also track the costs associated with having the activity performed This is particularly useful if you are subcontracting work to a supplier Display the Card Information window of the supplier or employee and then do the following e Supplier cards click the Buying Details tab e Employee cards click the Payroll Details tab and then click Time Billing Setting billing rates 143 2 Enter the hourly billing rate excluding VAT for the supplier or employee in the Supplier Billing Rate field or the Employee Murty Shaun Billing Rate field Personal Deals Enter the Tine Biling Rate and Cost per Hou applicable to this employee LER Employee Big Rate 5500 Excluding VAT 3 In the Cost per Hour field enter the hourly cost to you of having Deluine us e Employer Expenses the supplier or employee perform the activity Tact Recuring Pay gt Pay History gt Time Billing gt Brit E Create New Payroll Category 4 Click OK Creating activities The term activity is used to describe a task or service provided by rires your business for which you can track costs and bill customers using time billing invoices Activities are primarily defined by their AD T Inacive Activiy type hourly or non hourly and whether they are chargeable or en non chargeable genes Mr To create an activity Corne C Use Activity Rate 1 Goto the Time Billing command centre
285. he most common situation where a LAN is protected from the external internet by a firewall on a router or gateway computer NOTE Network access privileges required In a Windows network access can be set at the domain or user level If you are unable to carry out the procedures in this section because you do not have sufficient access privileges contact the person who set up your network for assistance All users who will need to access the company file automatically belong to the Everyone user group This group is used as the default group in these procedures as it simplifies the sharing of a host folder The members of the Everyone group will be given permission to open read from and write to the shared company file Setting up the network hardware Unless you are an expert employ a networking consultant to set up your network hardware Show the consultant these requirements for the host computer and the hardware and software requirements for the workstations specified in the MYOB Accounting Getting Started guide Networking Local area network LAN peer to peer Windows host Windows Me NT4 Service Pack 6 2000 or XP Equipment Pentium processor or equivalent with 1 GHz or better with at least 128 MB RAM Protocols Ethernet network for best performance choose 100BaseT that supports NetBEUI NetBIOS or TCP IP networking protocols 290 Appendix B Networking company files on Windows NOTE The Everyone user
286. he transaction MYOB Accounting MYOB Accounting Plus v16 uk If you want to change a recipient s email address highlight their name and click the down arrow next to the Email Address field and select another address from the card Alternatively enter the address in the Email Address field Enter a subject title and message or accept the default title and message If you want to change the default title and message click Email Defaults If you want to change the type of information you are going to email or the type of stationery it will appear on click Advanced Filters For more information see Advanced filters below Click Send Email Advanced filters You can filter the amount of information and change the stationery you use when you print or email a form You can do this in the Advance Filters window Click Advance Filters in the Review Before Delivery window Select the transactions In the top section of the Advanced Filters window select the forms you want to print or email E Advanced Filters Print Email Invoices Sale Type Item E Al Customers Sales Status Open C Selected FF Unprinted or Unsent Sales Only Sales Dated From 01701707 to 01 02 2007 IT Invoice Numbers Between end Selected Fo for Sale Pre Printed Invoice A EET S Heb Fl User Guide 3 If you want to filter the forms enter a date range or reference number range for example cheque numbers
287. heets for list e payroll information only select Payroll from the I Use Timesheets for list MYOB Accounting MYOB Accounting Plus v16 uk 5 Select the first day of your pay week from the My Week Starts on list If your pay period starts on a different day each period for example you pay monthly you can select any day 6 Click OK To enter a timesheet Each hourly employee has a weekly timesheet For each employee you enter weekly timesheet hours in the Enter Timesheet window 1 Goto the Time Billing command centre and click Enter Timesheet The Enter Timesheet window appears Enter Timesheet lt Weekof12Dec 18Dec 2005 E y E F S S tal Total Hours 2 Inthe Employee field type or select the employee s name The employee s timesheet with any previously entered details for the period shown appears NOTE Grey values in date fields A grey value in a date field indicates hours paid User Guide 3 If you are recording details for a week other than the current week select the required week e click the back arrow lt to select a previous week e click the forward arrow to select a future week e click the calendar icon A to select a week from the calendar that appears Enter timesheet details in one of the following ways If you want to Do this Enter the daily hours for For each payroll category type or select an hourly each payroll ca
288. hen you have finished The account you created will now appear in your accounts list User Guide Adding other records If you want to add a payroll category see page 98 e atime billing activity see page 144 e an item see page 124 e a stock location page 129 e a VAT code see page 163 e a recurring transaction see page 190 e a foreign currency see page 154 a category see page 239 e a job see page 239 Adding records using Easy Add You can create new records easily using the Easy Add feature Accounts cards categories comments custom list items jobs referral sources and delivery methods can be added to your lists when entering transactions To create a record using Easy Add Let s assume you want to add a customer card while entering a sale In the Sales command centre click Enter Sales The Sales window appears Type the customer s name and press TAB If there is no card for this customer the Select from List window appears Adding a record 175 3 Click Easy Add A new customer card is added to your cards list You can now complete your task with the new card Look for 205 84 cus003 146 88 U amp Help F1 New EasyAdd Cancel Finding a record Records are stored and displayed in lists For example the Jobs List window lists the jobs you have created the Accounts List window lists your accounts and so on As lists get longer it can take time to
289. heque or a non item sale or purchase to this account For example you have assigned the VAT code to your Electricity expense account When you write a cheque to settle your electricity bill in the Soend Money window and allocate it to this account the VAT code will appear in this window by default You can allocate a VAT code to an account in the Edit Accounts window You can open this window by going to the Accounts command centre clicking Accounts List and double clicking the required account from the list For more information click Help and choose Help for This Window or Tell Me More 164 Chapter 11 Reporting VAT Assigning VAT codes to items When you set up your items you must assign a VAT code to each of them You can assign a VAT code to be used when you sell an item and a VAT code to be used when you buy an item That VAT code will appear as the default in sales and purchases of that item unless you have specified that the customer s or supplier s VAT code be used instead see Assigning VAT codes to cards below VAT codes are assigned to items in the Buying and Selling tabs of the Item Information window For more information see To create an item on page 124 Assigning VAT codes to cards You can select a default VAT code for a customer or supplier You would only need to specify a default VAT code if the customer s or supplier s VAT status takes precedence over that of the item or service being
290. her fields blank 3 Click Record and then click OK to confirm that you want to void the cheque MYOB Accounting MYOB Accounting Plus v16 uk Entering transactions in the Bank Register window You can enter the following transactions in the Bank Register window cheques deposits payments to suppliers payments from customers sales and purchases The Bank Register window provides a fast and convenient way to enter multiple transactions For example you can record a customer payment pay for a purchase and then write a cheque without having to open multiple windows and switch between them As transactions can be recorded with minimum detail you save time when entering a batch of transactions NOTE Sending remittance advice to a supplier You cannot use the Bank Register to record payments to suppliers for who you want to print or email remittance advice You need to enter the transaction through the Spend Money window see To spend money on page 51 Importing your online bank and credit card statements You can also use the Bank Register window to import your bank and credit card statements If a statement contains any transactions that you have not entered you can add them quickly in the Bank Register window For more information see Importing statements on page 56 User Guide To enter a transaction in the Bank Register window 1 Goto the Banking command centre and click Bank Register The Bank Register window ap
291. hich your purchase transactions will be most often posted If you intend to use multiple accounts for purchases leave this field blank Remember that you can change these selections for any of your suppliers at any time When you have finished click Next User Guide Select default VAT codes In the Assign VAT codes to your suppliers window select a default VAT code to assign to new supplier cards For more information on VAT codes see Setting up VAT codes on page 163 When you have finished click Next Set up default credit terms In the Set up payment information window enter the credit terms that your suppliers generally extend to you When you have finished click Next Set up linked account for purchases In the Select the account to pay your suppliers window select the default account that will be used to pay your suppliers in the Account for Paying Suppliers field The account you select must be a bank or credit card account When you have finished click Next Setting up purchase details 35 Create supplier cards In the Build your supplier list window enter information about each of your suppliers You need to create a record for each supplier but you can choose to enter as little or as much information as you like in these records Note that any information you enter in a supplier s card takes precedence over similar information entered in earlier steps of the Purchases Easy Setup Assistant If
292. ial year falls in 2007 the financial year is referred to as the 2007 financial year Make sure you choose the correct financial year If you are unsure check with your accountant What is the last month of your financial year The financial year of many businesses ends in March but if your company has a financial year like in the example above you ll need to select another month such as June What is your conversion month The conversion month is the earliest month in the financial year for which transactions are to be recorded For example suppose you purchase MYOB Accounting in October but want to record transactions dated from September 1 In this case your conversion month is September The conversion month determines the opening balances you will enter when you set up your company file Using the New Company File Assistant The New Company File Assistant is a series of interactive windows that guide you through the process of creating a new company file When using the New Company File Assistant you can in most instances return to previous windows to review and sometimes change the entries you have made You can also quit the New Company File Assistant while you are in any window that has a Cancel button If you quit the New Company File Assistant you will need to start from the beginning again 18 Chapter 2 Creating and activating company files To create a new company file Start MYOB Accounting A welcome windo
293. ic element appears 214 Chapter 15 Forms Double click the graphic element The Field Properties window appears Click Paste Picture The graphic appears in the Preview Picture area Specify the field location and element size for the graphic Click OK The graphic appears in the Customise window To draw a line on a form You can draw a vertical or horizontal line on a form Click the draw line button X and then click and hold the mouse at the location on the form where you want the line to begin Drag to where you want the line to end and then release the mouse button To draw a rectangle on a form Click the rectangle button a Click and hold the mouse at the location on the form where you want the top left corner of the rectangle to appear Drag to the right and down to where you want the rectangle to end and then release the mouse button To change the thickness of a line or rectangle Double click the line or rectangle The Field Properties window appears Choose a thickness in the Line Size section of the Field Properties window Click OK MYOB Accounting MYOB Accounting Plus v16 uk Editing all elements with common commands The following editing procedures are applicable to any element To Do this Copy and paste 1 Click an element once to select it 2 Go to the Edit menu and choose Copy Note that if you want to paste the element onto another form display that form in the
294. icate which sales are covered by the payment by entering amounts in the Amount Applied column If the customer is paying a deposit for an order the word Order will show in the Status column Invoice No Status Amount Discount Total Due Amount Applied 00000006 Open 01 11 2007 1 351 25 1 351 25 1 351 25 00000005 gt Open 09 11 2007 176 25 176 25 176 25 Total Applied 1 527 50 Finance Charge 0 00 Total Received 51 527 50 Out of Balance 0 00 A BIC D A Discount If you intend to award an early payment discount for a sale assign the discount to the appropriate invoice in this column Note that you won t be able to assign a discount to an invoice that is not being settled in full If you want to give the customer a discount you can give them a customer credit See Creating customer credits on page 76 Printing payment receipts For each cash receipt transaction you record a corresponding receipt can be printed Receipt transactions can be recorded using the following windows e Bank Register e Receive Money e Receive Payments Sales New Invoice and New Order using Paid Today e Settle Returns amp Debits Receive Refund view 72 Chapter 5 Sales B Amount Applied Enter how much of the customer payment you want to apply to each sale in this column If part of the payment was used to pay finance charges type the finance charge amount here See Finance charges
295. ice T Use Activity Slip Notes instead of Activity Name Description on Invoice Totas 812000 12000 e000 OOO 2 0 BEEE None A Filters Use these filters to find the required activity slip s B Bill Enter the amount or number of hours you want to bill for each activity slip here Any activity slip with 0 00 units or 0 00 in the Left to Bill column is considered billed in full C Adjustment Enter any adjustments you want to make in this column D Print Options Select the relevant option if you want to e sort activity slips according to job number e consolidate all activity slips with the same activity and job number on the invoice e print the activity slip notes on the invoice MYOB Accounting MYOB Accounting Plus v16 uk 4 Click Prepare Invoice The Sales New Time Billing window 7 Complete the invoice in any of the following ways BP Pears APS Me etaa on the ulate SUING AnIVOIEes e Record the invoice Click Record to record the invoice but sales New Time Billing DER print it later INVOICE Customer c gt Selman Sine Teme COD VAT Inclusive e Print and record the invoice Click Print and then choose the Del to E Invoice No 00000009 Date 1770372007 form you want to use for this invoice For more information Customer PO No Hole L z FR about printing invoices see Sending forms on page 207 Date Hrs Unit Activit 21 01 2007 0 5 QU01 Basic
296. ick want to activate my company file by phone and click Continue The Company File Activation By Phone window appears 6 Type the serial number in the Serial Number field if it is not already displayed and press TAB User Guide 9 The code in the Company File Code field is generated automatically Company File Activation By Phone What is a Serial Number Your serial number is unique and Is used to identify your MYOB software Activate by Phone Please enter your serial number below Your company file code is displayed when a valid serial number is entered 1234 1234 1234 Where is my serial number 0011 0897 05 Serial Number Need a Serial Number If you have an internet connection you can purchase your MYOB software and receive a serial number Call 0845 230 1505 available anytime 24 hours a day 7 days a week This is an automated phone service Follow the instructions to receive your confirmation code Enter your confirmation code below Cc You will not need this code again Company File Code Confirmation Code Frequently Asked Questions a MYOB Privacy Policy Call MYOB on the telephone number displayed under the Company File Code field and follow the instructions to receive your confirmation code Type the confirmation code and click Continue NOTE Confirmation code used only once After you activate your company file the confirmation code cannot be used to activate o
297. icular values in custom lists A Fields in the Available Fields column are those that are available for the selected report To include a field in a new report mark the field by clicking in the select column B in Windows and _ in Mac This adds the field name to the Selected Fields column B The bottom section has three tabs Advanced Filters Report Fields and Finishing The Advanced Filters tab lets you specify further limits on the data displayed such as limiting records to those within a date range The B Fields in the Selected Fields column are those that will be printed other two tabs are described later see Step 2 Specify the required on the selected report From the top down the sequence of fields in fields below and Step 3 Select finishing options below this column is in the order the fields will appear in the report The first field will appear as the left most column of the report the second field will appear in the next column to the right and so on 4 Refine your search criterion in the Advanced Filters tab and then If you want to change the order in which the fields are printed display the report and choose Screen Report from the View list You can then drag the column headers to new positions See To display and print reports on page 196 continue with Step 2 Specify the required fields below Step 2 Specify the required fields In the Report Fields tab of the
298. id Matching Import Field 7 Unmatch All Match All HelpF1 MYOB Accounting MYOB Accounting Plus v16 uk 5 Match the import fields with the MYOB Plus Fields column if you re d If all the fields in the import file match those in the MYOB Plus using MYOB Accounting the column is labelled MYOB Fields Fields column click Match All to match all fields imult ly a Click the name of a field in the Import Fields column he b Click the matching field in the MYOB Plus Fields column 6 Click Import to import the data If you get a warning or an error message indicating that the import was not successful refer to the import log file in your MYOB Accounting installation folder for a list of errors or warnings This is a text file readable by most word processors that lists the problems encountered during the The import field you selected appears in the Matching Import Field column NOTE Some fields must be imported Fields that have an asterisk next to them must have matching import fields assigned to them import c Click afield in the Matching Import Field column to remove it Importing data from MYOB RetailBasics Using MYOB RetailBasics together with MYOB Accounting enables Set up your MYOB Accounting software you to import point of sale data such as sales surcharges VAT collected and liabilities accrued from MYOB RetailBasics to MYOB Accounting This saves you from having to manually enter this data Bef
299. iling payments made to Employees using Barclays Branch Originated BACS Service BOBS It so click Display BOBS Report Displey BOBS Report Cash Payments Recorded 1 Amount 277 34 Do you want to generate a transaction to cover employees paid in cash Spend Mone FA Help for This Window If so click Spend Money pores NOTE Changing the details of a recorded paycheque If you need to change a recorded paycheque continue processing your payroll When you have finished processing reverse or delete the incorrect paycheque transaction and then process a new pay for the individual employee For more information on reversing or deleting a transaction see Changing or deleting a transaction on page 187 Step 5 Process payments In the Process Payments window you can e print employee paycheques see below e generate a payment report for employees paid using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS see page 114 e create a spend money transaction to clear the account you use to temporarily hold cash wage amounts see page 114 User Guide If you want you can generate the payment reports later using the relevant command centre function For example if you want to include weekly and monthly payments in the one payment report process both pay frequencies and then generate the required payment report from the Index to Reports window To print paycheques Click Print Paycheques Th
300. in the Reconcile Accounts deposit window click Cancel User Guide Performing an initial bank reconciliation 45 46 Chapter 3 Setting up your company file MYOB Accounting MYOB Accounting Plus v16 uk 4 Banking This chapter shows you how to record the cheques you have written the cheques and credit card payments you have received your credit card purchases your credit card payments and your ATM and Internet banking withdrawals and transfers You can record the details of any number of bank and credit card accounts If you are familiar with a manual multi column cashbook system you can think of your software as having the capacity to run many cashbooks with an infinite number of columns Receiving money In MYOB Accounting the term receiving money specifically You receve money H i You receive money refers to recording receipts other than payments relating to invoices These receipts include capital injections interest adjustments and so on These can be entered using the Receive Money window or by selecting the Receive Money transaction type in the Bank Register window Is it in response to an invoice you issued Yes In the Receive Money window you can record credit card payments electronic payments cash and cheque payments Option 1 Record the payment in the Receive Payments window Sales command centre Option 1 Record the payment i s in the Receive Money
301. in the future 8 Click OK To enter opening balances for jobs If you started using MYOB Accounting while a particular job was in progress you can create the job and then enter any account activity generated by the job so far in the Job Opening Balances window You can enter opening balances only for detail jobs Header jobs take their balances from the detail jobs below them 1 Go to the Setup menu choose Balances and then Job Opening Balances The Job Opening Balances window appears 2 Inthe Job Number field type or select the job for which you want to enter an opening balance MYOB Accounting MYOB Accounting Plus v16 uk 3 In the Opening Balances column type the opening balances for each account Repeat step 2 and step 3 for each job with an opening balance Click OK when you have finished To enter budget amounts for jobs You can enter budgets for detail jobs The budget information you enter for each job is used to help you assess your progress on a particular job and to determine the job s effect on the state of your business The amounts you enter will be recorded against accounts in your accounts list for comparison purposes Once you begin recording transactions for the job you will be able to print Budgets When you prepare a budget you are predicting the financial state of your business For example you could prepare a budget that predicts how much you intend to spend and earn over the next fi
302. included in the build E The value in the Out of Balance field must be zero before you can record the transaction That is the amount in the Amount column for the finished item must be equal to the sum of the amounts in the Amount column for the components Click Record to save the stock transfer You have now built a finished item The built item is automatically added to your on hand stock and the component items are subtracted from your on hand stock Building items 131 Auto building items For items that you repeatedly build you can use the Auto Build function to build the finished items Before you can build a finished item using the Auto Build function you need to define what items are needed to build the item To define an Auto Build item Go to the Stock Control command centre and click Items List The Items List window appears Click the zoom arrow lt gt of the item you want to build The Item Information window appears Click the Auto Build tab Item Information Item Details Buying Details Selling Details Printer start up This tem is a stock tem For stock items you may choose to list the bill of materials needed to build the item If you choose to do so you can use MYOB s Auto Build feature to easily record the transfer of stock items as you build the item Minimum Level for Restocking Alert 0 What it takes to build 1 stock unit s of this tem os Edict ug Hel Fi New
303. indow you can also make changes to or delete cards If you want to add make changes to or delete customer cards later you can do so from the Card File command centre For more information see Changing a record on page 177 or Deleting a record on page 178 Setting up sales details 33 To create customer cards In the Build your customer list window click New The Card Information window appears Enter details about your customer You don t have to complete all the tabs in this window however we recommend that you fill in the Profile and Selling Details tabs now You can complete the others later from the Card File command centre Card Information Card Details Selling Details Miller Street Shop cuso01 Payment Details J Contact Log Debtors Balance 205 84 Sale Layout Item Credit Limit 0 00 Printed Form EJ Invoice Delivery To be Printed ltem Price Levet Base Seling Price i Income Account Receipt Memo VAT ID Number Salesperson VAT Code 5 El Standard Sale Comment g Carriage VAT Code 5 l Standard Delivery Method I Use Customer s VAT Code Customer Biling Rate 0 00 Excluding VAT r Customer Terms Information Payment is Due C O D Discount Days 0 Balance Due Days 0 Discount for Early Payment 0 Monthly Charge for Late Payment 0 Volume Discount 0 R Credit Limit amp Hold 7 Us HelbF1 New
304. indows and in Mac next to the customer s name b If you have installed OfficeLink click Mail Merge to create the letter directly in your word processor Otherwise click Disk choose a file format and click Save To analyse your debtors In any command centre select Debtors from the Analysis list The Analyse Debtors window appears Click Filters and choose the time periods and any other criteria you want to apply Click OK The information you selected appears in the Analyse Debtors window To analyse your sales activities The Analyse Sales window provides various illustrations as graphs or as lists of your sales activities In any command centre select Sales from the Analysis list The Analyse Sales window appears Reviewing your sales information 69 2 Click Filters and choose the sales figures time periods and other criteria you want to apply 3 Click OK The information you selected appears in the Analyse Sales window 4 Select the display options in the Analyse Sales window to view charts showing your sales activities To view sales reports There are several sales reports that can help you track your sales activities For example you can run an Aged Debtors Summary report to view your customers current balances sorted by ageing periods The Sales Item Summary report shows you which stock items are selling best The Referral Source report is useful for finding out which referral source is
305. information see Payroll liabilities on page 116 To view the Employer s Payment Record P32 report Go to the Reports menu and choose Index to Reports The Index to Reports window appears Click the Payroll tab Select the Employer s Payment Record P32 report and click Customise The Report Customisation window appears Select the required tax period from the Tax Period list Click Display User Guide Step 7 Lock periods After you have completed your month end tasks you should lock that month using the Lock Periods feature This will prevent you from inadvertently making an entry in a month in which you don t want new entries Go to the Setup menu and choose Preferences The Preferences window appears Click the Security tab Select the Lock Periods Disallow Entries Up to and Including option and choose the relevant month from the list This selection merely places a temporary lock on the month you select and all months before it If at a later time you need to make an entry in a locked month for example you locked May and now want to make an entry in April you can change your selection in the Preferences window so that month is unlocked Month end procedures 259 Year end procedures This section describes the tasks you need to perform at the end of your financial year and at the end of the payroll year if you use the payroll feature to prepare your company file for the coming year End of fi
306. ing activated company files The activation and confirmation of company files is sensitive to changes of the date in your computer s system clock In some circumstances changes or discrepancies in the system date start an immediate confirmation process Workstations out of synchronisation If multiple users on different workstations are accessing a company file simultaneously and the dates in the system clocks of one or more workstations differ you will need to synchronise clocks and confirm the company file the next time you open it Date changed while company file is open If you open a company file and change the date in your computer s system clock while the file is open then close the file you may need to confirm the company file next time you open it MYOB Accounting MYOB Accounting Plus v16 uk Servicing your company file Checking your company file for errors In addition to having your company file automatically checked for errors before creating a backup you can check your company file any time you choose By checking your company file for errors you can catch minor problems in the file before they cause serious problems To check your company file for errors CAUTION MYOB Accounting Plus only Single user access required Checking a company file for errors requires single user access If you normally have multiple users accessing a shared company file on a host computer verify the company file on the host computer
307. ing system 100 is posted to the euro debtors account 37 to the euro debtors exchange account and 63 to the sales account In the following month the euro customer pays their account by depositing 100 into your bank account but the exchange rate has changed from 0 63 to 0 60 pounds to the euro The deposit is valued at 60 MYOB Accounting MYOB Accounting Plus v16 uk You originally made a sale that at the time was worth 63 When you received payment it was worth only 60 Therefore the 3 difference is a realised currency loss and will be posted to the Debtors Accounts Euro exchange account and to the Currency Gain Loss account Transfers Currency gains and losses that occur through the transfer of funds need to be recorded by a nominal journal entry At the end of the month you can look at the value of your foreign accounts and use the Currency Calculator from the Help menu at the top of the screen to calculate their true values in local currency at that time You can then create a nominal journal entry where losses are posted as credits to the exchange account with a corresponding debit to your Currency Gain Loss account Gains are posted as debits with a corresponding credit to your Currency Gain Loss account EXAMPLE Say the original balance in your euro bank account is zero and you then transfer 100 at an exchange rate of 0 63 pounds to it The 100 is converted to 63 and MYOB Accounting Plus
308. ing your employees on page 108 Step 2 Print payroll reports e Payroll Register Summary shows the pay history of your employees e Payroll Activity Summary shows the paycheque amounts recorded These are paycheques that have been recorded but do not include any manual adjustments made in the Payroll Details tab of the Card Information window in the employee s card Review these reports to find potential issues or concerns Look for figures that seem out of the ordinary or unexpected 264 Chapter 18 End of period procedures Step 3 Prepare and submit payroll tax forms You can use the MYOB Accounting End of Year Tax Forms Assistant window to prepare P35 and P14 P60 payroll tax forms for your employees You can e file these forms using HM Revenue amp Customs PAYE Online for Employers service or submit them by post Before you can e file P14 and P35 forms you need to register for the HM Revenue amp Customs PAYE Online for Employers service To ensure you meet the filing deadline you need to start the registration process at least seven days prior to the deadline For more information on e filing or to start the registration process go to http www gateway gov uk If you need to change payroll information you ve prepared and submitted using the End of Year Tax Forms Assistant you can use the assistant to prepare and submit an amended form These amended forms must be prepared before you start the next pay
309. ins and losses If you plan to track unrealised gains and losses you need to create an income account for this purpose You may want to name it Unrealised Currency Gain Loss or something similar We recommend that you consult your accountant to determine whether your business needs to track unrealised gains and losses and if it does the most appropriate way for it to do so See Tracking currency gains and losses on page 158 for more information Depending on your business you may need to create additional accounts to track foreign bank accounts assets held overseas and the like If you are unsure about the accounts ask your accountant or an MYOB Certified Consultant Setting up multiple currencies 155 Step 4 Assign accounts to foreign currencies 1 Goto the Lists menu and choose Currencies The Currencies List window appears 2 Click the zoom arrow next to the currency you want to assign to one or more accounts The Currency Information window appears 3 Select the required tab Click either e the Sales Ledger Accounts tab if customers pay you in this currency or e the Purchase Ledger Accounts tab if you pay suppliers in this currency 4 Enter the relevant accounts in the appropriate fields In the bottom section of the window mark the options that apply to your business As you mark options additional fields will appear and you can enter the accounts you will use to track various parts of your transactions
310. ion click Save as Recurring In the Edit Recurring Schedule window enter the details about the recurring transaction and click Save For more information about recurring transactions see Recurring transactions on page 190 Click Record Transfer Money Transfer No TRO00001 Transfer Date 01 01 2007 Transfer Money From 7 211 El Curent Account Transfer Money To 1 2110 E Curent Account Amount Memo Money Transfer Current Balance Balance After Transfer Current Account 21273510 12 735 10 Current Account 12 735 10 12 735 10 8 Save as Flecurino Q Use Recuring In the Transfer Money From field type or select the account to which you are transferring money In the Transfer Money To field type or select the petty cash account Enter the amount you are transferring in the Amount field and click Record Tracking petty cash expenses 55 To allocate expenses to the petty cash account Let s assume you spent 10 00 on stationery and 30 00 on postage from your petty cash float You would record this transaction in the following way 1 Go to the Banking command centre and click Spend Money In the Account field type or select the Petty Cash account Enter the date and amount of the expense w N Enter the expenses as line items and allocate them to the relevant expense account in this example the Office Supplies account and the Postage accoun
311. ion month that is the earliest month in the financial year for which transactions are to be recorded in your MYOB company file and you have uncleared banking transactions as at the first day of your conversion month you need to perform an initial bank reconciliation Uncleared banking transactions are those transactions withdrawals and deposits that have been recorded in your previous accounting system but have not been cleared by your bank as at the start of your conversion month If you need to perform an initial bank reconciliation complete the steps below Step Action See 1 Identify uncleared withdrawals and deposits below 2 Record uncleared withdrawals and deposits in your below company file 3 Reconcile page 45 User Guide Step 1 Identify uncleared withdrawals and deposits Compare your banking source information such as your chequebook and deposit book with your bank statements for the period that includes your conversion date If you find transactions that have not been cleared by your bank as at this date you will need to record the details of these transactions in your company file For example in December 2006 the month prior to your conversion month you wrote a cheque for 1 000 and deposited 500 you received from a customer If these transactions did not appear on your December bank statement you need to record both transactions in your company file Step 2 Record uncleared withdrawals and
312. ion system GIS to analyse the location of your contacts Overdue Contacts A list of contact log entries with recontact dates that are dated on or before the day you specify in the report filter MYOB Accounting MYOB Accounting Plus v16 uk 17 Finandial control Using MYOB Accounting you can control finances by setting budgets auditing your records and by reviewing and analysing your financial activities Tracking financial information You can track financial information at three levels e Accounts level view the profitability and financial details of your business as a whole e Categories level view the profitability and financial details of your individual business divisions departments properties offices or locations e Jobs level view the profitability and financial details of the individual jobs or tasks carried out for customers and clients The following example will illustrate how accounts categories and jobs may be interrelated A car dealer has two lines of business car sales and a service department The car sales department sells both new and pre owned vehicles The service department regularly takes on multiple jobs for particular customers You could set up MYOB Accounting in the following way although this is just one of many ways 237 Accounts level The accounts list could be set up to provide a basic overview of the business s overall performance For example the following inco
313. iscount The volume in the Volume Discount field in the Selling Details view of a customer s card applies to a sale in addition to the quantity break price levels you set up To name your price levels Go to the Lists menu choose Custom List amp Field Names and then Price Levels The Custom List and Field Names window appears Enter names for the price levels These names will appear in the Selling Details view of the Item Information window Click OK To specify price levels and quantity breaks for an item Go to the Stock Control command centre and click Items List Select the item and click Edit The Item Information window for the item appears Click the Selling Details tab MYOB Accounting MYOB Accounting Plus v16 uk The base selling price you entered for this item in the upper section of the Selling Details view appears at Level A or whatever you have chosen to label this field 4 Inthe remaining fields Levels B to F or whatever you have chosen to label them enter the selling price of this item Make an entry for each price level you want to use 5 If you want to specify quantity breaks for a price level a Enter the first quantity break in the Over field and enter the price for orders over the quantity break b Inthe next Over field enter the new quantity break Assign the price for this quantity break c Continue to enter up to five quantity breaks for each of which you can enter up to six price levels
314. ise the entry you are making and automatically fill in the rest of it Use Expandable Data Entry Fields in Windows If you enter long descriptions on invoices and purchases you can view those descriptions in their entirety whenever a Description field is active Select and Display Account Name Not Account Number If it is easier to find your accounts by their names rather than by their numbers you can set up MYOB Accounting so you can enter account names With this preference set accounts are sorted alphabetically based on name Deal in Multiple Currencies MYOB Accounting Plus only User Guide Set this preference if you want to enable multi currency accounting By selecting this option you can enter transactions in any number of currencies in addition to your local currency Some of the preferences include Preference Description Warn if Customer has an Outstanding Credit Before Applying a Payment Sales tab Select this preference if you d like to be notified that a customer has an existing credit whenever you apply one of the customer s payments to a sale Transactions CAN T be Changed They Must be Reversed Security tab Set this preference if you want to keep a comprehensive history of the transactions you ve entered You will not be able to edit or delete incorrect transactions but will have to cancel them with reversing transactions Prompt for Data Backup Wh
315. it amp Loss Shows your profit and loss figures Back Up Click the Back Up button if you wish to back up at this time Statement Click Undo Reconciliation if you have already backed up your data For more information refer to your user documentation or click the Help button to access help Balance Sheet Reviews your financial position as of the end of a Account selected to Undo Last Reconciliation for 1 2110 Current Account pe riod The date the account was last reconciled 01 01 2007 Summary Trial Balance Identifies incorrectly entered amounts When Hel FI fe reviewing this report check for e entries that seem unusually large or small for the account that has been affected 4 Click Undo Reconciliation A confirmation window appears i e debit amounts for accounts that normally have 5 Click OK The Reconcile Accounts window reappears credit eritries and viceversa e unusually high or low ending balances e an unusually high or low number of entries for a specific account Step 2 Review reports There are several reports that we recommend you review at the Balance Sheet Budget Lists account balances as at the end of a selected end of each month You can use these reports to identify and Analysis period along with the budgeted amounts for t di eiea d Il t them If you ve determined that changes need to correct any discrepancies In your records aS Well as Spot any be made to the amounts you ve budg
316. it menu and choose Delete Line Instead you can record the receipt of these items using a purchase transaction with a receive item status When you record a purchase with a receive item status you enter an estimated purchase amount which is then allocated to a creditors accrual account Your accounts payable is not affected at this time Receiving items without a supplier invoice 85 Later when your supplier bills you for the items you can record a purchase with the actual purchase amount When you record the purchase the actual purchase amount is allocated to your accounts payable and the estimated amount is removed from the accrual account Before you can record items received without a supplier invoice you need to set up the accrual account for them Setting up an accrual account for items received without a supplier invoice When you record items received without a supplier invoice you need to allocate the anticipated purchase amount to a creditors accrual account If the account does not exist you need to create it The account should be a liability account named for example Trade Creditors Accrual Stock For information on creating an account see To add an account to your accounts list on page 174 Before you can allocate transactions to this account you need to make it the default linked account for items received without a supplier invoice To link an account for items received Go to the Setup menu cho
317. k 1 Month 1 option c If the employee is a director and their National Insurance contributions are calculated on a cumulative basis select the Director option and enter the tax week they became a director d Click in the select column next to each tax category that applies to the employee Card Information Profle J CadDetsis Payroi Details Banking Details Chen Olivia E4 Personal Details gt NI Number NM387654 NI Table Letter A Standard not c out Ej 7 Week 1 Month 1 Wages gt Entitlements gt Deductions gt Employer Expenses gt Taxes gt eaor PAYE Income Tax Pay History gt NI Employee Contributions Time Biling gt Pint E Create New Payroll Category LE HepFi New MYOB Accounting MYOB Accounting Plus v16 uk Enter recurring pay details 10 Click Recurring Pay The employee s default paycheque details appear The default values are determined by the payroll categories selected and values entered step 5 to step 9 above Card Information Card Details Payroll Details Banking Details Contact Log Chen Olivia E4 Personal Details gt Pay Frequency Weekly Wages gt Hours per Pay Frequency 37 5 Entitlements gt M Use Recurring Pay values in addition to Timesheet for Pay Calculation Deductions gt Employer Expenses gt Base Houtly Overtime 1 5 Commission Recuring Pay PAYE Income Tax ess NI Employee Contributi
318. ked Periods Not Selected __Lock Periods Payroll Tax Tables Date 1 02 2007 Load Tax Tables BD Help for this window Close This window shows you e the company file name e the MYOB Accounting software release number e the location of the company file e the size of the company file e the date on which the company file was last backed up e the date on which the company file was last verified e the end month and year of the current financial year e the latest month of the locked periods if one has been specified e the date of the payroll tax tables If necessary you can perform the following maintenance tasks from this window e Back up your company file Click Backup and complete the backup procedure For more information on how to back up your company file see To make a backup of your company file on page 271 MYOB Accounting MYOB Accounting Plus v16 uk e Check your company file for errors Click Verify and complete the verification procedure For more information see Checking your company file for errors on page 277 e Set the locked periods for your company file Click Lock Periods and specify the last month of those that are to be locked being months for which data cannot be entered For more information on how to set lock periods see Lock periods on page 259 e Load payroll tax tables Click Load Tax Tables and then complete the procedure for loading tax tables For more information on
319. ks you may want separate income and expense accounts for your fiction and non fiction book sales If you run a petrol station you may want to track petrol sales separately from oil and consumables een et rye Res 25 Le Rass Overview Before you start entering transactions you need to set up your company file Some tasks can be performed using an Easy Setup Assistant from the Setup menu others are performed from the command centre windows Easy Setup Assistant for guided setup tasks MYOB Accounting has five Easy Setup Assistants Assistant Tasks performed See Customise Customise your preferences page 27 Accounts Create accounts and enter opening balances page 28 Sales Set up your customers and sales information page 32 Purchases Set up your suppliers and purchase page 35 information Payroll Create payroll categories including wages page 37 entitlements expenses and deductions Other setup tasks These tasks are performed by selecting options from the MYOB Accounting command centre windows and menus e Setting up bank accounts see page 43 e Setting up items see page 124 optional e Setting up VAT codes page 163 e Setting up categories see page 238 optional e Setting up jobs see page 239 optional 26 Chapter 3 Setting up your company file To start the Easy Setup Assistant Go to the Setup menu and choose Easy Setup Assistant The Easy Setup Assistant window app
320. ks to topics that give you tips to solving common problems or that direct you to other sources of help Tips tab Tell Me How display a list of procedural topics that tell you how to perform tasks in the window or other related tasks Tips amp Troubleshooting display links to topics that give you tips on solving common problems or that direct you to other sources of help Search the Help User Guide locate topics by keywords Searches can be as widely or as narrowly defined as you like Command centre help The main windows in MYOB Accounting are known as command centres A help icon appears in the top right corner of each command centre window For more information see Command centres on page 13 28690 Widgets Command Centre MmYyoB ACCOUNTS w ts y 7 Set on gt amp is 3 Accounts Banking Sales Time Billing Purchases Payroll Stock Control Card File Accounts List L2 Transfer Money Record Journal Entry amp Company Data Auditor e Transaction Journal ToDo List v Find Transactions w Reports w When you click the help icon MYOB Help displays a description of the command centre and its various functions Other resources In addition to MYOB Help you can also access various web based resources Go to the Help menu and select Additional Resources on the Web to display the available resources For example you can access a database of frequently asked ques
321. l VAT 100 form and shows the amounts you need to complete the form The report can be filtered for any date range you require and includes all transactions that have a VAT code other than those transactions assigned the N T VAT code Report Display Dated From 01 10 2005 To 31 12 2005 Redisplay View Screen Report x VAT Return 01 10 2005 To 31 12 2005 Description Value 1 VAT due on Sales 8 794 35 2 VAT due Purchases from other EC Members 0 00 3 Total VAT due 1 2 8 794 35 4 VAT on purchases including purchases from EC 1 342 04 5 Net VAT to be paid 7 452 31 6 Total Sales excluding VAT 50 253 41 7 Total Purchases excluding VAT 8 072 77 8 Total Sales to other EC members excluding VAT 0 00 3 Total Purchases from other EC members excluding VAT 0 00 m E E M Ge EC sales NOTE About this information The information below is not an in depth guide to EC trade For more information please refer to VAT Notice 725 The Single Market available from your local VAT Business Advice Centre or consult your accountant If your business is a UK VAT registered company selling goods or services to anyone in another EC member state you will normally charge VAT at a zero rate on the transaction if the sale is in line with intra EC sales rules These rules require that customers supply you with their VAT registration number This does not mean that the VAT on the transaction is ignored it i
322. l tasks on page 279 Synchronising your MYOB cards and your Microsoft Outlook contacts 225 Exporting your MYOB cards to your Outlook contacts When you export your MYOB cards to your Outlook contacts your contacts are saved by default to group contact folders For example Customer contacts are saved to a folder called MYOB Customers Contacts My Contacts 85 Contacts 83 MYOB Customers 83 MYOB Suppliers 83 MYOB Employees 82 MYOB Personal If you use a Personal Digital Assistant PDA and want to synchronise your Outlook contacts and your PDA your contacts must be saved to the Microsoft Outlook default contacts folder When you export your MYOB cards to your Outlook contacts you can select an option to save your contacts to the default contacts folder see step 7 on page 227 CAUTION Back up your Outlook contacts Exporting your MYOB cards to your Outlook contacts will change the details recorded in your Outlook contacts Back up your Outlook contacts before synchronising See your Microsoft Outlook documentation for instructions To export your MYOB cards to your Outlook contacts Go to the Card File command centre and click Cards List The Cards List window appears 226 Chapter 16 Contact management Click Sync Cards The Synchronise Cards window appears synchronise Cards Synchronise MYOB Cards with Outlook Contacts You have selected to synchronise the following MYOB card types with Outlook con
323. lan Long is paid a gross amount of 1 000 per week If he takes one day holiday leave and half a day sick leave then allocate 4 hours to Sick Pay and 8 hours to Holiday Pay The combined amount displayed in the Amount column for the Sick Pay and Holiday Pay payroll categories equals 300 Therefore the value you need to enter in the Amount column for Base Salary is 700 that is 1 000 less 300 ory A Holiday Pay 8 6 5110 Wages amp Salaries 200 00 a Sick Pay 4 6 5110 Wages amp Salaries oong Base Salary 6 5110 Wages amp Salaries 700 00 Click OK The Select amp Edit Employee s Pay window reappears To record other types of pay NOTE Other types of pay recorded on a timesheet If you ve entered other types of pay such as sales commission and bonuses on a timesheet you don t need to use this procedure Before you enter these details the wage categories you intend to use should already be assigned to the employee For more information see To enter payroll information for an employee on page 103 In the Select amp Edit Employee s Pay window click the zoom arrow gt next to the employee s name The Pay Employee window appears Paying your employees 111 In the Hours or Amount fields next to each appropriate wage category enter the hours or amounts you want to record Holiday Pay Sick Pay Click OK The Select amp Edit Employee s Pay window reappears To as
324. ld create list entries of yellow red green and blue When you create or edit your items you can assign them one of these colours When you run a stock report such as the Analyse Stock Summary report you can choose to include only red items in the report To name a custom list Go to the Lists menu choose Custom List amp Field Names and then click Items The Custom List and Field Names window appears Enter names for each of the three custom lists in the appropriate fields and click OK Custom List and Field Names DER ti Customer Supplier Personal Name of Custom List No 1 Warehouse Name of Custom List No 2 Warranty Name of Custom List No 3 Colour These custom list names will now appear on the Item Information window Customising stock 139 To create custom list entries Go to the Lists menu choose Custom Lists and then Items The Custom Lists window appears HepFi New Select the custom list for which you want to make entries in the Custom List field Click New and enter the name of the list entry For example if you have a colour list you would enter a colour such as Yellow Edit Custom List DER Colour Yelow 7 Us S Click OK Repeat step 3 until you have created all your list entries To assign a custom list entry to an item Go to the Stock Control command centre and click Items List Click the zoom arrow gt t
325. le NOTE MYOB Accounting Plus only Single user mode required for data export You cannot export data when more than one user is logged in For more information see Single user file locking for special tasks on page 279 Before you export data you should make a backup of your company file See Backing up and restoring company files on page 270 To export data Go to the File menu choose Export Data and then choose the type of data you want to export The Export File window appears 283 Select the export file format and enter other information in this window For detailed field help click Help and then choose Help for This Window Click Continue The Export Data window appears Export Data Click the MYOB Plus Fields in the order that you wish to export them Account Number Account Name Header Balance Account Type Last Cheque Number VAT Code Currency Code Exchange Account Required Field for an MYOB Plus Import Conditional Field Must have one or both fields for an MYOB Plus Import Unmatch All Match All Cancel Choose the fields you want to export and the order in which you want to export them To do this click on the first field you want to export in the MYOB Plus Fields if you re using MYOB Accounting the column is labelled MYOB Fields column Field 1 will appear in the Export Order column next to the field you selected The field name will appear at
326. le is checked for sales and purchase transactions within the date range specified that have no job number If any transactions are detected with no job number click Display to view the Job Exceptions Invoice Transactions report and review customise or print the details of the report Scan for deposits The company file is checked for any deposits paid paid within the date range specified on sales orders or purchase orders If any orders have a payment flagged as a deposit transaction click Display to view the Deposit Transactions report and review customise or print the details of the report Review audit trail changes If you have selected the Use Audit Trail Tracking System wide option in the Preferences window Security tab the company file is checked for any transactional VAT accounts payroll and system changes If any changes occurred within the date range specified click Display to view the Audit Trail report and review customise or print the details of the report For more information on audit trail tracking see Audit trail tracking system on page 244 252 Chapter 18 End of period procedures Reconcile payroll liability payments If you use integrated payroll the total of payroll liabilities transactions that are unpaid is checked against the balance of the linked accounts payable account Payroll Category If there is an out of balance amount because a payroll liabilities transaction has
327. les closed purchases and journal entries assigned to closed sales and closed purchases are kept or purged according to your selections in the Start a New Financial Year assistant To start a new financial year NOTE MYOB Accounting Plus only Single user access Please note that this task requires single user access For more information see Single user file locking for special tasks on page 279 Go to the File menu and choose Start a New Year and then Start a New Financial Year The Start a New Financial Year window appears Follow the instructions that appear If you need help click Help and then choose Help for This Window Step 7 Optimise and verify your company file Once the Start a New Year procedure is complete we recommend that you optimise and verify your company file For more information see Optimising your company file on page 277 Starting a new financial year 263 Starting a new payroll year Complete the tasks below to start a new one Step Task See 1 Process the last paycheques for the year below 2 Print payroll reports below 3 Prepare and submit payroll tax forms below 4 Back up your company file page 265 5 Start a new payroll year page 265 6 Optimise and verify your company file page 265 Step 1 Process the last paycheques for the year You must make sure that all paycheques for the payroll year you are about to close have been entered For more information see Pay
328. lier c gt Lee s Unlimited Tems 1 5Net 30 IT VAT Inclusive Del to Del Widgets Purchase No 00000004 H Date 02 02 2007 Supplier Inv No Pri Total Units D Subtotal Comment Pick up ASAP Carriage Deliver Via VAT Promised Date Total Amount Journal Memo Purchase Lee s Unlimited Paid Today 0 00 Order Delivery Status To be Printed Balance Due 0 00 Enter the purchase date and your order number In the Ordered field type the quantity you ordered This can be more the quantity received In the Receive field type the quantity received In the Item Number field type the number of the item received or select it from your items list MYOB Accounting Plus only If you keep items at multiple locations type the location where you received the items in the Location field or select it from the list Note that the Location field only appears if you have set up multiple locations 10 In the Price field enter the estimated price for the items 11 Click Record The items are recorded in your stock and a purchase order is created with the number of items received When you receive the supplier s bill you need to convert the order to a purchase For more information see To convert a sales order to a purchase on page 89 Receiving items without a supplier invoice 87 Creating a purchase order from a sale If you want to order items to fulfill a sale you can create a purchase order u
329. ling your account in full The total payment amount appears in the Amount field and the individual payment amounts are applied to each open purchase 92 Chapter 6 Purchases B Discount If you are taking an early payment discount for a purchase assign the discount to the appropriate purchase in this column Note that you cannot assign a discount to a purchase that you are not settling in full If this is the case and you want to record a discount that the supplier has given you you can create a supplier debit See Creating supplier debits on page 93 C Amount Applied The amount of the payment you want to apply to each purchase The amounts you apply in this column are accumulated in the Total Applied field D Finance Charge If part of the payment was used to pay finance charges enter the finance charge amount here E OutofBalance The Out of Balance amount must be zero before you can record the transaction This field will be non zero if there is any variance between the Total Paid amount and the Amount field in the top half of the window If this happens correct the amounts in the Amount Applied and Finance Charge fields If you are recording a cheque payment and the cheque has already been written or if you are recording a transaction that doesn t require a printed cheque such as a petty cash payment or Internet payment select the Cheque Already Printed option If you want to send remittance advice in a
330. logged in my files to a domain 292 Appendix B Networking company files on Windows 5 If your network does not have workgroups or you are logged in to a domain continue with step 8 6 Click Permissions The Permissions for Company_Files window appears 7 Click the Everyone user group then set the Allow and Deny access in the Permissions list as shown below Permissions for Company_Files Share Permissions Group or user names Pee Permissions for Everyone Allow Deny Full Control o Change ica o Read ica o ok Cancel Apply Permissions for Everyone Allow Deny Full control Select Clear Change Select Clear Read Select Clear 8 Click OK The Company_Files Properties window reappears 9 Click OK 10 In Windows Explorer move the company file from its present location to the Company_Files folder on the host MYOB Accounting MYOB Accounting Plus v16 uk 11 Continue with Accessing the shared company file from Windows workstations on page 295 To share a folder on Windows NT4 This procedure applies to Windows NT 4 Service Pack 6 Consult a networking expert or read the Windows help to set up appropriate sharing and access permissions if this procedure does not apply to your network configuration NOTE File sharing on by default When you create a folder in Windows NT the folder is shared automatically unless the person who set up your network turned off this default behaviour If only admi
331. lying the amount overdue by the Monthly Charge for Late Payment value you specified in the customer s card If during the overdue period the customer makes a partial payment the finance charge is adjusted accordingly Setting up charging and recording finance charges Before you can apply finance charges you need to specify an account for tracking late payment charges Go to the Setup menu choose Linked Accounts and then Sales Ledger Accounts Select the I assess charges for late payment option and select an income account to record the late payment charges Set the percentage you will be charging for late payments in the Monthly Charge for Late Payment field of the Selling Details tab of each customer card Credit control 75 To record a finance charge To record the finance charge owed by a customer on a statement select the Add Finance Charges to Amount Due option in the Advance Filters window For more information about customer statements see Send customer statements on page 257 When your customer pays the late payment charge enter the amount in the Finance Charge field of the Receive Payments window For more information see To record payments against invoices on page 71 Although the history of finance charges is not tracked you can perform an account inquiry using Find Transactions on the income account you have set up to record late charges The finance charges payable by your customers only ap
332. m I Stock This Item Raw materials you stock and use as components to build other stocked items I Stock This Item Intermediate goods in the process including parts used to manufacture finished goods As you select the options fields appear next to them These fields change according to the combination of selections you make MYOB Accounting MYOB Accounting Plus v16 uk 6 Enter the appropriate accounts in the fields that appeared during the previous step Account Description Cost of Sales Type or select the account you want to use to track Account the costs associated with producing this item Income Account for Type or select the account you want to use to Tracking Sales record the income you receive from the sale of this item Asset Account for Type or select the account you want to use to Item Stock record the total value of this item Expense Account for Type or select the account you want to use to Tracking Costs record costs associated with purchasing this item 7 Click the Buying Details tab The Buying Details view of the Item Information window appears Complete the fields as explained below Item Information Profe _ItemDetails Buying Details Selling Detaile History AutoBuid Locations A 100 10145 Widgets B Standard Cost 16 25 VAT Code When Bought gt 5 S Standard Buying Unit of Measure unit Number of Items per Buying Unit T ie Purchase Price 16
333. mand centre and click Print Email Statements The Review Statements Before Delivery window appears Click the To Be Printed tab In the Statement Type field select the type of statement you want to print e Invoice statements lists all open invoices up to and including the date you specify e Activity statements lists all sales invoices payments and orders with a customer deposit for the period of time you specify Activity statements include a running account balance Specify the statement period to be printed e If you selected Invoice as the statement type enter a date to include invoice statements outstanding on that date e If you selected Activity as the statement type enter the statement period in the From and to fields Type the number of statements you want to print per customer in the Print field Click Advanced Filters to filter and customise the information to be displayed in the customer statement See Advanced filters on page 209 for more information User Guide Mark the select column e in Windows and in Mac next to the name of each customer you want to print statements for Click Print To email a customer statement Go to the Sales command centre and click Print Email Statements The Review Statements Before Delivery window appears Click the To Be Emailed tab In the Statement Type field select the type of statement you want to email e Invoice statement
334. matically You can change it or delete it if necessary Preparing a bank deposit When you receive payments that you want to deposit in a batch To prepare a bank deposit such as credit card cash and cheque payments you need to post the payments to a temporary holding account until you create a bank deposit This holding account is known as an Undeposited Funds account 2 Inthe Deposit to Account field enter the account into which the funds selected in the Prepare Bank Deposit window will be 1 Goto the Banking command centre and click Prepare Bank Deposit The Prepare Bank Deposit window appears You can post a customer payment to the undeposited funds account by selecting the Group with Undeposited Funds option in the Receive Money window or Receive Payments window 3 If you want to group payments by payment method when recording a payment deposited a Select the payment method in the Select Receipts by field A bank batch deposit transfers funds from the Undeposited Funds b Type or select one or more payment types in the adjacent field account to the account of your choice as a single transaction You can record the deposit in the Prepare Bank Deposit window 4 Enter a date to display undeposited funds up to and including that date User Guide Preparing a bank deposit 49 5 Type a description in the Memo field to help you identify the payment later Select the receipts you want to include in the bank deposit by clickin
335. mation see Run the Company Data Auditor on page 250 You can make an adjustment to a VAT report by creating a nominal journal entry for more information see MYOB Help Alternatively you can enter the correct details on your VAT return and keep detailed records of how the difference between the MYOB Accounting reports and your VAT return is calculated You will be asked to produce this by HM Revenue amp Customs during any VAT audit visit User Guide VAT codes are assigned to suppliers in the Buying Details tab of their Card Information window see Create supplier cards on page 36 Make sure you select the Use Supplier s VAT Code option If this option is not selected MYOB Accounting will not use the supplier s VAT code even if one has been assigned VAT ID Number 1584616 VAT Code Carriage VAT Code S Standard M Use Supplier s VAT Code Accrual and cash reporting There are two methods of accounting for VAT accruals and cash It is important that you choose the VAT reports appropriate for your VAT accounting method Accrual accounting for VAT With this method you pay or reclaim VAT based on the invoice or purchase date For example if you issue an invoice to a customer in one VAT return period but do not receive payment until the next period VAT is payable in the period that includes the invoice date not the period when the customer paid If you use this method use the VAT Summar
336. me accounts could be used 4 0000 Income Header 4 1000 Car Sales Header 4 1010 New Car Sales Detail 4 1020 Pre owned Car Sales Detail 4 2000 Service and Parts income Header 4 2010 Service Income Detail 4 2020 Parts Income Detail 4 2030 Accessories Income Detail When entering a transaction the appropriate account is allocated to each individual amount A standard profit and loss statement can then be printed for the business showing income and expenses generated by the business However at this level it is difficult to see how well particular models are selling Categories can manage this een et rye ss Rass Categories level You can set up categories for keeping track of different car sales say model model B and model C For the service department you could keep track of the different services you offer When entering a transaction you would assign the appropriate category to it A profit and loss statement can then be prepared for each model or service This is an easy way to compare the categories profitability and performance But at this level it is difficult to see how profitable particular jobs or tasks have been The Jobs function can provide this facility Jobs level Jobs could be set up to track income and expenses related to service jobs This is particularly useful when multiple jobs are performed for a single customer When you enter a transaction the appropriate job
337. mer credit and how to analyse sales activities with a variety of reports and other analytical tools Entering sales You enter a sale as a quote order or invoice e A Quote records a price you have quoted to a customer without creating a transaction A quote has no impact on your stock levels and can be changed to an order or an invoice when your customer is ready to buy e An Order is a sale where no services or goods have been delivered While orders don t affect your financial figures they do affect your committed stock numbers Orders don t create transactions unless the customer has paid you a deposit An order can be changed to an invoice e An Invoice is usually created when you deliver the items or services the customer ordered It will update the appropriate accounts including the account for tracking debtors Invoices can be open unpaid closed paid or credit negative sale An invoice can t be changed to a quote or an order 61 You can enter a sale in the Sales window and in the Bank Register window Entering a sale in the Sales window the procedure discussed in this chapter allows you to record more details about the sale than entering it in the Bank Register window To use the Bank Register window see To enter a transaction in the Bank Register window on page 53 Entering a sales transaction Complete the following steps to enter a sales transaction Step Action See 1 En
338. mer s card C If the customer gave you a purchase order for this transaction enter that purchase order number here D If you are entering prices that include VAT select the VAT Inclusive option Do not change this setting after you enter an amount in the Amount column 62 Chapter 5 Sales Step 2 Choose the type of sale In this step choose the required status and layout for the transaction you are creating The layout displayed in the Sales window is determined by the default selection you made when setting up sales details using the Sales Easy Setup Assistant or when creating the customer s card Check if the default layout is appropriate There are five layouts Service Item Professional Time Billing and Miscellaneous The layout determines what fields appear on the Sales window If you want to change the default layout a Click Layout The Select Layout window appears NOTE Miscellaneous layout The Miscellaneous layout is used only for sales where a printed form is not needed b Select the appropriate layout and click OK Select the status from the list in the top left corner of the window Quote Order or Invoice Step 3 Enter the items or services you are selling The scrolling list in the middle of the Sales window is where you enter details of what you are selling In this area you enter item numbers activity ID numbers descriptions account numbers or names depending on your selection in the Pre
339. mmand centre and click Auto Build Items The Auto Build Items window appears 60e Auto Build Items These are the items that can be built automatically You may change the Quantity to Build When you click Build Items MYOB Plus will create a Build Items transaction Item Number Name On Hand On Order NetonHand Qty to Build F101 Printer start up 10 0 10 5 gt A This column displays items that you have designated as finished items The On Hand On Order and Net on Hand columns show the current record of your finished items User Guide 2 Type the quantity of finished items you want to build in the Qty to Build column Click None if you want to change all numbers in this column to zero 3 Click Build Items to begin transferring component items to finished items The Build Items window displays the details of the transfer that will occur when the finished item is built eee Build Items Stock Journal Number 1000005 Date 16 11 07 item Number Quantity LocationiD Unit Cost Amount F101 5 Warehouse 5371 50 1 857 50 100 000 5 South St 5 25 526 25 100 103 5 South St 516 25 581 25 100 101 5 High St 350 00 1 750 00 Out of Balance 0 00 s aD 4 Review the entries in this window and check that the quantities unit costs and total stock values are correct Note that the quantities of the components in the list appear as negative numbers
340. mp check the financial year and conversion month and then click m Next to continue or Back to revise these values Tell us about your accounting year financial year is the 12 month timeframe used to define your accounting 8 year It does not have to match the calendar year What is your financial year Specify how you would like to build your accounts list 4 Curent Financial Year 12007 Introduction Company Information Accounting Information When does your current financial year end Last Month of Financial Year December New Company File Assistant MYOB Accounting Plus requires that you choose a conversion month The conversion month is the month in which you choose to begin entering transactions What is your conversion month coounts n Build your accounts list Conversion Month September Most companies use 12 accounting petiods for reporting purposes A few use last campanas use 12 sacounton patos for gpu Every company file requires an accounts list You may either select one of a period to record adjustments uct you prefer ours or you can use your own How would you ike to build your accounts ist Number of Accounting Periods Twelve Select the option that most fits your needs would lke to start with one of the lists provided by MYOB Accounting Plus would like to import a list of accounts provided by my accountant after l m done creating my company fie I w
341. ms 265 emailing invoices 64 purchase forms 84 reports 197 sales forms 64 statements 257 314 Index employees activity slips including in pay 109 analysing payroll 121 bank details 42 106 billing rates setting 143 bonuses 109 cards 39 103 173 cash payments 113 cheque payments 113 commissions 109 electronic payments changing bank details for current pay 112 entering bank details 31 42 106 175 entitlement balances viewing 120 holiday pay recording 111 hours worked entering 110 pay details editing 110 pay history entering 42 viewing 119 paying 108 115 payment method 42 106 payments changing deleting or reversing 113 payroll information analysing 121 entering 103 reviewing 119 setting up 108 payroll liabilities clearing 116 paying 116 reviewing 121 printing paycheques and sending payments 113 recurring pay entering 105 sales history for 70 setting billing rates for 143 setting up in the Easy Setup Assistant 39 sick pay recording 111 terminating 117 time billing information including in employee pays 109 Employer Expense Information window 102 employer expenses definition 38 98 linked account for 38 payroll categories changing 99 creating 98 deleting 178 End of Year Tax Forms Assistant 264 end of month See month end end of year See year end entitlement balances viewing an employee s 120 Entitlement Information window 100 entitlements changing 120 definition 38 linked
342. ms individually as you complete a transaction for example an invoice for a cash sale or print batches of forms for example a monthly cheque run for supplier payments When printing batches choose which forms to print by applying selection criteria For example you can choose to print statements only if the balance of the customer s account is not zero You can also print forms onto stationery with a preprinted logo and contact details or use plain stationery and include your business name and contact details If you already have preprinted stationery you can still customise the appearance of your forms Invoices and statements are those most commonly customised but cheques purchase orders and labels can also be customised You can change the size of the form print multiple forms on a single page change fonts move fields create text labels and add your own logos and graphics You can also create multiple forms of one type for example one invoice with your logo and another without it Note that your forms are stored in their own Forms folder within your software s installation folder This allows you to share forms among your company files and easily transfer them from one computer to another een et rye Res 205 Le Rass Finding forms Forms can be accessed through the relevant functions in each command centre For example remittance advices are accessible through the Print Email Remittance Advices function i
343. n additional activations by contacting MYOB UK Ltd User Guide b Number of Users If you have purchased i a Single User Software Licence then you may use the Software on only one computer that you own or operate at a single physical loca tion in respect of company files you have activated You may transfer the Software from one such computer to another that you own or operate provided that you do not use or permit the usage of the Software on more than one computer or computer terminal at a time In the event of an upgrade or Product exchange the Licence hereby granted shall automatically transfer to the new version or Products ii a Multi User Software Licence then you may use the Software on only one computer network that you own or operate at a single physical location and only then in respect of company files created and activated by you or by another licensed user You may transfer the Software from one computer to another that you own or operate on this network provided that you do not use or permit the usage of the Software on more than the licensed number of computers or computer terminals at a time nor permit the usage of the Software on more than one network at any one time nor permit the Software to be used in respect of company files that you have not activated or have not been created by you or by another licensed user c Updates and Upgrades In the event of an upgrade update or prod uct exchange the Licence hereby grant
344. n bold type You cannot post a transaction to a header account e Detail accounts are accounts you can post transactions to They are the accounts that appear in the accounts selection list in transaction windows Select the account type from the Account Type list The Account Classification field changes according to the selection you make See Setting up accounts on page 28 for an explanation of account classifications Enter a number for the account in the Account Number field You can enter any four digit number you like Note that the prefix to the account number is determined by the account classification 1 for asset accounts 2 for liability accounts 3 for equity accounts and so on Press TAB and type a name for the account You can give an account any name you like Click the Details tab If you want type a brief description of the account in the Description field In the VAT Code field select the VAT code that you use most often with transactions that will be posted to this account For more information on VAT codes and how to assign them to accounts see Setting up VAT codes on page 163 10 If you are creating a detail balance sheet account such as an accounts receivable account type select an option from the Classification for Statement of Cash Flows list MYOB Accounting MYOB Accounting Plus v16 uk 11 Classifying the accounts allows you to generate a statement of cash flows This report sh
345. n doing business with EC customers or when tracking capital acquisitions and so on You can also create an unlimited number of VAT codes For more information on setting up VAT codes for EC sales and EC purchases see EC sales on page 167 and EC purchases on page 169 163 To add a VAT code Go to the Lists menu and choose VAT Codes A list of VAT codes appears Click New The VAT Code Information window appears In the VAT Code field type a VAT code consisting of one two or three characters and press TAB Complete the Description VAT Type and Rate fields 5 Select the linked account for VAT collected or paid This field is only available for some tax types eee VAT Code Information VAT Code Information Enter the VAT code up to three characters a brief description of the tax and the rate of tax Select an appropriate VAT type and complete the links as necessary VAT Code Z Description Zero rated VAT Type Rate 0 Linked Account for VAT Collected 2 1310 VAT Due Linked Account for VAT Paid 2 1310 _ VAT Due Linked Card for VAT Authority 6 Click OK when you have finished The new VAT code you have added will now appear in the VAT codes list Assigning VAT codes to accounts You can assign a VAT code to each account in your accounts list The VAT code you assign to an account will appear as the default VAT code in a transaction where you allocate a deposit c
346. n on Category Tracking option has been selected in the System tab of the Preferences window If you are invoicing for sold items enter the date in the Date field e the quantity being sold in the Hrs Units field e the item number in the Activity field or press TAB and select the item from the list of items and activities that appears e the price of the item in the Rate field e the VAT code if the item is taxable e the job number Enter additional information about the sale such as the salesperson referral source and comments NoTE Add lines subtotals and headers to time billing invoices If you want to group and subtotal the items and activities separately on the invoice you can insert headers blank lines and subtotals See Adding and deleting transaction lines subtotals and headers in sales transactions on page 65 Work in progress Work you have done for your clients that you haven t billed yet is called work in progress Work in progress is indicated on activity slips by a value other than zero in the Left to Bill field Your accounting records will only reflect a sales transaction when you bill the activities However some accountants consider that from an accounting perspective your clients owe you for your work in progress even if you haven t yet billed your clients for it 152 Chapter 9 Billing for time Complete the invoice in any of the following ways e Record the invoice To record the invoice wi
347. n the Purchases command centre To find forms etc 1 Goto the appropriate command centre for example Sales for invoices 2 Find the type of form you want and click the relevant command centre function see the following tables e Banking command centre Type of form Command centre function Cheques Print Cheques Receipts Print Receipts Remittance Advices Print Email Remittance Advices e Sales command centre Type of form Command centre function Sales Print Email Invoices Packing slips Print Email Invoices Labels Print Email Invoices Statements Print Email Statements Receipts Print Receipts 206 Chapter 15 Forms e Purchases command centre Type of form Command centre function Purchases item service and professional Print Email Purchase Orders Cheques payable Print Cheques Remittance Advices Print Email Remittance Advices e Payroll command centre Type of form Command centre function Paycheques Print Paycheques Card File command centre Type of form Command centre function Mailing labels Print Mailing Labels Personalised letters Create Personalised Letters MYOB Accounting MYOB Accounting Plus v16 uk Sending forms You can send forms when you record a transaction or later as a batch Sending forms immediately You can print email or fax forms when you record tran
348. nagement Importing from the default contacts folder If you want to import your contacts to MYOB cards from the default Outlook contacts folder enter the card type for each contact in the Categories field of the General tab F Charles Berringer Contact ile Edt Vew Insert Format Tools Actions Help General Details Activities Certificates All Fields Full Name Charles Berringer E mail 5 Display as SBA web page adcress Berringer Charles IM address Phone numbers Business 01202 776 000 Home Business Fax Mobile Addresses Business w 23 Grove Road Bournemouth This is the mailing BH5 13Q dress Contacts Employee Importing from group contacts folders You need to save your contacts to group contact folders labelled MYOB Customer MYOB Supplier MYOB Employee and MYOB Personal For instructions on how to set up group contact folders in your Outlook contacts refer to your Microsoft Outlook documentation Contacts My Contacts S Contacts 8J MYOB Customers 83 MYOB Suppliers 84 MYOB Employees 83 MYOB Personal Before importing your Outlook contacts Check that the details recorded in your Outlook contacts are up to date and entered in the correct field MYOB Accounting MYOB Accounting Plus v16 uk To import your Outlook contacts to your MYOB cards Go to the Card File command centre and click Car
349. nancial year With MYOB Accounting you don t need to close your financial year at any particular time You can continue to use your company file for up to twelve months after the last month of your current financial year MYOB Accounting allows you to track information Starting a new financial year Complete the tasks listed below to close your financial year and start a new one Step Task See 1 Complete month end tasks below 2 Perform a stocktake below 3 Provide information to your accountant below 4 Enter end of year adjustments page 262 5 Back up your company file page 263 6 Start a new financial year page 263 7 Optimise and verify your company file page 265 260 Chapter 18 End of period procedures from previous current and next financial years For more information see Starting a new financial year below End of payroll year You must close the payroll year in the last month of your payroll year or soon after Otherwise you will not be able to enter paycheques for the next payroll year See Starting a new payroll year on page 264 Step 1 Complete month end tasks Make sure you complete each of the month end tasks See Month end procedures on page 250 Step 2 Perform a stocktake If you track stock quantities and values you should perform a stocktake count when all transactions affecting stock for the financial year have been entered To perform a stocktake Go to the Sto
350. nancial year Having a budget means that as the year progresses you can track projected data against actual data and take corrective action if things are not going according to plan You can also use budgets to plan for future goals For example you may want to undertake a new business venture in the coming year By creating a budget you can work out the amount of money you will need for the venture where this money will come from and the impact that the venture will have on other aspects of your business What do I need to budget In MYOB Accounting you can enter budgets for individual detailed accounts The accounts that require a budget will vary according to your business User Guide the Jobs Budget Analysis report to see a comparison between the actual amounts and the amounts you have budgeted for the job Go to the Lists menu and choose Jobs The Jobs List window appears Select the detail job for which you want to enter budgets Click Budgets The Job Budgets by Account window appears with the number of the job you selected in the Job Number field All your company s income cost of sales expense other income and other expense accounts appear in the scrolling list In the Budgets column type the amounts you ve budgeted for specific accounts for this job and then click OK Most people prepare budgets for Profit and Loss accounts such as Income Cost of Sales and Expenses accounts and Balance Sheet accounts for
351. navigation and transaction entry This chapter provides an overview of your software and describes the tools resources and primary features of MYOB Accounting and MYOB Accounting Plus Learning about MYOB Accounting MYOB is committed to developing accounting software that is easy to use To that end your software is accompanied by comprehensive information resources to help you learn and to provide support as you set up records and enter transactions Manuals New users of MYOB Accounting receive e a User Guide this publication as a PDF Portable Document Format file on the installation CD e a printed and PDF copy of the Getting Started guide NOTE printed copy of the user guide is available on request You need a PDF reader to view a PDF file You can install Adobe Reader from the installation CD ww N To access the PDF files Insert the installation CD On the installation window that appears click Resources Click CD Library Click the name of the manual you want to view User Guide The user guide introduces the principal features functions and capabilities of MYOB Accounting It is designed to be used as a reference for everyday transaction entry and periodic tasks such as issuing invoices making payments and end of period processing ISTIT AE RSS ae Ss This guide is intended for use with version 16 of MYOB Accounting and MYOB Accounting Plus on the Windows and Macintosh oper
352. nce or twice a year To set up automatic company file confirmation After a company file has been activated MYOB Accounting asks you to confirm it once or twice a year You can manually confirm the company file either over the Internet see page 274 or by telephone page 275 But if you prefer MYOB Accounting can confirm company files over the Internet automatically NOTE Internet connection required When MYOB Accounting attempts to confirm the activation of the company file automatically and you are not currently connected to the Internet a window appears requesting you to connect 1 Start MYOB Accounting and click Open a company file in the Welcome to MYOB Accounting window 2 Inthe Open window select the company file to be confirmed automatically and click Open 3 Goto the Setup menu and choose Preferences 4 Inthe Preferences window click the Security tab 276 Chapter 19 Managing user accounts and company files 5 Select the Prefer to Use Automated Online Company File Confirmation option and click OK From now on MYOB Accounting confirms the company file automatically and displays this notification of successful confirmation each time Company File Automatic Confirmation xj This compary file has now been automatically confirmed If you no longer want to use automatic confirmation clear the I want to use Automatic Confirmation checkbox below M want ta use Automatic Confirmation Troubleshoot
353. nciliation Summary report may show an out of balance amount equal to the finance charge When you delete one of the entries you will be reminded to delete the other entry for the finance charge Note that the warning will appear even though you may have already deleted the corresponding payment MYOB Accounting MYOB Accounting Plus v16 uk 7 Paying your employees You can use MYOB Accounting to process pays for wages and salary The software can calculate overtime rates allowances union fees and other deductions employer expenses and entitlements such as holiday leave and sick leave union fees along with tax deductions In MYOB Accounting the components of an employee s pay such as wages entitlements and taxes are called payroll categories These are assigned to an employee s card to create the employee s recurring paycheque When you record a paycheque you can vary an employee s pay by overriding the recurring paycheque values with the actual number of hours worked and the number of hours of holiday leave taken Some payroll categories deductions expenses and taxes determine what are known as payroll liabilities These are amounts withheld for later payment to the appropriate authority or agency At year end you can print P14 and P60 forms for your employees to use at tax time You can e file these forms using the HM Revenue amp Customs PAYE Online for Employers service or submit them by post If you are concerned abou
354. ncy symbol and last entered exchange rate e The Realised Gain Loss report displays realised gains or losses on transactions per account e The Unrealised Gain Loss report displays unrealised gains or losses on transactions per account Miscellaneous transactions 161 162 Chapter 10 International transactions MYOB Accounting MYOB Accounting Plus v16 uk 11 Reporting VAT Value Added Tax VAT is a tax on the supply of goods and services Most goods and services attract VAT at the standard rate set by the Government which is currently 17 5 per cent However some goods and services attract different VAT rates For example most foodstuffs are charged at zero per cent For a full explanation of what VAT rate to use consult your local VAT Business Advice Centre or your accountant This chapter explains how you can use MYOB Accounting to complete your VAT Return for HM Revenue amp Customs If your company is involved in intra EC trade as defined by HM Revenue amp Customs you need to account separately for these intra EC transactions in your returns to HM Revenue amp Customs See EC sales on page 167 and EC purchases on page 169 Setting up VAT codes VAT codes are used to track VAT paid to and by your business Each VAT code represents a particular type of VAT which is used to calculate VAT on your transactions MYOB Accounting has a list of VAT codes that can be used in a variety of situations for example whe
355. nd an order with the backorder items will be created Cancel i Help F1 This window lists items that are either out of stock or would be as a result of recording the sale User Guide Decide what you want to do To Do this Auto build 1 Clickin the Build column next to the item you want to auto items build and then click Build The Auto Build Items window appears 2 Click Build Items The Build Items window appears 3 Click Record to build the finished item Record a 1 Click in the Buy column next to the item you want to purchase purchase and then click Buy The Enter Purchases window appears 2 Select Purchase as the status from the list in the top left corner and complete the purchase For information about completing the purchase see Entering purchases on page 81 Record a 1 Click in the Backorder column next to the item you want to sales order place on backorder 2 Click Backorder The Sales window reappears with the Deliver and Backorder columns adjusted A sales order is automatically recorded for the item when you record the invoice NoTE Multiple items with insufficient quantities You can use the Backorder List window to perform the following tasks build buy or backorder However you can only perform one of these tasks at a time and in the following order build buy and then backorder For example if you want to backorder some items and buy others you need to buy the req
356. ndividual line items on transactions tracking reimbursable expenses for your jobs preparing invoices to reimburse job expenses analysing profit and loss of a job To create a job Go to the Lists menu and choose Jobs The Jobs List window appears Click New The New Job window appears Select whether this is a header or detail job Click e Header Job if you don t want to assign transactions to this job but want to use it as a header for a group of detail jobs The header job will display the total of the associated detail jobs in the Jobs List window e Detail Job if you want to assign transactions to this job In the Job Number field type a code for the job and press TAB Enter additional information about the job such as a job name description and start date eee New Job Job Information O Header Job Inactive Job Detail Job C Track Reimbursables Job Number X0544 Sub job Of El Percent Complete 0 Job Name Phase 2 of MCM Project Start Date 9 6 05 Description Install video and sound equipment Finish Date Manager Jill Contact Katherine Linked Customer ba Budgets New Re Tracking financial information 239 6 If you are creating a detail job you can link a customer card to the job This is useful if you intend to seek reimbursement for goods and services purchased on the customer s behalf You can view details of all jobs linked to a cust
357. ndow displays ageing below Debtors information for all open invoices Analyse Sales The Analyse Sales window provides a graphical below snapshot of your sales activities Sales reports Sales reports help you keep track of your sales page 70 activities Sales history History lets you view seven years of sales history page 70 for an item a customer or an employee Sales Register The Sales Register window gives you a page 184 complete picture of your sales activity open and closed invoices orders quotes returns credits and so on Find Find Transactions helps you find individual sales page 184 Transactions transactions quickly Transaction The Transaction Journal lists journal entries of page 186 Journal your sales and other transactions To view a list of all unpaid sales sorted by days overdue Click To Do List in any command centre The To Do List window appears 2 Click the Debtors tab A list of all unpaid sales appears User Guide The Overdue column shows the number of days an invoice is overdue A negative number in the Overdue column indicates that the payment is not yet due The number of days an invoice is overdue is calculated by checking the original date of the invoice comparing it to today s date and looking at the customer s credit terms If you want to send a collection letter to customers with overdue payments a Select those customers by clicking in the select column le in W
358. ndow gives you a page 185 Register complete picture of your purchase activity open and closed purchases orders quotes returns and so on Transaction The Transaction Journal window lists journal page 186 Journal entries of your purchases and other transactions To view a list of all unpaid purchases sorted by days overdue You can view a list of all unpaid purchases in the To Do List and enter supplier payments for those purchases Click To Do List in any command centre The To Do List window appears 2 Click the Creditors tab A list of all unpaid purchases appears 90 Chapter 6 Purchases The Overdue column shows the number of days a payment is overdue a negative number in the Overdue column indicates that the payment is not yet due The number of overdue days is calculated by checking the original date of purchase comparing it to today s date and your credit terms with the supplier To analyse creditors The Analyse Creditors window allows you to view detailed information about how much you owe suppliers and how long you have owed them This analysis is based on all purchases and payments recorded in your company file Go to the Purchases command centre and click Analysis The Analyse Creditors window appears Click Filters The Ageing Date window appears Set your filters in the Ageing Date window and click OK Select the required view of the Analyse Creditors window e The Summary view displays all the mo
359. ney that you owe suppliers totalled by supplier e The Supplier Detail view displays all the money that you owe the supplier selected in the Supplier Detail field e The Purchase Detail view displays all the transactions assigned to the purchase selected in the Purchase Detail field The information in this window is based on e the entries you made above in the Ageing Date window and e the selections you made in the Ageing fields in the Reports amp Forms tab of the Preferences window by choosing Preferences from the Setup menu MYOB Accounting MYOB Accounting Plus v16 uk To view purchase reports There are several purchase reports that can help you track your purchase activity For example you can run a Creditors Reconciliation Summary report if you want to analyse your creditors as of a past date The Analyse Purchases Items Spreadsheet report shows you the stock items which are costing you the most money 1 Goto the Reports menu and choose Index to Reports The Index to Reports window appears 2 Click the Purchases tab A list of purchase reports appears For information on displaying customising and printing your reports see Printing and customising reports on page 195 Paying suppliers If you have recorded a purchase you pay the supplier in the Pay Suppliers window In this window you can record the payments to one or more of your outstanding purchases You can also make payments to suppliers in the Ba
360. ng Plus users MYOB Accounting only supports a single user and cannot be networked MYOB Accounting Plus is a network ready application that comes with one licence However if your volume of transactions grows too great for one person to handle you can purchase additional workstation licences so that several users can access the company file simultaneously See To obtain additional workstation licences MYOB Accounting Plus only on page 270 If multiple users will be simultaneously accessing a company file it should be stored on a host computer where it can be accessed across the network from other Windows workstations The host computer and workstations must be running Windows ME NT4 SP6 2000 or XP Note that the workstations do not all need to be running the same version of Windows 289 NOTE Setting up networks needs expert skills Because setting up routers or hubs cabling computers and configuring network hardware and software require expert knowledge you may need to employ an expert with the necessary skills If setting up a network for the first time show this appendix to a networking expert To locate a networking qualified MYOB Certified Consultant near you visit myob co uk service ccdir or call MYOB at 0845 130 3975 This section starts from the point where the network is already set up and running A local area network LAN can be set up in many different ways The procedures in this section describe t
361. nised with MYOB cards are stored in MYOB group folders These folders are created automatically when you synchronise for the first time T Directories IL Widgets Customer I Widgets Employee IL Widgets Personal IL Widgets Supplier NOTE If you move cards to MYOB group folders If you move a card to an MYOB group folder for example from the All folder to the Customer folder and you want to synchronise this card you need to reset the synchronisation See Resetting the synchronisation on page 233 Duplicate cards in your MYOB cards list If you have duplicate cards in your MYOB cards list you should combine or rename these cards before you synchronise For more information see Combining records on page 179 Synchronising your MYOB cards and your Mac Address Book cards 231 To synchronise your MYOB cards and your Address Book cards CAUTION MYOB Accounting Plus only Single user access required Synchronising cards and Address Book cards requires single user access For more information see Single user file locking for special tasks on page 279 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click Sync Cards The Synchronise Cards window appears Synchronise Cards Click Synchronise to perform a standard synchronisation Use Reset Sync under special circumstances as described in your documentation WARNING It is highly recommended that
362. nistrators can set permissions on your computer log in as an administrator Open the Network control panel On the Identification tab complete the following fields and click OK Computer Type the name that will be visible in Network Neighborhood Name Domain Type the name of the workgroup or domain to which this computer belongs If you are not sure whether workgroups or domains have been created on your network consult a networking expert In Windows NT Explorer create a folder named Company_Files in a convenient location for example c Company_Files This folder is where the shared company file will be stored Right click the Company_Files folder and choose Properties The Company_Files Properties window appears Click the Security tab and click Permissions The Directory Permissions window appears User Guide 7 Click the Everyone user group set the values as shown below and click OK The Company_Files Properties window reappears Replace Permissions on Subdirectories Select this option Replace Permissions on Existing Files Select this option Type of Access Set to Full Control Click OK In Windows NT Explorer move the company file from its present location to the Company_Files folder on the host computer 10 Continue with Accessing the shared company file from Windows workstations on page 295 To share a folder on other Windows versions This procedure applies to Windows ME
363. nk Register window especially if you have several purchases to pay and do not need to record detailed information for each payment When you use the Bank Register window to make supplier payments the entire payment is automatically allocated to the oldest purchase first For more information see Entering transactions in the Bank Register window on page 53 You can pay several outstanding purchases at once in the To Do List window For more information see To pay several purchases at once on page 93 The options for recording payments are summarised in the following diagram User Guide To view purchase history You can view the purchase history for an item or a supplier 1 Display the Item Information window for an item or the Card Information window for a supplier 2 Click the History tab The History tab displays a total of seven years of purchase history for the item or card the five years preceding your current financial year as displayed in the Company Information window the current financial year and the next financial year You pay money other than pay salaries and wages Is it in response to a purchase recorded in the Purchases command centre Option 1 Record the payment in the Spend Money window Banking command centre Option 1 Record the payment in the Pay Suppliers window Purchases command centre Option 2 Record the payment in the Bank Re
364. ns 129 multi user mode company file sharing Mac 297 Windows 289 file locking 279 problems 280 improving performance 282 obtaining additional licences 270 refreshing displayed data 282 See also network single user mode MYOB Help 10 MY OB RetailBasics importing from 285 navigation shortcuts 13 network company file located in a shared folder Mac 297 Windows 289 file locking multi user mode 279 single user mode 279 hardware required Mac 298 Windows 290 how preferences work on 279 improving performance 282 shared company files factors affecting how they work 279 shared public folder accessing from workstations 295 saving new company files to 20 setting up Mac 299 setting up Windows 295 storing custom reports on 281 system requirements Mac 298 Windows 290 New Company File Assistant 18 New Time Billing window 151 new year starting a new financial year 263 starting a new payroll year 265 MYOB Accounting MYOB Accounting Plus v16 uk nominal journal entries 262 assigning categories to 238 creating recurring transactions for 190 exporting 283 importing 284 See also journal entries o OfficeLink collection letters creating 69 creating personalised letters 219 online banking importing statements 56 online help 10 opening balances accounts 31 items 126 127 jobs 240 optimising company files 277 orders converting one to a purchase invoice 89 to a sales invoice 68 converting several simultaneously
365. nter the number of sick or holiday hours in the Hours column of the appropriate wage category and press TAB For example if you are paying an employee for eight hours of holiday leave type 8 in the Hours column next to the Holiday Pay payroll category and press TAB NOTE Automatic adjustment to entitlement values The amount that appears in the Amount column is calculated automatically When you record the transaction the hours you entered will be subtracted from the number of hours the employee has accrued Reduce the amount being allocated to the Base Hourly or Base Salary wage category e If the employee is paid on an hourly basis reduce the number of hours allocated to Base Hourly by the number of hours allocated to the Sick Pay and Holiday Pay payroll categories For example suppose that Mary Jones standard working week is 40 hours and she is paid per hour If she has had one day of holiday leave and half a day of sick leave you allocate 8 hours User Guide to Holiday Pay and 4 hours to Sick Pay and then reduce the Base Hourly figure to 28 Payroll Category ou Jo Base Hourly 28 5110 Wages amp Salaries 344 62 a Holiday Pay 8 5110 Wages amp Salaries 98 46 Sick Pay 455110 Wages amp Salaries 49 23 e If the employee is paid on a salary basis reduce the amount allocated to Base Salary by the values displayed in the Amount column of the Sick Pay and Holiday Pay payroll categories For example A
366. nting MYOB Accounting Plus v16 uk 9 Billing for time Time billing is only available in MYOB Accounting Plus The time billing feature allows you to track the time spent by employees and suppliers to complete tasks and services activities for clients and customers You can also track incidentals such as items used to complete the work Time billing is suitable for businesses that predominantly sell time such as accountants and lawyers and businesses that sell both time and items such as interior designers and mechanics You can establish billing rates based on the activity itself such as consulting at 40 per hour and photocopying at 8 pence per copy You can also establish billing rates based on an hourly charge out rate for a particular employee For example employee John Smith s hourly consulting rate may be 60 per hour and subcontractor Acme Industries charge out rate may be 80 per hour You can even set an underlying cost to the activity where for example you estimate that the hourly cost to employ John Smith is 45 per hour and Acme is 60 per hour An activity can be chargeable or non chargeable The ability to track non chargeable activities can be useful for businesses that want to record such costs as entertainment which generally cannot be charged to the customer The time billing feature makes it easy to enter and collate the activities undertaken for customers The activities can be entered individually or grouped
367. nting Plus Widgets Command Centre EE ioj xi IMyoB SALES 2 1 ou A w a Accounts Banking Si Time Biling Purchases Papiol Stock Control Card Fie Sales Register 9 Enter Sales Receive Payments e PrinyEmail Statements PrintEmail Invoices 9 a Transaction Joumal Print Receipts ToDoList v Find Transactions Reports v Analysis v Each command centre contains a row of icons in the top section of the window These icons allow you to quickly switch between command centres User Guide The highlighted icon represents the current command centre and the flowchart displayed below the icons illustrates the major tasks associated with that command centre For example when the Sales icon is highlighted tasks such as Enter Sales and Print Email Statements typical tasks you would complete in relation to sales appear in the command centre s flowchart There are four menus at the bottom of each command centre The options available from these menus are described below Select If you want to To Do List record and manage tasks that need your attention such as paying invoices to take advantage of early payment discounts or restocking items when stocks are low Find Transactions view summary information about your accounts sales purchases cards items paycheques and jobs Reports view a list of the available reports Analysis analyse a number of key aspects of your busin
368. nting Plus v16 uk 4 Click Save A message appears showing that the company file will be restored to the selected folder Click OK to complete the restore When you restore a file that has not been activated the Company File Activation window appears If you do not need to enter transactions into the restored file click want to mark this file as Read Only and then click Continue to open the file in read only mode If later you need to activate the read only file go to the Help menu and choose Activate Company File NOTE Restoring from a CD If you are restoring a backup file from a CD the file will be read only To read data from the file you need to change the file s attributes by right clicking the file choosing Properties and deselecting the Read only option To restore a backup Mac OS Go to the File menu and choose Restore The Open window appears 600 Bas 0 a veux f ns CEE 2 Custom J Forms LE macn nosh HD E MYOB Acc ting ap G MYOB Plus app E John Applications cumen T item 34 89 GB available NOTE If the backup file is on a removable disk insert the disk into the disk drive User Guide Locate the backup file you want to restore select it and click Open The Choose a Folder window appears Select the destination folder for the restored company file Click Choose message appears showing the file name and location of the company file Click OK
369. ntra asset account and debits a depreciation expense account Depreciation is most often recorded as a nominal journal entry detail account An account to which transactions can be assigned Several detail accounts can be grouped under a header account Detail accounts are postable while header accounts are not postable discount early payment The amount taken off the balance due in return for payment within an agreed number of days discount volume purchase The amount taken off an item s cost because of a special supplier or customer arrangement discount days The number of days from a sale or purchase within which full payment of the balance due entitles the payee to a discount double entry accounting A method of bookkeeping in which every entry is balanced by another entry Correct double entry accounting always provides a balanced set of books that is the total value of your asset accounts minus the total of your liability accounts should equal the total value of your capital accounts earnings See current year earnings or retained earnings equity See capital expense A cost associated with running a business Expense is an account type Expense accounts usually carry a debit balance MYOB Accounting MYOB Accounting Plus v15 uk finance charge The amount added to an outstanding balance as a penalty for late payment financial statements The balance sheet and income profit amp loss statement The balance sheet
370. nts item quantities and units The calculator is available from every window where you enter numeric data Pressing equals or the SPACEBAR when the cursor is in a numeric data field displays the calculator In the calculator enter your calculation and then press ENTER 14 Chapter 1 Introduction The result appears in the numeric data field Press Esc to close the calculator without entering numeric data EE OO x ef al ki 4 1 2 3 a 36 00 7 bij 96 00 Zoom arrows Zoom arrows displayed next to various fields allow you to display more detailed information about a specific entry such as a transaction or customer record A white zoom arrow gt indicates that you can display more detailed information about a transaction and make changes to or delete the transaction A grey zoom arrow allows you to display more detailed information about a transaction but the information is read only that is it cannot be changed If you want to change the information you can reverse the transaction and re enter it see Reversing a transaction on page 189 Alternatively you can change your security preference selection to make all transactions changeable see Setting up preferences on page 27 Search icons Search icons 5 displayed next to various fields allow you to open selection lists containing records that you have previously entered such as customers and delivery methods or rec
371. o record this transaction list c If you selected days in advance enter the number of days in the adjacent field User Guide d Select the user to be reminded from the adjacent list e Continue with step 9 below 8 If you a recurring transaction to record automatically a Click Automatically record this transaction when due and notify b Select the user who needs to be notified from the adjacent list Specify the transaction Identification Number 9 In the Transaction section of the window specify how you want the transaction ID number to be created e If you want the transaction ID number to be one greater than the previous transaction ID click Use the next sequential number as the No e If you want to enter a transaction ID click Use the following as the No then type the transaction ID in the adjacent field 10 If you want to save your changes to the recurring transaction each time it is recorded select the Save my changes when I record this recurring transaction option 11 Click Save The transaction window reappears 12 Click Cancel to close the transaction window The new recurring transaction will now appear in the Recurring Transactions List window See To find a recurring transaction on page 187 Recurring transactions 191 To create a recurring transaction from an existing entry You can create a recurring transaction by copying an existing recurring transaction entry then customising
372. o the left of the item The Item Information window appears Click the Item Details tab Select the list entry you require from the appropriate custom list Click OK 140 Chapter 8 Stock Custom lists and stock reports You can generate reports using your custom lists as report filters For example you can generate a report to include only those items with a certain list entry such as the colour red For more information see Select the data to be printed on page 200 Creating custom fields Three custom fields can be used to record additional information about your items Examples of how you might name custom fields are Warranty ID No and Manufacturer However unlike custom lists custom fields cannot be used to filter stock reports To name a custom field Go to the Lists menu and choose Custom List amp Field Names and then Items The Custom List and Field Names window appears In the Name of Custom Field fields type the names and click OK Name of Custom Field No 1 Warranty Name of Custom Field No 2 ID No Name of Custom Field No 3 Manufacturer These field names will appear on the Item Details tab of the Item Information window for all items Printing custom field entries purchases and invoices You can customise your invoices and purchases to include custom lists For more information on customising and printing forms see Chapter 15 Forms starting on page 205 MYOB Accou
373. ock at multiple locations you can keep track of item quantities held at each location by recording e the location at which a purchased item is received see Entering purchases on page 81 e the location from where a sold item is shipped see Entering sales on page 61 e the movement of items between locations see To record stock movements on page 130 The multiple locations feature is optional If you don t track stock quantities and values or all your stock is held at one location there s no need for you to use this feature User Guide Example 2 This stock adjustment increases the number of items on hand by two but does not adjust the total value of the items The average cost of the items will decrease as a result of this adjustment Item Number Location ID Quantity Unit Cost 100 101 High St 2 0 00 0 00 Example 3 This stock adjustment increases the total value of the items on hand by 120 but does not change the number of items on hand The average cost of the items will increase as a result of this adjustment Item Number peste Quantity Unit Cost If you want to use multiple locations you need to create a record for each stock location When you create a location a Location added to the Purchases and Sales windows When you record an item purchase or sale you can enter the receiving or selling location for the item in this field NOTE Primary location The primary location is aut
374. od starting from selected Month Budgets 243 e To enter the total amount for each quarter select Each Quarter e To enter the total amount for each half of the year select Each half of the Financial Year e To enter the total amount for the entire financial year select Financial Year yyyy where yyyy is your financial year The fields in the window change according to the period you select 6 Enter the budget amounts in the appropriate fields Amounts that cover more than one month such as quarterly half yearly and yearly amounts and amounts for a group of months will be divided equally among all the months in the group Auditing your records A range of features is available to help you ensure the accuracy of the records in your company file These features are outlined below Company Data Auditor The Company Data Auditor allows you to check the accuracy of the records in your company file You can use the auditor to perform maintenance tasks and reconcile bank and credit card accounts The auditor also checks your transactions for exceptions such as invoices that do not reconcile with your receivables account future dated transactions and audit trail changes For more 244 Chapter 17 Financial control If you selected the Each Month option you can also set a base budget amount for the first month and the amount or percentage by which this will vary every month onwards When you have finished entering the info
375. om the Name list select the contact for whom you want to Notes Enter any information you want to save about the create a contact log entry conversation or follow up 3 Click New The Contact Log Entry window appears Elapsed Time If you want to record the time you spend speaking to the contact or working on a particular task related to the entry enter the time in hours and minutes For example if you spend 15 minutes enter 15 If you spend 1 hour and 15 minutes enter 1 15 User Guide Keeping in touch with your contacts 221 Recontact If you want to be reminded to follow up the contact enter Date the date you want to be reminded to recontact them The reminder will appear in the Contact Alert tab of the To Do List on this date For more information see To view contact alerts on page 236 Log View all contact log entries for the selected contact New Record the current log entry and to create a new entry for this or another contact Automatic contact log entries You can choose to automatically create contact log entries each time you record a sale purchase or banking transaction The log entry contains basic information about the transaction such as the invoice number cheque number and the amount NOTE Your company file s size may increase significantly If you record many transactions and choose to automatically create log entries for them the size of your company file may increase significantly If the company
376. omatically created in your company file When you set up multiple locations your existing stock is assigned to this location You can change the primary location ID and name if you want but you cannot delete it For instructions on how to move items from the primary location to another location see To record stock movements on page 130 You can specify a default receiving and selling location for your items For more information see To create an item on page 124 Multiple stock locations 129 To create stock location Go to the Stock Control command centre and click Locations The Locations List window appears Click New The Location Information window appears In the Location ID field type an identifier of up to ten characters for the new location and press TAB eee Location Information Location ID South St inactive Location Name New Location Address Town County Postcode Country Contact Contact Phone E items cannot be sold or shipped from this location es Help New Enter the name and address of the location and contact details If you do not sell items from this location for example this location is your storage warehouse select the Items cannot be sold or shipped from this location option If you select this option you can only receive items at this location or move items to and from this location using the Move Items window Click OK The new location
377. omer in the Jobs tab of the customer s card Click OK To create a sub job Go to the Lists menu and choose Jobs The Jobs List window appears Click New The New Job window appears Select whether this is a header or detail job Click e Header Job if you don t want to assign transactions to this job but want to use it as a header for a group of detail jobs or a group of other header jobs to further subdivide a job The header job will display the totals of the associated detail jobs in the Jobs List window e Detail Job if you want to assign transactions to this job In the Job Number field type a code for the sub job and press TAB Select a header job in the Sub job Of list 240 Chapter 17 Financial control 6 Enter additional information about the job such as a description and start date For more information click Help and choose either Help for This Window or Tell Me How eee New Job Job Information O Header Job Detail Job Job Number X0554_ a Sub job Of SS 0 Inactive Job C Track Reimbursables Percent Complete 0 Job Name Phase 3 of MCM project Start Date 5 5 05 Description Install video and sound equipment Finish Date Manager Jill Contact Katherine Linked Customer Help Budgets New R 7 Ifyou are creating a detail sub job you can link a customer card to the job This is useful if you intend to seek reimbursement for goods purchased on the customer s behalf
378. ompany File function protects you against this You should regularly check your company file for errors Once or twice a year for the life of the company file you need to confirm that you are entitled to access it een et rye Res 267 Le Rass Managing user accounts If several people enter transactions into the same company file you can control which command centres windows and transactions they can access with user accounts The ability to limit users access can help to minimise fraud for example you can prevent a person who places orders with suppliers from also being able to pay suppliers minimising the likelihood of paying false purchases User accounts A user can only open a company file by completing the Sign on window The user must enter a user ID and password to gain access to the user account Then whenever a user enters a transaction MYOB Accounting labels it with the user ID This allows you to keep track of who entered particular transactions which is useful when following up disputes with suppliers or customers and pinpointing fraudulent transactions Administrator account The Administrator account is a default user account always present in all company files and cannot be deleted This special user account is the only one with access to all command centres functions and windows The person logged on as Administrator is able to create edit and delete ordinary user accounts For that reason
379. on whether or not the sale appears on the report VAT Detail VAT Summary VAT Detail Cash VAT Summary Cash These reports show the VAT on transactions The transactions are grouped together by VAT code Any report filtered for an EC Sale VAT code will show sales created for that code whether marked on the customer s card or not VAT Return VAT Return Cash reports The VAT Return is submitted to HM Revenue amp Customs and shows how much VAT you are required to pay or entitled to reclaim MYOB Accounting MYOB Accounting Plus v16 uk EC purchases NOTE About this information The information below is not an in depth guide to EC trade For more information please refer to VAT Notice 725 The Single Market available from your local VAT Business Advice Centre or consult your accountant If your business is a UK VAT registered company purchasing goods or services from a company in another EC Member State you will not normally pay VAT on the transaction if it is in line with intra EC trade rules VAT is not paid to the supplier but it is accounted for when reporting VAT to HM Revenue amp Customs Note that this is done using the VAT rules and rates for the UK not those for the EC State from which the goods or services are purchased An EC Purchase VAT code should only be used when making a purchase that conforms to HM Revenue amp Customs rules governing intra EC supplies The VAT rate is set to zero per cent
380. onisation select the Allow the export of inactive MYOB cards to Outlook option For information about inactive cards see To inactivate or reactivate a record on page 178 MYOB Accounting MYOB Accounting Plus v16 uk 6 Select a synchronisation rule from the Update Rules list For more 9 Select a period for your MYOB software to access your Outlook information see Synchronisation update rules on page 225 contacts 7 Ifyou want to save your MYOB cards to your Outlook contacts a Select the Allow access for option default folder you need to do this to synchronise your Outlook b Select a period from 1 minute to 10 minutes contacts and your PDA or if you want to export your MYOB c Click Yes custom fields to your Outlook contacts click Settings The F The export process starts Outlook Sync Settings window appears 10 If you selected the Update existing contacts rule or the Do not EE update existing contacts rule the Outlook Sync Export Import and Export Rules Summary window appears Go to step 11 on page 228 r Import and export all MYOB cards to the default contacts folder Required for sharing contacts with your PDA If you selected the Ask me to confirm updates rule the Custom Field Settings Outlook Sync Confirm Update to Outlook Contact window Select a matching Outlook contact field into which you want to export your MYOB custom fields a p pea rs Custom Field Custom Field2 Custom Fi
381. ons Pay History gt NI Employer Contribution Time Biling gt Pint E Create New Payroll Category P Reset to Original Amounts You have several options in the Recurring Pay section e If you want to pay employees from timesheet entries only deselect the Use Recurring Pay values in addition to Timesheet for Pay Calculation option Note that this option only appears if you selected the I use Timesheets option in the System tab of the Preferences window For more information see Setting up preferences on page 27 User Guide 11 If you want to change the employee s default paycheque details by overriding the values that appear in the Hours or Amount column next to a payroll category NOTE Payroll categories with a calculated value The value of a payroll category with Calculated displayed in the Hours or Amount column is automatically calculated when you process a paycheque Calculated values include tax amounts and entitlement hours where hours are calculated as a percentage of the gross hours paid If you want to assign a job number to a payroll category for this employee click in the Job column and enter or select a job number Enter pay history information Click Pay History to enter the employee s pay history for the current payroll year If the employee has been paid by another employer this payroll year enter the details in the Previous employments pay and Previous employmen
382. or 2000 Standard If you are using Windows 2000 Pro see To share a folder on Windows 2000 Pro or XP on page 291 Consult a networking expert to set up appropriate sharing and access permissions if this procedure does not apply to your network configuration or read the Windows help search for sharing files or sharing resources Some versions of Windows have file sharing disabled by default so you must enable file sharing If file sharing is already enabled you can begin with step 8 Enable file sharing Open the Network control panel In the Configuration tab click File and Print Sharing The File and Print Sharing window appears Select the want to be able to give others access to my files option and click OK 293 Setting up a company file folder on a Windows host 4 Onthe Identification tab complete the following fields Computer Type the name that will be visible in Network Neighborhood name My Network Places on some versions of Windows Workgroup Type the name of the workgroup or domain to which this computer belongs If you are not sure whether workgroups or domains have been created on your network consult a networking expert 5 Click OK The Network control panel window reappears 6 Click OK 7 Ifa message asks you to restart the computer click Yes Share a company file folder 8 In Windows Explorer create a folder named Company _Files in a convenient location for example c Company_Files
383. or Banking command centre and click Print Receipts The Review Receipts Before Printing window appears If you print receipts on pre printed stationery type the number of the first receipt in the Number of First Receipt in Printer field Credit control In your MYOB accounting software you can control credit by e setting and enforcing customer credit limits see Credit limits below e placing customer accounts on hold see Credit holds on page 75 e adding finance charges to customer statements see Finance charges on page 75 Credit limits A credit limit is the maximum amount of credit you allow a customer to charge to their account You can set a default credit limit for all new customers see page 33 or set a specific credit limit for a single customer User Guide Type the number of receipts you want to print in the Print field If you want to filter the information to be displayed on the customer receipt click Advanced Filters For more information see Advanced filters on page 209 Click in the select column J in Windows and 1 in Mac next to each receipt you want to print Click Print If you want to enforce credit limits you can set preferences to e warn users before recording a sale that will exceed a customer s credit limit e prevent certain users from recording a sale that will exceed a customers credit limit When you use this preference you set an override pas
384. ords provided by default MYOB Accounting MYOB Accounting Plus v16 uk Select columns Select columns allow you to select items from a list Select columns are indicated by a select icon al in Windows and in Mac located at the top of the list column You select a required item by clicking in the select column next to it You can select all listed items by clicking the select icon at the top of the list column and clear all selected items by clicking the select icon again Mouse shortcuts You can right click Windows or CONTROL click Mac in a window to open a shortcut menu with options relevant to the window and to the location of the pointer Card Information Profile Card Details Payroll Details Bascombe Marci Delete Card Find Transaction Card Type Ese Last Name Help for This Window Card ID __ Tell Me How gt User Guide Exploring MYOB Accounting 15 16 Chapter 1 Introduction MYOB Accounting MYOB Accounting Plus v16 uk 2 Creating and activating company files MYOB Accounting stores your financial data in a company file You must create this file before you begin recording transactions When you create a company file you initially specify the business name registration details company or business number address and contact details and the accounts to be included in your accounts list also known as a chart of accounts You must specify the month in whic
385. ore you can start importing MYOB RetailBasics data into MYOB Accounting you need to complete the following tasks into your accounting system Step Task See To use this feature you need to 1 Set the preference to import from MYOB RetailBasics page 286 e Set up your MYOB Accounting software 2 Set up accounts for MYOB RetailBasics data page 286 e Export MYOB RetailBasics data daily weekly or as required 3 Replicate your VAT code lists page 286 e Import MYOB RetailBasics data into MYOB Accounting whenever there is a data file to import 285 Appendix A Importing and exporting data MYOB Accounting MYOB Accounting Plus v16 uk Step 1 Set the preference to import from MYOB RetailBasics To set up MYOB Accounting to import MYOB RetailBasics data you need to set a preference You only need to do this once In MYOB Accounting go to the Setup menu and choose Preferences The Preferences window appears Click the System tab and select the Use MYOB RetailBasics option eee Preferences system Windows Reports amp Forms Banking Sales Purchases Stock Security C I Use MYOB RetailBasics Click OK Step 2 Set up accounts for MYOB RetailBasics data You need to set up your accounts list to include accounts for the following items NOTE Accounts may already exist You may have already created some of these accounts when you set up your company file Review the list below and if necessary add
386. ose Linked Accounts and then Purchases Ledger Accounts The Purchases Ledger Linked Accounts window appears Select the I can receive items without a Supplier bill option In the Liability Account for Item Receipts field that appears type or select the creditors accrual account Click OK 86 Chapter 6 Purchases W 5 Recording items received without a supplier invoice You need to record items received against a supplier purchase order If the order already exists you can record the items received against the order If no order exists you can create one when you record the items received To record items received against an order You can record items received against an existing order in the Purchases window or from the Purchases Register window Go to the Purchases command centre and click Purchases Register The Purchases Register window appears Click the Orders tab Find the required order and select it Click Receive Items The Purchases window appears with the Receive Item status Purchases New Item RECEIVE ITEMS Supplier Computer Supplies Ltd Del to Sel Widgets amp Co 100 High St here Teme 1 5 10 Net 7 after EOM Purchase No 00000003 Date 23 10 2006 Supplier Inv No r Price T VAT Inclusive Total Units 0 Subtotal Comment Pick up ASAP Deliver Via Courier Promised Date Joumal Memo Purchase Computer Supplies Ltd Order Delivery Status To be Printed B
387. ot update existing contacts rule updated duplicate contacts will always be 0 Rejected cards The number of cards you skipped if you selected the Ask me to confirm updates rule or the number of duplicate contacts if you selected the Do not update existing contacts rule Duplicate contacts have not been updated to match your MYOB cards Note that if you selected the Update existing contacts rule rejected cards will always be 0 NOTE Outlook import log If you want to view a list of the records updated and the problems encountered during the import refer to the Outlooklmport html file This file readable by any Internet browser can be found in the Out lookSync folder which is located in your MYOB software s program folder Importing your Outlook contacts to your MYOB cards You can import your Outlook contacts to your MYOB cards from either the default contacts folder or from group contact folders created for each MYOB card type However before you import your Outlook contacts you need to identify each contact as either a customer supplier employee or personal contact NoTE Blank fields in your Outlook contacts are not included in the import Ifa field in your Outlook contact is blank but the corresponding field in your MYOB card is complete this field will be skipped during the import process This ensures that blank fields don t overwrite contact details recorded in your MYOB cards 228 Chapter 16 Contact ma
388. otal Credit 10 000 00 VAT 0 00 Out of Balance 0 00 Each row of information entered in the scrolling list is a line item The line item details are identified in the journal adjustments provided by your accountant For each line item a Type the account number or name or select it from the account list b In the Debit and Credit fields enter the debit or credit amount for the line item c Optional In the Job field enter the job number for the line item d Optional In the Memo field enter a description of the line item e If necessary change the default VAT code for the account by typing the required VAT code or selecting it from the list NOTE Journal entry must be balanced The journal entry cannot be recorded until the Out of Balance field is zero Click Record to record the journal entry Make a backup of your company file after you have finished entering adjustments and store it in a safe location See Backing up and restoring company files on page 270 Make sure you verify the company file as part of the backup process See Checking your company file for errors on page 277 MYOB Accounting MYOB Accounting Plus v16 uk To import nominal journals from your accountant Go to the File menu choose AccountantLink then Receive from Accountant The Open window appears Locate and select the file containing the nominal journals sent by your accountant Click Open The accounts are imported
389. ou are crediting the customer for part of a sale MYOB Accounting MYOB Accounting Plus v16 uk To reverse a sale Before you can reverse an invoice the transaction must be unchangeable that is the Transactions CAN T be Changed They Must Be Reversed option must be selected in the Security tab of the Preferences window Find and open the invoice For more information about finding invoices see Finding a transaction on page 184 Go to the Edit menu and choose Reverse Sale A credit note appears in the Sales window Note that the invoice amount is a negative amount If you want you can make changes to the credit note such as changing the date and memo but you can t change the accounts amounts and quantities that are associated with the credit Click Record Reversal A customer credit appears in the Sales Register window To manually create a credit for a non item sale Use this method if you want to credit the customer for a part of a non item sale Go to the Sales command centre and click Enter Sales The Sales window appears Type or select the customer you are creating a credit for Select the Invoice status from the drop down list in the top left corner of the window Click Layout and choose Miscellaneous then click OK In the Description column enter a description of the credit for your records User Guide w Select the account to be credited This is normally an income account called Sales
390. ou can set up billing rates for customers on their cards This option is useful if you perform the same activities for multiple customers and want to charge each customer a different rate Display the Card Information window for the relevant customer and click the Selling Details tab User Guide Card Information Card Details J Selling Details H PaymentDetais Contact Log Sellman Signs CUS003 Debtors Balance 146 88 Sale Layout Service Credit Limit 5 000 00 Printed Form Invoice Delivery To be Printed ltem Price Level Base Seling Price Income Account Receipt Memo VAT ID Number 9151594 Salesperson VAT Code S S Standard Sale Comment Carriage VAT Code 5 Standard Delivery Method I Use Customer s VAT Code Customer Billing Rate p Customer Terms Information Payment is Due COD Discount for Early Payment 0 Discount Days Monthly Charge for Late Payment 0 Balance Due Days Volume Discount 0 MS Credit Limit amp Hold ug HelpF1 New Enter the hourly billing rate excluding tax for the customer in the Customer Billing Rate field and click OK To set the activity to use the customer s billing rate see To create an activity on page 144 To set a billing rate for a supplier or employee You can set a billing rate for an employee or supplier on their card This option allows you to bill an activity at different rates according to t
391. ould like to build my own accounts list once begin using MYOB Plus e Current Financial Year Remember that the current financial No matter which selection you choose you will be able to add or delete accounts later year is not necessarily the same as the current calendar year e Last Month of Financial Year Choose the last month of the financial year e Conversion Month Choose the earliest month in the If you select financial year for which transactions are to be recorded e would like to start with one of the lists provided by MYOB Accounting click Next and go to step 9 CAUTION Choose the conversion month carefully You will not be able to enter transactions that occurred before the conversion month accountant click Next and go to step 11 Your company file is created with a minimal default accounts list that allows e would like to import a list of accounts provided by my e Number of Accounting Periods Choose the preferred number of accounting periods 12 or 13 A 13th month is a fictional period in which you can make end of year adjustments If in doubt choose thirteen periods you to import the accounts list chart of accounts your accountant prefers you to use e would like to build my own accounts list click Next and go to step 11 Your company file is created with a default NOTE Thirteen accounting periods When entering end of year accounts list adjustments you must include an asterisk
392. ount Accounts Money owed to you by customers Receivable Other Current Assets that can be turned into cash Asset Within a year These may include your term deposits and petty cash Current assets usually do not significantly lose their value in the short term Fixed Asset Assets which have a long life for example buildings cars and computers Fixed assets are usually depreciated that is they lose some of their value with age and use Other Asset Any other assets that are tangible such as loans made to others and intangibles such as goodwill Liability Credit Card Repayments required to service credit card debt Accounts Payable Money you owe to suppliers Other Current Money owed by you that is due in less Liability than a year for example VAT Long Term Liability Money owed by you that is due in more than one year for example an outstanding mortgage Other Liability Other money you owe Capital Capital The business s net worth that is its assets minus its liabilities Common capital accounts are current year earnings retained earnings and shareholders capital MYOB Accounting MYOB Accounting Plus v16 uk Account Classification Account Type Description Income Income Revenue from the sale of goods or services Cost of Sales Cost of Sales Represents the cost of buying raw materials and producing finished goods for sale This includes the raw materials labour inputs and business ov
393. ource documents and resources available to you For example your bank account can be reconciled with the bank statement creditors balances can be checked against statements and customers balances verified If possible your stock should be counted valued and where necessary adjusted in your company file Typical end of month procedures include reviewing your trial balance reviewing your budgets and cash flow paying payroll taxes and purging information that is no longer needed End of year procedures are carried out at the end of your financial year and include any adjustments you need to make to your company file so that it agrees with your accountant s final records Follow the procedures in this chapter to reconcile the system and close the year By closing the year in your company file you are effectively bringing the company file up to date and removing information not required in the new year If you use the payroll feature there are additional procedures that you need to complete at the end of the year This involves printing P14 and P60 forms reviewing payroll reports and closing the payroll year You can e file the P14 and P60 forms using the Inland Revenue s PAYE Online for Employers service or submit them by post een et rye Res 249 Le Rass Month end procedures The following is a list of tasks we suggest you complete at the end of each month Depending on the nature of your business some of the
394. ow 268 single user mode file locking 279 when required 280 See also multi user mode Spend Money window 51 spending money 50 92 exporting transactions 283 importing transactions 284 sending remittance advice 52 Split button 54 standard cost 125 starting a new financial year 260 starting a new payroll year 264 statements customising 210 emailing 257 importing 56 printing reports 198 reconciling out of balance amounts correcting 255 stock adjusting 128 auto building 132 average cost of anitem 128 building 131 changing prices of 137 counting 134 custom fields 139 140 custom lists and reports 139 140 custom price levels setting up 138 insufficient quantities on hand 66 locations 129 moving between locations 130 multiple locations 129 negative on hand quantities 66 320 index opening cost value entering 127 opening cost values entering 126 opening quantity value entering 127 opening quantity values entering 126 prices setting 137 quantity breaks 139 receiving items without a purchase 85 reconciling at year end 134 260 recording 134 transferring 130 Stock Count Sheet 126 134 stock count sheets printing 134 stock movements recording 130 sub jobs 239 240 subpasswords See user accounts subtotals showing in purchase transactions 85 sales transactions 65 supplier debits creating 94 deleting 188 recording 93 refund cheques 95 settling 94 suppliers billing rates setting 143 cards c
395. ows how your cash position has changed over time profit earned where you received additional cash and where your cash was spent Once accounts are classified they are displayed in the section of the report you specified If you re unsure about which classification to use consult your accountant or an MYOB Certified Consultant If you enter transactions in multiple currencies type or select the currency for transactions that will be posted to this account in the Currency field NoTE Multiple currencies preference You will need to have indicated that you deal in multiple currencies in your preferences See Setting up preferences on page 27 12 If you selected Bank or Credit Card in the Account Type list in 13 step 4 and you want to keep a record of your bank account number and branch details click the Banking tab and enter your account details Copy this information exactly as it appears on your bank statement or chequebook If you make payments using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS enter your electronic banking details in the BOBS Autopay Account Number and BOBS Autopay Reference fields Optional If you want to set a budget a Click Budgets The Prepare Budgets window appears b Type the budget amounts in the monthly columns c Click Close when you ve finished entering the budget amounts For more information on budgets see Budgets on page 241 14 Click OK w
396. pany file on the host Open the company file to be optimised Go to the File menu choose Optimise Company File An information window appears Click OK If an optimisation recovery file exists we recommend that you click Yes to retain a copy of it Then click OK Click OK when the optimisation process is complete Servicing your company file 277 Purging information that is no longer needed Purging is the process of removing data from your company file After you have used MYOB Accounting for a long time you will notice that the size of your company file has grown considerably Information such as journal entries sales purchases business contacts activity slips and sales history figures builds up over time When your company file has grown larger than you want it to you can purge that is remove information that is no longer needed After transactions are purged they will no longer appear on any report NOTE Payroll journal entries are not purged Payroll journal entries are needed to print your payroll tax forms When you purge journal entries the payroll entries are not removed To purge information CAUTION MYOB Accounting Plus only Purging multi user company files Purging a company file requires single user access If you normally have multiple users accessing a shared company file on a host computer purge the company file on the host computer when no other users are logged on See Single user file locking
397. payroll tax tables To check that you have loaded the latest tax tables click Check for Updates Internet access is required Check the MYOB UK website for payroll tax table updates Enter and confirm the payroll year Enter the current payroll year and click Next Confirm the current payroll year and click Next Set up general payroll information In the Full Work Week Hours field enter the number of hours in your company s typical working week not the hours in a pay period The number you enter here will be used as the default to calculate wages and payable amounts on paycheques You can override this on each employee s card or paycheque as necessary Enter your tax district name number and tax reference Setting up payroll details 37 3 If you receive small employer s relief select the Small Employer s Relief SER option 4 When you have finished click Next Set up default linked accounts In the Assign linked accounts for your payroll transactions window review the current linked account selections Account for Description Cash Payments The current account you use to hold cash wage amounts until they are cleared Cheque Payments The bank account you use to write paycheques Electronic Payments The clearing account you use to temporarily hold amounts to be paid electronically Employer Expenses The account for recording your employer expenses Wages Paid The default account for recording the gross
398. pear on their statements so you may want to keep copies of the statements sent to customers Creating customer credits Recording credits Before you create a customer credit for the first time you need to have an account for tracking returns and allowances Check your accounts list for an income account named Sales Returns and Allowances If it doesn t exist you need to create it For more information about creating an account see To add an account to your accounts list on page 174 76 Chapter 5 Sales Deleting finance charges When you enter a finance charge in the Receive Payments window two transactions are recorded the full customer payment including the finance charge is recorded in the receipts journal and a transaction for the finance charge is recorded in the sales journal Therefore if you want to delete a finance charge payment you must delete both transactions If only one entry is deleted the Debtors Reconciliation Summary report may show an out of balance amount equal to the finance charge When you delete one of the entries you are reminded to delete the other entry for the finance charge Note that a warning appears even though you may have already deleted the corresponding invoice or payment You can create a customer credit note in the following ways e Reverse an existing sale Use this method if the customer has paid for the entire sale e Manually create a credit Use this method if y
399. pears Account 1 2110 Bank Account Balance 12 242 19 Dated From 01 10 2006 To 27 10 2006 EI 12 e50000 21274219 500 00 61224213 Type Cheque No Date Amount Spend Money Mia is7io 2006 ll VAT Job Memo Spit a In the Account field select the bank or credit card account that will be used for this transaction In the lower part of the window select the transaction type from the Type list If you select Pay Purchase Spend Money or Enter Purchase from the Type list enter a cheque number or other transaction reference in the Cheque No field If you select Receive Payment Receive Money or Enter Sale from the Type list enter a transaction reference in the adjacent ID No field In the Date field type the date of the transaction In the Card field type or select the card for this transaction Entering transactions in the Bank Register window 53 54 In the Amount field enter the total amount of the transaction including VAT If you want to allocate the amount to only one account select an account in the Account field 10 If you want to allocate the amount to more than one allocation account click Split The corresponding transaction window will appear and you can then allocate the amount to multiple accounts of your choice You can also use Split to e apply payments to a particular invoice or purchase e enter the payment method e print the
400. pen as you perform the activity Creating activity slips 147 5 When you have completed the activity or want to pause the timer click Stop The current system time appears in the Stop Time field The number of billing units corresponding to the elapsed time appears automatically in the Units field You can edit the start and stop times if you want The entries in the Actual Units and Elapsed Time fields will be updated automatically You can round your timer entries in the Units field automatically See Setting time billing preferences on page 142 If you want to resume timing an activity click Start again The entry in the Stop Time field will be cleared The timer will continue incrementing starting from your current elapsed time If you pay the employee for the activity performed hourly activities only a Select the Include Hours on Timesheet option b Enter an hourly wage payroll category in the Payroll Category field that appears The activity hours units recorded for this activity are assigned to this payroll category on the employee s timesheet NOTE Activity hours are assigned to timesheets on the activity slip date When you record the activity slip the activity hours are assigned to the employee s timesheet on the date entered on the activity slip If you want to record activity hours over a number of days or pay periods you need to record the hours in the Enter Timesheets window see Timesheets on
401. pen the folder that contains the company file and delete any lock files in the folder You should then be able to open your company file without an error MYOB Accounting MYOB Accounting Plus v16 uk Special considerations for networked company files NOTE MYOB Accounting Plus only The following networking information is only applicable to MYOB Accounting Plus users When multiple users access a company file over a network you need to be aware of factors that affect the way you work These factors are not present when only a single user accesses the company file See e Preferences in a network environment below e Preventing data entry while generating reports on page 281 e Storing custom reports and custom forms on a network on page 281 e Displaying up to date information on page 282 e Improving performance on page 282 Preferences in a network environment Some of the choices in the Preferences window of MYOB Accounting Plus can affect how everyone works with your company file These preferences are clearly marked System wide Multi user file locking for daily transactions Multi user file locking ensures that changes cannot be made in some windows while related data is being changed by another user For example a situation could arise where a user is recording information in a sales transaction window while another user is changing details of the customer card being used in the sale
402. personalised letter HINT Advanced filters You can filter your contact list to only show contacts who are located within specific postcodes by clicking Advanced filters and entering your criteria Click Disk A window with a list of file formats appears Choose either the Tab Delimited Text File or Comma Separated Text File option NOTE Check what file formats your word processing software requires Most word processing software allows mail merge data to be tab delimited data is separated by tabs or comma separated If your software requires a specific format choose that format at this step Click Save The Save As window appears If necessary change the text file s name and location and then click Save The text file containing your contacts details is saved at the location you specified Use your word processing software to merge the data contained within the text file with a letter template that you have created Mailing labels If you print and send cheques quotes orders invoices statements or personalised letters you may also want to print mailing labels that you can stick on the envelopes 220 Chapter 16 Contact management The Print Mailing Labels function in the Card File command centre prints your contact s name and address on sheets of adhesive mailing labels You customise the way mailing labels are printed including their size the number of labels per sheet and the margins For information about
403. ployments tax 0 00 Show Pay History for Pay Month 8 Entitlements gt Deductions gt Category Base Hourly Commission Overtime 1 5x Tapa PAYE Income Tax Maaa NI Employee Contributions Employer Expenses ENTITLEMENTS Pay History gt gt Holiday Entitlement Sick Leave Entitlement Time Biling gt EMPLOYER EXPENSES NI Employer Contribution s Print E Create New Payrol Categoy l ob Help FI New 6 Select a pay history period from the Show Pay History for list 120 Chapter 7 Paying your employees Viewing an employee s entitlement balances The Entitlements section in the Payroll Details tab of an employee s card displays the entitlement amounts that have been carried over from the previous payroll year the entitlement amounts for the year to date and the total entitlement amounts owing to the employee For example an employee may have 40 hours of accrued Holiday Entitlement carried over from the last payroll year In the current financial year the employee has accrued 10 hours of Holiday Entitlement but has taken 8 hours of holiday leave Therefore 2 hours will be displayed in the Year to Date column The Total column for the Holiday Entitlement will display 42 hours To view an employee s entitlement balances Go to the Card File command centre and click Cards List The Cards List window appears Click the Employee tab and select the employee Cli
404. port from the Custom tab in the Index to Reports window With the report displayed click Save As The Save As window appears Enter a name and a brief description of the custom report and click OK The Report Display window appears Click Close The Index to Reports window appears Note that the report you have just saved is now listed on the Custom tab You can run the report again by selecting it from the Custom tab User Guide Changing the default fonts Every report is assigned default fonts You can change these default fonts if you want your reports to have a different appearance Go to the File menu and choose Default Fonts The Default Font Selection window appears Click Reports The Report Format All Reports window appears Choose the font style and size for the printed characters on your reports The sample box previews the appearance of your choices Click OK when you have finished NOTE Changing the default fonts will not affect the fonts on any custom report Customising reports 203 204 Chapter 14 Printing and customising reports MYOB Accounting MYOB Accounting Plus v16 uk 15 Forms You can print all the standard business documents you send to customers employees and suppliers quotations order confirmations invoices packing slips delivery labels statements purchase orders cheques receipts remittance advice pay slips and mailing labels In your MYOB accounting software you can print for
405. posts 100 to the Euro bank account and 37 to the Euro Cheque exchange account User Guide The following week you withdraw that 100 from the bank at an exchange rate of 0 60 pounds to the euro MYOB Accounting Plus values the withdrawal at 60 You put 100 into the account that at the time was worth 63 When you withdrew the 100 from the account it was worth only 60 Therefore the 3 difference is a realised currency loss If you looked at your balance sheet you would see a zero value for the Euro bank account but 3 remaining in the Euro exchange account You need to post the 3 in the exchange account to your Currency Gain Loss account Unrealised currency gains and losses An unrealised gain or loss is a potential gain or loss at any point in time between the recorded sale or purchase and the receipt or issue of payment No automatic postings are made to track unrealised gains or losses on foreign currency transactions Not all businesses need to track unrealised currency gains or losses You should check with your accountant to determine whether your business needs to track them The Currency Unrealised Gain Loss report lists the gain or loss made on each foreign currency You can then use this information to make adjustment postings to each of your foreign currency accounts for your balance sheet and also to a profit amp loss account Tracking currency gains and losses 159 Miscellaneous transactions
406. pplier from whom you usually restock this item e Enter the supplier s number for the item e Enter a reorder level quantity for the item here If you have set a minimum level for restocking alert you can create an order for the items easily using the Stock Alert tab in the To Do List The default quantity showing on the order will be taken from this field Choose the VAT code you want to use when you purchase this item This VAT code will appear as the default when you purchase this item unless you have specified that the supplier s VAT code be used instead see Create supplier cards on page 36 Note that you can override the VAT code when you record the purchase Creating items 125 8 Clickthe Selling Details tab The Selling Details view of the Item 9 Information window appears Complete the fields on this tab as explained below MYOB Accounting Plus only Click the Items Details tab and enter additional information about the item 10 MYOB Accounting Plus only If this item is stored in multiple item Information BE locations click the Locations tab and select the default location A lemDeial BwinoDesie Sclimaetais Hoov atogus Y Loostons 3 for buying and selling the item For information about locations pee Widgets B Ee EE E see Multiple stock locations on page 129 4_ Seling Unit of Measure Inclusive Exclusive Price
407. price can be determined For example if you have ten units of an item on hand but make a sale for 12 units average cost is based on the value of the ten units in stock 66 Chapter 5 Sales Last Cost Last cost is used if the average cost is unavailable For example if you have purchased an item before but currently have none on hand the last purchase price is used Standard Standard cost is used if you have never purchased an item Cost before and you have entered a standard cost in the item information card Zero cost Zero cost is used if you have never purchased the item before and you select this option when recording the sale When you record a purchase to replenish the items a journal entry automatically records the price variation between the estimated cost and the actual cost if there is one To allow the recording of sales with insufficient on hand quantities Go to the Setup menu and choose Preferences The Preferences window appears Click the Inventory tab and select the Allow the Sale of Items with Insufficient On Hand Quantities option Build buy or backorder items If you attempt to record a sales invoice with an insufficient on hand quantity see Complete the sale on page 64 and you don t allow the recording of sales with insufficient quantities the Backorder List window appears In this window you need to build or buy the required quantity or create a customer sales order backorder fo
408. print or display a report open the Report Customisation window for the report You can select the Prevent Data Changes During Report Generation option on the Finishing tab of the Report Customisation window to turn on multi user file locking and prevent other users from adding changing or removing any information from the company file while MYOB Accounting Plus is generating the report When you print or display the report with this option selected the report will be as up to date and accurate as possible However keep in mind that a few MYOB Accounting Plus reports take some time to be generated You might want to consider printing these lengthy reports at times when other users won t be forced to wait for the report to be generated before they can resume making entries in the company file Storing custom reports and custom forms on a network When you create custom reports and custom forms information about them is stored on your workstation s hard disk and not on the network Other users of the same company file won t be able to use your custom reports or custom form unless you copy the reports to the appropriate locations on their workstations You may want to ask your system administrator to perform this task Custom reports are stored in the Custom folder and custom forms in the Forms folder Both these folders are located under the folder where MYOB Accounting Plus is installed on your workstation Special consideration
409. pter 9 Billing for time starting on page 141 42 Chapter 3 Setting up your company file Enter payment method information 12 Click Banking Details tab and select the method you use to pay the employee If you are paying employees using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS enter the employee s bank account details 13 Click OK The Payroll Easy Setup Assistant window appears and the card you created will now appear in the employee list 14 Repeat from step 1 for each employee Set up timesheets When you have finished creating the employee cards click Next in the Payroll Easy Setup Assistant window The Decide if you ll use timesheets window appears If you want to use timesheets to record hours worked by hourly employees select the timesheet preference and enter timesheet details Note you can pay employees from timesheets only or in addition to recurring pay details For more information see step 9a on page 41 When you have finished click Close to close the Payroll Easy Setup Assistant and then close the Easy Setup Assistant MYOB Accounting MYOB Accounting Plus v16 uk Performing an initial bank reconciliation To ensure the accuracy of your business records you should keep the record of your bank account balances in MYOB Accounting matched up with your bank statements This task is called reconciling accounts If your business traded prior to your convers
410. quote 7 50 a 23 02 2007 2 5INS120 Installation standard CE et s e Save the invoice as a recurring template Click Save as Salesperson Zimmerman Joseph i Subtotal 165 00 Comment We appreciate your business Carag ead Recurring Enter the necessary information about the template Deliver Via Courier E VAT 28 88 Promised Date TolelAnount 19388 in the Edit Recurring Schedule window and click Save For Joumal Memo Sale Selman Signs Paid Today 0 00 ReteralSouce S Payment Method Cash S De more information about recurring transactions see Recurring Invoice Delivery Status Tobe Pied Balance Due 193 88 1 Save asFecurng C Use Recurs 22 Fembuse we transactions on page 190 ARLE NOTE Saving time billing invoices as recurring You can save time billing invoices as recurring invoices but no activity slips will 5 Ifyou have selected the I Include Items on Time Billing Invoices be created when you use the recurring sale in the future Recording the recurring sale won t update the activity slips used to option in the Preferences window you can also enter items on a ci sii te the invoice in the P Time Billing Invoi indow this invoice See Setting time billing preferences on page 142 D a ae eager Enter the following details for each sold item To create a time billing invoice in the Sales window e the date in the Date field e the quantity being
411. r Supplier Employee and Personal The default card type selected will vary according to the tab you are on when you click Sync Cards User Guide 4 Click Synchronise Cards The Outlook Sync Import and Export Options window appears Outlook Sync Import and Export Options Export MYOB cards to your Outlook contacts Outlook Click the Export Arrow JT Allow the export of inactive MYOB cards to Outlook Import Outlook contacts to your MYOB cards MYOB Click the Import Arrow Import Update Rules Ask me to confim updates zl Settings 5 Select a synchronisation rule from the Update Rules list For more information see Synchronisation update rules on page 225 6 Ifyou want to import your Outlook contacts from the default Outlook contacts folder click Settings The Outlook Sync Settings window appears If you are importing your contacts from group contact folders go to step 7 below Select the option Import and export all MYOB cards to the default contacts folder and then click OK 7 Click Import A Microsoft warning appears Microsoft Office Outlook program is trying to access e mail addresses you have stored in Outlook Do you want to allow this If this is unexpected it may be a virus and you should choose No Allow access for Yes Synchronising your MYOB cards and your Microsoft Outlook contacts 229 8 Select a period for your MYOB softw
412. r confirm this or any other company file again You must get a new confirmation code from MYOB each time to confirm unless you set up automatic confirmation In the Company File Activation Activated window click OK 10 Respond to subsequent windows until the Command Centre appears 11 If you want to activate another company file a Go to the File menu and choose Open The Open window appears b Select the company file to be activated and click Open c Continue from step 4 above Activating a company file 23 24 Chapter 2 Creating and activating company files MYOB Accounting MYOB Accounting Plus v16 uk 3 Setting up your company file This chapter shows you how to set up your preferences accounts sales purchases items VAT codes and jobs You can also set up your payroll here You don t need to set up all the features at once if you prefer you can just set up the minimum for your business and set up the other areas later Ideally you should have the following information e alist of your accounts with their balances e a detailed list of your debtors e a detailed list of your creditors the balance of your business bank account and list of uncleared cheques and undeposited receipts as at your conversion date a list of the stock you sell and their selling price e a stock valuation Before setting up your accounts think carefully about what accounting transactions you want to track For example if you sell boo
413. r dates each time you open your 194 Chapter 13 Transactions company file When a recurring transaction is due or overdue the Reminders window appears E Reminders The options available in this window depend on the status of the highlighted recurring transaction if more than one is showing For example if the highlighted transaction has a due date of today or is overdue the Remind Tomorrow and Remind When Due buttons are not available To respond to the Reminders window In the Reminders window choose the required option Click If Skip This Period You don t want to record the transaction this period The reminder is removed from the list Remind Tomorrow You don t want to record the transaction today but want to be reminded tomorrow Remind When Due You don t want to record the transaction today but want to be reminded when the transaction is next due Record You want to record the transaction now Click Close The Reminders window will appear next time you open the company file MYOB Accounting MYOB Accounting Plus v16 uk 14 Printing and customising reports You can use MYOB Accounting to monitor your business with over 100 reports If these do not entirely meet your needs you can design custom reports with the information and appearance you want then save these custom reports as templates to reuse when required When reporting select a subset of data for example a li
414. r exceeds 74 credit notes 78 credit terms changing for a purchase 82 for a sale 62 changing when recording a purchase 82 setting default for purchases 35 for sales 33 creditors accrual account linking for items received without purchase 86 paying 91 reconciling accounts at month end 251 year end 251 Currencies List window 154 currency accounts 154 calculator 157 new 154 See also multiple currencies currency calculator 157 Currency Information window 154 custom fields recording card details using 234 recording item details using 139 140 custom forms adding graphics and logos 214 custom cheques 210 data fields 212 drawing lines on 214 drawing rectangles on 214 elements of 215 page properties setting 211 previewing 211 printing 212 removing elements 213 resizing elements 215 saving 211 setting up page properties 211 size of 211 specifying form size 211 tool palette 212 custom lists creating 224 filtering stock reports with 140 grouping items with 139 printing on purchases and invoices 140 custom price levels 138 assigning to a customer 139 customer credits deleting 188 issuing 76 recording 77 settling 78 customer payments 70 discount for early payment 72 group with undeposited funds 71 See also receiving payments customer statements emailing 257 printing 207 257 sending at month end 257 customers assigning a price level to 139 billing rates for 143 cards creating 33 credit holds 75 credit limits 73
415. r the first time 43 out of balance amounts correcting 255 setting up 43 See also accounts bank deposits preparing 49 Bank Register window finding a transaction using 185 Get Statement button 57 recording receipts in 47 recording transactions in 53 Split button 54 bank service charges recording 254 bank statements adding transactions from 57 importing 56 formats supported 56 reconciling 57 254 out of balance amounts correcting 255 Banking command centre 48 billing for time See time billing billing rates setting for activities 143 customers 143 employees 143 suppliers 143 312 Index bills customising 210 recording 81 See also purchases blank lines inserting between line items 65 85 Budget Shortcuts window 242 budgets 241 allocating for accounts 31 allocating for jobs 241 choosing accounts for 241 half yearly 244 monthly 243 quarterly 244 reports for 242 yearly 244 build items 131 Build Items window 131 business calendar 14 business contacts maintaining list of 221 business details entering 18 buying details setting up default 35 c calculator 14 currency calculator 157 calendar 14 Card File command centre 33 Card ID field 234 Card Information window 34 173 cards active 178 adding 173 217 assigning VAT codes to 164 customers 34 suppliers 36 changing 177 creating for customers 33 173 employees 39 103 items 124 suppliers 36 173 custom lists and fields 223 deleting 179 employee 17
416. r the unavailable quantity before you can record the sale MYOB Accounting MYOB Accounting Plus v16 uk Before you begin Before you can auto build an item in the Backorder List window you need to set up your item details For more information see Auto building items on page 132 If you want to record a bill using this window you need to enter a default supplier for the item For more information see Creating items on page 124 To build buy or backorder items in the Backorder List window Go to the Sales command centre and click Enter Sales The Sales window appears Enter the details of the sale For more information see Entering sales on page 61 Click Record If you have insufficient on hand quantities of an item or you do not allow negative on hand stock the Backorder List window appears Backorder List You do not have enough of these items You may choose to 1 Auto build the items if you ve completed their auto build information 2 Buy them via a purchase order if you ve entered their main suppliers 3 Backorder the items 4 Adjust the quantity pulled from the original location and insert a sales line to pull remaining items from another location if you have multiple locations Item Number No Needed Build 10 101 what 100 Ifyou check Build or Buy MYOB Plus will do that BEFORE creating a backorder invoice If you choose to backorder the original invoice will be recorded a
417. ransaction window or copy an existing recurring transaction to create a new one Later on you can change details of a recurring transaction or delete one if it is no longer used If you want to See Create a recurring transaction below Create a recurring transaction from an existing entry page 192 Edit a recurring transaction page 192 Delete a recurring transaction page 193 To create a recurring transaction When you save a transaction as recurring you can specify how often you want the transaction to be recorded and for how long 190 Chapter 13 Transactions you want to schedule it For example you can schedule your car payments monthly for the next 22 months Enter the transaction details in a transaction window such as the Sales window if you make regular sales to a customer Click Save as Recurring instead of clicking Record The Edit Recurring Schedule window appears Edit Recurring Schedule Recurring Transaction Name Sale Miller Street Shop Schedule Frequency Monthly Starting on 13 03 2007 Continue indefinitely Continue until this date Perform this No of times G Remind MR El to record this transaction on its due date C Automatically record this transaction when due and notify J Transaction Use the next sequential number as the Invoice No Use the following as the Invoice No no warning for duplicate IDs I Save my changes when record this re
418. rchase VAT code with an EC Reported Rate set to zero per cent to be used for exempt items To create a VAT code for EC purchases Go to the Lists menu and choose VAT Codes The VAT Codes List window appears Click New The VAT Code Information window appears In the VAT Code field type a code for the EC VAT purchases for example ECP and press TAB In the Description field type a VAT code description such as EC Purchases VAT Code In the VAT Type field select VAT EC Purchases The VAT Rate field is set to zero per cent In the EC Reported Rate field type the rate you would have paid if buying in the UK Select the linked accounts for VAT collected and paid Click OK EC purchases 169 To set up EC suppliers In the Card File command centre click Cards List The Cards List window appears Locate an EC supplier s card and click Edit The Card Information window appears Select the EC Supplier option Click the Buying Details tab In the VAT Code field select the default EC VAT code for that supplier Select the Use Supplier s VAT Code option and click OK Repeat from step 2 for other EC suppliers Reporting EC purchases The VAT Summary VAT Summary Cash VAT Detail and VAT Detail Cash reports show the VAT on transactions grouped together by VAT code Reports filtered to include an EC Purchase VAT code will show the amount of VAT that you would have paid had you purchased in the UK calculate
419. rchases command centre the amount is subtracted from your creditors balance credit terms The agreed upon rules governing the number of days between delivery and payment and discounts for early payment and penalties In MYOB Accounting you can set default terms for all customers current assets Assets that can be turned into cash within a relatively short time less than a year are called current assets Some of your current assets are your bank accounts debtors and petty cash Current assets usually do not lose their value over time Current assets normally have a debit balance current liabilities Liabilities that become payable within a year Some of your current liabilities are creditors client deposits and VAT due Current liabilities usually have a credit balance current year earnings Current year earnings is a capital account Its balance equals your income minus cost of sales and expenses Current year earnings are zero at the beginning of a financial year Current year earnings are kept as a running total as the financial year progresses When you start a new financial year the balance of the current year earnings account is reset to zero because the balance amount is moved into the retained earnings account customer Someone to whom you sell goods or services You must enter customer details in a customer card before you record a sale Glossary 305 customer credit When someone returns something and you record an in
420. rchases for your suppliers window click Add Purchase The Historical Purchase window appears Type or select the name of the supplier and press TAB Enter details of your outstanding purchase Setting up payroll details In the Payroll Easy Setup Assistant you can load your tax tables review your payroll categories and linked accounts and enter details about your employees such as their tax status recurring paycheque and pay history The Payroll Easy Setup Assistant can help you complete these tasks quickly Click Payroll in the Easy Setup Assistant window The Payroll Easy Setup Assistant appears Payroll Load tax tables Payroll taxes are amounts that are calculated and deducted from employee pays according to the rules established by HM Revenue amp Customs These rules are set out in the payroll tax tables that accompany MYOB Accounting You should load the payroll tax tables before you pay your employees In the Load payroll tax tables into your company file window click Load Tax Tables Once the tax tables are loaded click Next User Guide Click Record Repeat from step 1 for each historical purchase you want to record When you have finished entering your historical purchases click Next Click Close to close the Purchases Easy Setup Assistant NOTE Tax tables are current at the time we produce your software As tax laws change from time to time it s essential that you load the most up to date
421. rd appears Type the filepath or click Browse to locate the MYOB Accounting Plus program file Myobplus exe and click Next Type a name for the shortcut and click Finish Right click the new shortcut and choose Properties The Myobplus exe Properties window appears Click the Shortcut tab The Target field displays the location of the MYOB Accounting software you entered in step 2 above You need to edit this field so that the shortcut opens the company file as well as the software In the Target field a Type the location of your MYOB Accounting Plus software including the exe file extension Enclose the file name in double quotation marks for example C MYOB Myobplus exe b Press SPACE c Also enclosed in double quotation marks type the location of the company file including the myo file extension for example V MYOB Widgets myo The Target field should now for example display C MYOB Myobplus exe V MYOB Widgets myo 296 Appendix B Networking company files on Windows 7 In the Start in field enclosed in double quotation marks type the drive and folder location of the company file for example v myoB as shown below Myobplus exe Properties General Shortcut Compatibilty Security a Myobplus exe Target type Application Target location MYOB2007UK Target MYOB Myobplus exe VAMYDB Widgets myo Start in VAMYOB Shortcut key None Run Normal win
422. rd purchase User Guide aA OU w Recording payments to credit card providers When the time comes to pay your credit card provider you use the Spend Money window to record a payment from your bank account to your credit card liability account To record a payment to a credit card provider Go to the Banking command centre and click Spend Money The Spend Money window appears In the Account field select the bank account you want to use to make this payment In the Card field type or select the credit card provider s name Type the payment date in the Date field Type the amount you want to pay Optional Type a comment in the Memo field to provide a brief description of the payment you are recording In the scrolling list area of the Soend Money window enter the liability account you have created to track purchases made with this credit card Click Record Credit card purchases and payments to credit card providers 59 60 Chapter 4 Banking MYOB Accounting MYOB Accounting Plus v16 uk 5 Sales This chapter explains how to enter information about sales to your customers You record a sale by specifying the customer s details the invoice layout item service professional time billing or miscellaneous the status of the sale quote order or invoice and the details of the items or services sold The chapter also explains the various ways of sending an invoice how to record customer payments how to issue a custo
423. reating 36 credit terms changing for a purchase 82 credit terms changing when recording purchase 82 debits creating 93 deleting 188 recording 93 refund cheques 95 settling 94 discounts receiving for early payment 92 volume 83 paying 50 91 using the Bank Register window 53 using the Pay Suppliers window 58 recording orders received from 81 recording purchases from 81 recording quotes received from 81 setting billing rates for 143 who are also customers 80 Synchronise Cards window 226 synchronising cards and Mac Address Book 232 Conflict Resolver window 232 resetting the synchronisation 233 Sync Alert window 232 Synchronise Cards window 232 synchronising cards and Outlook contacts export cards to Outlook contacts 226 import Outlook contacts to cards 228 including custom fields 225 227 when you use a PDA 226 227 system requirements host computer Mac 298 Windows 290 network Mac 298 Windows 290 T tabs using to find records in lists 176 tax codes See VAT codes tax tables 37 taxes definition 38 telephone banking recording transfers 58 terminating an individual s employment 117 terms of credit customers 33 suppliers 35 text fields adding to forms 213 changing font characteristics of 213 changing size of on forms 215 description of 210 thirteen accounting periods 19 time billing activities creating 144 defining 144 deleting 179 finding 176 activity slips creating 146 inclu
424. reating an account see To create a new account on page 29 58 Chapter 4 Banking To record a credit card purchase in the Pay Suppliers window Go to the Purchases command centre and click Pay Suppliers The Pay Suppliers window appears In the Account field type or select the credit card account you want to use Account 2 1130 Visa Balance 217 50 In the Supplier field type or select the supplier s name Type the amount of the credit card purchase In the Amount field Change the memo and payment date if necessary MYOB Accounting MYOB Accounting Plus v16 uk In the scrolling list in the bottom half of the window indicate which purchases are covered by the payment by entering the payment amounts in the Amount Applied column Since you do not need to print a cheque for this transaction select the Cheque Already Printed option Click Record To record a credit card purchase in the Spend Money window Go to the Banking command centre and click Spend Money The Spend Money window appears In the Account field type or select the credit card liability account you want to use Account 21130 Visa Balance 217 50 Type the date amount of the credit card purchase and payee Type a comment in the Memo field to provide a brief description of the purchase you are recording Allocate the payment to an account This is usually an expense account Click Record to record the credit ca
425. register refer to your MYOB Accounting Getting Started guide User Guide When files do not have to be activated You only need to activate or confirm company files which are still in use that is you are or will be continuing to enter transactions into them Any files you are no longer entering transactions into do not need to be activated This applies to copies of company files and closed company files from previous financial years Since you should not be adding new transactions to historical company files anyway you do not need to activate them Remember that you can always open a file whether it has been activated or not in read only mode Non activated files still allow you to view transactions print reports and export data which for historical files is usually sufficient If you are using MYOB Accounting Plus and multiple users will be accessing a company file simultaneously you only have to activate the company file from one workstation If you restore a currently activated file from a backup file which is also activated the file does not need to be activated again If the backup file was not activated you will have to activate it after restoring it if you want to be able to add transactions to it Activation and confirmation options You can activate and confirm your company file manually either online via the Internet or over the phone or you can set up automatic confirmation For more information see e To ac
426. reign sales See multiple currencies forms adding fields to 212 batch 207 customising 210 emailing 207 faxing 207 finding 206 printing 207 G general journal See nominal journal general ledger See accounts Getting Started guide 9 graphics adding to forms 214 changing size of on forms 215 See also pictures half yearly budgets 244 header accounts 30 174 headers using to group line items in transactions 65 85 help online resource 10 historical balances 31 purchases 37 sales 34 User Guide host computer saving new company files on 20 setting up Mac 299 system requirements Mac 298 Windows 290 See also workstations HTML format saving reports in 196 Identifiers using to group cards 223 Import and Export Options window 226 229 import file formats for importing statements 56 import log file 285 Import Summary window 230 importing data from accountants 262 from Mac Address Book 231 See also synchronising cards and Mac Address Book from MYOB RetailBasics 285 from other applications 284 from Outlook 229 See also synchronising cards and Outlook contacts importing statements file formats supported 56 Get Statement button 57 matching transactions 57 online banking 56 inactivating records not used frequently 178 international transactions See multiple currencies Internet banking 58 importing statements 56 inventory transfers See build items inventory See stock items invoi
427. rmation click OK The Prepare Budgets window appears with the new amounts entered in the fields If the account already has budget figures a message appears asking if you want to replace the existing budget Click OK to replace the budget or Cancel if you want to keep the existing amounts you will be returned to the Budget Shortcuts window where you may need to click Cancel again If you have not entered any amounts for the budget a message appears asking if you want to enter zero amounts Click OK if you want to do this or Cancel if you want to change the amounts information on how to use the Company Data Auditor see Run the Company Data Auditor on page 250 Audit trail tracking system You can track specific transactional VAT account payroll and system changes made to your company file using an audit trail tracking system You can then print an Audit Trail report which lists all the changes recorded in a specified date range To track changes go to the Setup menu choose Preferences and then set the Use Audit Trail Tracking preference in the Security tab MYOB Accounting MYOB Accounting Plus v16 uk The transactional tax accounts payroll and system changes that are recorded are outlined below Change type Description Transactional deletion of transaction change of card selection change of ID change of date change of amount on any line change of account on any line change of item selection
428. roll year in your company file To prepare a payroll tax form Follow the steps below to prepare your payroll tax form or an amended tax form if the original details were incorrect NOTE Submitting amended forms You can only submit amended forms using the End of Year Tax Forms Assistant window if you used the window to submit your original forms Go to the Payroll command centre and click Prepare Payroll Tax Forms to start the End of Year Tax Forms Assistant MYOB Accounting MYOB Accounting Plus v16 uk 2 In the first window of the End of Year Tax Forms Assistant choose your preferred method of lodgment by clicking either e want to prepare my P35 and P14 P60 forms for e file using my MYOB software e want to prepare my P35 and P14 P60 manually and submit them via post In the remaining windows of the End of Year Tax Forms Assistant complete either e your original tax form details e the amended tax form details only enter the P35 and P14 P60 information that changed since submitting the original form For more information see MYOB Help Step 4 Back up your company file Before you start a new payroll year make sure you make a backup of your company file Once the previous year is closed detailed payroll information is no longer available and P11 P14 and P35 forms and other reports cannot be printed for that year If you ve made a backup however you can restore that backup and print the necessary documen
429. rs and full time employees you may want to make the seasonal workers employee cards inactive during the off season To make an employee card inactive open the employee s Card Information window and click Inactive Card in the Profile tab view MYOB Accounting MYOB Accounting Plus v16 uk Before you begin Before you begin processing your employees pays you need the following information e the hours worked by hourly employees if you do not record hours worked on a timesheet e holiday and sick pay hours taken e details of any other wage amounts such as sales commissions and bonuses Step 1 Select the pay period Go to the Payroll command centre and select Process Payroll The Select Pay Period window appears Process Payroll MYOB Select Pay Period Process all employees paid Process individual employee Select Pay Period Payment date 08 01 2007 EA Pay period start 01 01 2007 Pay period end 07 01 2007 EE GB Help for This Window 2 Select the pay frequency you are processing e If you are processing pays for all employees click Process all employees paid and select the pay frequency in the adjacent field e If you are processing a pay for an individual employee click Process individual employee and select the employee in the adjacent field The pay frequency assigned to the employee s card is used in the pay run User Guide In the Payment date field type the date on which
430. rs or purchases 88 customer 61 supplier 81 rates setting time billing 143 realised gains and losses tracking sales and purchases 158 transfers 159 recapping transactions 52 64 84 189 receipts printing 72 Receive Money window 48 Receive Payments window 71 receiving money 47 cash payments 47 cheque payments 47 credit card payments 47 customer payments 70 definition of 47 exporting transactions 283 grouping with undeposited funds 48 71 importing transactions 284 invoice payments 71 recording receipts 47 See also receiving payments MYOB Accounting MYOB Accounting Plus v16 uk receiving payments 70 customer payments 71 grouping with undeposited funds cash transactions 48 71 credit card 71 importing transactions 284 invoice payments 71 recording in the Bank Register window 53 See also receiving money reconciled transactions deleting 188 reconciling bank accounts 57 253 for the first time 43 creditor accounts 251 debtor accounts 251 out of balance amounts correcting 255 Record Journal Entry window entering adjustments 262 recording multiple 194 single 193 rescheduling 193 responding to reminders for 194 sales 64 scheduling payments 190 setting reminders for 191 setting up 190 refreshing lists in a multi user environment 282 refund cheque receiving 95 refund payments 79 refunds See customer credits supplier debits registration See activation of company files licens
431. rt to a backup data integrity is ensured Click Continue e If you selected the Do not check Company File for errors option go to step 6 on page 272 e If you selected the Check Company File for errors option note that this verification process may take several minutes Click OK in the window that appears when the verification process has finished This window appears whether or not errors have been found in the company data file For more information about checking your company file for errors either e see step 2 of To check your company file for errors on page 277 e press F1 for Help Backing up and restoring company files 271 6 Inthe window that appears select where you want to store the backup file 2x Save in a EEE ce History Desktop My Documents TE fie name fetsiitozi xl Save 7 E Save astype MYOB Plus Backup File ZIP The default filename assigned to the backup file is described in the following table Platform Default filename further details Windows MYOmmdd zip e mmddis the month and day from your computer s clock e zip is the file extension and cannot be changed Mac Backup dd mm yyyy e dd mm yyyy is the date from filename sit your computer s clock e filename is your company filename e sit is the file extension and cannot be changed 7 Ifyou want you can change the name of the backup file 8 Click Save 9 Label all yo
432. s Combine Accounts Warming Be careful when combining accounts This action cannot be reversed if you remove the wrong account you will have to restore your most recent backup and enter any transactions that occurred after the backup was made The opening balance and transactions will be transferred from the obsolete secondary account to the account you will continue to use the primary account After combining accounts is completed the secondary account will be deleted Please nate that only local currency accounts and accounts of the same account type may be combined Secondary Remove all transactions from Primary Move all transactions to gt 11130 TS Gallery Equipment Cost 2 The primary account appears under the Primary Move all transactions to list If necessary you can choose another primary account from the list User Guide 4 Select the secondary account from the Secondary Remove all transactions from list CAUTION The next action cannot be undone Before continuing check that you ve selected the correct accounts to be combined If you combine the wrong accounts you will have to restore them from a backup and re enter transactions posted to the accounts since the backup 5 Click Combine Accounts 6 When the next window appears click OK to confirm you want to combine the two accounts Combining records 181 182 Chapter 12 Lists MYOB Accounting MYOB Accounting Plus v16 uk
433. s adding records to 173 deleting records from 178 inactivating records in 178 locations stock adding 130 changing 177 creating 129 default changing 129 deleting 179 inactivating 178 moving items between 130 lock file problems 278 280 locking periods 259 logos adding to forms 214 changing size on forms 215 See also pictures Mac Address Book See synchronising cards and Mac Address Book Mail Merge button 69 mailing labels customising 210 mailing labels printing 207 220 mailouts 219 master password See Administrator account Match Transaction window 57 Microsoft Outlook contacts See synchronising cards and Outlook contacts minimum stock levels 125 money See receiving money See spending money month end accuracy of records checking 244 entering budgets 241 locking periods 259 reconciling bank accounts 253 recording depreciation 258 reviewing reports 256 running the Company Data Auditor 244 250 253 sending customer statements 257 monthly budgets 243 mouse shortcuts 15 multiple currencies Deal in Multiple Currencies preference 154 accounts for tracking foreign purchases 155 accounts for tracking foreign sales 155 adding a new foreign currency 154 currency calculator 157 depositing foreign currencies 160 exchange accounts 154 exchange rates 157 reports 161 setting up 154 tracking realised currency gains losses 158 transferring funds to foreign account 160 multiple locatio
434. s transaction In such a situation multi user file locking disallows changes being saved in one of the windows until the changes have been saved in the other window User Guide If you would like to know when another user has changed data in a window go to the Setup menu choose Preferences click the System tab and mark Automatically Refresh Lists When Information Changes Now if another user changes information you are viewing MYOB Accounting Plus closes your window When you reopen it the data is updated HINT View a list of users If you have been prevented from accessing the company file you can identify which user is locking you out To do this go to a computer that has access to the company file and view the list of active users go to the File menu and choose Active Workstations Single user file locking for special tasks Although several users can share a company file for entering daily transactions there are times when only one user should have access Many of these tasks are file maintenance procedures such as backing up and checking and optimising the company file For example optimising a company file rearranges its internal structure so you need to ensure the file is not being accessed while this process is taking place Other single user tasks are part of standard bookkeeping practice For example when you print a report you do not want anybody to change data that will appear in the report while it is being prin
435. s account VAT Exception Review Reconcile purchases with linked creditors account Compare item values with stock account Scan for future dated transactions Scan for prepaid transactions Scan for deposits paid Review audit trail changes Reconcile payroll liability payments FD Help for this window Enter the start date and end date of the period you want to review Click Run Review to start the transaction review of the following Reconcile invoices The total of all customer balances is compared to with the linked the current balance of the linked accounts debtor debtors account account If there is an out of balance amount click Display to view the Debtors Reconciliation Exceptions report and review customise or print the details of the report Reconcile purchases The total of all supplier balances is compared to the with the linked current balance of the linked accounts creditor creditors account account If there is an out of balance amount click Display to view the Creditors Reconciliation Exceptions report and review customise or print the details of the report Month end procedures 251 Compare item values with the linked stock account If there is an out of balance amount click Display to view the Stock Value Exceptions report and review customise or print the details of the report current balance of the linked stock account The total value of stock on hand is compared to th
436. s accounted for in the VAT Return and EC Sales reports EC customers also account for the VAT that would have been paid in adherence to the EC rules and legislation applicable in the their state Before you can track sales made to EC customers you need to set up a VAT code to assign to EC sales No VAT amount will be tracked on the sale The VAT rate and EC reported rate are set to zero per cent as you are not collecting VAT on the sale User Guide This code should only be used when making a sale that conforms to HM Revenue amp Customs rules governing intra EC sales If you sell items to EC customers you also need to set up your customer cards to report these sales in the EC Sales report To create a VAT code for EC sales Go to the Lists menu and choose VAT Codes A list of VAT codes appears Click New The VAT Code Information window appears In the VAT Code field type a code for the EC VAT sales for example ECS and press TAB In the Description field type a VAT code description such as EC Sales VAT Code EC sales 167 u Oo N A In the VAT Type field select VAT EC Sales The VAT Rate and EC Reported Rate fields are set to zero per cent Select the linked accounts for VAT collected and paid Click OK To set up customer cards for EC sales In the Card File command centre click Cards List The Cards List window appears Locate an EC customer s cards and click Edit The Card Information window app
437. s and Credits Debits and Pay Receive Refunds When entering these transactions the categories assigned to the original transactions will be used For example the categories assigned to purchases appearing in the Pay Suppliers window will also be assigned to the payment To enable allocation of categories production and brochure layout 1 Go to the Setup menu and choose Preferences 2 Click the System tab 238 Chapter 17 Financial control MYOB Accounting MYOB Accounting Plus v16 uk Select the Turn on Category Tracking option If you want to make the selection of a category mandatory for all transactions choose Required from the list To create a category Go to the Lists menu and choose Categories The Categories List window appears Click New The Edit Category window appears In the Category ID field type a code that will be used to identify the category and press TAB In the Category Name field type the name of the category In the Description field type a description of the category or notes relating to the category Click OK Setting up jobs and sub jobs You can keep a detailed record of your jobs and sub jobs If you intend to use sub jobs you first need to create jobs and then assign sub jobs to them Specific job tracking tasks you can accomplish include e organising jobs in a hierarchy User Guide setting budgets for each job linking jobs to specific customers e assigning jobs to i
438. s are VAT Inclusive I F eae e SS _ Quantity Over 0 000 Over 11 Click OK Level A 0 00 Level B 0 00 D Level 000 A tarde eo Recording your opening stock Level F 0 00 Pee Once you have created your stock items you need to record the quantity of each item you have on hand and its value as at the start of your conversion date Before you enter your opening stock quantities you need to Type the retail price of ane selling unit count the actual items in your stock To help you with this task Type the selling unit of the item such as each or case You can type you can print the Stock Count Sheet report which lists all your up to five characters The selling unit is printed on the item invoice sus a stocked items and manually record quantities on it If for example you sell by the six pack when you sell five units you will be selling five 6 packs c Type the number of items that comprise a single unit in this field To print the stock count sheet This is the number that is subtracted from your on hand stock for every selling unit For example if you sell by the six pack enter 6 as 1 Goto the Stock Control command centre and click Count Stock the number of items per selling unit When you sell one six pack The Count Stock window appears your item stock is reduced by six items D MYOB Accounting Plus only Set pricing levels for different kinds of 2 Click Pring The Stock Count Sheet report is printed wit
439. s for networked company files 281 Displaying up to date information Each time you open a list window such as the Find Transactions window or display a report in the Report Display window the information that is displayed matches the contents of the company file as of the moment you opened the list or displayed the report However if you keep the list or report displayed on your computer screen for some time the data that other users entered during that time will not be included in your list or report You can update the information automatically or manually e Automatic update Go to the Setup menu choose Preferences and then click the System tab Select the Automatically Refresh Lists when Information Changes option NOTE Automatic refreshing slows response Consider whether you need to have on screen information refreshed automatically If you choose this option MYOB Accounting Plus will operate more slowly for everyone who is accessing the company file If speedier data entry is a priority we recommend that you choose to manually refresh information regularly e Manual update Go to the Window menu and choose Refresh All To update an on screen report in the Report Display window click Redisplay 282 Chapter 19 Managing user accounts and company files Improving performance The following list outlines a number of ways in which you can get the most out of MYOB Accounting Plus Use single user access whenever possible
440. s lists all open invoices up to and including the date you specify e Activity statements lists all sales invoices payments and orders with a customer deposit for a period of time Activity statements include a running account balance Specify the statement period to be included e If you selected Invoice as the statement type enter a date to include invoice statements outstanding on that date e If you selected Activity as the statement type enter the statement period in the From and to fields Mark the select column el in Windows and in Mac next to next to the name of each customer you want to email statements to If you want to change a customer s email address highlight their name and select an address from the Email Address list Alternatively type the email address in the Email Address field Month end procedures 257 9 Type the subject title and message of the email or accept the default subject and message If you want to change the default message click Email Defaults and make the changes as appropriate Click Advanced Filters to filter and customise the information to be displayed in the customer statement See Advanced filters on page 209 for more information Click Send Email Step 4 Record depreciation IMPORTANT If you depreciate your assets at the end of the financial year make this step a part of your end of year routine Consult your tax adviser or accountan
441. s menu and choose Identifiers The Identifiers window provides a field for each of the 26 letters of the alphabet Enter a description for as many identifiers as you want and click OK To assign identifiers to a card Go to the Card File command centre and click Cards List The Cards List window appears Click the zoom arrow next to the card you want to edit The Card Information window appears Click the Card Details tab Click Identifiers The Select Identifiers window appears Click next to the identifiers you want to assign to the card Click OK Custom lists You can set up lists of predefined attributes and assign the appropriate attributes to your cards By assigning attributes from a custom list to your cards you are able to group your contacts to a greater degree than is possible with identifiers 223 Grouping your contacts For example you could assign all your wholesale customers the W identifier If you also set up a custom list containing each of your sales territories and allocate those customers to the appropriate territory you can then filter reports to only show information about wholesale customers who are within a particular sales territory To name a custom list Go to the Lists menu choose Custom List amp Field Names and then choose the card type for which you want to create a custom list for example Customers The Custom List and Field Names window appears Custom List and Field Names
442. s the default information for the combined card The transaction details for the secondary card are added to the primary card Non transaction information for the secondary card is deleted To combine two cards 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Select the primary card 3 Click Combine Cards The Combine Cards window appears Combine Cards Wamingl Be careful when combining cards This action cannot be reversed if you remove the wrong card you will have to restore your most recent backup and enter any transactions that occurred after the backup was made Transactions will be transferred from the obsolete secondary card to the card you will continue to use the primary card After combining cards is completed the secondary card will be deleted Secondary Remove all transactions from sl The primary card appears under the Primary Move all transactions to list If necessary you can choose another primary card from the list Primary Move all transactions to ES El Grand Hotel PE 7 4 Select the secondary card from the Secondary Remove all transactions from list CAUTION The next action cannot be undone Before continuing check that you ve selected the correct cards to be combined If you combine the wrong cards you will have to restore them from a backup and re enter transactions posted to those cards since the backup 180 Chap
443. s the network e Host the company file on a backed up computer If you store all your important files on a central host that is backed up frequently it is a good idea to also store your company file on that host The company file will then be backed up along with all your other vital data User Guide Complete the appropriate task to set up a Windows host computer and share a company file folder e To share a folder on Windows 2000 Pro or XP below e To share a folder on Windows NT4 page 293 e To share a folder on other Windows versions page 293 To share a folder on Windows 2000 Pro or XP This procedure applies to Windows 2000 Professional and XP If you are using Windows 2000 Standard see To share a folder on other Windows versions on page 293 Consult a networking expert or read the Windows help to set up appropriate sharing and access permissions if this procedure does not apply to your network configuration If only administrators can set permissions on your computer log in as an administrator In Windows Explorer create a folder named Company_Files in a convenient location for example c Company_Files This folder is where the shared company file will be stored Right click the Company_Files folder and choose Properties The Company_Files Properties window appears Setting up a company file folder on a Windows host 291 4 Click the Sharing tab and set the fields and controls as shown below Company_Files
444. s unique and is used to identify your MYOB software Activate Online Activation only takes a few moments You must be connected to the intenet Please enter your serial number below Your company file code is displayed when a valid serial number is entered 1234 1234 1234 Where is my serial number 2160 6220 40 Serial Number Need a Serial Number If you have an internet connection you can purchase your MYOB software and receive a serial Company File Code number MYOB stores your serial number and company file code No other Purchase MYOB software online information is used by MYOB when you activate your company file For more information see the MYOB Privacy Policy Frequently Asked Questions MYOB Privacy Policy Bas Click Continue The serial number and the company file code are sent to the MYOB activation server which returns a confirmation code and activates the company file In the Company File Activation Activated window click OK 10 Respond to subsequent windows until the Command Centre appears 11 If you want to activate another company file a Go to the File menu and choose Open The Open window appears b Select the company file to be activated and click Open c Continue from step 5 MYOB Accounting MYOB Accounting Plus v16 uk To activate a company file by telephone Start MYOB Accounting The Welcome window appears Click Open a company file The Open window appears Select t
445. sactions in the Sales and Purchases window Gy lt lt Gi Joumal Layout Register You can also print or email remittance advices or cheques when you record transactions in the Spend Money Pay Bills or Settle Returns amp Credits window Hp i Print Cheque Print Remittance Advice Sending forms in a batch You can print and email sales purchase and remittance advices in a batch and send these to your customers and suppliers You can do this from the following windows User Guide e Sales select either To be Emailed To be Printed or To be Printed and Emailed from the Invoice Delivery Status field in the Sales window Joumal Memo Sale Miler Steet Shop Applied to Date 0 00 Histor Retertal Source zl Invoice Delivery Status To be Printed E Balance Due 87 84 a Save as Recuning Y To be Printed To be Printed and Emailed Already Printed or Sent e Purchases select either To be Emailed To be Printed or To be Printed and Emailed from the Purchase Del Status field in the Purchases window Joumal Memo Purchase Computer Supplies Ltd Applied to Date 0 00 Histor Purchase Del Status To be Printed E Balance Due 185 06 v Tobe Printed scuring _ Tobe Emailed To be Printed and Emailed Already Printed or Sent e Remittance Advices select either To be Emailed To be Printed or To be Printed and Emailed from the Remittance Advice Delivery Status field in th
446. sal transaction Before you can reverse a transaction You can only reverse a transaction if it is unchangeable An unchangeable transaction is identified by a grey zoom arrow next to it To make your transactions unchangeable select the Transactions CAN T be Changed They Must be Reversed preference on the Security tab view of the Preferences window You can change this preference at any time Note the following when reversing a transaction Reversing a transaction can affect closed periods When you reverse a transaction be aware of the transaction date you enter e Ifyou use the current date when you reverse a transaction from a prior month the month end financials for the prior month will not reflect the reversal transaction User Guide e If you use the original date for the reversal transaction your prior month s financials should be reprinted because they will have changed Customer and vendor payments Note that if an early payment discount was applied to a sale or purchase you also need to reverse the discount For more information about how to find a transaction see Finding a transaction on page 184 Negative inventory You cannot reverse a purchase that will result in a negative on hand inventory count To reverse a transaction Display the transaction you want to reverse See Finding a transaction on page 184 for instructions Go to the Edit menu and choose Reverse For example if you wan
447. se status Item order Item Number Description 60010168 Te A Bill The quantity you have been invoiced for B Received This field is display only It displays the quantity of items received For more information see Receiving items without a supplier invoice on page 85 C Backorder The quantity of the item back ordered An order for this amount will be created automatically when you click Record D Item Number Pressing TAB here displays the item list from which you can choose the item being purchased E Description A description of the item appears automatically You can change this if you want F Location MYOB Accounting Plus only If you store this item in multiple locations you can select the location where the item will be received For more information see Multiple stock locations on page 129 User Guide G Price The price of the item appears automatically You can change this if you want H Disc Optional The volume discount as a percentage I Total The total price is calculated automatically If you change the price the Disc field is updated to show the discount applicable J Job Optional Selecting a job number here assigns a line item to a specific job For more information see Setting up jobs and sub jobs on page 239 K VAT If the item is taxable enter the VAT code The following illustration shows the fi
448. se tasks may not apply to you Step Task See 1 Run the Company Data Auditor below 2 Review reports page 256 3 Send customer statement page 257 4 Record depreciation page 258 5 Lodge VAT returns page 258 6 Pay PAYE and NIC payments due page 259 7 Lock the period page 259 Step 1 Run the Company Data Auditor The Company Data Auditor is a series of windows that guides you through the process of checking and ensuring the accuracy of the records in your MYOB company file You can use the auditor to e display basic information about the company file such as the file name release number location size lock periods last backup date etc e perform maintenance tasks such as back up your company file and set lock periods e display bank and credit card account details including the current balance and the date when they were last reconciled e reconcile your bank and credit card accounts e check your transactions for exceptions and audit trail changes 250 Chapter 18 End of period procedures 1 Go to the Accounts command centre and click Company Data Auditor The Company File Overview window appears Company Data Auditor MYOB Company File Overview Company File Overview File Name Widgets myo count jor Release Version Great Britain 16 Location C Plusuk Size 1MB Last Backup Date 10 10 2007 Back Up Last Verified Date 10 10 2007 Verity Current Financial Year End December 2007 Loc
449. ses combine a number of stock items to create finished items For example a retailer might combine perfume lotion and bath salts to make up a gift pack Or a manufacturer might combine raw materials to create finished items This chapter shows you how to track the assembly of individual items into finished items Basic stock tasks Before you begin to track your stock you need to create a record for each item of stock The procedure for doing this is explained in Creating items on page 124 Once you have created items you need to enter the opening stock level for each item See Recording your opening stock on page 126 To add items you purchase to your stock record your purchase in the Purchases window using the Item layout See Entering purchases on page 81 123 To record the sale of items record your sale in the Sales window using the Item layout See Entering sales on page 61 To record the location of items you need to set up item locations MYOB Accounting Plus only See Multiple stock locations on page 129 Serer AE RSS ae Ss Creating items An item is e a physical unit that your company may buy sell or stock e a service that your company wants to include on item invoices for example Delivery Handling and so on Before you start using items you need to create a record for the items you use see below and then enter the opening on hand quantities and
450. ses command centre and click Purchases Register The Purchases Register window appears Click the Returns amp Debits tab Select Supplier from the Search By list Enter the supplier s name in the adjacent field A list of debits for that supplier appears Select the debit you want to apply and click Apply to Purchase The Settle Returns amp Debits window appears listing all open purchases that you have made from the supplier Enter the amount you want to apply to a purchase in the Amount Applied column If the Apply Supplier Payments Automatically to Oldest Purchase First preference is selected in the Purchases view of the Preferences window amounts will appear next to the oldest purchase in the Amount Applied column MYOB Accounting MYOB Accounting Plus v16 uk You can apply the debit amount to any one transaction or you can To record a refund cheque split it over any of the transactions in the list Remember that the total amount you apply in the Amount Applied column must equal the amount that appears in the Debit Amount field Go to the Purchases command centre and click Purchases Register The Purchases Register window appears 2 Click the Returns amp Debits tab eee Settle Returns amp Debits Supplier s World of widgets ID No 000001 3 Select Supplier from the Search By list Enter the supplier s name Debit Amount 477 34 Date 24 2 06 r DeD from 00000027 in the adjacent field A list of debits
451. shared company file from Mac OS X workstations 301 5 In the Select the volumes window click the remote user folder to be mounted for example share folder and click OK A network disk icon appears on the desktop FSMELOL Select the volumes to mount Departmental File Server Microsoft UAM Volume PDFConv Public Users Character Set Western Mac i Gre GD 6 Open the System Preferences and click Accounts The Accounts window appears 7 Click the Login Items tab and drag the network disk icon from the desktop into the Login Items list The network disk is added to the list as a folder item Do not select the Hide option next to the network disk item 3 In Mac OS X 10 3 click the StartUp Items tab and drag the network disk icon from the desktop into the StartUp Items list 302 Appendix C Networking company files on Macintosh ee0 Accounts exe Showa a Password Picture Loginitems Parental Controls These items will open automatically when you log in Hide Item Kind M Deparmental Unknown M Bsnapz Prox Application sp Mirjana Sicevie amp Public Volume Standart ES Admin pjg Marcia combe Admin Steven Rao Standard q share Standard To hide an application when you log in click its Hide checkbox ar 43 Login Options Lat Login Options faja n M cick te tock to prevent further changes Now at each login the user s
452. sign jobs to payroll category amounts Job numbers can be assigned to payroll category amounts to track the wage expense of work performed You can assign one or more jobs to each payroll category In the Select amp Edit Employee s Pay window click the zoom arrow lt gt next to the employee s name The Pay Employee window appears Enter the job number in the Job column corresponding to the payroll category If you want to assign multiple jobs to a payroll category a Click in the Job column corresponding to the appropriate payroll category and then click the search icon 5 b In the Allocate Jobs window that appears click the select column in Windows and in Mac next to each applicable job and enter the amount in the Amount column c Click OK The Pay Employee window appears NOTE Changes to payroll category amounts may affect allocated job amounts If you change a payroll category amount this may affect the value of other payroll categories such as National Insurance If you ve already allocated job amounts to these categories you need to reallocate the correct job amounts to them 112 Chapter 7 Paying your employees Click OK The Select amp Edit Employee s Pay window reappears You can also assign a default job to an employee in the Recurring Pay section of the employee s card For more information see Entering employee payroll information on page 103 To change an employee s
453. since the recontact date you specified on the contact log entry To clear a reminder from the list click in the select column next to the contact log entry and then click Remove 236 Chapter 16 Contact management To print card reports Go to the Reports menu and choose Index to Reports The Index to Reports window appears Click the Card tab The list of card reports appears Display or print the report that is appropriate to your needs Following is a list of the default information displayed in each report If required you can customise the reports to display more or less details for information on how to customise a report see Customising reports on page 200 Report Description Card List A list of your contacts with their phone numbers Summary current balances and identifiers Card List Detail A list of some of the information contained in your contacts cards including Address 1 and Address 2 Addresses The contact name address and phone number entered for Address 1 in each card Card Transactions A list of the transactions that have been allocated to your contacts for a selected period Contact Log A list of contact log entry details The total of the elapsed time recorded in the log entries is displayed for each contact Identifiers A list of the identifier codes and their descriptions GIS Card File A list of contact information that you can import into a geographic informat
454. sing sales quote or sales order details that you have recorded Go to the Sales command centre and click Sales Register The Sales Register window appears Locate and select e a quote click the Quotes tab and select the required quote e an order click the Orders tab and select the required order L He Receive Payment eB Change to invoice D CesePo 87 34 87 84 HelpF1 Print Changing the status of a purchase If you enter a quote or an order you can easily convert it to a purchase once the amount is payable A quote can be converted to an order or a purchase An order can only be converted to a purchase Quotes and orders must be converted to purchases to show as payable 88 Chapter 6 Purchases Click Create PO The Purchases window appears with the new purchase order displayed The items you entered for the sale automatically appear as line items on the purchase order Select a supplier in the Supplier field Note if you have nominated a supplier for these items in the item setup this supplier will appear by default Enter the cost of the items in the Price column Complete the purchase order as you normally would For example you may want to change the transaction date to today s date or add items to the order Click Record The new purchase order is created and the original sales quote or order remains in the Sales Register window To convert a quote to an order or a purchase
455. sold in the Hrs Units field 1 Go tothe Sales command centre and click Enter Sales The Sales window appears e the item number in the Activity field or press TAB and select the item from the list of items and activities that appears 2 Inthe Customer field type or select the customer to invoice e the price of the item in the Rate field 3 Click Layout The Select Layout window appears e the appropriate VAT code 4 Select the Time Billing layout and then click OK e optional the job number lop l l 5 For each billable activity enter 6 Enter additional information about the sale such as the oA e in the Date field the date the activity was performed salesperson referral source and delivery e the number of units or hours being billed in the Hrs Units field NOTE Addlines subtotals and neadens to MEERA li you e the activity name or press TAB in the Activity field and select the want to group and subtotal the items and activities separately on ired activity f the li the invoice you can do so by inserting headers blank lines and require activity WORT Se subtotals See Adding and deleting transaction lines subtotals e the rate charged for a single unit or hour of the activity in the and headers in sales transactions on page 65 Rate field User Guide Creating time billing invoices 151 e optional the job number e the VAT code if the activity is taxable e optional the category The category field is displayed only if the Tur
456. sold or purchased When you create a quote order or invoice MYOB Accounting will use the VAT code assigned to the customer as the default This VAT code will override the item s VAT code in an item sale and the allocation account s VAT code in a non item sale Similarly when you create a quote order or purchase MYOB Accounting will use the VAT code assigned to the supplier as the default This VAT code will override the item s VAT code in an item purchase and the allocation account s VAT code in a non item purchase MYOB Accounting MYOB Accounting Plus v16 uk VAT codes are assigned to customers in the Selling Details tab of their Card Information window see Create customer cards on page 33 Make sure you select the Use Customer s VAT Code option If this option is not selected the customer s VAT code will not be used even if one has been assigned VAT ID Number 13124568 VAT Code S Standard Carriage VAT Code S 5 Standard M Use Customer s VAT Code VAT reports VAT reports group transactions together based on the VAT code assigned to transactions Therefore any transaction entered without a VAT code will not appear on VAT reports If you delete a VAT code from an entry the entry will not appear on VAT reports You can use the Company Data Auditor to identify transactions entered without a VAT code or where the VAT amount has been manually changed for a transaction For more infor
457. specific assets and liabilities To decide on the accounts that will require a budget consider what changes you anticipate in your business and the financial impacts these changes will have For example you may expect to hire new employees which will affect among others your Wages amp Salaries accounts or you may be considering taking a new loan which will affect your Bank Loans account What period can budget for MYOB Accounting lets you create a budget for the current financial year and the next financial year Budgets 241 Reviewing your budget You can review your budgets periodically to track your financial progress and see if it is going to plan A slight variation from the budget is normal Large variations on the other hand may need investigation For example if you have a large increase in debtors it may indicate that your customers are taking a longer time than expected to pay your account You can compare your budgeted amount with actual account balances by viewing the Budget Analysis reports for Balance Sheet and Profit and Loss accounts For information on displaying customising and printing reports see Chapter 14 Printing and customising reports starting on page 195 Entering budget amounts You can use the Prepare Budgets window to enter budget amounts for each month of the current or next financial year If you want to quickly enter budget amounts for a group of months you can use the Budget Shor
458. st of all open invoices by specifying report criteria You can print email or fax reports output them to various file formats or export them to other software for further modifications Quick start Go to the Reports menu and choose Index to Reports The Index to Reports window appears Index to Reports A Accounts Banking Debtors Ageing Detail Reconciliation Summary Reconciliation Detail Summary With VAT Item Sales Summary Sales Detail Analyse Sales Analyse Sales FY Comparison Analyse Sales Spreadsheet Activity For each selected customer displays a single line with the customer s current balance followed by the ageing of that balance B ales i Display HelpF1 Print SendTo lo F G 195 Click a tab to view the reports associated with that tab Click the Custom tab to view your custom reports Select a report and click View Sample to display a report sample Click Print to print the selected report Click Send To to send the selected report by fax or email to save the report to disk as a PDF file HTML file or text file or to open the report in Microsoft Excel Click Customise to choose the information you want to appear on the selected report and how you want that information to appear Read a short description of the report you have selected here Click Display to view an on screen version of the selected report een et rye ss
459. stments Your accountant is likely to provide you with a number of adjustments such as journal transactions If they have been provided electronically or on disk you can import these transactions see Importing data on page 284 If the adjustments have been provided on paper you can manually enter them in the Record Journal Entry window If you send information to your accountant using the AccountantLink feature see To export information to accountants on page 261 you can import the adjusting journals your accountant sends you For more information see To import nominal journals from your accountant on page 263 Make sure your accountant has sent you the journal adjustment file as a text file with a file with a txt extension To record adjustments manually If your company file is set to 13 accounting periods in the financial year assign your adjustments to the 13th period by entering an asterisk before the date for example 30 9 2004 Go to the Accounts command centre and click Record Journal Entry The Record Journal Entry window appears The nominal journal number and transaction date appear by default You can change these if necessary 262 Chapter 18 End of period procedures 2 Optional Enter a comment in the Memo field to describe the journal entry for example Depreciation Motor Vehicles 1 1520 Vehicles Acc Depn 6 1030 Depreciation 10 000 00 a Total Debit 210 000 00 T
460. stock locations on page 129 F Price The price of the item appears automatically You can change this if you want G Disc Optional Enter a volume discount as a percentage Total The total price of the items is calculated automatically I Job Optional Type or select a job number here to assign a line item to a job J VAT Type or select a VAT code for the line item User Guide Name Amount Type the amount you are charging for this service D Job Optional Type or select a job number to assign a line item to a job E VAT Type or select a VAT code NOTE Add lines subtotals and headers to sales transactions You can add lines headers and subtotals to invoices to make it easy to separate and subtotal different groups of line items on one invoice For more information see Adding and deleting transaction lines subtotals and headers in sales transactions on page 65 Entering sales 63 Step 4 Enter additional information about the sale The fields that appear at the bottom of the Sales window depend on the type of sale you are creating J Salesperson 5 Bennett Gordon A Comment Thank you Deliver Via Promised Date Referral Source Invoice Delivery Status To be Emi lled g Subtotal 75 00 E Carriage 000 5 si L VAT 1313 Total mat 88 13 Joumal Memo Sale Grand Hotel Paid Toc y 25 00 Payment Meth d Chie El 2 Detai E Balance De 1
461. stock customisation features e Custom price levels You can set up to six price levels for an item and then assign one of these levels to a particular customer You could for example have one price level for casual customers another for irregular customers another for regular small spend customers another for regular high spend customers and so on You can also specify up to five price breaks for each price level You can then charge say all your regular customers increasingly lower prices if they purchase larger and larger quantities of the item e Custom fields You can ensure certain information is always recorded for an item such as Warranty Serial Number and Voltage Use these fields for information that you don t need to use as report filters e Custom lists You can record information about an item and then run reports based on the custom lists For example if you are running a trailer rental business you might have custom lists of Colour Type and Location This means you could run a report to include only blue cage trailers at the Main Street station 138 Chapter 8 Stock Creating custom price levels MYOB Accounting Plus has a pricing matrix for you to structure your pricing according to customer status and sales quantities For example a level three customer might pay 140 for a single quantity of the item but if they purchase five units of the item they will only have to pay 100 each for them NOTE Volume d
462. stomer payment supplier payment paycheque refund cheque or a bank deposit once it has been recorded You can only delete or reverse these transactions For more information see Reversing a transaction on page 189 To change a transaction Find and display the transaction in its original transaction window See Finding a transaction on page 184 Make the necessary changes to the transaction and then click OK Deleting a transaction When you delete a transaction it is permanently removed from your records Note the following when deleting a transaction Sales and purchases You can only delete a sale or purchase that does not have a payment applied to it If you have recorded a payment for a sale or purchase you must first delete the payment and then delete the transaction Any discounts that have been given must also be deleted before the transaction can be deleted 188 Chapter 13 Transactions If you applied a supplier debit towards a purchase you must delete the debit before you can delete the purchase A credit note applied to a sale must also be deleted before the sale can be deleted Group receipts in the undeposited fund transactions account If you want to delete an individual receipt that was recorded as part of a bank deposit of receipts grouped in the undeposited funds account you must first delete the bank deposit When you delete a bank deposit all the cash receipts included in the bank deposit are return
463. stomisation window Go to the Reports menu and choose Index to Reports The Index to Reports window appears Select the report you want to customise Click Customise The Report Customisation window appears The customisation options that appear depend on the report being customised The example below shows the options available for the Closed Invoices report which is one of the Sales reports MYOB Accounting MYOB Accounting Plus v16 uk 1 Click the Report Fields tab Report Customisation All Sales A Customers 5 Custom Lit Note Report Customisation All Sales Custom List No 2 Customers AT sl Custom List No 3 Custom List No 1 2 1 z Custom List No 2 Advanced Filters l Report Fields Einishing Il Custom List No 3 Dated From March To June i Promised Date Date Range To Date Range 01 03 2007 To 01 06 2007 To Advanced Filters I Report Fields l Erishing l From ID To Customer PO No To Amount From To Sale Status AI Sales i mate Inv No Inv No B Employees emo 7 Customer PO No Customer PO No Referrals EJ Customer Name Customer Name i Amount Amount Categories 11 Amount Due Amount Due Del Via Status Del Via Card ID Send To Print A The top section of the window enables you to limit the report to e a particular customer supplier or employee e records with part
464. structions on downloading this file The following file formats are supported OFX QFX QIF and OFC To import your statement Go to the Banking command centre and click Bank Register The Bank Register window appears In the Account field type or select the account that corresponds to the bank or credit card statement MYOB Accounting MYOB Accounting Plus v16 uk Click Get Statement The Open window appears Select the downloaded statement file and click Open The Get Statement window appears Click OK The statement transactions are automatically matched With the transactions in your company file by using the cheque number and amount as the criteria for matching payments and deposits If e there are unmatched transactions the Unmatched Statement Transactions window appears Go to step 6 e all your transactions match then these transactions will be marked as cleared in the Reconcile Accounts window You can ignore the rest of this procedure Choose what you want to do with the unmatched transactions e If you want to match a transaction select it and click Match Transaction The Match Transaction window appears listing the uncleared transactions in your company file for the ATM and Internet transactions To record ATM withdrawals Go to the Banking command centre and click Spend Money The Spend Money window appears Select the account from which you withdrew money In the Cheque No field enter a non numeri
465. sword to allow approved users to record the sale To set or change the credit limit for a single customer Go to the Card File command centre and click Cards List The Cards List window appears Click the Customer tab and select the customer for whom you want to set a credit limit Click Edit The Card Information window appears Click the Selling Details tab Credit control 73 5 Click Credit Limit amp Hold The Credit Limit amp Hold window appears Credit Limit amp Hold lace the customer on credit hold to rder or invoice Credit Information Credit Limit 0 00 Available Credit 0 00 Currently Past Due 0 00 Place this customer on Credit Hold 6 Type the customer s credit limit in the Credit Limit field 7 Click OK The Card Information window reappears 8 Click OK to return to the Cards List window To receive a warning when a customer exceeds the credit limit 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 Click the Sales tab 3 Select the If the Credit Limit is Exceeded on Sale preference and choose Warn and Continue from the list If Credit Limit is Exceeded on Sale Warn and Continue Es Set Override System wide 4 Click OK 74 Chapter 5 Sales To prevent the recording of a sale when a customer exceeds the credit limit 1 Login to your MYOB accounting software as the Administrator 2 Gotothe Setup menu an
466. t Purchases calculated for the VAT codes assigned to purchase transactions If a variance is found click Display to view the VAT Amount Variation report and review customise or print the details of the report Check for VAT The company file is checked for sale and purchases exceptions Invoice Transactions User Guide transactions without a VAT code assigned or where the entered VAT code is different to the default VAT code If such a transaction is found click Display to view the VAT Exemptions Invoice Transactions report and analyse the details of the report Check for VAT exceptions Cash Transactions The company file is checked for Spend Money and Receive Money transactions without a VAT code assigned or where the entered VAT code is different to the default VAT code If such a transaction is found click Display to view the VAT Exemptions Cash Transactions report and analyse the details of the report Reconcile VAT code details with linked accounts The company file is checked for variances between the balance of the linked VAT accounts and the amount of VAT that has been collected and paid on transactions If variances are found click Display to view the VAT Code Reconciliation Exceptions report and analyse the details of the report 10 Click Finish A message appears asking if you would like to print a summary report of the audit findings Click Yes to print the report or click No to close the Company
467. t 6 5 Since you do not need to print a cheque for this transaction select the Cheque Already Printed option Importing statements If you have an online banking facility you can use the Get Statement feature to import bank statement or credit card statement files MYOB Accounting automatically matches transactions on your statement with the transactions you enter in your company file Matched transactions will be marked as cleared for reconciliation making it easy for you to reconcile your accounts If some transactions cannot be matched you have the option of matching them manually with uncleared transactions adding them or skipping them altogether Unmatched transactions are usually account fees and penalty charges applied by the bank 1 2 56 Chapter 4 Banking Spend Money Account 1 2140 Petty Cash Balance 50 00 I VAT Inclusive El Cheque No 3 Date 01 01 2007 Amount 40 00 Forty and No 100 Pounds Memo stationery and postage Office Supplies Total Allocated VAT gt 596 I Cheque Already Printed Total Paid 4000 Remittance Advice Delivery Status Dut of Balance To be Printed zi 8 Save as Recuning 6 Use g Help F1 Print Joumal Register Click Record Download your statement Before you import your bank or credit card statement you need to download the statement file from your bank Your bank s website should provide in
468. t employee privacy you can use the security features to restrict access to this and other areas of MYOB Accounting Payroll setup tasks Complete the following tasks to set up your payroll NOTE Using the Easy Setup Assistant to set up payroll You can also use the Easy Setup Assistant to set up payroll For Step Task See more information see Setting up payroll details on page 37 1 Enter your company s general payroll information page 37 2 Create payroll categories page 98 3 Create a card for each employee page 103 4 Enter payroll information for each employee page 103 a SES 35 vhs a 97 Passe rare Creating payroll categories An employee s pay is made up of many components such as hourly pay overtime deductions taxes and so on In MYOB Accounting these components are called payroll categories and they are grouped into five types wages entitlements deductions employer expenses and taxes Payroll category Description Wages All amounts paid to an employee for labour or services rendered on an hourly salary or other basis Entitlements Accrued entitlements such as holidays and sick leave Deductions Amounts withheld by the employer and paid to other organisations on behalf of the employee for example union fees Employer Employer paid benefits for example NI employer expenses contributions Taxes Amounts withheld by the employer such as PAYE Income Tax
469. t find the reason why the accounts don t balance see MYOB Help Once you have entered your account opening balances click Next and then click Close to close the Accounts Easy Setup Assistant You have completed setting up your accounts If you want to make changes to accounts or delete any accounts later you can do so from the Accounts command centre See Changing a record on page 177 or Deleting a record on page 178 Set up a default layout In the Sales Easy Setup Assistant click Next to go to the Choose sale layout window Choose the sale layout that you expect to use most often For example if you have a wholesale business choose the Item layout since this is designed for item sales This layout will be assigned to all new customer cards but you can change the sale layout for a customer at any time either on the customer s card or when recording a sale made to that customer When you have finished click Next MYOB Accounting MYOB Accounting Plus v16 uk Set up default selling details In the Decide on selling details window set the most frequently used price level Also choose an income account and specify a default credit limit for all your customers Remember that you can change these selections for any of your customers at any time When you have finished click Next Select default VAT codes In the Assign VAT code to your customers window select the VAT codes that you use most often with sales
470. t for information on when to depreciate your assets Your company s vehicles and equipment lose value each year Part of the cost of vehicles and equipment can be allocated as an expense to your company each year you benefit from their use The allocation of the cost of a piece of equipment over its useful life is called depreciation There are several methods of depreciation Consult your accountant to see whether you should be depreciating vehicles and equipment and if you should which method is best for you MYOB Accounting doesn t calculate depreciation automatically but you can record your depreciation figures quickly with a journal entry Create a new asset account for each type of asset you depreciate Add the words Accum Dep for Accumulated Depreciation at the end of each new account name Give the new account a number that allows it to come directly after its corresponding asset account in the accounts list For more information on 258 Chapter 18 End of period procedures creating a new account see To add an account to your accounts list on page 174 In the following example we have a header account Vehicles numbered 1 1500 and a detail account Vehicles Original Cost numbered 1 1510 We have created a new asset account called Vehicles Accum Dep numbered 1 1520 Notice that the header account shows the current book value of the vehicles Vehicles Ace Depn J Depreciation 10 000 00
471. t to reverse a sale choose Reverse Sale A new transaction containing corresponding negative amounts to that of the original transaction will appear If you want alter the date and memo Note that you can t change the accounts and amounts NOTE Recap transaction Before you record this transaction you can use the recap transaction feature to view the journal entries that will be created when the transaction is recorded To recap choose Recap Transaction from the Edit menu Click Record Reversal to record the reversal transaction The transaction is reversed and all account balances are returned to their previous levels Reversing a transaction 189 Recurring transactions If you have transactions that you record time and time again for example a rent cheque or depreciation expenses you can set them up as recurring transactions and save them for future use After setting up a recurring transaction you can specify that it is recorded automatically if the transaction details are the same each time such as a rent payment Or you can find the appropriate one each time you need to record a transaction alter the details if required for example if you make regular sales to a customer and vary the items and record the transaction You can make the following transactions recurring sales purchases cheques deposits and nominal journal entries Setting up recurring transactions You can create a recurring transaction in a t
472. tab a Specify the grid options for the form such as whether to display a grid the size of the grid and whether to use the snap to grid feature for aligning fields b Specify the background for the form by clicking Insert Background and selecting the image file to use as the form s background c If you have chosen a background image specify where the image is to be displayed on the form 4 Click OK User Guide Step 3 Adding and editing elements Add remove or edit elements such as text graphics and lines according to your needs For more information see Adding and editing graphic elements on page 213 Step 4 Preview the customised form At any time during the customisation process you can display a preview of your work Click the preview button in the tool palette of the Customise window or 25 X 8 0 E The form is displayed in the Print Preview window If you want to view the form in more detail alter the default value 75 in the Zoom field and press TAB If you want to check your current printer and page settings click Print Setup When you have finished previewing the form click Close in the Print Preview window Step 5 Save the customised form When you are satisfied with the changes you have made to the form you should save the customised form If you have modified a custom form you created previously click Save Form If you want to create a new custom form station
473. tacts Customers I Suppliers Employees F Personal WARNING Synchronisation of MYOB Cards with Outlook Contacts may involve changing the details recorded in your Card file If you are synchronising Outlook contacts to MYOB Cards we strongly recommend that you back up your MYOB company file before proceeding Back Up Click the Back Up button if you want to back up at this time Click Synchronise Cards if you have already backed up your file Note that if you are synchronising from MYOB Cards to Outlook contacts itis recommended that you also back up your Outlook data before proceeding For more information refer to your documentation or click the Help button to access help Select the card types that you want to synchronise NOTE You can synchronise cards from any of the Cards List tabs All Cards Customer Supplier Employee and Personal The default card type selected varies according to the tab you are on when you click Sync Cards Click Synchronise Cards The Outlook Sync Import and Export Options window appears Outlook Sync Import and Export Options Export MYOB cards to your Outlook contacts Outlook Click the Export Arrow ii 1 Allow the export of inactive MYOB cards to Outlook Import Outlook contacts to your MYOB cards MYOB Click the Import Arrow Import Update Rules Ask me to confirm updates zi Settings If you want to include inactive cards in your synchr
474. tax tables see Load tax tables on page 37 When you have completed the required maintenance tasks click Next The Account Reconciliation Review window appears Company Data Auditor Company File Overview Account Reconciliation Savings Account 0 00 Never reconciled Cash Drawer 0 00 Never reconciled Petty Cash 50 00 Never reconciled Undeposited Funds 217 17 Never reconciled Payroll Clearing Account 2 450 78 Never reconciled Electronic Clearing Account 773 46 Never reconciled Euro Bank Account EURO 00 Never reconciled American Express 0 00 Never reconciled MasterCard 0 00 Never reconciled Visa 0 00 Never reconciled Reconcile Accounts BB Help for this window Close This window shows you e your bank and credit card accounts e the balance of each account e the date on which each account was last reconciled If you want to reconcile an account select the account and click Reconcile Accounts For more information on how to reconcile a bank account see Reconciling your bank accounts on page 253 User Guide 4 When you have finished viewing and if necessary reconciling your accounts click Next The Transaction Review window appears Company Data Auditor MYOB Transaction Review Company File Overview Start Date 01 01 2007 End Date 31 12 2007 Bun Review Account Reconciiation Review will Transaction Review Reconcile invoices with linked debtor
475. tcuts window As the year progresses you can choose to either adjust budget figures or leave them unchanged Entering positive and negative amounts By default the amount you enter will be assumed to be a positive amount You can enter negative budget amounts by using a minus sign before the amount for example 250 When you enter a negative amount you are indicating that the balance of the account is going to reduce 242 Chapter 17 Financial control Using existing data If you have already prepared a budget in a spreadsheet or in other software you may be able to import that information into MYOB Accounting For more information on how to import account budgets see Importing data on page 284 You can also use the previous financial year s data as a basis for your budget To enter the budget for an account Go to the Accounts command centre and click Accounts List The Accounts List window appears Click Budgets The Prepare Budgets window appears The window lists the Profit and Loss accounts by default From the Financial Year list choose whether you want to enter a budget for this financial year or the next one From the Account Type list choose the type of account you want to enter a budget for Profit and Loss or Balance Sheet For each month click in the appropriate cell and enter the amount If you want to enter a negative amount use a minus sign before the figure for example 250 MYOB Accoun
476. ted HINT View a list of users To check whether any other users are currently using the company file before you set a single user lock go to the File menu and choose Active Workstations Single user file locking prevents all but the first logged in user from accessing a shared company file other users cannot even log in To enable single user access after starting MYOB Accounting Plus click Single user access in the Sign on window Special considerations for networked company files 279 The tasks that require single user file locking include e backing up a company file e restoring a backup file e company file verification e purging data e exporting data e importing data e starting a new financial year e starting a new payroll year e loading payroll tax tables e setting up changing or removing an employee s payroll information e creating changing or removing payroll categories e creating changing or deleting report batches e optimising a company file e setting up changing or removing user accounts Problems with lock files MYOB Accounting Plus displays a File is busy access denied message when another user is accessing a shared company file and you both try to save a transaction or write data When you see this message wait a few moments for the other transaction to finish and for MYOB Accounting Plus to delete the lock file and then click Retry 280 Chapter 19 Managing user accounts and company fil
477. tegory payroll category in the Payroll Category field and worked enter the daily hours worked in the date fields You can also e record time billing details depending on your selection in the Preferences window e type a description in the Notes field e assign a job number Click Copy From Previous The employee s timesheet details for the previous week appear Use the same details as the previous week If you want to enter a timesheet for another week repeat from step 3 above NOTE Removing timesheet entries You can remove unpaid entries on a timesheet at any time For more information see Delete timesheet entries on page 108 Click Close If you recorded time billing activity details on this timesheet an activity slip is created You can review or modify the activity slip information in the Enter Activity Slip window or the Enter Timesheet window 107 Timesheets Delete timesheet entries You can delete unpaid timesheet entries at any time by clearing all timesheet details for a week or by deleting a timesheet line entry When you delete timesheet entries with activity details the linked activity slip is also deleted To clear a timesheet for a week In the Enter Timesheet window select the required week Click Clear Timesheet All unpaid details for the selected week are cleared To delete a timesheet line entry In the Enter Timesheet window select the employee and the required week
478. ter 12 Lists 5 Click Combine Cards In the next confirmation window click OK to confirm you want to combine the two cards Combining accounts You can combine accounts that are e local currency accounts e accounts of the same account type for example asset and expense accounts cannot be combined and e detail accounts You cannot combine e header accounts e accounts that are linked to other accounts When accounts are combined the non transaction account information for the primary card such as account name description and bank details for banking accounts is retained as the default information for the combined account The transaction details and opening balance of the secondary account are added to the primary account Non transaction information for the secondary account is deleted NoTE Budgets and job budgets not combined Budgets and job budgets for the secondary account are not added to the budgets and job budgets of the primary account You will have to revise the budgets and job budgets of the primary account after combining them MYOB Accounting MYOB Accounting Plus v16 uk To combine two accounts 1 Goto the Accounts command centre and click Accounts List The Accounts List window appears 2 Select the primary account This is the account that the secondary account s transaction history and opening balance will be transferred to 3 Click Combine Accounts The Combine Accounts window appear
479. ter information about the customer page 62 2 Choose the type of sale page 62 3 Enter the items or services you are selling page 62 4 Enter additional information about the sale page 64 5 Complete the sale page 64 een et rye ss Rass Step 1 Enter information about the customer Go to the Sales command centre and click Enter Sales The Sales window appears In the Customer field type or select the customer s name and press TAB NOTE Customer credit limits and accounts on hold You may not be able to record sales for customers who have exceeded their credit limit or whose account has been placed on hold For more information see Credit control on page 73 The terms and deliver to address shown in the Sales window are the details recorded in the customer s card 3 Complete the fields as described in the table below B D Customer Grand Hotel a Terms C 0 D I7 VAT Inclusive Del to m Grand Hotel Invoice No 00000001 Date 08 11 2007 Customer PO No A cl A If you want to change a customer s delivery address click the down arrow next to the Del to field and select another address from the customer s card Alternatively type the address in the Del to field B Click the zoom arrow gt to change the credit terms for this sale only Note that if you want to change the credit terms for all future sales to this customer you must make that change on the Selling Details tab of the custo
480. the ith l 1 Go to the Banking command centre and click Reconcile MORE Accounts The Reconcile Accounts window appears Reconcile Accounts Account 1 2110 Bank Account 2 Inthe Account field select the bank account you want to Last Reconciled Date A Bank Statement Date 1 01 2007 reconcile Incleared cheque 1206 I Choon VOA Ua 237276 0000 3 Inthe New Statement Balance field enter the closing bank E eRooooot 01 2007 Ulead depos 29 12 08 balance as at the last day prior to your conversion month In this example the closing balance as at 31 December 2007 is D Undo Reconciiaion E Bent Ent Get Statement Cered s1 00000 20 500 EA Help F1 4 Inthe Bank Statement Date field enter the first date of your conversion month For example if your conversion month is January 2007 enter 01 01 07 Your uncleared transactions When each uncleared transaction is selected 0 00 appears in the Out of Balance field appear 7 Click Reconcile A confirmation window appears When you recorded uncleared transactions the same account e To printa report click Print Report When the report is printed was debited and credited with the same amount Therefore an click Reconcile uncleared transaction appears as both a deposit and a withdrawal e To reconcile without printing a report click Reconcile 5 For each uncleared withdrawal click the select column next to the e To change any details you entered
481. the Others field To share a Public folder on a Mac OS X host 1 Ifonly administrators can set preferences on your computer log in as an administrator 2 Open the System Preferences and click Sharing The Sharing window appears 3 Click the Services tab MYOB Accounting MYOB Accounting Plus v16 uk 4 If using MYOB Accounting Plus with Mac OS X 10 3 complete the following a If the Network Address field is displaying an IP number for example 192 168 75 5 click the number to display the computer s network name in the Computer Name field for example hongs mac If addresses are dynamically assigned this should be the name you typed in the DHCP Client ID field in step 4 on page 299 b Repeat the computer s network name for example hongs mac in the Rendezvous Name field If both fields remained blank after clicking the Network Address field type an identical name in both fields NOTE Rendezvous name simplifies networking The Rendezvous name allows other computers running Mac OS X 10 3 or later when a user chooses Connect to Server on the Go menu of the Finder to discover each other without setting complicated networking preferences beforehand In the Select a service to change its settings field select Personal File Sharing The Start button changes to Stop after a pause Open the Finder and move the company file from its present location to the Users share Public folder Continue with Accessing the s
482. the desktop User Guide 2 Locate and select the host computer on which the shared company file folder is stored If a Connect to hostName window appears a Complete the User Name and Password fields b Select the Remember my password option c Click OK You should now be able to see the Company Files folder Right click the Company_Files folder and choose Map Network Drive The Map Network Drive window or wizard appears Accept the proposed drive letter or choose another Select the Reconnect at logon option and click OK or Finish If access to the folder is password protected a logon window may appear If so enter the password and click OK In Windows Explorer the Company_Files folder now appears as a network drive under My Computer For example you might see the shared folder listed as Company Files on Hongs pc V Open the shared Company_Files folder to see the shared company file Continue with To start MYOB Accounting Plus from a shortcut to the company file on page 296 295 Accessing the shared company file from Windows workstations To start MYOB Accounting Plus from a shortcut to the company file A fast way to open a company file is to create a shortcut on your desktop To use a shortcut to launch your company file you need to create a shortcut to the software as well as the company file Right click an empty area of the desktop and choose New and then Shortcut The Create Shortcut wiza
483. the host company file especially if you are doing a full backup that includes custom forms and letter and spreadsheet templates Go to the File menu and choose Backup A company file backup window appears MYOB Accounting Plus F xl les that support your company file including customised templates and graphics Alternatively you can choose to backup the company file oriy MYOB Plus can backup the folders C Backup all data Backup Company File only You may check the data in your company file for errors now or check it later by choosing Verify Company File from the File menu Depending on the size of your company fil the verification process may take a considerable amount of time Check Company File for enors Do not check Company File for erors Help Cancel User Guide CAUTION If the backup process does not work If any warning or error messages appear at any stage of the backup process contact MYOB Support Choose the type of backup you want e To back up your company file and templates click Backup all data e To back up your company file only click Backup Company File only Choose whether to check your company file for errors before making your backup e To check for errors click Check Company File for errors e To prevent error checking click Do not check Company File for errors NOTE Maintaining data integrity We recommend checking for errors so that if you need to reve
484. the payment such as a cheque number click Details and record the details in the Applied Payment Details window that appears Type a description in the Memo field to help you identify the payment later MYOB Accounting MYOB Accounting Plus v16 uk 9 Allocate the amount to the appropriate account or distribute it to 10 If you want to view or change the VAT amounts assigned to the a number of accounts transaction click the zoom arrow gt A B C D E 11 If you want to assign the transaction to a particular category C EEE select a category from the list 41535 Bank interest For more information about categories see Setting up A Type or select an account to which you want to assign the payment categories on page 238 or part of the payment 12 If you want to store the deposit as a recurring transaction click B Type the amount you want to assign to each account The total 7 amount in this column must equal the amount in the Amount Save as Recurring In the Edit Recurring Schedule window Received field before you can record the transaction enter the necessary information and click Save Optional Assign theamountto a job by entering the job god her For more information see Recurring transactions on page 190 D Optional Type a memo for each line item you enter in the transaction 13 Click Record E The VAT code that is linked to the allocation account appears here auto
485. their pay are included on the paycheque stub You do not need to complete this step To print the Payroll Earnings report Click Display Payroll Earnings The Report Display window appears with the pay details for your employees Click Print The Print window appears Click Print or OK The Payroll Earnings report is printed and the Report Display window reappears Click Close The Print Payroll Earnings window reappears MYOB Accounting MYOB Accounting Plus v16 uk To print customised payslips You can create a payslip by customising a cheque form and including only the paycheque stub section on the form You can print the payslip even if you don t pay your employees by cheque For more information on how to customise a cheque form see Customising forms on page 188 Click Print Customised Payslips The Review Cheques Before Printing window appears Review Cheques Before Printing Selected Bank Account 1 2190 Electronic Clearing Account Number of First Cheque in Printer T Copies of Each Selected Cheque In the Selected Bank Account field enter or select the account from which you made the payment in the Print Copies of Each Selected Cheque field enter the number of copies you want to print User Guide 9 Click Advanced Filters The Advanced Filters window appears In the Selected Form for Cheque field select the required stationery Click OK The Review Cheques Befor
486. ther types of accounts are tracked using pounds Your local currency the pound is automatically set up for you As this currency is used to determine the value of all other currencies it cannot be deleted and its exchange value is fixed at 1 Before you begin entering transactions you need to specify the appropriate currency for all your overseas customers and suppliers Only one currency can be used for each customer or supplier unless you choose to set up multiple cards for them This ensures that your records remain accurate and it speeds up the task of entering transactions een RSS 153 Passe rare Setting up multiple currencies Complete the following steps to set up multiple currencies Step Task See 1 Select the multiple currency option below 2 Set up records for foreign currencies below 3 Create accounts to track foreign currency below transactions 4 Assign accounts to foreign currencies page 156 5 Assign appropriate currencies to foreign customers page 156 and suppliers Before you can record multiple currency transactions complete the following setup steps Once setup is complete you will enter foreign currency transactions the same way you enter transactions based on local currency Step 1 Select the multiple currency option 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 Select the I Deal in Multiple Currencies option in the System tab
487. thout printing it click Record e Print and record the invoice To print and record the invoice click Print and then choose the form you want to use for this invoice For more information about printing invoices see Sending forms on page 207 e Save the invoice as a recurring transaction You can save the invoice as a recurring transaction so that you can use it again in the future Click Save as Recurring Enter the necessary information about the template in the Edit Recurring Schedule window and click Save For more information about recurring transactions see Recurring transactions on page 190 NOTE Saving time billing invoices as recurring You can save time billing invoices as recurring invoices but no activity slips will be created when you use the recurring sale in the future Also recording the recurring sale will not update the activity slips you used to create the invoice in the Prepare Time Billing Invoice window If your work in progress routinely represents a significant amount of money you should consider adjusting your accounting records to reflect it Consult your accountant for advice on how to do this MYOB Accounting MYOB Accounting Plus v16 uk 10 International transactions International transactions multiple currencies are only available in MYOB Accounting Plus You can enter transactions in a number of currencies in addition to your local currency the British pound You can record transactions
488. ting MYOB Accounting Plus v16 uk As you enter data the FY Total column will display the total budget for each account Prepare Budgets Financial Year Next Financial ear FY 2007 Account Type Profit and Loss e February Income 4 3000 Late Fees Collected 4 4000 Delivery Charges Collected 4 4300 Sales Returns amp Allowances 4 5000 Miscellaneous Income Cost of Sales 100 00 5 1000 Discounts Given l 100 00 Expenses I 500 00 1 1 000 00 General amp Administrative Exp j 1 000 00 6 1010 Legal amp Professional Fees J f 1 1 000 00 6 1020 Bank Charges x 4 P Shortcuts gt Copy Amount to Following Months A The Account Name and FY Total columns display the list of accounts and their current budget totals for the financial year B You can enter the budget amount for a specific account and month in this section You can use the horizontal scroll bar to scroll through the months C Click Shortcuts to open the Budget Shortcuts window from where you can quickly enter budget amounts for the highlighted account For more details on this feature see Budget Shortcuts window below D Click Copy Amount to Following Months to copy the selected amount to the months that follow E Click Copy Previous Year s Actual Data to insert the previous year s account balances for the selected account and month Click Close to close the Prepare Budgets window User Guide
489. tions or view a directory of MYOB Certified Consultants Learning about MYOB Accounting 11 Where to start When you start MYOB Accounting a welcome window displays the following options e Open your company file use this option to open your company file once it has been created e Create new company file create a company file for your business See Chapter 2 Creating and activating company files starting on page 17 e Explore the sample company experiment with a sample company s data and learn how to use your software e What s New in this version learn about the new features e Exit close MYOB Accounting Experiment with a sample company s data Before you create a new company file we recommend that you experiment with a sample company s data We have provided two sample company files e Widgets amp Co This file contains sample data for you to experiment with You can add change and remove data as well as view and print reports e Tutorial This file contains data for the online tutorial designed to teach you how to use MYOB Accounting 12 Chapter 1 Introduction fo w To explore the Widgets company file Click Explore the sample company in the Welcome to MYOB Accounting window A command centre window appears A command centre window always appears on your computer screen when a company file is open Notice that the name of the sample company Widgets Ltd appears at the top of the
490. tivate a company file online on page 22 e To activate a company file by telephone on page 23 e Confirming activated company files on page 274 Activating a company file 21 To activate a company file online 1 Ensure you are connected to the Internet 2 Start MYOB Accounting The Welcome window appears 3 Click Open a company file The Open window appears 4 Select the company file to be activated and click Open The Sign on window appears LLL xl Enter your User ID and Password If you don t want to share access to the company file choose the Single user Access option If this is the first time you are opening your file since upgrading please type Administrator in the User ID field and your master password if you have UserID Administrator Password File Access Multi user Access Single user Access 5 Complete the User ID and Password fields or leave the latter blank if you do not have a password and click OK The Company File Activation window appears 6 Click want to activate my company file online and click Continue The Company File Activation Online window appears 7 Type the serial number in the Serial Number field if it is not already displayed and press TAB The code in the Company File Code field is generated automatically 22 Chapter 2 Creating and activating company files 9 Company File Activation Online E xj What is a Serial Number Your serial number i
491. to the transaction 6 Enter the number of copies you want to print in the Print Copies field If you also want to print packing slips or mailing labels enter the number of copies in the Packing Slips and Labels fields 208 Chapter 15 Forms If you want to filter the transaction information or change the type of stationery the forms will be printed on click Advanced Filters For more information see Advanced filters on page 209 Click Print To email forms Click on the command centre function for the forms you want to print For example if you want to email a remittance advice go to the Purchases command centre and click Print Email Remittance Advices The Review Before Delivery window appears Click the To Be Emailed tab G Review Remittance Advices Before Delivery ToBePrinted ff To Be Emailed Payment Type Pay Suppliers Email Address Subject From Widgets Please contact us immediately if you are unable to detach or download your Remittance Advice Thank you Make a selection in the Type field For example if you want to email a remittance advice to a supplier select Pay Suppliers Click in the select column El in Windows and T in Mac next to the transaction you want to be emailed If you want to email all the forms click the icon in the heading of the select column If you want to view the transaction details click the zoom arrow lt gt next to t
492. transaction Complete the following steps to enter a purchase transaction Step Action See 1 Enter information about the supplier below 2 Choose the type of purchase below 3 Enter the items or services you are purchasing page 83 4 Enter additional information about the purchase page 84 5 Complete the purchase page 84 Step 1 Enter information about the supplier Go to the Purchases command centre and click Enter Purchases The Purchases window appears In the Supplier field type or select the supplier s name The terms shown in the Purchases window are the terms recorded in the supplier s card 82 Chapter 6 Purchases Complete the fields as described in the table below A B C Supplier Lee s Unlimited 2 Terms 1 5 Net 30 M VAT Inclusive Del to Ml Widgets Ltd Purchase No 00000003 100 High Street Anywhere Date 16 04 2006 Supplier Inv No A Click the zoom arrow gt to alter the terms for this purchase only If you want to change the credit terms for all future purchases to this supplier you must make that change on the Buying Details tab of the supplier s card B Type the purchase order number or accept the default in the Purchase No field Cc If the supplier gave you an invoice number enter it in the Supplier Inv No field If you are entering prices that include VAT select the VAT Inclusive option Do not change this setting after you enter an amount in
493. transaction If the transaction type is Enter Sale or Enter Purchase the Split option is not available To open the transaction window you need to record the transaction then click the zoom arrow gt next to the transaction in the Bank Register window NoTE When the Split option is not available Transferring money between accounts You can transfer money between bank accounts including bank and credit card accounts using the Transfer Money window To transfer money between accounts Go to the Accounts command centre and click Transfer Money The Transfer Money window appears Chapter 4 Banking 11 If you are entering a sale or a purchase select the appropriate VAT code in the VAT field 12 Optional Assign the payment to a job by entering the job code in the Job field Note that this is not applicable for Pay Purchase and Receive Payment transactions 13 Optional If you want to record the purpose of the transaction type a description in the Memo field 14 If you want to store the transaction as a recurring transaction click Save as Recurring In the Edit Recurring Schedule window enter the recurring transaction details and click Save Note that this option is available only for Spend Money and Receive Money transactions For more information about saving and using recurring transactions see Recurring transactions on page 190 15 Click Record inizi Transfer Na TR00000 Transfer Date
494. transactions by name type or frequency e search for a transaction by name amount or due date For more information on changing the details of a recurring transaction see Recurring transactions on page 190 Changing or deleting a transaction If you are part way through entering a transaction you can erase it and start again by choosing Erase from the Edit menu Sometimes however you may need to make changes to or delete a transaction you have already recorded A transaction can be changed or deleted only if it is changeable A changeable transaction has a white zoom arrow gt next to it User Guide To check if transactions are changeable make sure the Transactions CAN T be Changed They Must be Reversed option is deselected on the Security tab view of the Preferences window Note that when you install MYOB Accounting this preference is not selected Changing or deleting a transaction 187 If you want to maintain a strict audit trail you should consider making transactions unchangeable You can select this preference at any time An unchangeable transaction is identified by a grey zoom arrow next to it If you make your transactions unchangeable you need to reverse a transaction to cancel its effect on your accounts see Reversing a transaction on page 189 Changing a transaction Before changing a transaction note the following Some transactions cannot be changed You cannot change a cu
495. tre A subset of your business for which you want to track income and expenses You can track a profit centre by assigning a job number or category code to transactions promised date The date a pending sale or pending purchase is due to be delivered on If a pending sale is not delivered as of its promised date a reminder is posted to the To Do List purchase A recorded purchase transaction In MYOB business management software the term also refers to a class of purchase User Guide entries only one of which is a transaction A purchase can be entered as a quote order receive item or a purchase transaction purging The act of erasing old data You can purge journal entries closed sales closed purchases activity slips and contact logs quantity breaks Minimum buying quantities at which you offer items to customers at a discount In MYOB Accounting Plus you can set a maximum of five quantity breaks with six different price levels for each recap transaction A function that lets you look at a journal entry before it is recorded Recap transaction is particularly useful for those transactions such as invoices and purchases for which the journal entry is not immediately obvious receivables What you are owed for items or services delivered See debtors reconciling The process of checking that your records agree with your bank s records recurring transaction An accounting entry that is made periodically such
496. ts For more information see Backing up and restoring company files on page 270 User Guide Step 5 Start a new payroll year NOTE MYOB Accounting Plus only Single user access Please note that this task requires single user access For more information see Single user file locking for special tasks on page 279 Go to the File menu choose Start a New Year and then Start a New Payroll Year If you haven t already created a backup file before purging the information click Backup and follow the instructions in the windows that appear Click Continue Follow the instructions which will prompt you step by step through the process Starting a new payroll year will e clear the payroll history from the employee cards for the previous year e prevent you from printing payroll reports for the previous year e clear any entitlement balances that do not have the Carry Remaining Leave Over to Next Year preference set in the Entitlement Payroll Category window e prevent you from editing or deleting paycheques for the previous year Check for tax table update requires Internet access To ensure you have the correct tax tables for the new payroll year go to the Help menu and choose Check for Product Updates Step 6 Optimise and verify your company file Once the Start a New Payroll Year procedure is complete we recommend that you optimise your company file See Optimising your company file on page 277
497. ts tax fields If you have already paid the employee in the current payroll year type the amounts you have paid in the Activity column next to the relevant payroll categories You can enter pay history for specific months quarters or for the year to date based on the selection you make in the Show Pay History for list Amounts entered in the Pay History window appear on reports not derived from payroll activity such as register reports They are not recorded as transactions in your accounts Entering employee payroll information 105 Enter time billing information 12 MYOB Accounting Plus only If you use the Time Billing function to record the time an employee spends on work for clients and customers click Time Billing and enter the employee s time billing rate and cost per hour For more information see Chapter 9 Billing for time starting on page 141 Timesheets Timesheets are used to record hours worked by hourly employees and form the basis of their pays If you pay employees for time billing activities you can also enter activity details on timesheets and use these details to create activity slips The timesheet feature is optional If your hourly employees work a fixed number of hours per pay and you don t pay employees for time billing activities MYOB Accounting Plus only there s no need for you to use this feature If you do want to use it you need to set a preference See To set up timesheets
498. turns and allowances Make sure the new account is an expense account See To add an account to your accounts list on page 174 You can create a supplier debit in one of two ways e Reverse an existing purchase Use this method if you have been debited for the entire purchase e Manually create a debit Use this method if you have been debited for part of a purchase User Guide To reverse an existing purchase Your company file transactions must be set to unchangeable before you can reverse a purchase that is the Transactions CAN T be Changed They Must be Reversed option must be selected in the Security tab of the Preferences window Find and display the purchase For more information see Finding a transaction on page 184 Go to the Edit menu and choose Reverse Purchase A supplier debit appears in the Purchases window If you want you can make some changes to the supplier debit such as changes to the date and memo but you can t change the accounts amounts and quantities that are associated with the debit Click Record Reversal A supplier debit memo appears in the Purchases Register window Creating supplier debits 93 ON OU WN wu w N To manually create a debit for a non item purchase Go to the Purchases command centre and click Enter Purchases The Purchases window appears In the Supplier field type or select the supplier s name Select Purchase from the list in the top left corner
499. u can select it when you print or email the form If more than one user is accessing a company file you should e Create custom forms in the Forms folder on the host computer on which the company file is stored e Copy any custom forms from the host computer to the Forms folder on each workstation that accesses the company file CAUTION Back up forms stationery Back up the Forms folder before customising any forms so you can always revert to the originals Complete the following steps to create save and print your customised forms Step Task See 1 Display the form below 2 Set up form properties page 211 3 Adding and editing elements page 211 4 Preview the customised form page 211 5 Save the customised form page 211 6 Print the customised form page 212 210 Chapter 15 Forms Step 1 Display the form 1 Goto the Setup menu choose Customise Forms and choose the type of form you want to customise The Customise Forms window appears 2 Select the form you want to customise in the Form to Customise field and click Customise The Customise window appears B A e ee Customise TBlolN el alae BD tayou cheque Cc heques Continuous Feed Cr D ique o OEE EI ES DO 2 UE NS US 7 US EE APACS Datel Pays APACS SHA Ari Melodiaa i Man gt ian Manoa Peni Unit ETS DR RS Rind a Ba Save Form Save Form
500. uired items first and then return to this window by clicking Record in the Sales window again to complete the backorder 5 Complete the sale For more information see Complete the sale on page 64 Recording sales with insufficient on hand item quantities 67 Changing the status of a sale The following sale types can be converted Sale type Can convert to See Quote e order To convert a quote to an order or e invoice invoice below Order e invoice To convert an order to an invoice below Invoice The status of an invoice cannot be changed If you want to convert several orders simultaneously see To simultaneously convert several orders to invoices below To convert a quote to an order or invoice Go to the Sales command centre and click Sales Register The Sales Register window appears Click the Quotes tab and select the quote you want to convert e If you want to convert the quote to an order click Change to Order e If you want to convert the quote to an invoice click Change to Invoice The Sales window appears displaying the sale with an Order or Invoice status Make any changes you want to make in the window For example you may want to change the transaction date to today s date Click Record The new order or invoice is created The original quote will remain in the Sales Register window unless you have indicated in the Sales view of the Preferences 68 Chapter 5 Sales
501. unting Plus v16 uk 6 Purchases This chapter explains how to enter information about your purchases You record a purchase by specifying the supplier details the purchase form layout item service professional or miscellaneous status of the purchase quoted ordered or purchased and details of the purchased items or services This chapter also explains how to pay your suppliers for these purchases how to deal with suppliers who owe you money settling a supplier debit and how to review and analyse your entire purchasing activity with a variety of reports and analytical tools Entering purchases You can enter a purchase as a quote order receive item or accounts payable transaction is not recorded at this time purchase You can only record a received items transaction in the item layout and only against an order e You can enter a quote to keep a record of an estimate or y yag quote you receive from one of your suppliers A quote has no impact on your stock levels and can be changed to an order or a purchase when you are ready to purchase e A purchase is usually created when you receive the items or services you ordered and are required to pay the supplier that is you have been charged for the purchase Recording a purchase will update the appropriate accounts including the account for tracking creditors Purchases can be open unpaid closed paid or debit negative purchase A purchase cannot be changed to a quote or an
502. upplier for a recorded purchase you should enter it in the Pay Suppliers window See Paying suppliers on page 91 Go to the Banking command centre and click Spend Money The Spend Money window appears Select the account from which you transferred money In the Cheque No field enter a non numeric word or phrase to describe the transfer That way you will know the transaction isn t an actual cheque when you view it in a list or on a report This will also allow you to skip the transaction when you print a range of numbered cheques Complete the other fields in the window Type the receipt number in the Memo field Since you do not need to print a cheque for this transaction select the Cheque Already Printed option Click Record Credit card purchases and payments to credit card providers Recording purchases made using a credit card The method you use to record a purchase made using a credit card depends on whether you have entered a purchase for the transaction using the Purchases window If you have then record the payment in the Pay Suppliers window If you have not entered a purchase record the credit card purchase in the Spend Money or Bank Register window Before you begin recording credit card purchases create a liability account for each credit card you will use Name the accounts VISA American Express etc These accounts will keep track of the amount owed to the credit card provider For information on c
503. ur Company Files only for a period of 30 days from the date of creation of each Company File Thereafter you will be able to access the Company Files created by you only upon your purchase of the full version of the Software product licence Upon your purchase of the full version of the Software product licence the restrictions in this paragraph Trial Version Software Limitation shall no longer apply but you acknowledge that your use of the full version of the Software product licence will be conditioned on your agreeing to the terms of the Software Licence Agreement accompanying the full version of the Software product licence Scope of Licence MYOB Technology Pty Ltd the Publisher through its local publishers and distribution agents hereby grants to you the original purchaser a paid up personal non exclusive and non transferable Licence to use the Software and the User Documentation only in the region territory or country specified on the packaging or in the United Kingdom and Eire subject to the terms and conditions of this Agreement a Activation You must register the Software and activate the company files you create with MYOB You may only access each company file you create for 30 days without registering the Software and activating the file After 30 days the company file will become read only until you reg ister and activate the company file You are entitled to activate up to five company files If required you can obtai
504. ur backups with enough information to tell you when they were done and where you were up to in data entry for example Friday 4 5 07 or Backup as of 4 5 07 272 Chapter 19 Managing user accounts and company files Restoring a backup company file The Restore command closes the company file you re currently using decompresses a backup file so you can use it and then opens the backup file NoTE MYOB Accounting Plus only Single user access for restoring backups This task requires single user access For more information see Single user file locking for special tasks on page 279 To restore a backup Windows Go to the File menu and choose Restore The Restore window appears lookin Or O e Backup as of 10 7 05 21P File name Fies oftype MYOB Pus Data ZIP L Open Cancel Z le If the Prompt for Data Backup When Closing option is selected in the Preferences window a window appears asking if you want to backup your company file If you want to backup your company file now click Yes and follow the prompts otherwise click No In the Restore window select the backup file you want to restore and click Open NOTE If the backup file is on a removable disk insert the disk into the disk drive Select the folder where you want to save the restored file By default the restored file will be saved in the same folder as the backup file MYOB Accounting MYOB Accou
505. ur company file page appears 20 Chapter 2 Creating and activating company files 11 If you want to change the name or location of the company file click Change The New window appears HINT MYOB Accounting Plus only Storing the company file in a shared public folder If multiple users will be accessing the new company file simultaneously you should save it to a shared public folder on a host computer that is accessible to everyone who will be using MYOB Accounting Plus For instructions on how to create a shared public folder see Appendix B Networking company files on Windows starting on page 289 or Appendix C Networking company files on Macintosh starting on page 297 a Navigate to the required location and if necessary type a file name b Click Save The Create your company file page appears 12 Click Next MYOB Accounting creates a company file NOTE Trial mode and activation The new company file can be used for 30 days in trial mode When the trial period ends you must activate the company file to continue entering data into it see Activating a company file on page 21 13 On the Congratulations page you can click either e Setup Assistant to display the Easy Setup Assistant e Command Centre to display the MYOB Accounting Command Centre window 14 When you re ready to set up your company file continue with Chapter 3 Setting up your company file starting on page 25 MYOB Accounting M
506. ur conversion month is April enter the opening balances of your asset liability and capital accounts only The opening balances of your income cost of sales and expense accounts should be zero e lfyour conversion month is not the first month of your financial year for example if your financial year runs from April to March and your conversion month is August enter the opening balances of all your accounts To enter opening balances In the Enter your opening balances window of the Accounts Easy Setup Assistant enter the account opening balances in the Opening Balance column NoTE You should enter opening balances as positive numbers Don t for example enter your liability account balances as negative numbers Enter negative amounts only if accounts truly have negative balances As a rule these will be asset accounts that record accumulated depreciation Setting up accounts 31 Accounts Easy Setup Assistant Enter your opening balances Enter Opening Balances as of 01 10 2006 If this is the first month of your financial year enter amounts for your Asset Liability and Capital accounts only If not enter amounts for all the accounts that are shown Introduction Enter althe balances as positive numbers unless the amount is really a negative balance If an amount is left to be allocated after you ve entered all your amounts Accounts List referto Help for more information Opening Balances Conclusion
507. uring 9 Click Record 10 Repeat from step 3 above for each uncleared withdrawal To enter uncleared deposits Go to the Banking command centre and click Receive Money The Receive Money window appears In the Account field type or select the bank account you want to reconcile 44 Chapter 3 Setting up your company file In the ID No field enter a reference number for the deposit In the Date field type the first day of your conversion month For example if your conversion month is January 2007 enter 01 01 07 In the Amount Received field type the amount of the deposit In the Acct No field type or select the bank account you want to reconcile This must be the account entered in step 2 above In the VAT field select the N T tax code If required enter details of the deposit in the Memo field Receive Money G Deposit toAccount 1 2110 El Bank Account Balance 20 000 00 Group with Undeposited Funds TT VAT Inclusive Payor ID No CRO00001 Amount Received 500 00 1 01 2007 Payment Method E _2etais j Uncleared deposit 29 12 06 Total Allocated VAT Total Received Out of Balance 8 Save as Recuring Use Recurina 9 Click Record 10 Repeat from step 3 above for each uncleared deposit MYOB Accounting MYOB Accounting Plus v16 uk Step 3 Reconcile 6 For each uncleared deposit click the select column next to
508. voice and you want to bank it in your local currency account Let s also assume the exchange rate has changed from 0 60 to 0 63 since you made the original sale Go to the Sales command centre and click Receive Payments The Receive Payments window appears Type or select the customer in the Customer field Details of Donelli Paper s purchase appears in the window Receive Payments 1 2110 Current Account Balance 12 735 10 Customer gt Donelli Paper sl ID No CRO00007 Amount Received EUR200 00 Date 03 04 2007 Payment Method El __Detais Memo Payment Doneli Paper Gain Loss 0 00 TotalAppied EUROO0 Finance Charge EURO 00 Total Received EUR 200 00 T Include Closed Sales Out of Balance EUR200 00 5 Receive AJ Rate EUR MYOB Accounting MYOB Accounting Plus v16 uk In the Account field type or select your local currency account Click Rate The Exchange Rate window opens In the Transaction Exchange Rate field change the rate from 0 60 to 0 63 Exchange Rate Curency EUR European Union Euro Transaction Exchange Rate 063 Current Exchange Rate 0 600000 I Update Current Exchange Rate in the Currency List with Transaction Exchange Rate EUR EUR1 00 equals 0 60 GBP Local 1 00 equals EUR1 67 7 Cros Click OK The Receive Payments window reappears In the Amount Received field type 200 Click in the
509. voice that has a negative balance due it is called a customer credit A customer credit is also created when a customer account is overpaid A customer credit is settled by writing a refund cheque or applying the amount to another open invoice debit An amount on the left side of the ledger Credit amounts appear on the right A debit amount increases the balance of accounts with a debit balance and decreases the balance of accounts with a credit balance Accounts that normally carry a debit balance are asset and expense accounts debit purchase See supplier debit debtors What your customers owe you The sum of all debtors is recorded as an asset account Any time you record a sale in the Sales command centre the unpaid balance of the sale is added to your debtors balance Every time you enter a customer payment using the Sales command centre the amount is subtracted from your debtors balance deposits from customers Advances received for goods or services not yet delivered Customer deposits are kept in a liability account deposits to suppliers Advances paid to suppliers for goods or services not yet delivered Supplier deposits are kept in an asset account depreciation The expense allocation of the cost of an asset over a period of time Most accountants create a contra asset account such as accumulated depreciation to track the depreciation of an asset A typical depreciation transaction credits 306 Glossary the co
510. w appears Click Create a new company file The New Company File Assistant window appears Click Next Complete the fields in this window New Company File Assistant Enter your 12 digit MYOB product Serial Number Serial Number 1234 1234 1234 Your serial number located an pour registration cand and an the back wf pote CD skeve Not regained for bial version Introduction Enter Information about your company Company Name Widgets VAT No GB 123 456 78 Company No 9876543 Address 100 High St Anytown Anycountry Company Information Phone Number 01234 56789 Fax Number 01234 56780 Email Address info widgets co uk Required field A Serial Number Type the 12 digit serial number found on the MYOB Accounting CD envelope or box B Company Name Type the official name of your business C VAT No and Type your VAT and company registration Company No numbers D Address Type your office or mail address Phone and Fax Type your office phone and fax numbers Number F E mail Address Type your office email address a This information can be included on invoices purchases statements and other forms and reports MYOB Accounting MYOB Accounting Plus v16 uk 5 Click Next Enter information about your financial year and 6 Click Next conversion month 5 Ean 7 Onthe Please confirm your accounting information page Fier Company file ENE a
511. when no other users are logged on See Single user file locking for special tasks on page 279 Go to the File menu and choose Verify Company File A confirmation window appears Click OK to confirm that you want to verify your company file Your company file is scanned for errors When the file verification process is complete a message appears describing the results of the process e lfno errors were found click OK to end the verification process e If your company file is corrupt you can Attempt to repair the company file by optimising it see Optimising your company file below and repeat this step to check if the errors have been fixed Restore the company file from your most recent backup see To restore a backup Windows on page 272 User Guide Optimising your company file Over time your company file will grow considerably in size As you enter transactions then remove or purge them the file will have unused areas that once contained these transactions These unused areas can affect the efficiency with which operations are performed in the company file We recommend that you use the Optimisation Assistant to remove the unused areas in the company file and keep your accounting software running efficiently To optimise a company file CAUTION MYOB Accounting Plus only Optimising multi user company files If multiple users are accessing a shared company file on a host computer optimise the com
512. window Now that the Widgets Ltd company file is open you can browse through the software explore the transactions that have already been entered and enter some transactions yourself To work through the tutorial Start MYOB Accounting A welcome window appears Click Open your company file The Open window appears Locate the Tutorial folder in your software installation folder then select the tutorial myo file and click Open Open the tutorial PDF which is located in your software installation folder For example e If you are using MYOB Accounting v16 in Windows go to the Start menu choose Programs MYOB Accounting v16 and then MYOB Accounting v16 Tutorial PDF e If you are using MYOB Accounting Plus v16 in Mac OS go to the MYOB Accounting Plus installation folder and open the Tutorial pdf file Follow the steps in the tutorial You can read the tutorial on screen or print it out MYOB Accounting MYOB Accounting Plus v16 uk Exploring MYOB Accounting You should become familiar with the following tools and aids e Command centres below e Calendar on page 14 e Calculator on page 14 e Zoom arrows on page 14 e Search icons on page 14 e Mouse shortcuts on page 15 Command centres There are seven command centres in MYOB Accounting and eight in MYOB Accounting Plus which has the Time Billing feature The following is an illustration of the Sales command centre in MYOB Accou
513. workstation will be connected to the remote Public folder on the host computer When you store company files in this shared Public folder on a host they can be accessed from workstations HINT Access the remote company file with an alias Open the shared Public folder click the company file create an alias and drag the alias to the desktop Next time you start the computer double click on the company file s alias to open the shared file MYOB Accounting MYOB Accounting Plus v16 uk account Something to which a transaction is allocated For example if your business sells widgets you could create an income account for widget sales and then allocate all widget sales income to that account An account thus provides a means of grouping similar transactions Accounts in MYOB business management software are in one of eight categories e Asset e Liability e Capital e Income e Cost of sales e Expense e Other Income e Other Expense Accounts are classified as header or detail Transactions are allocated directly to detail accounts Header accounts are used to summarise multiple detail accounts Each account must have a unique number accounting period A part of your financial year MYOB Accounting treats each calendar month as a separate accounting period MYOB Accounting also provides an optional 13th period for year end adjustments Glossary accounts list Commonly referred to as a chart of accounts this is a list of
514. xplained in Troubleshooting activated company files on page 276 Under normal circumstances confirmation only occurs once or twice a year To confirm a company file by telephone 1 Open the company file you want to confirm 2 Inthe Company File Confirmation window click want to confirm my company file by phone Company File Confirmation xj CIJ Confirm Your Company File You have 2 days before you must confirm your company file What is Confirmation Company file confirmation I want to confim my company file online You must be connected to the interet authenticates your company file against your registered MYOB software You will be prompted periodically to re confim your company fi This is an automated phone service want to confirm my company file later 2 days remaining C want to mark this company file as Read Only GB Frequently Asked Questions MYOB Privacy Policy Cancel User Guide Click Continue The Company File Confirmation By Phone window appears Call MYOB on the telephone number displayed under the Company File Code field Company File Confirmation By Phone xi MYOB eiui eels What is Confirmation To corfim your company fle by phone you need you serial rumbet end Compary file confirmation company file code when you cal authenticates your company file against your registered MYOB soie Serial Number 10336131 4210 You will be prompted periodicall
515. y VAT Detail and VAT Return reports Cash accounting for VAT This method allows you to account for VAT once the payment has been received or made It can only be used if you have permission from HM Revenue amp Customs VAT reports 165 For example if you issue an invoice to a customer in one VAT return period but do not receive payment until the next return period VAT is payable in the return period you received payment not in the period during which the invoice was issued If you use this method use the VAT Summary Cash VAT Detail Cash and VAT Return Cash reports VAT Summary and VAT Summary Cash reports These reports total VAT transactions for each VAT code They can cover any date range all VAT codes or selected VAT codes The VAT Summary report displays amounts payable and recoverable and the VAT Summary Cash report displays amounts actually paid and collected An example of the VAT Summary report is shown below Report Display Dated From 01 10 2005 To 3112 2005 Redisplay View Screen Repot VAT Summary 01 10 2005 To 31 12 2005 Code Description __ __ Rate _ Output Value _Input Value_ VAT Collected _ VAT Paid _ 5 tandard 175007 50 253 41 E7 668 77 8 794 35 E1204 E E 254 00 z 150 00 NT 1500000 Total 65 253 41 8 072 77 8 794 35 1 342 04 Less EC Purchase VAT 8 794 35 1 342 04 Less N T No Tax 50 253 41 8 072 77 166 Chapter 11 Reporting VA
516. y Printed Total Payment 7 amp Les 2 Inthe Account field type or select the account you are making the payment from 116 Chapter 7 Paying your employees In the Supplier field type or select the authority or agency to whom the withheld amount is being paid Select the type of liability to be cleared from the Liability Type list By default all payroll categories for the selected liability type are included in the payment If you do not want to include all payroll categories a Click the search icon in the Payroll Categories field The Select from list window appears b Click the select column El in Windows and J in Mac next to each payroll category you want to exclude c Click OK The Pay Liabilities window reappears In the Dated From and the Dated To fields enter the period in which the payroll liabilities were withheld The payroll liabilities withheld during the specified period appear in the Payroll Category section Click in the select column next to the payroll liability amounts you want to include with this payment The total of the selected payroll liabilities appears in the Total Payment fields Click Record MYOB Accounting MYOB Accounting Plus v16 uk Processing termination payments Before you terminate an employee you need calculate any termination amounts you owe for example how much you owe the employee in accrued holiday pay Before you begin this procedure check th
517. y file by phone You will be prompted periodically to This is oh automated phone service re confim your company file want to confirm my company file later 2 days remaining C 1 want to mark this company fle as Bead Only GB Frequently Asked Questions MYOB Privacy Policy ES You have a period of grace in which to confirm the company file indicated under the Confirm Your Company File heading If you don t want to confirm immediately click want to confirm my company file later and click Continue to open the file After the period of grace expires the company file can only be opened in read only mode in which you can still view transactions print reports or export data but will not be able to enter any data NOTE Confirming a read only file If you have elected to open a company file overdue for confirmation in read only mode but then change your mind go to the Help menu and choose Confirm Company File The Company File Confirmation window appears 274 Chapter 19 Managing user accounts and company files These procedures show you how to confirm an activated company file and set up automatic confirmation e To confirm a company file online below e To confirm a company file by telephone on page 275 e To set up automatic company file confirmation on page 276 To confirm a company file online Ensure you are connected to the Internet Open the company file you want to confirm In the Company File
518. y time by destroying the Software and User Documentation together with all copies or by returning them to the Publisher If you fail to comply with any term or condition of this Agreement this Licence will terminate and upon any such termina tion you agree to destroy the Software and User Documentation together with all copies or to return them to the Publisher Termination of this Licence shall be in addition to and not in lieu of any other reme dies available to the Publisher g Protection and Security You agree to use your best endeavours and to take all reasonable steps to safeguard the Software to ensure that no unauthorised person has access to the Product and that there is no unauthorised copying or distribution of the Software or User Documen tation Limited Warranty amp Disclaimer The Publisher warrants that the media on which the Software is recorded and the User Documentation provided with it are free from defects in materials and workmanship under normal use for a period of 90 days from the date of your original purchase Except for the limited warranty described above the Software is sold as is and you are assuming the entire risk as to its quality and performance It is your responsibility to verify the results obtained from the use of the Software If during the 90 day limited warranty period you discover physical defects in the media on which the Software was recorded or in the User Documentation the Publish
519. y to re confim your company file Company File Code 01608439374 Call 1 800 784 7383 available anytime 24 hours a day 7 days a week This is an automated phone service Follow the instructions to receive mation code Enter your confirmation code below Confirmation Code You minot need this code agai Frequently Asked Questions MYOB Privacy Policy Back qu 5 Follow the instructions to receive your confirmation code 6 Type the confirmation code in the Confirmation Code field and click Continue NOTE Confirmation code used only once After you confirm your company file the confirmation code cannot be used to confirm this or any other company file again You must get a new confirmation code from MYOB each time MYOB Accounting requests confirmation If you have an Internet connection and you prefer MYOB Accounting to perform subsequent confirmations automatically select the want to use Automatic Confirmation option Confirming activated company files 275 8 Click OK and respond to subsequent windows as required until an MYOB Accounting command centre appears The company file has been confirmed and you can continue to enter transactions NOTE Frequent requests to confirm If after confirming a company file MYOB Accounting asks you within a short time to confirm it again contact Technical Support see Troubleshooting activated company files below Under normal circumstances confirmation occurs only o
520. you ve kept supplier information in other software you may be able to import that information into MYOB Accounting For information on how to import cards see Importing data on page 284 In the Build your supplier list window you can also make changes to or delete cards If you want to add make changes to or delete supplier cards later you can do so from the Card File command centre For more information see Changing a record on page 177 or Deleting a record on page 178 To create supplier cards Click New The Card Information window appears Enter details about your supplier You don t have to complete all the tabs in this window however we recommend that you fill in the Profile and Buying Details tabs now You can complete the others later from the Card File command centre 36 Chapter 3 Setting up your company file Card Information Profle f Card Details Payment Detais J ContactLog J Job History Lee s Unlimited SUPO02 Creditors Balance 000 Purchase Layout Item Credit Limit Printed Form Available Credit Purchase Order Delivery To be Printed Overdue Expense Account El Payment Mema VAT ID Number Purchase Comment sl VAT Code 5 El Standard Delivery Method Cariage VAT Code 513 Standard Supplier Biling Rate 0 00 Excluding VAT I Use Supplier s VAT Code Cost per Hour 0 00 Supplier Terms Information Payment is Due Discount for Early Payment
521. you back up your company file and Address Book before synchronising Click Back Up to back up your company file now Refer to the Mac Help topic Backing Up Address Book for instructions on backing up your Mac Address Book Help Reset Sync Cancel Synchronise CAUTION Back up your MYOB company file Importing your Address book cards will change the details recorded in your MYOB company file To avoid losing contact details stored in your company file back up your company file before synchronising For more information see Backing up and restoring company files on page 270 3 Click Synchronise to start the synchronisation process If you need to reset the synchronisation click Reset Sync For more information see Resetting the synchronisation on page 233 232 Chapter 16 Contact management If you are synchronising cards for the first time or you are resetting the synchronisation the Sync Alert window appears Sync Alert MYOB Accounting Plus would like to sync Contacts with Address Book and other applications Contacts from Address Book will be merged with contacts from MYOB Accounting Plus C Delete all contacts from MYOB Accounting Plus before syncing Don t Allow Allow Before you can synchronise cards you need to register your MYOB software with Address Book Click Allow to register NOTE Do not click the Don t Allow button If you click Don t Allow you need

MYOB Accounting v16 and Accounting Plus v16: User Guide

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