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MYOB Accounting and MYOB Accounting Plus 2008: User Guide

1. A All Employees and Suppliers Alldobs Work in Pounds C Selected C Selected BS C Work in Hrs Units Work in giess Job Billable Bill Adjustment Left to Bill 3 01 2008 Servicing Kendall Arr 80 00 80 00 0 00 14 00 B 12 01 2008 Installation Sers Hopper Ly 20000 200 00 0 00 835007 l D I Sort by Job Totals 280 00 280 00 a0 E000 4300 I Consolidate Activities on Invoice I Use Activity Slip Notes instead of Activity Name Description on Invoice eee Help F1 Print All 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 Select the relevant option if you want to Options 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 CHAPTER 8 BILLING FOR TIME 4 Click Prepare Invoice The Sales New Time Billing window appears displaying the details of the time billing invoice Sales New Time Billing E INVOICE Tems COD IT VAT Inclusive Invoice No 00000051 Date 26701 2008 te Notes 3 01 2008 Servici
2. A Type or select the account to which you want to assign the cheque amount B Type the allocation amount C Optional Enter a job code to assign the cheque amount to a job D Optional Type a memo for each line item you enter in the transaction E The VAT code that is linked to the allocation account appears here automatically You change or delete it if necessary If you want to view or change the VAT amounts assigned to the transaction click the zoom arrow 5 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 If you want to assign the payment to a particular category select a category from the Category list For more information about categories see Categories on page 232 Tip Recap transaction Before you record this transaction you can use the recap transaction feature to view the journal entries that will be created when the transaction is recorded This is useful for confirming that the journal entries are being posted to the correct accounts To recap choose Recap Transaction from the Edit menu 10 11 12 13 14 Complete the payment TIP 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 a
3. Balance Due 217 45 Cas Joumal Memo Purchase Computer Supplies Ltd Paid Today 20 00 Remittance Advices select either To be Emailed To be Printed or To be Printed and Emailed from the Remittance Advice Delivery Status field in the Spend Money Settle Returns amp Credits or Pay Suppliers windows TotalApplied 348 64 IT Include Closed Purchases Finance Charge z000 I Cheque Already Printed a Total Paid Fea Remittance Advice Delivery Status To be Printed Gut of Balance 000 Hs s w To be Piinted Paa Rate Gal To be Paes To be Printed and Emailed amp _ heady Printed or Sent HelpF1 Prit Joumal Register After you have completed a number of transactions say the day s invoices you can print or email the forms in a batch See To print forms below a To email forms on page 205 To print forms 1 Click on the command centre function for the forms you want to print For example if you want to print a sales invoice go to the Sales command centre and click Print Email Invoices The Review Sales Before Delivery window appears 2 Click the To Be Printed tab Review Sales Before Delivery To Be Printed ToBe Emailed Sales Type Item Print Copies of Each Selected Sale Print D Packing Slips per Sale __O Labels per Sale Q Advanced Filters Amount Date Customer 3 01 2008 PC Limited 21 01 2008 Grand
4. MYOB Accounting Plus only 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 user account 1 Start your MYOB software and click Open your company file in the welcome window that appears 2 Inthe Open window select the company file to be opened and click Open 3 In the Sign on window type Administrator in the User ID field type the administrator s password in the Password field and click OK Only the Administrator account allows you to create edit and delete user accounts 4 Goto the Setup menu and choose Preferences 5 Inthe Preferences window click the Security tab and then click User IDs The User Access window appears User Access 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 ccounts o 7 Accounts List Simon Smith Account Information Banking Budgets Combine Accounts Company Data Auditor Jobs List Add Edit a Job Job Reimbursable Expenses Job Budgets by Account Edt Delete 6 Click New to open the New User D
5. IMPORTING DATA FROM MYOB RETAILBASICS b Click the matching field in the MYOB Plus Fields column 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 c Click a field in the Matching Import Field column to remove it d If all the fields in the import file match those in the MYOB Plus Fields column click Match All to match all fields simultaneously 6 Click Import to import the data If you get a warning or an error message indicating that the import was not successful refer to the import log file in your MYOB software installation folder for a list of errors or warnings This is a text file readable by most word processors that lists the problems encountered during the import Set up your MYOB software Before you can start importing MYOB RetailBasics data into your MYOB software you need to complete the following tasks Task See 1 Set the preference to import from MYOB RetailBasics page 274 2 Set up accounts for MYOB RetailBasics data page 274 3 Replicate your VAT code lists page 274 273 274 Task 1 Set the preference to import from MY OB RetailBasics To set up your MYOB software to import MYOB RetailBasics data you need to set a preference You only need to do this once 1 In your MYOB software go to the Setup menu and choose Preferences The Preferenc
6. 11 Click OK MANAGING USER ACCOUNTS AND COMPANY FILES To activate your company file for additional 4 Call Customer Service at the number given in the Enable workstation licences MYOB Accounting Plus only License 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 company file simultaneously Service representative for the company file s confirmation code you may need to activate the extra licences you Before you begin have your credit card on hand purchased 1 Start MYOB Accounting Plus and open the company file requiring extra workstation licences 5 Confirm the extra workstation licences 2 Go to the Setup menu and choose Company Information If you want to confirm via the Internet click Enable Online and click OK Otherwise type the confirmation code given to you by the Customer Service representative in the Enter Confirmation Code field and click OK 3 Inthe Company Information window click License 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 storage medium such as a floppy disk CD a different hard disk can cause you to lose backups of company files or other me
7. 3 Select the Use Timesheets for and My Week Starts on preference 4 Ifyou use timesheets to record time billing and payroll information select Time Billing and Payroll from the I Use Timesheets for list payroll information only select Payroll from the Use Timesheets for list 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 CHAPTER 7 PAYING YOUR EMPLOYEES To enter a timesheet 4 Enter timesheet details in one of the following ways Each hourly employee has a weekly timesheet For each employee you enter weekly timesheet hours in the Enter Timesheet window enter the daily hours for each payroll category worked 1 Go to the Time Billing command centre and click Enter Timesheet The Enter Timesheet window appears Enter Timesheet use the same details as the previous week Total Howe Copy From Previous 8 Cleat Timesheet E New Timesheet use the recurring 2 details on the HepFI Bint employee s card 2 In the Employee field type or select the employee s name The employee s timesheet with any previously entered details for the period shown appears NOTE Grey values in date fields A grey value in a date field indicates hours paid 3 If you are recording details for a week other th
8. Amoun iite 3 Make a selection in the Type field For example if you want to email a remittance advice to a supplier select Pay Suppliers 4 Clickin the select column Hl next to the transaction you want to be emailed If you want to email all the forms click the icon in the heading of the select column 5 Ifyou want to view the transaction details click the zoom arrow lt gt next to the transaction 6 Ifyou want to change a recipient s email address highlight their name and click the down arrow next to the Email Address field and select another address from the card Alternatively enter the address in the Email Address field 7 Enter a subject title and message or accept the default title and message If you want to change the default title and message click Email Defaults SENDING FORMS 8 9 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 1 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 Piint Email Invoices
9. CHAPTER4 BANKING Credit card transactions Before you start recording your credit card transactions 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 you owe to credit card providers For information on creating an account see To create an account on page 26 Recording a payment for a credit card purchase You record a payment for a credit card purchase by specifying the credit card account in the Pay Suppliers Spend Money or Bank Register window The method you use to record a payment for a credit card purchase depends on whether you have entered the purchase transaction using the Purchases window a If you have entered a purchase then record the payment in the Pay Suppliers window m If you have not entered a purchase record the credit card purchase in the Spend Money or Bank Register window When you record the payment the payment amount is assigned to your credit card liability account Pay Suppliers Account 21130 I Visa Balance gt 0 00 Supplier Cheque No CREDIT CARD TRANSACTIONS For more information on recording payments see Spending money on page 46 Entering transactions in the Bank Register window on page 49 Paying suppliers on page 94 Recording payments to credit card providers When the time comes to pay your credit card provider yo
10. 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 Date o Owed 00000084 Open 25 04 2007 1 762 50 1 762 50 00000144 Open 25 10 2007 1 762 50 1 762 50 Amount Applied Total Applied 0 00 T Include Closed Purchases Finance Charge 0 00 T Cheque Already Printed Total Paid 0 00 Remittance Advice Delivery Status To be Printed Out of Balance 20 00 E Pay G Rate GBP A B CID A PayAll Use Pay All if you are settling your account in full The total payment amount appears in the Amount field and the individual payment amounts are applied to each open purchase 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 Supplier debits on page 96 C Amount The amount of the payment you want to apply Applied to each purchase The amounts you apply in this column are accumulated in the Total Applied field PAYING SUPPLIERS D Finance If part of the payment was used to pay finance Charge charges enter the finance charge amount here E Out of The Out of Balance amount must be zero B
11. Sale Type tem i Al Customers Sales Status Open Select y y Selected Form for Sale Pre Printed Invoice o ee ee cee oe Help F1 If you want to filter the forms enter a date range or reference number range for example cheque numbers in the middle section of the window Select the stationery In the Selected Form for field select the stationery you want to use when you print or email your forms 205 Several stationery choices are available depending on the type of form you are currently working with Preprinted Select 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 206 for more information about customising 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 a
12. Step 2 Assign expenses to the job 1 Enter the expense in a transaction window For example enter it in the Spend Money window Purchases window Note that items you track in your stock cannot be reimbursed Pay Employee window Note that only items linked to expense or cost of sales accounts can be reimbursed In the Job column select the job you want to assign the expense to Complete the transaction as you normally would Continue with Step 3 Bill the customer Step 3 Bill the customer 1 Go to the Sales command centre and click Enter Sales The Sales window appears Type or select the customer s name and press TAB Click Reimburse The Customer Reimbursable Expenses window appears The To Be Reimbursed tab lists all expenses that have yet to be billed to this customer Click in the select column for each expense you want to bill If you want to change the amounts that will be billed you can edit the amounts in the Reimbursable column tip Markup shortcuts If you want to mark up all selected expenses by a certain amount or percentage click Markup and complete the Markup Information window For information on the fields in this window click Help and select Help for This Window If a selected expense does not match the invoice layout for example you want to be reimbursed for a non item expense on an item invoice select the appropriate item account or activity that you want to use f
13. hours worked on a timesheet holiday and sick pay hours taken details of any other wage amounts such as sales commissions and bonuses Task 1 Select the pay period 2 Include employee timesheets 3 Select and edit employee s pay 4 Record the employee paycheques 5 Process payments 6 Print payroll earnings 7 Print email pay slips PROCESSING YOUR PAYROLL 2 See below page 112 page 112 page 115 page 115 3 page 117 page 117 4 5 6 Task 1 Select the pay period Go to the Payroll command centre and select Process Payroll The Select Pay Period window appears Process Payroll CIJ Select Pay Period Process all employees paid Monthly Process individual employee Select Pay Period Payment date 29 01 2008 Ed Pay period start 22701 2008 Pay period end 23 01 2008 BD Help tor This Window Select the pay frequency you are processing If you are processing pays for all employees click Process all employees paid and select the pay frequency in the adjacent field Ifyou 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 In the Payment date field type the date on which 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
14. Activate the company file Set UP ACCOUNTS nierien Enter account opening balances 0 0 0 ees ceeseeceeseeeetseees 27 Set Up PreterenCes ai 5 2125 seven is donee A A EEGA 29 Set a password for the Administrator user ID eee 30 Advanced setup OVEIVIOW oe ede es ee ea se ee Set up sales oninia veodeacd veaten lectern haste SetUPiPUNChaSes sz 2 ar e A NR este eet Setup payroll rara E a a be e A E T E GANEA Do an initial bank reconciliation Create item rECOrd Sa aeeai ea a RESE ea PETEN ES STAS Enter stock opening balances ssesessesessssessssessssessssessessss 40 Bankingosironsso eoa EEE 43 RECEIVING MONEY erreren inne a E EE EAR 43 Preparingia bank deposit 3 2 c c ce ee aea 45 Spending MONEY cissi manns ai a eee ed 46 Entering transactions in the Bank Register window 49 Transferring money between accOUNts eeeeeeeeeeseeeeeneeees 50 Tracking petty cash expenses Reconciling your bank accounts Importing statements 0 0 eee eee Recording miscellaneous transactions eee cess eeeeeees 56 redit card transaction Seieren ee swat enrcendes 57 Analysing your Cash floWsr niia e ai 58 Sa Sales nn an ee nase eai a R R a eah 59 Creating a customern Tardi cnss cartes e a a ae 59 Entering sales ae r na R A E A TA A 61 Recording sales with insufficient on hand item quantities 65 Changing the status of a Sale eee ee eeseeeeseeeeeseeeereoreeree
15. However any adjustments you make here will not update hours entered on timesheets timesheet reports or activity slips 1 Inthe 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 2110 Current Account Balance o gt 95 092 12 Payment Method Cheque zi Employee gt Kendall Amy Cheque No Auto No Payee S 16 Church Road Payment Date 29 01 2008 Net Pay 2 303 67 Payroll Run Date 23 01 2008 TaxMonth 10 Memo ENTITLEMENTS Holiday Leave Accrual 016 2100 I Cheque Aleady Printed Pay Slip Delivery Status To be Emailed E Payroll Category jou Account Amount 6 2100 Wages amp Salaries Base Salary 6 2100 Wages amp Salaries 3 000 00 PAYE Income Tax 21400 PAYE NIC s payable 423 78 NI Employee Contributions 2 1400_ PAYE NIC s payable 272 55 2 Change the hours worked for the applicable wage categories and press TAB 3 The payroll category amounts are calculated automatically and are displayed in the Amount column 4 Click OK The Select amp Edit Employee s Pay window reappears PROCESSING YOUR PAYROLL 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 1 Inthe Select amp Edit Employee s Pay window
16. Provides details of your purchase activities Purchase reports help you keep track of your purchase activities History lets you view seven years of purchase history for an item or a supplier Find Transactions helps you find purchase transactions quickly The Purchases Register window gives you a complete picture of your purchase activity open and closed purchases orders quotes returns and so on The Transaction Journal window lists journal entries of your purchases and other transactions See below page 93 page 93 page 93 page 180 page 179 page 179 Select the orders you want to convert to purchases by clicking in the select column 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 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 1 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 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 and comparing it to
17. Removing saved reports from the Custom tab of the Index to Reports window If you want to remove a custom report right click the name of the report in the Custom tab of the Index to Reports window and select Erase Custom Report You can also remove a custom report from the list by removing the report from the Custom folder which is located in your MYOB software installation folder CHAPTER 14 REPORTS Changing the default fonts on reports Every report is assigned default fonts You can change these default fonts if you want your reports to have a different appearance 1 Goto the File menu and choose Default Fonts The Default Font Selection window appears 2 Click Reports The Report Format All Reports window appears 3 Choose the font style and size for the printed characters on your reports The sample box previews the appearance of your choices 4 Click OK when you have finished NOTE Changing the default fonts will not affect the fonts on any custom report CUSTOMISING REPORTS CHAPTER 14 REPORTS 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 MYOB Accounting Plus only and mailing labels In your MYOB software you can print forms individually as you complete a transaction for example an invoice for a c
18. a Everyone Permissions for Everyone Allow Deny Full Control wi Change v Read v Apply Permissions for Everyone Allow Deny Full control Select Deselect 10 11 Change Select Deselect Read Select Deselect Click OK The Company_Files Properties window reappears Click OK In Windows Explorer move the company file from its present location to the Company_Files folder on the host Continue with Accessing the shared company file from a workstation on page 282 To share a folder on Windows 2000 Standard If this procedure does not apply to your network configuration consult a networking expert to set up appropriate sharing and access permissions 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 I want to be able to give others access to my files option and click OK On the Identification tab complete the following fields Computer Type the name that will be visible in Network name Neighborhood My Network Places on some versions of Windows Workgroup Type the name of the workgroup or domain to which this computer be
19. cccccsecesscceceesceeceeeceeces Tracking financial information Tracking reimbursable expenses BUG CtS convient coettensce ee dcereoloe sees Rl ete Auditing your records eacc ii ce ivigi eet a ended Reviewing financial information 18 End of period procedures ccccccesseseeeseeees 243 Mo nth nd proced res onnenn nas Ate iii 244 Starting a new financial year eseeseseesrssesrersserrrsesersessrseess 251 Starting a new payroll year eee eceseeceseeecesseecesneecesaes 254 19 Managing user accounts and company files 257 Managing user ACCOUNTS 3 0 080 e n E E Backing up and restoring company files Confirming activated company files a Servicing your company file ee eeeeeseceeseeceerereeeseereesee Special considerations for networked company files 267 A Importing and exporting data eee 271 EXPOrtinG Catan tas secs sees Sone ees estan roe E aaa oeckecaeoh 271 Importing data 2 0 Aad ceo ae Sa ane aan ane aoe 272 Importing data from MYOB RetailBasics eee eese 273 B Networking company files ccceeesseeneeees 277 Preparing company files for multiple users eee 277 Setting up the network hardware essesssesssssessssessssssesssses 278 Setting up a company file folder on a Windows host 278 Accessing the shared company file from a workstation 282 GIOSS AMY E AAA 285 Introduction In this user guide
20. gt er 100585 Lynn Hopper 20 04 2007 Amy Kendall 27 04 2007 Gordon Bennett 27 08 2007 Lynn Hopper 27 04 2007 Matthew Johnston 27 04 2007 Samuel Jackman 27 04 2007 Lynn Hopper 4 05 2007 Lynn Hopper 1105 2007 2 Click the To Be Printed tab 3 Type the number of pay slips you want to print per employee in the Print field 4 If you want to customise or filter the information or to change the type of form it will be printed on click Advanced Filters For more information see Advanced filters on page 205 5 Clickin the select column m next to the employees you are printing pay slips for 6 Click Print 7 If you have completed processing your employee s pay click Finish to exit the Process Payroll Assistant To email pay slips 1 Click Print Email Pay Slips The Review Pay Slips Before Delivery window appears Click the To Be Emailed tab Click in the select column jm next to the employees you to whom you want to email pay slips If you want to change an employee s email address select the employee s name and type a different address in the Email Address field 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 If you want to customise or filter the information or to change the type of form that will be sent click Advanced Filters
21. the statement file the original unmatched statement list would appear in the Unmatched Statement Transactions window Recording miscellaneous transactions To void a cheque 4 Leave the Amount field and the account allocation fields blank If you find that one of your cheque forms is damaged and not j usable for printing or that you have made a mistake when writing 5 Click Record then click OK to confirm that you want to void the cheque manually you may want to void a cheque the cheque Follow the steps below to void a cheque that you have not recorded in your MYOB software If you want to make changes to To record cash machine withdrawals a cheque you have already recorded see Changing a 1 Goto the Banking command centre and click Spend Money transaction on page 183 The Spend Money window appears 1 Goto the Banking command centre and click Spend Money 2 Select the account from which you withdrew money The Spend Money window appears 3 In the Cheque No field enter a non numeric word or phrase 2 Choose the cheque account from which you want to void the to describe the withdrawal That way you will know the cheque transaction isn t an actual cheque when you view it in a list or in a report This will also allow you to skip the transaction 3 In the Cheque No field type the number of the cheque you when you print a range of numbered cheques want to void 4 Complete the other fields in the window 5 Click Record
22. 012565551919 No2 1 Go to the Card File command centre and click Cards List 0265553115 Marv acme com The Cards List window appears cam K 2 Click New The Card Information window appears foe co an mmm 3 Select Customer from the Card Type list am Jau jom ew 4 Select the designation of the card company or individual i 5 Type the customer name and press TAB Additional fields appear 6 Enter a code to identify this customer in the Card ID field For more information see Card identification codes on page 227 7 Enter contact details for the customer If you want to enter more contact information select Address 2 from the Locations list and enter the additional details You can enter contact details for five locations 59 SALES 8 Click the Card Details tab You can enter notes about the customer insert a picture and assign attributes to group and sort the card If you want to See insert a picture page 228 assign identifiers to the card page 219 assign an attribute from a custom list page 219 enter additional information in a custom field page 227 9 Click the Selling Details tab and enter your selling details Card Information Card Details Selling Details f Payment Details Acme Sales Ltd 951159 Debtors Balance 2238 36 ca Sale Layout Item E Credit Limit 15 000 00 Printed Fom MYOB s Plain Paper Invoice 3 Invoice Deliv
23. CR000023 5 01 2007 Payment Grand Hotel CR000024 5 01 2007 Payment ABC Ltd CR000025 7 01 2007 Payment Speedy Bikes CRO00026 7 01 2007 P CR000027 15 01 2007 Payment Acme Sales Ltd avment Grand Hotel Undo Reconciliation BF Bank Enty GetStatement Cleared Cancel 5 If you want to use Get Statement to import your bank statement data see Importing statements on page 55 6 For each entry on your bank statement mark the corresponding transaction by clicking in the select column E1 The selected line is highlighted and the amounts in the Calculated Statement Balance and Out of Balance fields are updated 7 If there are entries on the statement relating to bank charges or bank interest that 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 Fill in the appropriate transaction details and click Record The Reconcile Accounts window reappears 8 Click Reconcile A window appears indicating whether your account is reconciled or out of balance Ifyour account is reconciled you can print the Reconciliation report by clicking Print recommended Once the report is printed the Reconcile Accounts window appears Click Reconcile again to complete the reconciliation process If you don t want to print the report simply click Reconcile The tran
24. 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 lt gt next to it 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 your MYOB software this preference is not selected 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 184 Changing a transaction Before changing a transaction note the following Some transactions cannot be changed You cannot change a customer payment supplier payment paycheque refund cheque or a bank deposit once it has been recorded You can only CHANGING OR DELETING A TRANSACTION For more information on changing the details of a recurring transaction see Recurring transactions on page 1
25. Data Column and where it appears on a form For example the Total field only appears on the last page 2 Click the fields you require 3 Click OK The selected data fields appear on the form Their position depends on a number of factors such as the number of records they can display previous cursor position and other fields already on the form You can move a field to a better position see Editing all elements with common commands on page 212 4 Ifyou want to change the properties of a data field double click it The Field Properties window appears The Field Properties window has two tabs the Layout tab where you specify the text format background colour location and size of the field and the Borders tab where you specify the layout colour and width of the field s borders 5 Change the properties as required and click OK To add a text label to a form 1 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 2 Double click the new label The Field Properties window displays the Layout tab where you specify the name location and size text format and background colour of the label and the Borders tab where you specify the layout colour and width of the label s borders 3 Click OK to close the Field Properties window The new label appears in the Customise window If the name is longer than the size of the label you may
26. Detail accounts 14200 Office Equipment Asset 2 408 41 gt 1 1210 Office Equip Cost Other Asset NT 7 225 00 Lid 11220 _ Office Equipment Ace Depn Other Asset NT 4816 59 1 1300 Computer Equipment Asset 8 072 95 gt 14310 Computer Equipment Cost Other Asset NT 11 886 35 gt 11320 Computer Equipment Acc Depn Other Asset NT 3 813 40 gt 11400 Vehicles Asset 4 302 92 SET UP ACCOUNTS Note that You cannot allocate transactions to a header account The balance of a header account is the sum of the detail accounts indented directly below it You can create up to three header account levels as shown in the example above Setting up accounts If you want to See Create an account page 26 Delete an account page 174 Change the details of an account page 173 Group detail accounts with a header account page 27 Import an accounts list page 272 25 To create an account 7 Click the Details tab 1 2 Go to the Accounts command centre and click Accounts Edit Accounts List The Accounts List window appears oan Click New The Edit Accounts window appears Description Edit Accounts DoR VAT Code N T E No Tax Classification for Statement of Cash Flows Operating Current Balance Currency GBP z Great Britain Pounds Local Header Account Detail Account Account Classification Asset Account Type Other Asset Account Number 1
27. For more information see Advanced filters on page 205 Click Send Email If you have completed processing your employee s pay click Finish to exit the Process Payroll Assistant CHAPTER 7 PAYING YOUR EMPLOYEES Payroll liabilities A payroll liability is an amount withheld from an employee s pay By default all payroll categories for the selected liability type that must be paid to an appropriate authority or agency for are included in the payment example union fees and taxes 5 If you do not want to include all payroll categories In MYOB software payroll liabilities are recorded when you a Click the search icon in the Payroll Categories field process your payroll You need to clear these amounts You can The Select from list window appears do this by recording the payment in the Pay Liabilities window b Click the select column E next to each payroll category you want to exclude c Click OK The Pay Liabilities window reappears 1 Go to the Payroll command centre and click Pay Liabilities 6 Inthe Dated From and the Dated To fields enter the period The Pay Liabilities window appears in which the payroll liabilities were withheld Pay Liabilities Hex The payroll liabilities withheld during the specified period Pay om Account F210 IB Curent Account Balance 7856020 appear in the Payroll Category section To record payroll liability payments Suppier HM Revenue k Customs IE ChequeNo 10
28. LAN peer to peer Windows host Windows 2000 Service Pack 4 Windows XP Service Pack 2 or Windows Vista Pentium processor or equivalent with 1 GHz or better with at least 128 MB RAM Ethernet network for best performance choose 100BaseT that supports NetBEUI NetBIOS or TCP IP networking protocols Setting up a company file folder on a Windows host When several users are to work with a company file Host the company file on a backed up computer If you simultaneously it must be stored on a host computer to which store all your important files on a central host that is backed each user has access Consider these tips for choosing a suitable up frequently it is a good idea to also store your company file host on that host The company file will then be backed up along Host the company file on the most powerful computer in with all your other vital data the network Users on workstations will enjoy better Complete the appropriate task to set up a Windows host performance if the company file is stored on the most computer and share a company file folder powerful computer in your network the fastest with the most memory computer If one employee will use the company file more than anyone else consider storing the company file on that employee s computer This person will experience better performance from accessing the company file directly compared with accessing it across the network a To share a folder on
29. See also user accounts Ageing Date window 93 Analyse Debtors window 69 analyse payables 93 Analyse Payroll window 123 Analyse Sales window 69 Analysis menu command centres 13 arrows See search icons zoom arrows assets accounts 24 assets recording depreciation 250 audit trail 240 auditing company file information 244 Auto Build Information window 144 Auto Build Items window 145 auto building items in stock 144 Automatically Adjust Base Hourly or Base Salary Details 101 average cost 140 INDEX 294 B backing up company file 259 Backorder List window 66 backorders items purchased on 85 items sold on 85 backup file restoring 261 bad debts writing off 79 bank accounts adding 26 opening balances 27 reconciling at month end 52 55 at year end 52 for the first time 36 out of balance amounts correcting 53 bank deposits preparing 45 Bank Register window finding a transaction using 181 Get Statement button 55 recording transactions in 49 Split button 50 bank service charges recording 53 bank statements adding transactions from 55 importing 55 formats supported 55 reconciling 52 55 for the first time 36 out of balance amounts correcting 53 Banking command centre 44 billing for time See time billing billing rates setting for activities 127 customers 127 employees 127 suppliers 127 bills customising 206 recording 83 See also purchases blank lines inserting between li
30. The default quantity showing on the order Supper ltem Number uue will be taken from this field Default Reorder Quantity 10 E Choose the VAT code you want to use when you purchase this item 7 You can override the VAT code when you record the purchase Help F New D 9 If you sell this item click the Selling Details tab and enter A Optional Type the standard cost of an item 3 f 7 your selling details If you want 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 Eiteminfommation Sto ck ta b A ltem Details Buying Details er Widgets 00 lt lt a B Base Seling Price 0 00 VAT Code When Sold 5 TE Standard l F B Type the unit of measure such as each or case in which Selig Unit of Measure Inclusive Exclusve Prices ate VAT Inclusive E ary Number of Items per Selling Unit you purchase the item The buying unit is printed on the c oe RSE purchase order For example if you buy eggs by the carton SARS ocr M when you order five units in a purchase you are ordering five Level B 0 00 cartons D tml am Level E 0 00 e If you track on hand quantities and values for this item type naa saa the number of items that comprise a single buying unit This is BF Cow Fon the number that is added to your on hand stock for every 7 G buying unit For example if you buy e
31. This is because the S VAT code was defined as non EC therefore there are no EC Purchase VAT amounts affecting this total 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 VAT Return VAT Return Cash reports The VAT Return report shown below is created from the transactions used in the previous example m jo jan gt Report Display To 22 11 2007 VAT Return 2211142007 To 22 11 2007 Redisplay View Screen Repot Description 1 VAT due on Sales 2 VAT due Purchases from other EC Members 3 Total VAT due 1 2 36 00 4 VAT on purchases including purchases from EC 49 89 5 Net VAT to be paid 14 89 6 Total Sales excluding VAT 0 00 7 Total Purchases excluding VAT 285 11 8 Total Sales to other EC members excluding VAT 0 00 9 Total Purchases from other EC members excluding VAT 200 00 a ES Help F1 Print SendTo A Description 2 The notional amount generated by the purchase made using the EC Purchase VAT code B De
32. VAT 18 62 Promised Date Total Amount 125 00 Joumal Memo Sale ABC Ltd Paid Today 0 00 Referal Source c Payment Method E Details Invoice Delivery Status To be Printed E Balance Due 125 00 8 Save as Recuring 8 Use Recuring A Reimburse 2 Rate GBP 5 Spel Category zl 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 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 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 To apply a customer credit to an open invoice 1 Go to the Sales command centre and click Sales Register The Sales Register window appears 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 78 4 7 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 i
33. 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 BACKING UP AND RESTORING COMPANY FILES 261 262 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 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 your MYOB software When confirmation is due and you attempt to open an activated company file the Company File Confirmation window appears Company File Confirmation What is Confirmation Company fle confimation authenticates your company fle against your registered MYOB software Confirm Your Company File You have 0 days before you must confirm your company file 1 want to confirm my company file online You must be connected to the internet want to confirm my company file by phone You will be prompted periodically to ieee E corecet re confim your company file want to confirm my company file later 0 days remaining C I want to mark this company file as Read Only For company files you no longer need to add data into BB Frequently Asked Questions E MYO
34. amounts have been paid for any given period a Payroll Liabilities by Category report lists payroll liability amounts that have been withheld Liabilities Payment Register report lists payroll liability amounts that have been paid CHAPTER 7 PAYING YOUR EMPLOYEES 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 work for clients and customers You can also track incidentals such as items used to complete the work About the time billing feature 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 specify billing rates based on the activity itself such as consulting at 40 per hour and photocopying at 8 pence per copy You can also specify billing rates based on an hourly charge out rate for a particular employee or customer For example the 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 b
35. file c Continue from step 3 above 23 24 Set up accounts Accounts provide a means for grouping similar transactions For example if your business pays rent for the use of its premises you would create a rent account and then allocate all rent payments Asset to that account doox Classification The accounts you use for your business are grouped in an accounts list NOTE Do you need to complete this task If your accountant or MYOB Certified Consultant has provided you with a company file this task may have been completed for you In this case go to Enter account opening balances on page 27 When you created your company file you selected a default accounts list to start with This list may already have the accounts you need If not you can change the list to suit your needs If you are unsure ask your accountant which accounts you should create edit or delete If you selected to import a list of accounts you should import this list now See Importing data on page 272 Liability 2 xxxx Account numbers Each account is identified by a unique five digit number The first digit indicates the account s classification for example accounts starting with 1 are asset accounts The remaining four digits determine its location within the classification The lower the number the higher up in the list it appears For example account 1 1100 appears above 1 1200 Account classifications and types The a
36. 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 your MYOB software 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 causing error messages to appear when you try to access your company file again To resolve these error messages you must exit your MYOB software In Windows Explorer open the folder that contains the company file and delete any lock files in the folder You should then be able to open your company file without an error MANAGING USER ACCOUNTS AND COMPANY FILES Special considerations for networked company files MYOB Accounting Plus only 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 Preferences in a network environment below a Preventing data entry while generating reports on page 269 Storing custom reports and custom forms on a network on page 270 Displaying up to date information on page 270 Improving network performance on page 270 Preference
37. finding transactions using 180 viewing and editing sales in 180 Sales window 61 64 searchicons 14 seats obtaining extra licences 259 Select amp Edit Employee s Pay window 112 select columns 15 Select Pay Period 111 Selected Pay Frequency amp Time window 121 Set Item Prices window 149 Settle Returns amp Credits window 78 Settle Returns amp Debits window 98 shared public folder See network shortcuts to the company file 283 single user mode file locking 268 when required 268 See also multi user mode Spend Money window 47 spending money 46 94 exporting transactions 271 importing transactions 272 sending remittance advice 48 Split button 50 standard cost 139 starting a new financial year 251 starting a new payroll year 254 statements customising 206 emailing 249 importing 55 printing reports 193 reconciling out of balance amounts correcting 53 stock adjusting 140 average cost of an item 140 changing prices of 149 counting 146 custom fields 151 152 custom lists and reports 151 152 custom price levels setting up 150 insufficient quantities on hand 65 locations 142 moving between locations 143 multiple locations 142 negative on hand quantities 65 opening cost values entering 40 opening quantity values entering 40 prices setting 149 quantity breaks 151 receiving items without a purchase 88 reconciling at year end 146 252 recording 146 transferring 143 Stock Count Sheet 14
38. 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 Buy 00 101 100 If you 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 and an order with the backorder items will be created Help F This window lists items that are either out of stock or would be as a result of recording the sale 4 Decide what you want to do To Do this Auto build 1 Click in the Build column next to the item you items want to auto 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 CHAPTER 5 SALES To Do this Record a 1 Click in the Buy column next to the item you purchase want to purchase and then click Buy The Enter Purchases window appears 2 Select Purchase as the status from the list in the top left corner and complete the purchase For information about completing the purchase see Entering purchases on page 83 Record a 1 Click in the Backorder column next to the item sales you want to place on backorder order 2 Click Backorder The Sales window reappears with the Deliver and Backorder columns a
39. in the Customer Billing Rate field and click OK N To set the activity to use the customer s billing rate see To create an activity on page 128 To set a billing rate for a supplier or employee You can set a billing rate for an employee or supplier on their card This option allows you to bill an activity at different rates according to the employee or supplier performing the activity You can also track the costs associated with having the activity performed This is particularly useful if you are subcontracting work to a supplier 127 Display the Card Information window of the supplier or employee and then do the following Supplier cards click the Buying Details tab Employee cards click the Payroll Details tab and then click Time Billing Enter the hourly billing rate excluding VAT for the supplier or employee in the Supplier Billing Rate field or the Employee Billing Rate field In the Cost per Hour field enter the hourly cost to you of having the supplier or employee perform the activity Creating activities The term activity is used to describe a task or service provided by your business for which you can track costs and bill customers using time billing invoices Activities are primarily defined by their type hourly or non hourly and whether they are chargeable or non chargeable To create an activity 1 2 Go to the Time Billing command centre and click Activities List The Act
40. 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 record money you receive on page 44 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 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 49 The options for recording receipts and invoice payments are summarised in the following diagram Recording receipts and invoice payments You receive money No Is it in response to an Yes invoice you issued Record the payment in the Receive Payments window Record the payment in the Receive Money window Command Centre Banking Command Centre Sales of or Record the payment using Record the payment using the Receive Money option the Receive Payment option in the Bank Register window in the Bank Register window Command Centre Banking Command Centre Banking NOTE Customer payments at point of sale If customers make payments when purchasing merchandise or services and you are issuing them an invoice you can enter the payment amount in t
41. the term MYOB software 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 Payroll Before you begin using MYOB software take some time to explore the software and find out about the basic features of navigation and transaction entry This chapter provides an overview of your software and describes the tools resources and primary features Learning about your MYOB software 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 software receive Getting Started guide The Getting Started guide provides information on how to install your MYOB software how to create and activate your company file as well as new features in your MYOB software User Guide This User Guide introduces the principal features functions and capabilities of your MYOB software 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 The User Guide is not intended to be exhaustive It is complemented by the online help see Online help on page 10 which covers all the functions of your MYOB software The User Guide is available as a PDF Portable Docu
42. 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 Stat Start Time StopTim ElapsedTime O i Leave the Enter Activity Slip window open as you perform the activity 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 126 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 Activ
43. 172 activity slips creating 130 including in employee pays 112 multiple 132 single 130 adjusting accounts to reflect work in progress 136 changing 173 entering a start time before current system time 132 including items on invoices 126 invoices creating 134 creating in the Sales window 135 including items on 126 preferences 126 INDEX resetting timer 132 rounding time 126 setting billing rates for activities 127 setting preferences 126 timer 131 132 using special billing units 126 work in progress 136 timesheets changing details during pay run 112 employee hours entering 109 entering details 109 excluding from a pay run 112 report 112 setting up 108 time billing information entering 108 unpaid hours clearing 110 deleting 110 reporting 112 To Do List making supplier payments from 92 viewing purchases 92 To Do List menu command centres 13 tool palette 207 209 Transaction Journal window 182 transactions adding from bank or credit card statement 55 changing 183 create recurring 185 create recurring from an existing entry 187 deleting 183 finding 13 179 183 identifying user who entered 257 importing 272 from bank or credit card statement 55 Pay Suppliers transactions 272 making changes to 183 matching during statement importing 55 recapping 48 64 86 185 recurring 185 189 reversing 184 types that can be imported 272 unchangeable 183 184 Transactions CAN T be Changed They Must be R
44. 180 from overseas suppliers See multiple currencies headers adding 87 history viewing 93 importing 272 inserting blank lines in 87 line items on entering 84 making payment using the Bank Register window 49 orders 83 paying 94 several at once 95 printing 203 custom lists of 152 in a batch 203 order forms 203 purchase activity viewing 180 quotes 83 receiving items without a bill 88 recording 83 in the Bank Register window 49 recurring 87 remittance advice 48 reports 93 reversing 96 reviewing purchase information 92 saving as a PDF file 87 sending 203 subtotals adding 87 unpaid purchases viewing 92 148 using headers to group line items 87 Purchases Register window 180 Purchases window 83 87 purging information 265 INDEX Q quantity breaks for stock 151 quarterly budgets 239 quotes converting to orders or invoices 67 converting to orders or purchases 91 customer 61 supplier 83 R rates setting time billing 127 realised gains and losses tracking sales and purchases 158 transfers 159 recapping transactions 48 64 86 185 receipts printing 72 Receive Money window 44 Receive Payments window 71 receiving money 43 cash payments 43 cheque payments 43 credit card payments 43 customer payments 70 definition of 43 exporting transactions 271 grouping with undeposited funds 44 71 importing transactions 272 invoice payments 71 recording receipts 43 See also receiving payments INDEX
45. 2 Select the status from the list in the top left corner of the window Quote Order Receive Item or Purchase Note that Receive Item only appears if you chose Item layout Task 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 Purchase status Item gt 600 101G8 Gizmos 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 88 CHAPTER6 PURCHASES C Backorder D Item Number E Description F Location G Price H Disc l Total J Job K VAT The quantity of the item back ordered An order for this amount will be created automatically when you click Record Pressing TAB here displays the item list from which you can choose the item
46. 3 MYOB Accounting Plus only If you use multiple locations to store your stocked items the Group by Item view displays all stocked items grouped by the item number The Group by Location view displays all stocked items grouped by location while the Item Number view displays all the customer and supplier orders for a selected item To view 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 Reports starting on page 191 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 Items List Summary report This report shows information about your items including their on hand quantities and total value The Items List Summary report also shows an item s current average cost price which is important to know when making stock adjustments You can use this report to compare your total stock value to the total of your stock asset accounts 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 CHAPTERY STOCK To view sales and purchases history for an item 1 Goto the Stock Control com
47. 3 Type the text for the header The text appears in grey Description Brochures 4 Press TAB to complete the entry ENTERING PURCHASES To insert a subtotal 1 Inthe Purchases window click in the first line below the items to be subtotalled 2 Go to the Edit menu and choose Insert Subtotal A line appears displaying the subtotal of the individual amounts that appear above the subtotal line and below the last subtotal if there is one D on A 4 Job jh Ad in local paper 00 Biochune 6 1080 420 00 s 520 00 ubici D 2 To delete a blank line line item header or subtotal 1 In the Purchases window click anywhere on the blank line line item header or subtotal you want to delete 2 Go to the Edit menu and choose Delete Line 87 88 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 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 acco
48. 35 taxes 100 loading tax tables 35 timesheets changing details during pay run 112 entering employee hours 109 excluding from a pay run 112 payroll categories base hourly adjusting 113 automatically adjusting for leave payments 101 base salary adjusting 113 automatically adjusting for leave payments 101 calculated value 107 changing 101 104 creating 100 104 deleting 175 entitlement creating 100 linked wages category 102 finding 172 reviewing 35 299 300 Payroll Category List window 100 Payroll Details tab 105 payroll liabilities clearing 119 paying 119 reconciling at month end 247 reconciling at year end 247 reviewing 124 Payroll Liabilities window 119 payroll taxes paying 250 payroll year starting a new year 256 when to close 243 year end tasks 254 PDF See Portable Document Format PDF file pending purchases See purchases pending sales See sales periods closing 251 locking 244 251 personalised letters creating 214 printing 203 petty cash accounts allocating expenses to 51 expenses tracking 51 transferring money to 51 pictures adding to cards 228 forms 211 changing the size of onforms 212 removing 228 replacing 228 Portable Document Format PDF file 192 saving purchases as 87 saving sales as 64 preferences Allow the sale of items with insufficient on hand quantities 65 Apply Customer Payments Automatically to Oldest Invoice First 78 how they work on a network 267 Deal in M
49. 62 B Click the zoom arrow 2 to change the credit terms for this sale only Note that if you want to change the credit terms for all future sales to this customer you must make that change on the Selling Details tab of the customer s card Cc 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 Task 2 Choose the type of sale In this step choose the required status and layout for the transaction you are creating The layout displayed in the Sales window is determined by the default selection you made when setting up sales details using the Sales Easy Setup Assistant or when creating the customer s card 1 Check if the default layout is appropriate There are five layouts Service Item Professional Time Billing and Miscellaneous The layout determines what fields appear on the Sales window If you want to change the default layout a Click Layout The Select Layout window appears 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 2 Select the status from the list in the top left corner of the window Quote Order or Invoice Task 3 Enter the items or services you are selling The scrolling list in the middle of t
50. 67 Reviewing your sales information esseeesseeeesneeeesseeeeeee 68 RECEIVING PAYMENTS Aranart eiai o aE Tia 70 Printing payment receipts sssssssssseserrssesesrsssseresrsserrersssese 72 Credit control mrsa e aan shane E AA AE aA e EAEAN 73 CUSTOMER ChECIES esses i annn enn dos iae A R 76 Dealing with a supplier who is also a customer eee 79 Accounting for bad debts ee eeecceeseecesseecenseeeenseeeensnees 79 Purchase Siei oea ee ee EEE 81 Creating a supplier caldara a E ER 81 Entering purchasesy ein aaaea Aa AEEA RE E a 83 Receiving items without a supplier invoice 0 0 0 eee 88 Creating a purchase order from a Sal eeeeeeeeeseeeeeneeees 90 Changing the status of a purchase eee ee eeeeeeeereeeeeeeees 91 Reviewing your purchase information eeeeeeeeeeeeeeeeeree 92 Paying suppliers aniei a E a tecics E ERAS 94 Supplier debits eionnus 96 Adding finance charges paid to suppliers eee eens 98 Paying your employees cccssscceceesseeseesseeees 99 Payroll Setup tasks ccccecites civecssanet Ti E TE cueedeanes Hebe 99 Creating payroll categories seeessceeeeeneeceeneesessereeses 100 Creating employee Cards essseeeseeeeesseeeessereeeseersessers 105 Entering employee payroll information eee 105 THMESHESS iscriere Processing your payroll Payroll liabilities oe Processing termination payments ssar resse
51. 8 597 50 Overdue 4 352 50 VAT ID Number 1584616 VAT Code S i Standard Carriage VAT Code 5 TE Standard B I Use Supplier s VAT Code p Supplier Terms Information Payment is Due No of Days afterEOM Discount Days 10 Balance Due Days 7 Printed Form Purchase Order Delivery To be Printed Expense Account 6 1160 z Office Supplies Purchase Comment Thank youl zl Volume Discount 0 Discount for Early Payment 1 5 10 11 Buying information VAT information Credit terms The selections you make here will be used by default on quotes orders and bills that you create for this supplier You can override these selections when recording the purchase The supplier s VAT information is entered here If the supplier s VAT status takes precedence over that of the item or service being sold click the Use Supplier s VAT Code option See Assigning VAT codes to cards on page 164 The credit terms you entered earlier appear here by default You can override them here for this supplier The credit terms entered here are used as the default terms for all purchases from the supplier but can be changed at any time Optional Click the History tab and type the value in pounds of the purchases made prior to your conversion month You can also type or select the date that the contact became a supplier Click OK to close the Card Info
52. Account 1 2110 Current Account Balance 34 963 83 ABC Cheque No 1 yee m ABC Ltd ate 07 12 2007 Alphabet House Sesame Street ount 125 00 o ABC Ltd Credit from 00000038 I Cheque Already Printed Remittance Advice Delivery Status To be Printed Ej 2 Rate GBP 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 CHAPTERS SALES 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 Set up accounts on page 24 To record contra payments 1 Record a payment from the customer a In the Receive Payments window type or select the Contra Suspense account number in t
53. 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 1 Calculate the exchange rate first using the Currency Calculator See Using the Currency Calculator below 2 Click Rate at the bottom of the transaction window The Exchange Rate window appears 3 Enter the new exchange rate in the Transaction Exchange Rate field Exchange Rate Currency EUR European Union Euro Transaction Exchange Rate Current Exchange Rate 0 616162 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 EXCHANGE RATES This will only affect the transaction that is currently displayed If you want to change the exchange rate for all future transactions that use this currency select the Update Current Exchange Rate in the Currency List with Transaction Exchange Rate option 4 Click OK Using the Currency Calculator 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 To access the Currency Calculator from an
54. 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 259 synchronise Cards Synchronise MYOB Cards with Outlook Contacts You have selected to synchronise the following MYOB card types with Outlook contacts I Customers F Suppliers F Employees FZ Personal WARNING Synchronisation of MYOB Cards with Outlook Contacts may involve changing the details recorded in your Card file If you ate synchronising Outlook contacts to MYOB Cards we strongly recommend that you back up your MYOB compary 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 it is 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 Customer Supplier Employee and Personal The default card type
55. Click Transaction Journal from any command centre except Card File The Transaction Journal window appears 2 Click the appropriate tab for example the Sales tab to find a sales invoice the Disbursements tab to find a payment and so on 3 Inthe Dated From and To fields enter the date range during which the transaction was recorded All transactions between and including these dates will be listed 01 03 2007 tel Trade Debtors Trade Debtors Sales VAT Due Purchases Gallery Equipment Cost 12 02 2007 Sale Miller Street Shop 00000005 1 2210_ Trade Debtors 4 If you want to search for a range of journal ID numbers enter the range in the ID From and To fields All transactions with IDs between and including these numbers will be listed 5 If you want to view a transaction in detail click the zoom arrow gt next to it To find a recurring transaction 1 Go to the Lists menu and choose Recurring Transactions The Recurring Transactions List window appears Recurring Transactions List DER Sort by Transaction Name Searchby Transaction Name 7 Fortnightly 3 Quarterly 13 11 2006 565 00 13 11 2006 105 50 E Edt Schedule C Use Recuning Create Cony et Delete CHAPTER13 TRANSACTIONS 2 Locate the recurring transaction You can sort the transactions by name type or frequency search for a transaction by name amount or due date
56. Company File Overview Account Reconciliation ol Transaction Review 2 121 z T Exception Review D 1 2140 1 2145 Curent 4 Deposit Account 5 150 00 Never reconciled Petty Cash 376 70 Never reconciled Cash Drawer 0 00 Never reconciled Undeposited Funds 0 00 Never reconciled AUD Current Account A 0 00 Never reconciled DEM Current Account 0 00 Never reconciled USD Curent account US 0 00 Never reconciled American Express 1 382 50 Never reconciled MasterCard 0 00 Never reconciled Visa 0 00 Never reconciled This window shows you your bank and credit card accounts a the balance of each account a the date on which each account was last reconciled MONTH END PROCEDURES 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 Review reports on page 248 When you have finished viewing and if necessary reconciling your accounts click Next The Transaction Review window appears Company Data Auditor Company File Overview Account Reconciliation Transaction Review T Exception Review BD Help for this window Transaction Review Start Date 1 01 2008 End Date 31 01 2008 Review will Reconcile invoices with linked debtors account Reconcile purchases with linked creditors account Compare item values with stock account Scan for future dated transact
57. Confirmation window 262 company files activating circumstances requiring 22 auditing 244 backing up 259 checking for errors 245 264 confirming automatically 264 by telephone 263 over the Internet 262 desktop shortcut to 283 locking 267 optimising 265 purging unwanted data from 265 restoring from backups 259 sharing on a network factors affecting how they work 267 Windows 277 unable to open 266 verifying 245 264 company files folder See network components using to auto build items 143 confirmation codes entered during telephone confirmation 263 generated during Internet INDEX confirmation 262 confirmation of company files automatic confirmation 264 by telephone 263 over the Internet 262 contact log 217 automatic entries 218 contact management 213 See also cards contra accounts 79 contra payments 79 conversion month 20 Copy From button 138 cost of a stock item average 140 last 140 cost of sales account for tracking 25 138 counting stock 146 credit card statements adding transactions from 55 matching transactions with 55 credit cards paying 57 recording purchases 57 credit control credit holds 74 credit limits 73 credit terms 33 finance charges applying 75 calculating 75 deleting 75 Credit Limit amp Hold window 73 Credit Limit Override Password window 74 INDEX credit limits password changing 74 prevent recording sales if customer exceeds 74 setting 73 warn if customer exceeds
58. Credit Limit amp Hold PC Limited 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 Available Credit 0 00 Currently Past Due 0 00 1 Place this customer on Credit Hold Help F1 Select the Place this customer on Credit Hold option Click OK The Card Information window reappears Click OK to return to the Cards List window CHAPTERS SALES 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 paid by customers 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 Your MYOB software calculates the due date of each open invoice using the terms specified in the Selling Details tab of the Card Information window The overdue balance is then increased by 1 30th of the monthly charge for late payment for every day it is overdue The monthly charge is calculated by multiplying the amount overdue by the Monthly Charge for Late Payment value you speci
59. Delete Activity Slip 133 NoTE Deleting activity slip details in timesheets When you remove timesheet entries with activity slip details the linked activity slip is also removed Creating time billing invoices There are two ways of creating a time billing invoice Inthe Prepare Time Billing Invoice window This is the recommended method because the full details of activities and activity slips are recorded See To create a time billing invoice using the Prepare Time Billing Invoice window below a 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 135 To create a time billing invoice using the Prepare Time Billing Invoice window The Prepare Time Billing Invoice window allows you to enter and adjust the billing information for activity slips As you make changes in this window your activity slip records are updated automatically 1 Go to the Time Billing command centre and click Prepare Time Billing Invoice The Time Billing Customers window appears 2 Find and select the customer for whom you want to create a time billing invoice and click OK The Prepare Time Billing Invoice window appears listing all the open activity slips for the selected customer 3 Complete the invoice Prepare Time Billing Invoice for Boffo Products Work in Progress
60. Delete Sale The transaction will be removed permanently from your records 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 If you use the current date when you reverse a transaction from a prior month the month end financials for the prior month will not reflect the reversal transaction m 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 supplier 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 179 CHAPTER13 TRANSACTIONS Negative Stock You cannot reverse a purchase that will result in a negative on hand stock count To reverse a transaction 1 Display the transaction you want to reverse See Finding a transaction on page 179 for instructions 2 Goto the Edit menu and choose Reverse For example if you want to reverse a sale choose Reverse Sale A new transaction containing corresponding negative amounts to that of the original transaction will appear Rec
61. Donelli Paper E ID No CR000007 Amount Received EUR200 00 Date 03 04 2007 Payment Method i Details Memo Payment Donelli Paper EUR217 38 Total Applied Finance Charge EURO 00 Total Received EUR200 00 T Include Closed Sales QutofBalance EUR200 00 5 Receive All G Rate EUR 3 In the Account field type or select your local currency account CHAPTER 10 INTERNATIONAL TRANSACTIONS 4 5 Click Rate The Exchange Rate window opens In the Transaction Exchange Rate field change the rate from 0 60to 0 63 Exchange Rate Currency EUR European Union Euro Transaction Exchange Rate 063 Curent 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 EURT 67 coe Click OK The Receive Payments window reappears In the Amount Received field type 200 Click in the 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 MISCELLANEOUS TRANSACTIONS 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 liste
62. File menu and choose Verify Company File A confirmation window appears 2 Click OK to confirm that you want to verify your company file Your company file is scanned for errors When the file verification process is complete a message appears describing the results of the process If no errors were found click OK to end the verification process 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 on page 261 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 company file on the host 1 Open the company file to be optimised 2 Goto the File menu and choose Optimise Company File An informat
63. Form to choose a different purchases form Note that you cannot print purchases with the miscellaneous layout Print Click Print and choose Preview to preview the preview purchases form for this transaction Note that the transaction will be recorded before the form is displayed 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 CHAPTER 6 PURCHASES To Do this 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 Adding lines subtotals and headers to purchases You can add lines headers and subtotals to purchase transactions To insert a blank line 1 Inthe Purchases window click in the line below where the blank line is to appear 2 Goto the Edit menu and choose Insert Line To insert a header You can group several line items by inserting a header 1 Inthe Purchases window click in the line below where the header is to appear 2 Go to the Edit menu and choose Insert Header A blank line will appear in the scrolling list with the cursor positioned in the Description column
64. Go to the Payroll command centre and select Process Payroll The Select Pay Period window appears 2 Click Process individual employee and select the employee in the adjacent field 3 Click Next The Select amp Edit Employee s Pay window appears 4 Ifyou are including any unused entitlements in this paycheque enter the entitlement hours a Click the zoom arrow gt 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 120 121 and type the total balance calculated in the Hours column for each required wage category For example if you are paying unused holiday pay add the holiday entitlement hours accrued in the final pay period to the outstanding holiday leave balance 5 Click OK The Select amp Edit Employee s Pay window appears 6 Complete the remaining steps of the Process Payroll assistant for the employee termination For more information see Task 4 Record the employee paycheques on page 115 Task 4 Terminate the employee in the Card File Once you have finalised the employee s terminating paycheque thus finalising the employee s leave entitlements you need to enter a date in the Leaving Date field in the Payroll Details tab of the Card Information window E1 Personal Details gt Bith Date Calculated Age E
65. 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 3 If you want to automatically order or build items click the select column a 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 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 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 is available This analysis is based on all the sales and purchases recorded in your company file 1 Goto the Stock Control command centre and click Analysis The Analyse Stock window appears 2 Display the required view of the Analyse Stock window The Summary view displays all stock items while the Item Number view displays all the customer and supplier orders for a selected item
66. Item Number field type the item number or select it from the list The cost of the item is displayed as a negative amount in the Total field 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 To 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 Receive a refund Use this method to record the receipt of a refund cheque from the supplier apply a supplier debit to an unpaid purchase Go to the Purchases command centre and click Purchases Register The Purchases Register window appears 7 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 SUPPLIER DEBITS 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 You can apply the debit amount to any one transaction or you can split it over any of the tr
67. MYOB software CHAPTERY STOCK To make a stock adjustment 1 Go to the Stock Control command centre and click Adjust Stock The Adjust Stock window appears 2 Enter details of the adjustment Adjust Stock Stock Joumal Number 1000007 Date 2270172008 A Enter the item number for the item you want to adjust To do this click in the Item Number column press TAB and then select the item from the list that appears B Ifyou hold stock at multiple locations 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 142 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 D The average unit cost of the item appears by default The average cost is normally calculated as the total cost of the item divided by the number of units on hand but if these are new items enter their purchase cost E The Amount field displays the quantity multiplied by the unit cost If you change it the unit cost is recalculated automatically F The allocation account is usually a cost of sales or expense account 3 Click Record to save the stock
68. Money From 1 2110 TE Curent Account Transfer Money To 1 2130 E Petty Cash Aamot Memo Money Transfer TR000001 21 11 2007 Current Account 18 265 21 18 265 21 Petty Cash 376 70 376 70 Current Balance Balance After Transfer 2 Sove as Recurino Use Recuning Category 4 Enter the amount you are transferring in the Amount field and click Record 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 51 1 Goto the Banking command centre and click Spend Money 2 In the Account field type or select the Petty Cash account 3 Enter the date and amount of the expense 4 Enter the expenses as line items and allocate them to the relevant expense account in this example the Office Supplies account and the Postage account 5 Since you do not need to print a cheque for this transaction select the Cheque Already Printed option 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 software see Do an initial bank reconciliation on page 36 To reconcile your bank account NOTE Reconciling bank acco
69. 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 credit terms The agreed upon rules governing the number of days between delivery and payment and discounts for early payment and penalties In MYOB software you can set default terms for all customers creditors What you owe for goods or services delivered The sum of all creditors is recorded as a liability account When you 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 purc
70. Ove 10 Ove 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 Us 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 CUSTOMISING STOCK 2 Inthe Item Price Level field select the price level you want to assign to the customer You can assign one of the six price levels or the item s base selling price to the customer The selected price level and any associated quantity breaks will now determine the price this customer is charged for the item 3 Click OK and then click Close 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 could create list entries of yellow red green and blue When you create or edit your items you can assign them one of these colours When you run a stock report such as the Analyse Stock Summary report you can choose to include only red items in the report To name a custom list 1 Goto the Lists menu choose Custom List amp Field Names and then click Items The Custom List and Field Names window a
71. Purchase VAT code with an EC Reported Rate set to zero per cent to be used for exempt items To create a VAT code for EC purchases 1 Goto the Lists menu and choose VAT Codes The VAT Codes List window appears 2 Click New The VAT Code Information window appears 3 In the VAT Code field type a code for the EC VAT purchases for example ECP and press TAB CHAPTER 11 REPORTING VAT 4 Inthe Description field type a VAT code description such as EC Purchases VAT Code 5 Inthe VAT Type field select VAT EC Purchases The VAT Rate field is set to zero per cent 6 Inthe EC Reported Rate field type the rate you would have paid if buying in the UK 7 Select the linked accounts for VAT collected and paid 8 Click OK To set up EC suppliers 1 Inthe Card File command centre click Cards List The Cards List window appears 2 Locate an EC supplier s card and click Edit The Card Information window appears 3 Select the EC Supplier option 4 Click the Buying Details tab 5 Inthe VAT Code field select the default EC VAT code for that supplier 6 Select the Use Supplier s VAT Code option and click OK 7 Repeat from step 2 for other EC suppliers Reporting EC purchases The VAT Summary VAT Summary Cash VAT Detail and VAT Detail Cash reports show the VAT on transactions grouped together by VAT code Reports filtered to include an EC Purchase VAT code will show the amount of VAT that you would have paid had
72. The options for recording payments are summarised in the following table CHAPTER4 BANKING Recording payments other than salaries and wages SPENDING MONEY To record money you spend Go to the Banking command centre and click Spend Money The Spend Money window appears spend Money Balance amp 18 265 21 I VAT Inclusive TE Cheque No 100627 Paaa Dae ME Amount T Cheque Already Printed Remittance Advice Delivery Status To be Printed z 8 Save as Recunina Use Recuring 3 Cunency GBP 2 SSG HelpFI Print Joumal Register In the Account field type or select the bank account that will be used to pay this cheque If you want the amount to be VAT inclusive select the VAT Inclusive option NoTE Make your selection now Don t select or deselect the VAT Inclusive option after you enter an amount in the Amount field Complete the details in the cheque area of the window just as you would if you were writing a paper cheque Card gt Power Supplier Ltd TE Cheque No 100627 Payee Power Supplier Ltd Date 20 1172007 Power Building Industrial Estate Amount 552 03 Five Hundred Fifty Two and 09 100 Great Britain Pounds Memo Power Supplier Lid Wiskaots Ltd If you want to change the default payee address type or select the payee s address in the Payee field 47 48 6 7 Allocate the payment to an account
73. To access a shared folder on Windows Vista 1 Select Network from the Windows start menu 2 Display the host computer s files in the window and locate the Company_Files folder NOTE Access may be password protected If a password is required to access the shared company file folder a window will request that you enter a user name and password when you attempt to access it 3 Right click the Company_Files folder and click Map Network Drive The Map Network Drive window appears 4 Accept the proposed drive letter or choose another select the Reconnect at logon option and click Finish If access to the folder is password protected a logon window may appear If so type the password and click OK In Windows Explorer the Company_Files folder now appears as a network drive under Computer For example you might see the shared folder listed as Company_Files on Hongs pc V 5 Open the shared Company_Files folder You should be able to see the shared company file in it To access the shared company file folder on other Windows versions 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 1 In Windows Explorer open Network Neighborhood or My Network Places You can also double click the Network Neighborhood My Network Places icon on the desktop 2 Locate and select the host comp
74. add transactions to the list To do this scroll to the bottom of the list and add transaction information in the blank line When you re finished press TAB to create a new line where you can enter additional transaction information Click Analyse Cash Needs The Cash Flow Worksheet window now lists the transactions that appeared in the previous list with a running balance If you want to make changes to the listed transactions click Return to Worksheet make your changes and then click Analyse Cash Needs again If you want to print the worksheet click Print If you want to view the worksheet in Microsoft Excel click Excel Click Cancel to close the Cash Flow Worksheet window CHAPTER4 BANKING Sales This chapter explains how to enter information about the sale you make to your customers You record a sale by specifying the customer s details the invoice layout item service professional time billing or miscellaneous the status of the sale quote order or invoice and the details of the items or services sold The chapter also explains the various ways of sending an invoice how to record customer payments how to issue a customer credit and how to analyse sales activities with a variety of reports and other analytical tools Creating a customer card Before you can record a sale you need to create a card for your customer E A 3 Sass aS I Inactive Card To create a customer card i Em ea Phone No1
75. adjustment MAKING STOCK ADJUSTMENTS Stock adjustment examples 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 Location ID Quantity Unit Cost 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 Location ID Quantity Unit Cost 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 Quantity Unit Cost 141 Multiple stock locations NoTE The following information is only applicable to MYOB Accounting Plus users If you hold stock at multiple locations you can keep track of item quantities held at each location by recording a the location at which a purchased item is received see Entering purchases on page 83 the location from which a sold item is shipped see Entering sales on page 61 a the movement of items between locations see To record stock movements on page 143 If you want to use multiple locations you need to create a record for each stock location When you create a location a Location column is added to the Purchases and Sales windo
76. appears Documents e Desktop ore Look in E Backup J 0em Brs1210 z1P My Documents My Computer My Network File name Places Save as type MYOB Plus Backup File ZIP MYOB Pus Data ZIP The default filename assigned to the backup file is described in the following table If the Prompt for Data Backup When Closing option is selected in the Preferences window a window appears Default filename further details asking if you want to back up your company file If you want MYOmmdd zip e mmddis the month and day to back up your company file now click Yes and follow the from your computer s clock prompts otherwise click No e zip is the file extension and cannot be changed 2 Inthe Restore window select the backup file you want to restore and click Open 7 If you want you can change the name of the backup file NOTE f the backup file is on a removable disk insert the disk 8 Click Save into the disk drive 9 Label all your backups with enough information to tell you when they were done and where you were up to in data 3 Select the folder where you want to save the restored file By entry for example Friday 4 5 08 or Backup as of 4 5 08 default the restored file will be saved in the same folder as the backup file 4 Click Save A message appears showing that the company file will be restored to the selected folder 5 Click OK to complete the restore
77. are not available To respond to the Reminders window 1 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 You don t want to record the transaction Tomorrow today but want to be reminded tomorrow Remind When You don t want to record the transaction Due today but want to be reminded when the transaction is next due Record You want to record the transaction now 2 Click Close The Reminders window will appear next time you open the company file CHAPTER 13 TRANSACTIONS Reports You can use your MYOB software 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 Producing reports You can print email or fax reports output them to various file formats or export them to other software for further modifications If you want to See Display or print a report below Save a report as a file page 192 Send a report by email page 192 Send a report by fax page 192 View a report in Microsoft Excel page 193 To display and print a report 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Select the report you want to display or print and click Display The Report Display
78. are recorded are outlined below Change type Transactional VAT Account Description e deletion of transaction e change of card selection e change of ID No e change of date e change of amount on any line e change of account on any line e change of item selection e change of job selection e deselection of VAT on any line of a sales or purchase transaction e change of VAT code for a sales or purchase transaction e change of VAT amount for a sales or purchase transaction e adding transactions with a VAT code other than the default code for the selected card or account invoices only not orders or quotes e adding transactions with a changed taxable amount e change of the linked account selection in any of the VAT Code Information windows e change of the current account number e change of the account s opening balance e addition of a new account e deletion of an account CHAPTER 17 FINANCIAL CONTROL Change type Payroll MYOB Accounting Plus only Description Changes to the setup of an employee s card including e change of pay basis pay rate or pay frequency e change of default wages expense account e change of Carry Over entitlements e change of pay history e change of employee s tax code Changes to the setup of a payroll category including e changes to wage entitlement deduction or expense type e changes to deduction or expense limits Reviewing financial in
79. 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 there s no need for you to use this feature If you do want to use it you need to set a preference See To set up timesheets below 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 106 When you record timesheet information for a pay period you include the timesheet details in employee pays For more information see Processing your payroll on page 110 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 This allows you to enter greater detail about the activity See Creating activity slips on page 130 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 To set up timesheets 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 Click the System tab
80. cannot be changed to a quote or an order You can enter a purchase in the Purchases window Bank Register window ENTERING PURCHASES 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 49 Entering a purchase transaction Complete the following steps to enter a purchase transaction Task Action see 1 Enter information about the supplier page 84 2 Choose the type of purchase page 84 3 Enter the items or services you are purchasing page 84 4 Enter additional information about the purchase page 86 5 Complete the purchase page 86 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 Creating a purchase order from a sale on page 90 83 84 Task 1 Enter information about the supplier 1 Go to the Purchases command centre and click Enter Purchases The Purchases window appears 2 Inthe Supplier field type or select the supplier s name The terms shown in the Purchases window ar
81. 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 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 CHAPTER12_ LISTS 3 Click Combine Accounts The Combine Accounts window appears 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 willbe 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 note that only local currency account
82. click the zoom arrow gt next to the employee s name The Pay Employee window appears 2 Enter the number of sick or holiday hours in the Hours column of the appropriate wage category and press TAB The amount for this wage category is calculated and the Base Hourly or Base Salary wage category details are adjusted NoTE Automatically adjusting Base Hourly or Base Salary details Before base pay details can be automatically adjusted you need to select the Automatically Adjust Base Hourly or Base Salary Details option in the Wages Information window for the wage category For more information see Wages Information window on page 101 For example if you are recording eight hours of holiday leave for an hourly employee type 8 in the Hours column next to the Holiday Pay payroll category and press TAB The hours recorded for the Base Hourly category are automatically reduced by 8 and the amount is appropriately adjusted Note that when you record the transaction the number of hours paid will be automatically subtracted from the number of hours the employee has accrued 3 If you want to record the dates leave was taken a Click the zoom arrow gt in the Hours column next to the appropriate wage category The Leave Tracking Information window appears Leave Tracking Information Employee Stanhope Gerry Payroll Category SSP Hours Taken E Date Leave Started 13 01 2008 Date Leave Finished 13 01 2008
83. 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 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 Week 1 Month 1 option c If the employee is a director and their National Insurance contributions are calculated on a cumulative basis select the Director option and enter the tax week they became a director d Click in the select column next to each tax category that applies to the employee Card Information Card Details Banking Details J Contact Log Chen Olivia E4 Personal Details gt NI Number NM387654q NI Table Letter A Standard not c out E J7 Week 1 Month 1 Wages gt Entitlements gt Deductions gt Employer Expenses Taxes gt Recurring Pay gt PAYE Income Tax I Employee Contributions Pay History gt Time Biling gt oS Print EJ Create New Payroll Category W Help FI New Enter recurring pay details 10 Click Recurring Pay The employee s default paycheque details appear The defa
84. creating a sub job select a header job in the Sub job Of list Note that you can only assign detail jobs to header jobs not to other detail jobs 7 If you want to link the job to a customer type or select a customer in the Linked Customer field This is useful if you intend to seek reimbursement for goods and services purchased on the customer s behalf New Job Header Job T Inactive Job Detail Job I Track Reimbursables Job Number MGM 3 Swit o A Percent Complete 0 Job Name Phase 3 of MGM project Start Date Description Wark wih Delta Products to instal video Finish Date studio Contact ceil UB ae AEA You can view details of all jobs linked to a customer in the Jobs tab of the customer s card Linked Customer c gt Delta Products E 234 8 Click OK The Jobs List window reappears Jobs List ject Phase 1 of MCM Phase 2of MCM Phase 3 of MCM Training Project Job for ABC Ltd Grand Hotel aE Help F1 Print Budgets New Review the hierarchy of jobs you have created If you need to change the details of a job select the job and click Edit To enter opening balances for jobs If you started using your MYOB software 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 Hea
85. currency feature in MYOB Accounting Plus a Currency Gain Loss account is automatically created NOTE Large foreign currency exposure If you have a large foreign currency exposure you may require a more detailed analysis than posting to a single Currency Gain Loss account provides In this case we recommend that you consult your accountant for further advice about managing your foreign currency exposure Sales and purchases At the time a currency gain or loss is realised that is a payment is received or made an automatic posting is made to the Currency Gain Loss account and to the exchange account for the foreign currency The Currency Realised Gain Loss report lists the currency gains and losses that have been automatically posted through sales and purchases during the month for foreign currency transactions Example Say you sell goods for 100 at an exchange rate of 0 63 British pounds to the euro MYOB Accounting Plus records the sale at 63 and records 100 as owed by the Euro customer Using MYOB Accounting Plus dual accounting system 100 is posted to the euro debtors account 37 to the euro debtors exchange account and 63 to the sales account In the following month the euro customer pays their account by depositing 100 into your bank account but the exchange rate has changed from 0 63 to 0 60 pounds to the euro The deposit is valued at 60 You originally made a sale that at the time was worth 6
86. deleted a transaction that has been reconciled previously 53 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 3 If you have deleted a previously reconciled transaction a Re enter the transaction into your company file b Select it for reconciliation 4 Repeat the reconciliation procedure Undoing an account reconciliation If you have reconciled a transaction in error or deleted a previously reconciled transaction you can undo the previous account reconciliation When you undo a reconciliation all transactions for that period return to an unreconciled status If the error was made in a reconciliation earlier than your last reconciliation you can undo several reconciliation periods in succession in your current financial year Note when you undo an account reconciliation you will need to reconcile each transaction again and reprint your reconciliation reports CAUTION Purged transactions cannot be re reconciled 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
87. deleting 174 detail 25 exporting to accountants 252 to other software 271 finding 172 grouping 24 header 25 importing 272 indenting 27 list of 21 multiple currencies tracking 155 new 26 numbers 24 opening balances 27 bank accounts 27 reconciling 55 for the first time 36 transferring funds to foreign account 160 money between 50 types of 24 Accounts List window 26 accounts payable See creditors accounts receivable See debtors accrual accounting 165 accrual accounts setting up for items received 88 activation of company files circumstances requiring 22 confirming activation automatically 264 by telephone 263 over the Internet 262 activities billing rates setting 127 changing 129 creating time billing 128 definition of 128 deleting 129 exporting 271 importing 272 inactivating 129 setting billing rates for 127 Activities List window 128 Activity Information window 128 activity slips adjusting book value of work in progress 136 assigning payroll category to 131 changing 133 creating multiple 132 single 130 creating a slip to pay an employee 130 deleting 133 exporting 271 finding 133 importing 272 including in employee s pay 112 130 multiple 132 reviewing 133 single 130 using timer to create 131 adjustments automatically adjusting base pay details for leave 101 entering in 13th period 20 253 importing from accountants 253 making at year end 253 administrator account passwords 30
88. either Salary or Hourly to specify whether the calculation will be based on the hours worked or a set amount per pay period Linked wage categories for entitlements such as Holiday Pay must be hourly for all employees even those paid a salary for the entitlements to be processed correctly See Entitlements Information window on page 102 for more information B The Pay Rate options only appear for hourly wages Select Regular Rate Multiplied by and enter for example 2 for double time or 1 5 for time and a half This will multiply the employee s Hourly Base Pay entered in the Payroll Details tab view of their card by this amount Alternatively you can enter a fixed hourly rate This amount per hour will be the same for each employee regardless of their hourly base pay C Ifyou 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 D Hourly wages only Select the Automatically Adjust Base Hourly or Base Salary Details option if you want to use this wage category to pay leave accruals such as Sick Pay or Holiday Pay When you record leave base pay amounts will be adjusted for the amount of leave paid 101 Entitlements Information window Entitlements Information E Entitlement Name New Entitlement A Entitlement Information Type of Entitlement User Entered Amount p
89. extensions to activate as many additional company files as required Contact MYOB Customer Service if you need a licence extension Each additional licence extension allows you to activate a further five files Activating after purchasing additional workstation licences When you purchase your MYOB software the licence allows one user to access a company file during the trial period If you extend your licence to support additional simultaneous users you must activate your company file again See also To activate your company file for additional workstation licences MYOB Accounting Plus only on page 259 Before you begin Before you can activate a company file you need to know your MYOB product serial number If you didn t enter your serial number when creating the company file you will need to enter it during the activation process You can find your serial number on the software CD sleeve register your software Registration enables MYOB to contact you should there be any issues with your software See the Getting Started guide for information on how to register your software CHAPTER 2 SETTING UP YOUR COMPANY FILE To activate a company file 1 Open the company file to be activated and sign on Enter your User ID and Password If you dont 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 Administ
90. fields for an MYOB Plus Import Cancel __Urmatch ll Match All 4 Choose the fields you want to export and the order in which you want to export them To do this click on the first field you want to export in the MYOB Plus Fields if you re using 271 IMPORTING AND EXPORTING DATA APPENDIX A 272 MYOB Accounting the column is labelled MYOB Fields column Field 1 will appear in the Export Order column next to the field you selected The field name will appear at the top of the Export Fields column on the left side of the window 5 Repeat the previous step for each field you want to export If you want to remove a field name from the Export Fields column click the name in the MYOB Plus Fields column If Importing data Your MYOB software 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 NOTE Importing timesheets When you import timesheets only the entries that don t have activity slips associated with them are included You must import activity slips to complet
91. for this or another contact 217 218 Automatic contact log entries You can choose to automatically create 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 size may increase significantly If you record many transactions and choose to automatically create log entries for them the size of your company file may increase significantly If the company file size becomes an issue you can purge old contact log entries and other data For more information about purging information see Purging information that is no longer needed on page 265 To automatically create contact log entries 1 Go to the Setup menu and choose Preferences The Preferences window appears 2 Click the Banking tab 3 To create an automatic contact log entry for each payment you record select the Make Contact Log Entry for Every Cheque option 4 Tocreate an automatic contact log entry for each receipt you record select the Make Contact Log Entry for Every Deposit option 5 Click the Sales tab 6 Tocreate an automatic contact log entry for each sale you record including quotes and orders select the Make Contact Log Entry for Every Sale option 7 Click the Purchases tab 8 To create an automatic contact log entry for each purchase you record including quotes and orders select t
92. from a Not Shared workstation on page 282 Shared As Share Name Company_Files Comment Stores the shared company file Access Type C Read Only C Depends on Password Passwords Read Only kassia Shared As Select 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 Properties window SETTING UP A COMPANY FILE FOLDER ON A WINDOWS HOST 282 Accessing the shared company file from a workstation 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 To access a shared folder on Windows Vista below To access the shared company file folder on other Windows versions below To open your company file from a shortcut page 283
93. group and subtotal the items and activities separately on the invoice you can insert headers blank 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 lines and subtotals See Adding and deleting transaction lines subtotals and headers in sales transactions on page 64 7 Complete the invoice in any of the following ways Record the invoice To record the invoice without printing it click Record 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 203 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 185 NOTE Saving time billing invo
94. item Minimum Level for Restocking Alert 0 What it takes to build 1 stock unit s of this item G EditList 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 CHAPTER9 STOCK 6 Inthe List what it takes to build field type the number of item units that will be made using the components 7 Enter the details of each of the components 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 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 Print cartridge Print cable 8 When you have entered all the components click OK 9 Click OK and then click Close to return to the Stock Control command centre BUILDING ITEMS To auto build an item 1 Goto the Stock Control command centre and click Auto Build Items The Auto Build Items window appears Auto Build Items These are the items that can be built automatic
95. 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 The Print Mailing Labels function in the Card File command centre prints your contact s name and address on sheets of adhesive mailing labels You customise the way mailing labels are printed including their size the number of labels per sheet and the margins For information about customising mailing label forms see Customising forms on page 206 216 To print mailing labels 1 Go to the Card File command centre and click Print Mailing Labels The Review Labels Before Printing window appears TIP 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 206 Make any other selections in the Advanced Filters window as required for example you may want to filter your co
96. 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 Setting up accounts on page 25 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 Asset account for tracking debtors for instance Debtors Accounts Euro This account must be assigned the foreign currency and not the British pound Bank account where customer receipts in the foreign currency will be deposited This can be a Sterling funds account if your bank accepts deposits in other currencies SETTING UP MULTIPLE CURRENCIES Liability account for deposits received if you allow customers to make deposits on orders This account can be assigned the cur
97. list of all your asset liability capital income cost of sales expense other income and other expense accounts 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 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 286 B bad debt Money owed to you that is unlikely to be paid balance The sum of all the money added to and subtracted from an account balance sheet A finan
98. 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 and to create activity slips when you record employee hours using a timesheet To set time billing preferences 1 Go to the Setup menu and choose Preferences The Preferences window appears Click the System tab I For Time Biling Enter Time in Special 1 Minute Billing Units M I Round Timer Calculated time up to next zj D Minute Increment ie Billing Invoices Time Billing and Payroll and My Week Starts on Monday System wide Select the required time billing preferences and options Click OK CHAPTER 8 BILLING FOR TIME 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
99. need to resize it see Resize on page 212 To change the name of a text label 1 Double click the text label The Field Properties window appears 2 Change the name in the Text field on the Layout tab 3 Click OK To change the font style of a data field or text label 1 Double click the data field or text label to be changed The Field Properties window appears 2 Click Text Format on the Layout tab The Text Format window appears 3 Make selections in the Font Font Style Size Justify and Effects fields in this window 4 Ifyou 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 5 Click OK CHAPTER15 FORMS Adding and editing graphic elements You can add graphic elements to a form such as rectangles to visually group elements and lines to separate elements You can also add icons logos photos location maps and other graphic elements To add a graphic file to a form 1 Click the add graphic button E 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 Field Location Field Size Preview Picture M om Ci 270 om aff 10 688 cm A H118 om Picture Size 0 KB cue Load Pictwe 3 Click Load Picture The Open window
100. of this Agreement this Licence will terminate and upon any such termination 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 remedies 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 Documentation 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 lt lt SET WRRNTY DAYS IN HOST gt gt 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 lt lt SET WRRNTY DAYS IN HOST gt gt day limited warranty period you discover physical defects in the media on which the Software was recorded or in the User Documentation the Publisher will replace them at no charge to you provided you return the item to be replaced with proof of purch
101. other word processors Tip If you want to send letters to customers with unpaid invoices Display the Debtors tab of the To Do List window and click the Select column for each customer to whom you want to send a letter Click Mail Merge to select a collection letter template which includes information such as the customer s outstanding balance 1 Go to the Card File command centre and click Create Personalised Letters The Review Cards Before Exporting window appears 2 Select the contacts to whom you would like to send a personalised letter tip 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 3 Click Disk A window with a list of file formats appears 215 4 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 5 Click Save The Save As window appears 6 If necessary change the text file s name and location and then click Save The text file containing your contacts details is saved at the location you specified 7 Use your word processing software to merge the data contained within the text file with a
102. period If you do not use timesheets click Next and then continue with Select and edit employee s pay on page 112 111 Task 2 Include employee timesheets 1 2 If you pay employees from timesheets the Select Pay Period window displays the employee timesheets for the specified pay period 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 Exclude a timesheet clear the select column E next to it 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 click Display Unprocessed Timesheets unprocessed timesheets Click Next to continue The Select amp Edit Employee s Pay window appears Task 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 employees who are paid according to the selected pay frequency Process Payroll CIJ Select amp Edit Employee s Pay Payment date 29 01 2008 Payroll Run Date 29 01 2008 Monthly Pays Tax Month 10 Click on to edit an employee s pay Preview Pay Details Cad ID Payment Method Last Paid Net Pay Bennett Gordon 23 11 2007 3
103. phone you need your serial number and Company file confirmation company file code when you call MYOB authenticates your company fle against your registered MYOB sofware SerialNumber 443330803477 You willbe prompted periodically to re confimm your compary fi Company File Code 0271 0087 62 Call 0845 230 1505 available anytime 24 hours a day 7 days a week This is an automated phone service Fallow the instructions to receive your confirmation code Enter your confirmation code below Confirmation Code You sail not need this code again FD Frequently Asked Questions MYOB Privacy Policy Follow the instructions to receive your confirmation code 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 your MYOB software requests confirmation If you have an Internet connection and you prefer to perform subsequent confirmations automatically select the want to use Automatic Confirmation option Click OK and respond to subsequent windows as required until an MYOB software 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 your MYOB software ask
104. report s total amounts to be calculated correctly If you move Tbl Body Table the totals will be inaccurate Also note that if you want to perform additional calculations using the exported report data you should either create a macro that will perform the calculation after the report is imported or place your reference fields on a separate spreadsheet and update it after the report is imported Please refer to your Excel documentation for specific help 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 193 1 4 Go to the Reports menu and choose Report Batches The Report Batches window appears Report Batches Period January Choose a Report Batch for Printing 7 Z Us Help F1 Edit New 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 To print a report batch 1 Go to the Reports menu and choose Report Batches The Report Batches window appears Report B
105. 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 195 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 A list of the transactions that have been allocated Transactions to your contacts for a selected period Contact Log A list of contact log entry details The total of the elapsed time recorded in the log entries is displayed for each contact Identifiers A list of the identifier codes and their descriptions GIS Card File A list of contact information that you can import into a geographic information system GIS to analyse the location of your contacts Overdue A list of contact log entries with recontact dates Contacts that are dated on or before the day you specify in the report filter 229 CHAPTER 16 CONTACT MANAGEMENT Financial control You can control finances by setting budgets auditing your records and by reviewing and analysing your financial activities
106. s cards and click Edit The Card Information window appears 3 If you sell items to this customer select the EC Customer option EC SALES 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 4 Click the Selling Details tab 5 Type the customer s EC VAT registration number in the VAT ID Number field This number appears on the EC Sales report 6 Inthe VAT Code field select your EC Sales VAT code 7 Select the Use Customer s VAT Code option 8 Click OK 9 Repeat from step 2 for other EC customers 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 software 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 software 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
107. selected will vary according to the tab you are on when you click Sync Cards Click Synchronise Cards The Outlook Sync Import and Export Options window appears P Outlook Sync Import and Export Options Export MYOB cards to your Outlook 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 confirm updates X Settings Select a synchronisation rule from the Update Rules list For more information see Synchronisation update rules on page 221 If you want to import your Outlook contacts from the default Outlook contacts folder click Settings The Outlook Sync Settings window appears If you are importing your contacts from group contact folders go to step 7 below Select the option Import and export all MYOB cards to the default contacts folder and then click OK Click Import A Microsoft warning appears Microsoft Office Outlook A 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 inute Yes SYNCHRONISING MYOB CARDS WITH MICROSOFT OUTLOOK CONTACTS 225 226 8 Select a period for your MYOB software to access your Outlook contacts a Select Allow access for option b Select a p
108. session date click Display to view the Payroll Liabilities Reconciliation Exceptions report Check for VAT amount variances Sales Click Run Review to do the following The company file is checked for variances between the VAT amount posted and the VAT amount calculated for the VAT codes assigned to sales transactions If a variance is found click Display to view the VAT Amount Variation report and review customise or print the details of the report i Check for VAT The company file is checked for variances and review customise or print the details of A th renort amount variances between the VAT amount posted and the port Purchases VAT amount calculated for the VAT codes assigned to purchase transactions If a 7 When you have finished viewing and if necessary printing variance is found click Display to view the the Transaction Review reports click Next The VAT VAT Amount Variation report and review Exception Review window appears customise or print the details of the report Company Data Auditor Check for VAT The company file is checked for sale and i exceptions purchases transactions without a VAT code CLIJ MERU T TREE Invoice assigned or where the entered VAT code is Towie Oren seit MAER Giles BIRR Transactions different to the default VAT code If such a van mene Hotelier es irtaery transaction is found click Display to view mopa Runie Check for VAT amount variances Purchases i A Check for
109. 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 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 49 9 If you want to allocate the amount to more than one 11 Optional Assign the payment to a job by entering the job allocation account click Split The corresponding transaction code in the Job field Note that this is not applicable for Pay window will appear and you can then allocate the amount to Purchase and Receive Payment transactions multiple accounts of your choice 12 Optional If you want to record the purpose of the You can also use Split to transaction type a description in the Memo field apply payments to a particular invoice or purchase 13 If you want to store the transaction as a recurring transaction F enter the payment method click Save as Recurring In the Edit Recurring Schedule print the transaction window enter the recurring transaction details and click Save NOTE When the Split option is not available If the transaction type is Enter Sale or Enter Purchase the Split Note that this option is available only for Spend Money and option is not avail
110. the account to be credited This is normally an income account called Sales Returns and Allowances 7 Inthe Amount field type the amount of the credit as a negative amount CHAPTER 5 SALES 8 Sales New Miscellaneous INVOICE Customer o gt ABC Ltd S Terms C O D VAT Inclusive Invoice No SJ000004 Date 07 12 2007 Customer PO No Name Salesperson Subtotak VAT o Total Amount Joumal Memo Sale ABC Ltd Paid Today Referral Source Payment Method Ct Balance Due 8 Saye as Recuring Use Recurring A Reimburse 2 Rate GBP 5 Spel Click Record A customer credit appears in the Sales Register window To manually create a credit for an item sale Use this method if you want to credit the customer for part of an item sale 1 Go to the Sales command centre and click Enter Sales The Sales window appears 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 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 CUSTOMER CREDITS Sales New Item Customer o gt ABC Ltd z Tems C 0 D VAT Inclusive Del to i ABC Lid Invoice No 00000038 ee Date 0771272007 Salesperson Subtotal 125 00 Comment Carriage 0 00 Deliver Via
111. the term also refers to a class of purchase entries only one of which is a transaction A purchase can be entered as a quote order receive item or a purchase transaction GLOSSARY purging The act of erasing old data You can purge journal entries closed sales closed purchases activity slips and contact logs Q quantity breaks Minimum buying quantities at which you offer items to customers at a discount In MYOB Accounting Plus you can set a maximum of five quantity breaks with six different price levels for each R recap transaction A function that lets you look at a journal entry before it is recorded Recap transaction is particularly useful for those transactions such as invoices and purchases for which the journal entry is not immediately obvious receivables 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 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 a capital account revenue Income from the sale of goods or services Revenue is recorded in an income account Income accounts usually carry a credit
112. to reverse the undo reconciliation you can restore the backup file 1 Goto the Banking command centre and click Reconcile Accounts The Reconcile Accounts window appears 2 Inthe Account field type or select the account for which you want to undo the reconciliation 3 Click Undo Reconciliation The Undo Last Reconciliation window appears confirming the account and date of the reconciliation you are undoing Undo Last Reconciliation Undo Your Last MYOB Account Reconciliation WARNING The Undo Last Reconciliation process cannot be reversed Any bank charges or interest eamed recorded for this reconciliation will not be removed Itis highly recommended you make a backup copy of your MYOB Plus data before proceeding Back Up Click the Back Up button if you wish to back up at this time 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 Account selected to Undo Last Reconciliation for 1 2110 Current Account The date the account was last reconciled 01 01 2007 4 Click Undo Reconciliation A confirmation window appears 5 Click OK The Reconcile Accounts window reappears CHAPTER4 BANKING 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 This feature enables you to import transactions that you
113. to specify a default VAT code if the customer s or supplier s VAT status takes precedence over that of the item or service being sold or purchased When you create a quote order or invoice your MYOB software 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 your MYOB software 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 ina non item purchase VAT codes are assigned to customers in the Selling Details tab of their Card Information window see Creating a customer card on page 59 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 3124568 VAT Code Carriage VAT Code Standard VAT codes are assigned to suppliers in the Buying Details tab of their Card Information window see Creating a supplier card on page 81 Make sure you select the Use Supplier s VAT Code option If this option is not selected your MYOB software will not use the supplier s VAT code even if one has been assigned VAT ID Number 1584616 VAT Code S Carriage VAT Co
114. to the card you want to edit The Card Information window appears 3 Click the Card Details tab and enter the information you want to record in the appropriate custom field Card identification codes If you have assigned identification codes IDs such as customer numbers or account numbers to your customers you can enter those IDs in their cards You can also set a preference that will let you select customers by their ID instead of their last name or company name when entering a transaction Customer search lists will also be sorted by their ID when this preference is set For more information see To select contacts using Card IDs on page 228 NOTE The Card ID preference affects all card types If you choose this preference you will have to select all card types by their IDs To enter an identification code 1 Goto the Card File command centre and choose Cards List The Cards List window appears 2 Click the zoom arrow next to the card you want to edit The Card Information window appears 3 Enter a unique code of up to 15 alphanumeric characters in the Card ID field 4 Press TAB or click OK to save your changes 227 To select contacts using Card IDs 1 Go to the Setup menu and choose Preferences The Preferences window appears 2 Click the Windows tab 3 Choose the Select Cards by Card ID Not Card Name option You can now select cards by their IDs and your card lists will be sorted by ID instead of by l
115. today s date and your credit terms with the supplier CHAPTER 6 PURCHASES 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 1 Goto the Purchases command centre and click Analysis The Analyse Creditors window appears 2 Click Filters The Ageing Date window appears 3 Set your filters in the Ageing Date window and click OK 4 Select the required view of the Analyse Creditors window The Summary view displays all the money that you owe suppliers totalled by supplier The Supplier Detail view displays all the money that you owe the supplier selected in the Supplier Detail field 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 the entries you made above in the Ageing Date window and 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 REVIEWING YOUR PURCHASE INFORMATION 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 Pur
116. want to mark this company file as Read Only ACTIVATE THE COMPANY FILE 3 Activate your company file Method Steps Online 1 2 Phone 1 Ensure you are connected to the Internet Click want to activate my company file online and then click Continue The Company File Activation Online window appears If you have not previously entered your MYOB serial number type it in the Serial Number field and press TAB The code in the Company File Code field is generated automatically Click Continue to activate the file Click want to activate my company file by phone and then click Continue The Company File Activation By Phone window appears If you have not previously entered your MYOB serial number type it in the Serial Number field and press TAB The code in the Company File Code field is generated automatically 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 in the Confirmation Code field and click Continue Note that you can not use this code to activate another company file nor can you use this code to confirm an activated company file Follow the on screen instructions until the Command Centre window appears If you want to activate another company file a Go to the File menu and choose Open The Open window appears b Open the company file to be activated and sign on to the
117. when the email is created in your email program The default name for the export file is companyfilename MYE Disk If you want to save the file to disk and send it by post click Disk Enter a name and location for the export file in the window that appears The default name for the export file is companyfilename MYE You can change the file name if you want but you must retain the MYE extension Click Save CHAPTER 18 END OF PERIOD PROCEDURES Task 4 Enter end of year adjustments Your accountant is likely to provide you with a number of adjustments such as journal transactions If they have been provided electronically or on disk you can import these transactions see Importing data on page 272 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 252 you can import the adjusting journals your accountant sends you For more information see To import nominal journals from your accountant below 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
118. 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 7 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 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 195 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 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 REPORTS To save a report as a file You can save reports in various file formats so that they can be viewed and edited in other software 1 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 195 Click Send To and choose o
119. you can record a single recurring transaction from a transaction window see below record multiple transactions at the same time see page 188 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 189 You can also record a recurring transaction from the Recurring Transactions List window by going to the Lists menu and choosing Recurring Transactions To record a recurring transaction from a transaction window 1 Display the transaction window for the type of recurring transaction you want to use For example for a recurring purchase transaction open the Purchases window by clicking Enter Purchases in the Purchases command centre 2 Click Use Recurring The Select a Recurring Transaction window appears listing only recurring transactions for this type of transaction 3 Choose the required transaction from the list and then click Select The transaction appears 4 Verify the date amount account and other details and make any necessary changes 5 Click Record To record multiple recurring transactions 1 From any command centre click To Do List The To Do List window appears 2 Click the appropriate tab Recurring Sales Recurring Purchases or Recurring Transactions for all other recurring transactions In the list of transactions that appears you can click the
120. you can change them as required Change the appearance of the default purchase orders and other forms Import supplier information from e another MYOB company file e another accounting system e a spreadsheet e atext file Synchronise your supplier records with your contact records in Microsoft Outlook Use identifiers and custom lists to group the cards of suppliers who have similar attributes CHAPTER 3 ADVANCED SETUP may also want to do the following tasks if they are relevant to See page 206 page 272 page 221 page 219 Set up payroll Payroll is only available in MYOB Accounting Plus You use the payroll feature to process pays for your employees track employee entitlements such as sick and holiday leave pay accrued payroll liabilities print payslips and paycheques prepare Payroll Tax Forms NOTE Do you need to do this task If you want to process employee pays track amounts you owe to HMRC and process P14 and P35 forms you need to set up the payroll features Before you start using the payroll features you need to use the Payroll Easy Setup Assistant to Load tax tables PAYE Income Tax and NI Employee Contributions are amounts that are calculated and deducted from employee pays according to the rules established by HM Revenue amp Customs In MYOB software these calculation rules are stored in a tax table file that you need to load into your company file Enter general payroll i
121. you have set up multiple locations 7 Click Record The items are recorded in your stock and the original order is updated with the number of items received When you receive the supplier s bill you need to convert the order to a purchase For more information see Changing the status of a purchase on page 91 If you receive a message to update an order or create a new order This message indicates that the total of items in the Receive column and the To Date column of an item receipt is greater than the quantity in the Ordered column RECEIVING ITEMS WITHOUT A SUPPLIER INVOICE You have the following choices To Update order If you choose to update the order your original order will be updated by the difference between the quantity of the original order and the total received the quantities in the Receive column plus the quantity in the To Date column New order If you choose to create a new order a new order will be created The quantity of items listed in the new order will equal the difference between the amount of the original order and the total received the quantities in the Receive column plus the quantity in the To Date column Cancel If you choose to cancel you will return to the Receive Item window without updating or creating any orders create an order when you record items received Go to the Purchases command centre and click Enter Purchases The Purchases window appears NOTE Recording i
122. you need to create records for them Item records enable you to view the sales and purchase history of the products you sell or use in production You can determine which items are your best sellers and what you have in stock This can help you identify sales trends and reorder items before you run out of them You can also create item records for the services you provide This enables you to list the items and services you buy and sell on the same purchase order or invoice For example if you are a plumber you could set up items for the materials you buy in order to carry out your work You could also set up item records for the services you provide such as installation and repairs You can then record the labour and material charges on the same invoice For information about creating item records see To create an item on page 138 CREATE ITEM RECORDS Task Import items Set up pricing levels MYOB Accounting Plus only Create locations MYOB Accounting Plus only Group items using custom lists MYOB Accounting Plus only Create custom fields MYOB Accounting Plus only Optional stock setup tasks Import item information from e another MYOB company file e another accounting system e aspreadsheet e a text file Customise item pricing according to customer status and sales quantities If you hold stock at several locations you can keep track of item quantities held at each locatio
123. your records as well as spot any trends in your business These reports are listed below Report Debtors Reconciliation Creditors Reconciliation Analyse Sales Customer Analyse Purchases Supplier Items List Summary Audit Trail Profit amp Loss Statement Balance Sheet Description Lists all your outstanding receivables Lists all your outstanding payables Lists your company s sales activity and trends on a month by month basis Lists your company s monthly purchases Shows what s on hand and what needs to be ordered 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 240 Shows your profit and loss figures Reviews your financial position as of the end of a period Report Summary Trial Balance Balance Sheet Budget Analysis Profit amp Loss Budget Analysis Statement of Cash Flow Cash Flow Worksheet Description Identifies incorrectly entered amounts When reviewing this report check for e entries that seem unusually large or small 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 spe
124. 063 7 Clickin the select column next to the payroll liability amounts Payment Date 2370172008 EA j g 7 Tad Pamen 225352 you want to include with this payment e eea The total of the selected payroll liabilities appears in the Total Payment fields Liabiity Type Taxes Payroll Categories AI Dated Te ama 8 Click Record Dated From 1701 2008 Amount fed NI Employee Contributions 89482 V a PAYE Income Tax 1 358 7007 T Already Printed Total Payment 2 sew amp 2 Inthe Account field type or select the account you are making the payment from 3 Inthe Supplier field type or select the authority or agency to whom the withheld amount is being paid 4 Select the type of liability to be cleared from the Liability Type list PAYROLL LIABILITIES Processing termination payments Before you terminate an employee s employment you need to calculate any termination amounts you owe for example how much you owe the employee in accrued holiday pay Before you begin this procedure check the relevant government legislation or employment contract for exact details of what needs to be paid to the employee on leaving your company Task See 1 Determine any outstanding entitlements below 2 Optional Create payroll categories for below termination payments 3 Process a paycheque for the final pay page 121 4 Terminate the employee in the Card File page 122 5 Print t
125. 160 exchange accounts 155 exchange rates 157 setting up 154 tracking realised currency gains losses 158 transferring funds to foreign account 160 multiple locations 142 multi user mode company file sharing Windows 277 file locking 267 problems 268 improving performance 270 obtaining additional licences 259 refreshing displayed data 270 See also network single user mode MYOB Help 10 MYOB Merchant Account Service MMAS receiving payments 71 MYOB RetailBasics importing from 273 INDEX N navigation shortcuts 12 network company file located in a shared folder Windows 277 Windows 2000 Professional or XP 279 Windows 2000 Standard 280 Windows Vista 279 file locking multi user mode 267 single user mode 268 hardware required Windows 278 how preferences work on 267 improving performance 270 shared company files factors affecting how they work 267 shared public folder accessing from workstations 282 setting up Windows 282 storing custom reports on 270 system requirements Windows 278 New Time Billing window 135 new year starting a new financial year 254 starting a new payroll year 256 nominal journal entries 253 creating recurring transactions for 185 exporting 271 importing 272 See also journal entries INDEX o OfficeLink collection letters creating 69 creating personalised letters 214 online banking importing statements 55 opening balances items 40 jobs 234 optimising company files 265
126. 180 85 v Jackman Samuel 1 289 07 v Johnston Matthew 1 931 22 v Kendall Amy 2 303 67 Select Pay Period Select amp Edit Employee s Pay 4 employees selected GB Help for This Window 1 If you want to exclude an employee from the pay run clear the select column next to the employee s name 2 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 change the hours worked of an hourly employee see page 113 distribute holiday and sick pay see page 113 distribute any other types of wages see page 114 assign job numbers to payroll category amounts see page 114 change the employee s bank account see page 115 3 If you want to view the pay details for all employees before you record their paycheques click Preview Pay Details The Payroll Verification report appears For more information on report options see Producing reports on page 191 CHAPTER 7 PAYING YOUR EMPLOYEES To change hours worked for an hourly employee You may need to change the standard hours worked by an employee if they are not being paid for a full pay period for instance if their employment has terminated are they have only worked a portion of their usual hours NOTE Editing hours recorded ona timesheet You can edit an employee s timesheet hours in the Pay Employee window
127. 2 303 67 017 2 Ifyou print cheques on pre printed forms type the number of the first cheque in the Number of First Cheque in Printer field 3 Select how many copies you want to print in the Print Copies of Each Selected Cheque field 4 If you want to change the type of information you are going to print or the type of stationery it will be printed on click Advanced Filters For more information see Advanced filters on page 205 5 Click in the select column amp next to each paycheque you want to print 6 If you want to view the details of a particular paycheque click the zoom arrow gt next to it 7 Click Print The Print window appears 8 Click Print or OK The Process Payments window reappears To generate an electronic payments report 1 Click one of the following Display Autopay Report if you pay your employees using Natwest s Autopay service Display BOBS Report if you pay your employees using Barclays Branch Originated BACS service BOBS The Print window appears 2 Inthe Print window click Print or OK to print the report The Process Payments window reappears To create a cheque transaction to record cash wages 1 Click Spend Money The Spend Money window appears with the details of total cash wages paid and the default clearing account you use for cash wages 2 In the Account field select the bank account from which you withdrew the cash wage amount 3 Click R
128. 2004 1 Go to the Accounts command centre and click Record Journal Entry The Record Journal Entry window appears The nominal journal number and transaction date appear by default You can change these if necessary 2 Optional Enter a comment in the Memo field to describe the journal entry for example Depreciation Motor Vehicles Nominal Joumal No NJ000017 Date 1701 2008 Memo Depreciation Motor Vehicles Acct No Name Credit Jol o 11520 Vehicles Accum Dep 10 000 00 N 6 1050 Depreciation Expense 10 000 00 NA Each row of information entered in the scrolling list is a line item The line item details are identified in the journal adjustments provided by your accountant 3 For each line item STARTING A NEW FINANCIAL YEAR a Type the account number or name or select it from the account list b Inthe Debit and Credit fields enter the debit or credit amount for the line item c Optional In the Job field enter the job number for the line item d Optional In the Memo field enter a description of the line item e If necessary change the default VAT code for the account by typing the required VAT code or selecting it from the list NOTE Journal entry must be balanced The journal entry cannot be recorded until the Out of Balance field is zero 4 Click Record to record the journal entry To import nominal journals from your accountant 1 Goto the File menu choose AccountantLi
129. 3 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 CHAPTER 10 INTERNATIONAL TRANSACTIONS 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 posts 100 to the Euro bank account and 37 to the Euro Cheque exchange account The following week you withdraw that 100 from the bank at an exchange rate of 0 60 pounds to the euro MYOB Accounting Plus values the withdrawal at 60 You put 100 into the account that at the time was worth 63 When you withdrew the 100 from the account it was worth only 60 Therefore the 3 differen
130. 6 printing 146 stock count sheets printing 40 stock movements recording 143 sub jobs 233 subpasswords See user accounts subtotals showing in purchase transactions 87 sales transactions 64 supplier debits creating 97 deleting 183 recording 96 refund cheques 98 settling 97 suppliers billing rates setting 127 cards creating 34 cards creating 81 credit terms changing for a purchase 84 credit terms changing when recording purchase 84 debits creating 96 deleting 183 recording 96 refund cheques 98 settling 97 discounts receiving for early payment 95 volume 85 paying 46 94 using the Bank Register window 49 recording orders received from 83 recording purchases from 83 recording quotes received from 83 setting billing rates for 127 who are also customers 79 Synchronise Cards window 222 synchronising cards and Outlook contacts export cards to Outlook contacts 222 import Outlook contacts to cards 224 including custom fields 221 223 when you use a PDA 222 223 system requirements host computer Windows 278 network Windows 278 INDEX T tabs using to find records in lists 172 tax codes See VAT codes tax tables loading 35 terminating an individual s employment 120 text fields adding to forms 210 changing font characteristics of 210 changing size of on forms 212 description of 207 thirteen accounting periods 20 time billing activities creating 128 defining 128 deleting 175 finding
131. 68 SYNCHRONISING MYOB CARDS WITH MICROSOFT OUTLOOK CONTACTS 221 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 84 Contacts 83 MYOB Customers 83 MYOB Suppliers 8J MYOB Employees 83 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 223 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 1 Go to the Card File command centre and click Cards List The Cards List window appears 2 Click Sync Cards The Synchronise Cards window appears synchronise Cards Synchronise MYOB Cards with Outlook Contacts You have selected to synchronise the following MYOB card types with Outlook contacts F Customers Suppliers F Employees Personal
132. 73 credit notes 77 credit terms changing for a purchase 84 forasale 62 changing when recording a purchase 84 default for sales 33 setting for all purchases from a supplier 82 setting for all sales to a customer 60 creditors accrual account linking for items received without purchase 88 paying 94 reconciling accounts at month end 245 year end 245 Currencies List window 154 currency accounts 154 calculator 157 new 154 See also multiple currencies currency calculator 157 Currency Information window 154 current financial year 20 custom fields recording card details using 227 recording item details using 151 152 custom forms adding graphics and logos 211 custom cheques 207 data fields 210 drawing lines on 211 drawing rectangles on 211 elements of 212 page properties setting 208 previewing 208 printing 209 removing elements 211 resizing elements 212 saving 208 setting up page properties 208 size of 208 specifying form size 208 tool palette 209 custom lists creating 220 filtering stock reports with 152 grouping items with 151 printing on purchases and invoices 152 custom price levels 150 assigning to acustomer 151 customer credits deleting 183 issuing 76 recording 76 settling 77 customer payments 70 discount for early payment 71 group with undeposited funds 71 See also receiving payments customer statements emailing 249 printing 203 249 sending at month end 249 customers assigning a price level
133. 85 delete or reverse these transactions For more information see Reversing a transaction on page 184 To change a transaction 1 Find and display the transaction in its original transaction window See Finding a transaction on page 179 2 Make the necessary changes to the transaction and then click OK Deleting a transaction When you delete a transaction it is permanently removed from your records Note the following when deleting a transaction 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 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 183 Group receipts in the undeposited fund transactions account If you want to delete an individual receipt that was recorded as part of a bank deposit of receipts grouped in the undeposited funds account you must first delete the bank deposit When you delete a bank deposit all the cash receipts included in the bank deposit are returned to the Prepare Bank Deposit window You can then delete the required receipt from this window Reconciled transactions If
134. AL CONTROL 3 Click Reimburse The Job Reimbursable Expenses window appears 4 If you want to change the status of a reimbursable expense to Reimbursed Removed a Inthe To Be Reimbursed tab click in the select column next to each expense you no longer want to reimburse b Click Remove From List The expenses you selected are transferred to the Reimbursed Removed tab 5 If you want to reset the status of a reimbursed expense to To Be Reimbursed a Click the Reimbursed Removed tab Budgets When you prepare a budget you are predicting the financial state of your business For example you could prepare a budget that predicts how much you intend to spend and earn over the next financial year Having a budget means that as the year progresses you can track projected data against actual data and take corrective action if things are not going according to plan You can also use budgets to plan for future goals For example you may want to undertake a new business venture in the coming year By creating a budget you can work out the amount of money you will need for the venture where this money will come from and the impact that the venture will have on other aspects of your business What do need to budget In MYOB software you can enter budgets for individual detailed accounts The accounts that require a budget will vary according to your business Most people prepare budgets for Profit and Loss accounts such as Income
135. APTER 11 REPORTING VAT This does not mean that the VAT on the transaction is ignored it is accounted for in the VAT Return and EC Sales reports EC customers also account for the VAT that would have been paid in adherence to the EC rules and legislation applicable in 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 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 1 Go to the Lists menu and choose VAT Codes A list of VAT codes appears 2 Click New The VAT Code Information window appears 3 In the VAT Code field type a code for the EC VAT sales for example Ecs and press TAB 4 Inthe Description field type a VAT code description such as EC Sales VAT Code 5 In the VAT Type field select VAT EC Sales The VAT Rate and EC Reported Rate fields are set to zero per cent 6 Select the linked accounts for VAT collected and paid 7 Click OK To set up customer cards for EC sales 1 Inthe Card File command centre click Cards List The Cards List window appears 2 Locate an EC customer
136. Account Name Opening Balance Linked Account for Unlinked HelpF1 New Budgets 8 If you want type a brief description of the account in the Us wz Description field HelpF1 New Budgets 9 In the Vat Code field select the tax code that you use most often with transactions that will be posted to this account If you want to create a header account select the Header WON Account option 10 If you are creating an asset liability or capital account other than an asset that has the account type of Bank select an Select the account type from the Account Type list The option from the Classification for Statement of Cash Flows Account Classification field changes according to the list selection you make For more information on account a classifications see Account classifications and types on Classifying the accounts allows you to generate a statement page 24 of cash flows This report shows how your cash position has changed over time profit earned and where your cash was spent If you re unsure about which classification to use consult your accountant or an MYOB Certified Consultant Enter a four digit number for the account in the Account Number field The number must be unique within each account classification f 11 If you are creating a bank or credit card account and you want to keep a record of your bank account details click the Banking tab and enter your account details Pres
137. B Privacy Policy 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 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 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 These procedures show you how to confirm an activated company file and set up automatic confirmation To confirm a company file online below To confirm a company file by telephone on page 263 To set up automatic company file confirmation on page 264 To confirm a company file online 1 Ensure you are connected to the Internet 2 Open the company file you want to confirm 3 In the Company File Confirmation window click want to confirm my company file o
138. CTRL F4 Next Window CTRL F6 or CTRL TAB Cycle Task ALT TAB or ALT ESC Default screen font If you want you can change the fonts used in your MYOB software s interface CAUTION If you change the default font Ensure that the new font size is appropriate to your monitor s resolution Some typefaces and sizes may cause windows to be displayed incorrectly If you work in a multiuser environment and change the font the changes affect only your computer not other users on your network To change the default screen font 1 Goto the File menu and choose Default Fonts The Default Font Selection window appears 2 Click Fonts The Change Default Windows Font window appears 3 Select the default typeface you want to use from the Font list 4 Select the default font size you want to use from the Size list 5 Click OK The Default Font Selection window appears 6 Click OK Any changes you make will take effect after closing and restarting your MYOB software Spell check feature When entering sale purchase or item information you can check your spelling in the following fields Window Field Sales e Description for Service Professional Item and Miscellaneous layouts e Notes for Time Billing layout Purchase e Description all layouts Item Information e Name Item Profile tab e Description Item Details tab You can choose to set a preference to automatically check spelling or manually check spelling You ca
139. Cost of Sales and Expenses accounts and Balance Sheet accounts for specific assets and liabilities To decide on the BUDGETS b Click in the select column next to each expense whose status you want to change c Click Remove From List The expenses you selected are transferred to the To Be Reimbursed tab 6 Click OK NOTE Changing a status does not affect the transaction If you change the status of a reimbursable expense the original transaction on which you recorded the expense is not affected If you want to remove the expense from the original expense transaction or from the invoice you will need to edit or delete the transaction 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 software lets you create a budget for the current financial year and the next financial year 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 taki
140. Date field and click the required 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 Courier You can use the arrow icons next Promised Date to the month to display a Joly different month The current date appears in a red box To close the calendar without selecting a date press ESC Business calendar You can use the business calendar to specify which days of the week your business is open as well as holidays and important business events As well as being a handy reference the business calendar affects the Contact Alert function in the To Do list If you set a reminder to call a customer on a day that your business is indicated in the business calendar as being closed the reminder will appear in the To Do List window on the business day before the task is due For example if a reminder is scheduled for Saturday but your business is closed on Saturdays the reminder will appear in the To Do List window on Friday To set up your business calendar 1 Goto the Setup menu and choose Business Calendar The Business Calendar window appears The current month is displayed in the calendar at the top of the window Days that appear in grey are days when your business is closed 2 If you want t
141. Display the form 1 See below page 208 page 208 page 208 page 208 page 209 Go to the Setup menu choose Customise Forms and choose the type of form you want to customise The Customise Forms window appears Select the form you want to customise in the Form to Customise field and click Customise The Customise window appears CUSTOMISING FORMS A B Cc D lustomise Cheques Continuous Feed d OB TBO N S 2 8 FO B Layout Chee x e n e RL e B e P e e m m e e a e e 7e e z a APACS Date Payee APACS Std Amount Hundred Ten Thousand Hundreds Tens Units E Help FI A Tool palette The tool palette provides you with customisation tools B Preview 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 207 208 Task 2 Set up form properties Set up
142. EE A Employer Expense Name New Employer Expense B Linked Expense Account 6 2300 Employers NIC Linked Payable Account 2 1400 PAYE NIC s payable xpense Information Cc Type of Expense Other I Print on Pay Slip D 0 _ Expense Basis Equals 0 Percent of Grass Wages E C Equals 0 00 Pounds per Pay Period l Expense Limit No Limit C Equals 0 Percent of Gross Wages Equals 0 00 Pounds per PayPeriod HAEE Employee Exempt New Linked Expense Account is the account to which you are charging this expense The Account for Employer Expenses you specified when setting up payroll appears as the default Linked Payable Account is the liability account to which your expense will accrue The Account for Deductions amp Expenses you specified when setting up payroll appears as the default 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 If you want amounts you have paid to appear on employees cheque stubs or pay advices select the Print on Pay Slip option This is mandatory for NIC Expense Basis can be e Eguals 0 Percent of This option allows you to enter a percentage of any of the wage or deduction categories or a percentage of all of the wage categories by choosing Gross Wages This expense w
143. ENT Grouping your contacts You can group and sort your contacts according to common attributes by assigning identifiers to their cards and the appropriate attributes from custom lists you have defined Grouping contacts using these features makes it easier for you to a filter reports to show only information specific to a group of contacts identify which of your contacts have a particular attribute 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 GROUPING YOUR CONTACTS To defi
144. EPARING A BANK DEPOSIT 13 For more information see Recurring transactions on page 185 Click Record Type a date to display undeposited funds up to and including that date Optional Type a description of the bank deposit in the Memo field Select the receipts you want to include in the bank deposit by clicking in the Deposit column next to the transaction If you want to select or deselect all receipts click the 8 icon at the top of the Deposit column Prepare Bank Deposit Deposit to Account 1 2110 amp Bank Account Balance c gt 12 854 86 Select Receipts by Payment Method Cheque i ID No CA000007 28 02 2007 Memo Bank Deposit CR000005 01 02 2007 Hilborough Bank interest CROOOOOE 14 02 2007 Payment Miler Street Shop Number of Deposits Included 2 Total Deposit Amount 182 17 EP Deposit Adjustment mm amp Help F1 Print Journal 45 7 Optional If you need to enter an adjustment transaction for example to record credit card transaction fees click Deposit Adjustment The Bank and Deposit Adjustments window appears Bank and Deposit Adjustments Account Undeposited Funds Fees and Cash Back Amount ey vaT so 0 00 IDNo BC280207 2 Date 28702 2007 Expense Account a Memo Adjustment for Excess Funds Amount 0 00 VAT Code vat 0 00 1D No 1E280207 Job Fi Date 2870272007 Incom
145. Hotel Make a selection in the Type field For example if you want to print item invoices select Item Click in the select column dj 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 If you want to view the transaction details click the zoom arrow gt next to the transaction 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 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 205 Click Print CHAPTER15 FORMS To email forms 1 Click on the command centre function for the forms you want to print For example if you want to email a remittance advice go to the Purchases command centre and click Print Email Remittance Advices The Review Before Delivery window appears 2 Click the To Be Emailed tab Review Sales Before Delivery EEA To Be Printed Sales Type Item Ej Email Address Subject Invoice 00000044 From Widgets Ltd Please contact us immediately if you are unable to detach or download your Invoice Thank you Date Customer yo0000044 3 01 2008 PC Limited Q Advanced Filters
146. 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 Indicate how long you want the recurring transaction to continue Click Continue indefinitely to schedule the transaction for an unlimited period Continue until this date to schedule the transaction until a set date Type the date in the adjacent field Perform this No of times to schedule the transaction for a set number of times Type the number of times in the adjacent field Choose alert options In the Alerts section of the window you can set a reminder to record the transaction or set it to automatically record the transaction and receive a notification when the transaction is recorded Note that if you entered a pre dated recurring transaction and you set a reminder date the transaction will display as overdue on the To Do List Pre dated recurring transactions cannot be set to record automatically 7 If you want to set a reminder a Click Remind b Select a reminder option from the to record this transaction list c If you selected No days in advance enter the number of days in the adjacent field 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
147. N TOUCH WITH YOUR CONTACTS contact Log Entry ABC Ltd Mr B Bird 20 11 2007 Caled Mr Bid regarding payment of invoice number 12457 Elapsed Time 0010 Recontact Date 27 11 2007 Name The name of the contact To view the contact s card click the zoom arrow Contact Enter the name of the person that is associated with this entry For example you can enter the name of the person you spoke to on the phone If you have specified a contact person in the contact s card you can click the down arrow to choose that person Date Enter the date you spoke or wrote to the contact If you are simply entering an appointment or reminder you can enter today s date Notes Enter any information you want to save about the conversation or follow up Elapsed If you want to record the time you spend speaking to Time 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 Recontact If you want to be reminded to follow up the contact Date enter the date you want to be reminded to recontact them The reminder will appear in the Contact Alert tab of the To Do List on this date For more information see To view contact alerts on page 229 Log View all contact log entries for the selected contact New Record the current log entry and to create a new entry
148. NTERING SALES Comment Thank you Deliver Via Promised Date Salesperson Bennett Gordon ih Subtotal 75 00 Referral Source Invoice Delivery Status Ta be En B C Salesperson Comment Deliver Via Promised Date Invoice Delivery Status Journal Memo VAT Carriage Paid Today Payment Method Carriage VAT Joumal Memo Sale Grand Hotel z zl Carriage 0 00 s E 5 VAT o 1313 Total Amc ant 88 13 Paid Tola 25 00 Bl Payment Met od Ci ique El Retais fled E Balance lue 8313 D EI F GIH 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 1 to choose from the Select From List window If you want to print or email the invoice in a batch select the required delivery method from the list The journal memo is generated automatically You can change this if you want Click the zoom arrow gt if you want to view or change the VAT amounts assigned to the sale Enter carriage charges 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 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 expir
149. OB software 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 GLOSSARY G gross profit 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 H header account A header account is used to group similar detail accounts You cannot post a transaction to a header account historical balance The balance of an account prior to converting your records to MYOB software 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 goods 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
150. 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 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 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
151. Report Display window reappears 4 Click Close The Print Employee Pay Slips window reappears PROCESSING YOUR PAYROLL Task 7 Print email pay slips You can also provide employees with details of their pay by printing or emailing pay slips You can print or email pay slips from the Print Employee Pay Slips window NOTE If you pay employees by cheque If you pay employees by cheque and you printed a paycheque in Task 5 the pay details for these employees are already included on their pay slip You do not need to do this step Process Payroll CIJ Print Employee Pay Slips As an employer you are obligated to provide all employees with a report showing information contained upon the paycheque Select Pay Period Select amp Edit Employee s Pay Click Print or Email Pay Slips to print or send the Pint or Email Pay Sips Process Payments employee pay slips Print Employee Pay Slips You can also print a copy of the employee payroll earrings for the current period Click Display Payroll Earnings to print the Payroll Earnings Nini eons Report You can also provide your employees with details of their pay by printing the Payroll Earnings report see above 117 To print pay slips 1 Click Print Email Pay Slips The Review Pay Slips Before Delivery window appears Review Pay Slips Before Delivery To Be Printed f To Be Emailed Print Copies of Each Selected Pay Slip Q Advanced Filters ynn Ho
152. S 5 Select Hourly as the type of wages Wages Information DER Wages Name Unused Holiday Pay Type of Wages Salary Pay Rate Regular Rate Multiplied by 1 0000 C Fixed Hourly Rate of 0 00 Optional Account Override Employees Wage Expense Account J7 Automatically Adjust Base Hourly or Base Salary Details ob ol Us Help F1 Employee Exempt New 6 Click Employee The Linked Employee window appears 7 Inthe select column E click next to the employee who is leaving 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 PROCESSING TERMINATION PAYMENTS 12 In the select column click next to the payroll category name entered at step 4 Entitlements Exemptions DER Exclude the following wages categories BEFORE calculating Holiday Leave Accrual E Erem Base Hourly SAP 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 Task 3 Process a paycheque for the final pay 1
153. Sales for invoices 2 Find the type of form you want and click the relevant command centre function see the following tables Banking command centre Type of form Command centre function Cheques Print Cheques Receipts Print Receipts Remittance Advices Print Email Remittance Advices Sales command centre Type of form Command centre function Sales Print Email Invoices Packing slips Print Email Invoices Labels Print Email Invoices Statements Print Email Statements Receipts Print Receipts Purchases command centre Type of form Purchases item service and professional Cheques payable Remittance Advices Command centre function Print Email Purchase Orders Print Cheques Print Email Remittance Advices Payroll command centre MYOB Accounting Plus only Type of form Paycheques Pay slips Command centre function Print Paycheques Print Email Pay Slips Card File command centre Type of form Mailing labels Personalised letters Command centre function Print Mailing Labels Create Personalised Letters CHAPTER15 FORMS 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 transactions in the Sales and Purchases window 7 7 Gh amp o G Help F1 Print Journal Layout Register You can also print preview or email remittance advices or cheques when yo
154. Shortcuts window below CHAPTER 17 FINANCIAL CONTROL D Click Copy Amount to Following Months to copy the selected amount to the months that follow E Click Copy Previous Year s Actual Data to insert the previous year s account balances for the selected account and month 6 Click Close to close the Prepare Budgets window Budget Shortcuts window If you want to quickly enter budget figures for a group of months you can use the Budget Shortcuts window You can use this window to enter quarterly half yearly and yearly budgets You can also enter a budget that increases or decreases by a specific amount every month To enter a budget using Budget Shortcuts 1 Goto the Accounts command centre and click Accounts List The Accounts List window appears 2 Click Budgets The Prepare Budgets window appears 3 Select the account you want to enter the budget for and click Shortcuts The Budget Shortcuts window appears 4 From the Budget for list select the time period you want to enter a budget for Budget Shortcuts 4 1110 Retail Sales Select a time Use budget shortcuts to update budget amounts for the selected months Amounts will be updated in the prepare budgets window when you click OK period Enter the monthly budget amount you can increase or decrease this amount by a fixed percentage or Monthly Amount v Each Month Patio id starting from selected Month Decrease Each Quarter Each half of th
155. Smith 438 20 100626 CD 16 11 2007 Matthew Smith 438 20 TRO00001 CO 21 11 2007 Money Transfer CD 22 11 2007 Bonjour Foumisseur CD 22 11 2007 Four Walls amp a Roof CD 23 11 2007 Gordon Bennett 2 649 15 CD 23 11 2007 SamuelJackman 1 171 07 CD 23 11 2007 Matthew Johnston 1 813 00 4 Filter the report using the toolbar that appears in the top section of the Report Display window Note Some reports do not have selection options 5 Click Redisplay The report is refreshed with the new filtering options applied To make further filtering selections see To filter reports in the Report Customisation window below To filter reports in the Report Customisation window 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Select the report you want to customise 3 Click Customise The Report Customisation window appears The customisation options that appear depend on the report being customised 19 5 The example below shows the options available for the Closed Invoices report which is one of the Sales reports Report Customisation All Sales A Customers A 1 Custom List No 1 Custom List No 2 Custom List No 3 xi Advanced Filters BeporFieis Finishing Dated From March To June Promised Date Date Range To Date Range 01 03 2007 To 01 06 2007 To From ID To Custome PON Too Amount From
156. T 607 95 404 08 Less N T No Tax 3 474 00 2 309 04 7 D E Ei fll Pint Send To 165 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 168 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 1 11 2007 To 22 11 2007 C Heas View Screen Repot l VAT Detail Cash 1 11 2007 To 22 11 2007 Date IDNo Name Rate Output Value _Input Value VAT Collected VAT Paid _ g Standard 6 11 2007 100349 World of Widgets f 17 50 2 275 00 398 12 21 11 2007 1 stationery and post 17 50 34 04 5 96 Total 2 309 04 0 00 404 08 0 ot Less EC Purchase VAT o0 404 08 Grand Total 0 00 404 08 Less EC Purchase VAT 0 00 404 08 a ae Pint Send To K 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 av
157. The type of VAT code used on a sale has no effect on whether or not the sale appears on the report 167 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 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 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 F
158. To Sale Status All Sales gj Employees E Memo B Referrals zl Categories a Del Via E cros Help F1 Print SendTo Format A __ The top section of the window enables you to limit the report to e a particular customer supplier or employee e records with particular values in custom lists 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 other two tabs are described later see Task 2 Specify the required fields below and Task 3 Select finishing options on page 197 4 Refine your search criteria in the Advanced Filters tab Using wildcards to filter reports Wildcards are special characters that give you more flexibility when selecting which records such as account numbers and invoice numbers you want to include in a report You can use two wildcard characters the asterisk and the question mark in the Report Customisation window Asterisk Use the asterisk in the Report Customisation window if you want to print a report for a specific group of records Example 1 If you want to print an Account Transactions report for all accounts whose account numbers begin with 1 you can use the asterisk wildcard to do so To select only accounts whose numbers begin with 1 enter 1 in the Selected field in th
159. Tracking financial information You can track financial information at three levels Accounts level view the profitability and financial details of your business as a whole Categories level view the profitability and financial details of your individual business divisions departments properties offices or locations 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 for example set up your MYOB software in the following way 234 Accounts The accounts list should be set up to provide a basic overview of the business s overall performance For example a car dealership could set up the following income accounts 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 to s
160. User Guide Accounting 2008 Accounting Plus 2008 Serial number Technical support Visit myob co uk User Guide feedback Email your feedback and suggestions to manuals myob com MYOB UK Ltd Westgate House West Gate Ealing London WS 1YY Contact 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 2008 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
161. VAT exceptions Invoice Transactions the VAT Exemptions Invoice Check for VAT exceptions Cash Transactions Transactions report and analyse the details Reconcile VAT code details with linked accounts of the report Check for VAT The company file is checked for Spend exceptions Cash Money and Receive Money transactions Transactions without a VAT code assigned or where the CD Hentortniswingow cram entered VAT code is different to the default VAT code If such a transaction is found click Display to view the VAT Exemptions Cash 8 Enter the start date and end date of the period you want to ee h l review MONTH END PROCEDURES Reconcile VAT code details with linked accounts Transactions report and analyse the details of the report 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 247 248 10 Click Finish A message appears asking if you would like to print a summary report of the audit findings Click Yes to print the report or click No to close the Company Data Auditor window without printing the report Task 2 Review reports There are several reports that we recommend you review at the end of each month You can use these reports to identify and correct any discrepancies in
162. 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 it is 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 7 cren Help F1 3 Select the card types that you want to synchronise NOTE You can synchronise cards from any of the Cards List tabs All Cards Customer Supplier Employee and Personal The default card type selected varies according to the tab you are on when you click Sync Cards 4 Click Synchronise Cards The Outlook Sync Import and Export Options window appears P Outlook Sync Import and Export Options Export MYOB cards to your Outlook Outlook Click the Export Arrow T 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 zl Settings CHAPTER 16 CONTACT MANAGEMENT 5 If you want to include inactive cards in your synchronisation selec
163. Windows Vista page 279 a To share a folder on Windows 2000 Professional or XP Host the company file on the key employee s page 279 To share a folder on Windows 2000 Standard page 280 278 APPENDIX B NETWORKING COMPANY FILES To share a folder on Windows Vista This procedure applies to Windows Vista users If this procedure does not apply to your network configuration consult a networking expert or read Windows Vista help to set up appropriate sharing access and permissions 1 If only administrators can set permissions on your computer log in as an administrator 2 In Windows Explorer create a folder named Company_Files in a convenient location for example c Company_Files This folder is where the shared company file will be stored 3 Right click on the Company_Files folder and choose Share The File Sharing window appears 4 Click in the Permission Level column next to the Everyone user group and choose Co owner This enables full control permission NOTE Everyone group If the Everyone group does not appear in the list select it from the menu field above the list and click Add then assign access permission as per the above step 5 Click Share In the confirm window that appears click Done 6 In Windows Explorer move the company file to the Company_Files folder you just created on the host 7 Continue with Accessing the shared company file from a workstation on page 282 To share a folder on Wi
164. You can add elements to and change elements on a form using the tool palette shown below Add data field Send to back Add text field Bring to front Add graphic Change font oT B O N 8 8 iO BD Layout Draw rectangle Draw line Preview form Undo Change form properties ADDING AND EDITING ELEMENTS 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 NOTE Layout selection The Layout list only appears for cheque forms 209 210 To add a data field to a form 1 Click the add data cE button The Select from List window lists all the data fields available for the form you selected Select from List Addr Country Data very Page Addr Country Data very Page AddiS Country Data very Page Amount in English Data very Page Amount in Numeric Data very Page APACS Date Data very Page APACS Std Amount Data Every Page Card Custom Field 1 Data very Page Card Custom Field 2 Data very Page Card Custom Field 3 Data Every Page Card Custom List 1 Data very Page Card Custom List 2 Data Every Page Card Custom List 3 Data very Page Card ID Data very Page Cheque Amount Data Every Page Help F1 Cancel The column on the right indicates the field type
165. a b Record the leave details c Click OK 4 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 commissions 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 105 1 Inthe Select amp Edit Employee s Pay window click the zoom arrow gt next to the employee s name The Pay Employee window appears 2 Inthe Hours or Amount fields next to each appropriate wage category enter the hours or amounts you want to record Payroll Category Holiday Pay 0 6 2100 Wages amp Salaries SSP gt 0 6 2100 Wages amp Salaries Base Salary 6 2100 Wages amp Salaries Bonus 6 2100 Wages amp Salaries SAP 6 2100 Wages amp Salaries PAYE Income Tax PAYE NIC s payable 3 Click OK The Select amp Edit Employee s Pay window reappears To assign jobs to payroll category amounts Job numbers can be assigned to payroll category amounts to track the wage expense of work performed You can assign one or more jobs to each payroll category 1 Inthe Select amp Edit Employee s Pay window click the zoom arrow next to the emp
166. a foreign currency record that has not been linked to a card To delete other records 1 Goto the Lists menu and choose the list to which the record belongs For example if you are deleting an item choose Items if you are deleting a card choose Cards and so on 2 Locate the record you want to delete and click the zoom arrow gt next to it The record details appear in the Information window 3 Go to the Edit menu and choose Delete For example if you want to delete a customer card choose Delete Card Combining Cards You can combine customer cards supplier cards personal records You cannot combine employee cards cards with a different type cards with different currencies MYOB Accounting Plus only cards if the primary card is inactive za When cards are combined the non transaction card information for the primary card such as card name address and buying and selling details is retained as the default information for the combined card The transaction details for the secondary card are added to the primary card Non transaction information for the secondary card is deleted 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 Warming Be careful when combining cards This action cannot be reversed if you remove the w
167. able To open the transaction window you Receive Money transactions need to record the transaction then click the zoom arrow gt i i next to the transaction in the Bank Register window For more information about saving and using recurring transactions see Recurring transactions on page 185 10 Ifyou are entering a sale or a purchase select the appropriate 14 Click Record VAT code in the VAT field Transferring money between accounts You can transfer money between bank accounts including bank e and credit card accounts using the Transfer Money window You can also use this window to record Internet or phone banking transfers Ne r Transfer Money From 1 2110 E Curent Account Transfer Money To 1 2110 3 Current Account To transfer money between accounts peas Memo Money Transfer 1 Go to the Accounts command centre and click Transfer Money The Transfer Money window appears Cunent Balance Balance After Transfer Curent Account 18 265 21 18 265 21 Curent Account 18 265 21 18 265 21 2 Seve as Recurino 0 Use Recurring Category z 2 Enter a date for the transfer CHAPTER4 BANKING 3 Inthe Transfer Money From field type or select the account from which the funds will be transferred 4 Inthe Transfer Money To field type or select the account into which the funds will be transferred 5 Inthe Amount field type the amount to be transferred 6 If yo
168. 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 184 Alternatively you can change your security preference selection to make all transactions changeable see Set up preferences on page 29 Search icons Search icons displayed next to various fields allow you to open selection lists containing records that you have previously entered such as customers and delivery methods or records provided by default CHAPTER 1 INTRODUCTION Select columns Select columns allow you to select items from a list Select columns are indicated by a select icon 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 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 Card Type Find Transaction Help For This Window Tell Me How gt Last Name Card ID sik m Shortcut keys You can use shortcut keys to speed up data entry All the shortcut keys correspon
169. action MYOB software 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 257 Tip Restrict access to employee information User IDs can be set up to restrict access to employee payroll banking and contact information stored in the card file and on reports You can select broad restrictions such as disallowing access to the employee card file or you can set specific restrictions such as viewing employee banking details If you want to prevent a user from editing and viewing all payroll details you need to restrict access to payroll reports as well as to employee card information and payroll command centre functions 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 as soon as you MANAGING USER ACCOUNTS AND COMPANY FILES 258 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 For more information see Set a password for the Administrator user ID on page 30
170. ailable from your local VAT Business Advice Centre or consult your accountant 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 actual VAT 100 form and shows the amounts you need to complete the form The report can be filtered for any date range you require and includes all transactions that have a VAT code other than those transactions assigned the N T VAT code Report Display Dated From 1 11 2007 To 22 11 2007 Ceas View Screen Repot VAT Return 1 11 2007 To 22 11 2007 Description Value 1 VAT due on Sales 607 95 2 VAT due Purchases from other EC Members 0 00 3 Total VAT due 1 2 607 95 4 VAT on purchases including purchases from EC 404 08 5 Net VAT to be paid 203 87 6 Total Sales excluding VAT 3 474 00 7 Total Purchases excluding VAT 2 309 04 8 Total Sales to other EC members excluding VAT 0 00 93 Total Purchases from other EC members excluding VAT 0 00 a 7 ay OL Help F1 Print Send To 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 CH
171. ailing labels print personalised letters record contact details When you set up your company file you may have created cards for your customers and suppliers In addition to these cards you can create employee cards and personal cards for your friends and relatives If you want to create a card for See a customer page 59 a supplier page 81 213 If you want to create a card for see an employee page 105 a friend or relative below To add a personal card 1 Go to the Card File command centre and click Cards List The Cards List window appears Click New The Card Information window appears Card Type Customer Designation Company N Jame Cad ID Location Address 1 Invoice To Address Select Personal from the Card Type list CONTACT MANAGEMENT 214 4 Type the name for the card and press TAB 5 If you want to complete the other fields in the Profile tab 6 Click the Card Details tab In this tab you can add a picture see To link a picture on page 228 enter identifiers these are useful for grouping your cards See To select contacts using Card IDs on page 228 Keeping in touch with your contacts At times you may want to send a letter to your contacts such as payment reminders thank you letters or special offers There are several card file features that can help you with these tasks and can help you keep a record of each contact you make Persona
172. al user IDs and specify their access restrictions For more information see Managing user accounts on page 257 CHAPTER 2 SETTING UP YOUR COMPANY FILE Advanced setup When you have created a company file and completed the essential setup tasks see page 20 you can start recording transactions in your company file However if you want to use the advanced features of your software such as tracking amounts you owe or the quantity of items sold you need to complete additional setup tasks This chapter details the additional tasks Overview The setup tasks you need to complete depend on the features you want to use and whether your business was operating prior to your conversion month Intermediate If you want to track the money that you owe suppliers or that is owed to you by customers you will need to use the Purchases and Sales command Your needs Setup required What features do you want to use centres The following table provides some examples of different setup Before you can use these command centres you requirements need to complete the sales and purchases setup tasks in this chapter Your needs Setup required Advanced If you want to track the on hand quantity and value of items you buy and sell you need to create records Basic If you only want to use your software to fulfil basic to store the details of your items You do this using accounting requirements such as reporting tax the Stock Control command centre pa
173. alance 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 6 If you are recording a cheque payment and the cheque has already been written or if you are recording a transaction that doesn t require a printed cheque such as a petty cash payment or Internet payment select the Cheque Already Printed option 7 If you want to send remittance advice in a batch select an option from the Remittance Advice Delivery Status list After you have recorded a number of payments say the day s payments you can print or email a transaction batch For more information see Forms on page 201 8 If you want to preview the remittance advice or cheque for this transaction click Print and then choose Preview Cheque or Preview Remittance Advice Note that the transaction is recorded before it is displayed 9 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 10 Click Record 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 1 Click To Do List in any command
174. ally You may change the Quantity to Build Items MYOB will create a On Hand 0 A This column displays all items that you have designated as finished items B The On Hand On Order and Net on Hand columns show the current record of your finished items C Type the number of finished items you want to build 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 145 Build Items Stock Journal Number 14000007 Date 22 01 2008 Memo Build 50 F101 50 100 101 50 100 1015 50 50 Warehouse 100101 20 Warehouse 3100 10145 50 HighSt 400 101 50 HighSt Dut of Balance ACA HelpF1 Joumal Register 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
175. an start with an accounts list that has the minimum accounts required by your MYOB software and then add to it Note that you can modify your accounts list after creating your company file To create a new company file 1 Start your MYOB software A welcome window appears 2 Click Create new company file The introduction page of the New Company File Assistant appears 3 Click Next The Company Information page appears 4 Enter your business contact and registration details If available also enter your MYOB software serial number 5 Click Next The Accounting Information page appears 6 Enter your financial year details and conversion month Tip Current financial year Remember that this is the financial year for which you want to start recording transactions in your company file It does not need to be the financial year that your business is currently operating in CHAPTER 2 SETTING UP YOUR COMPANY FILE New Company File Assistant i Tell us about your accounting year A financial year is the 12 month timeframe used to define your accounting year It does not have to match the calendar year What is your financial year s Current Financial Year 2008 Introduction 2 Company Information When does your current financial year end Last Month of Financial Year December I MYOB Accounting Plus requires that you choose a conversion month The conversion month is the month in which you choose to begin enteri
176. an the current week select the required week click the back arrow lt to select a previous week click the forward arrow lt gt to select a future week click the calendar icon to select a week from the calendar that appears If you want to Do this For each payroll category type or select an hourly payroll category in the Payroll Category field and enter the daily hours worked in the date fields You can also 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 Click Use Recurring Pay Details The payroll category hours appear in the first column of each timesheet in the pay period This number is the annualised value of the hours listed in the Card Information window divided by the weeks in a year You will need to distribute the hours over the days of the week to accurately reflect the employee s actual hours Note e For employees who are paid weekly there is one timesheet per pay period e For employees who are paid every two weeks twice a month or monthly there is more than one timesheet per pay period e For employees who are paid twice a month and monthly the timesheet may span more than one pay period and the first day s column may not be the first day of the pay period 5 If yo
177. 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 MYOB software as having the capacity to run many cashbooks with an infinite number of columns Receiving money In MYOB software the term receiving money specifically refers to recording receipts other than payments relating to invoices These receipts include capital injections interest adjustments and so on These can be entered using the Receive Money window or by selecting the Receive Money transaction type in the Bank Register window The Receive Money window lets you record more details about the receipt and allocate it to more than one account This is the procedure covered in this section If you want to use the Bank Register window which lets you record a receipt with minimum details see To enter a transaction in the Bank Register window on page 49 If you want to enter a payment received from a supplier for a sale you will need to enter it using the Receive Payments window or by selecting the Pay Purchase transaction type in the Bank Register window For more information see Receiving payments on page 70 The options for recording receipts and invoice payments are summarised in the following diagram 43 Recording receipts and invoice payments You receive money No Is it in response to an Yes invoice you issued Record th
178. ansactions 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 Settle Returns amp Debits PJ000010 Date 29 01 2008 Supplier cp World of Widgets Debit Amount 477 34 Memo 2 864 06 2 864 06 41 96 2 864 06 2 864 06 6 02 2007 6 03 2007 25 04 2007 25 04 2007 6 05 2007 Finance Charge 0 00 Debit Amount 8477 34 Out of Balance 477 34 IT Include Closed Purchases 3 Rate GBP If you want to apply part of the supplier debit to any unpaid finance charges you have accrued enter an amount in the Finance Charge field Click Record to apply the supplier debit If the transaction is unbalanced that is if the total amount entered in the Amount Applied column doesn t equal the amount displayed in the Debit Amount field at the top of the window a message appears Click OK to close the message and then check that the amounts you have applied to the various transactions are correct 97 98 To record a refund cheque 1 Goto the Purchases command centre and click Purchases Register The Purchases Register window appears 2 Click the Returns amp Debits tab 3 Select Supplier from the Search By list Enter the supplier s name in the adjacent field A list of debits for that supplier appears 4 Select the debit that is being refunded and click Receive Refun
179. ant to edit Wages Entitlements Deductions or Expenses NOTE You can only view tax categories You cannot create or edit tax categories To view the tax table information click the Taxes tab and then click the zoom arrow next to the tax you want to view Any queries about tax rates should be referred to HM Revenue amp Customs 3 Click the zoom arrow lt gt next to the payroll category you want to edit The information window for that category appears 4 Edit the payroll category details as required and click OK CHAPTER 7 PAYING YOUR EMPLOYEES Creating employee cards To create an employee card 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click New The Card Information window appears 3 Select Employee in the Card Type field 4 Type the employee s last name and press TAB Entering employee payroll information Once you have created payroll categories see page 100 and an employee card you can enter the employee s payroll information Restrict access to employee information User IDs can be set up to restrict access to employee payroll banking and contact information stored in the card file and in reports You can select broad restrictions such as disallowing access to the employee card file or you can set specific restrictions such as viewing employee banking details If you want to prevent a user from editing and viewing all payroll details you need to restri
180. any 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 273 276 APPENDIX A IMPORTING AND EXPORTING DATA company files Networking 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 activate your company file for additional workstation licences MYOB Accounting Plus only on page 259 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 2000 XP or Vista NOTE Setting up networks needs expert skills Because setting up routers or hubs cabling computers and configuring network hardware and software requires expert knowledge you may need to employ an expert with the necessary skills 277 This section assumes that your network is already set up and running A local area net
181. 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 ADDING AND EDITING ELEMENTS To Click the add graphic button a in the Customise window then click the location on the form where you want the graphic to appear A graphic element appears 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 draw a line on a form You can draw a vertical or horizontal line on a form 1 To To 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 draw a rectangle on a form Click the rectangle button E Click and hold the mouse at the location on the form where you want the top left corner of the rectan
182. applications 271 to Outlook 222 See also synchronising cards and Outlook contacts faxing purchase forms 87 reports 192 sales forms 64 file locking 267 multi user mode 267 single user mode 268 to protect your data 268 finance charges customer calculating 75 charging 75 deleting 75 supplier paying 95 using to track late payment 98 financial year budgets for 237 closing 251 end of year tasks 251 starting a new year 254 INDEX Find Transactions menu command centres 13 Find Transactions window 180 finding records 172 transactions 179 183 finished item 143 fonts changing on forms 210 changing on reports 197 default 209 foreign currency adding a new currency 154 changing 173 deleting 175 See also multiple currencies foreign purchases See multiple currencies foreign sales See multiple currencies forms adding fields to 210 batch 203 customising 206 emailing 203 faxing 203 finding 202 printing 203 G general journal See nominal journal Getting Started guide 9 graphics adding to forms 211 changing size of on forms 212 See also pictures INDEX H half yearly budgets 239 header accounts 25 headers using to group line items in transactions 64 87 host computer system requirements Windows 278 See also workstations HTML format saving reports in 192 Identifiers using to group cards 219 Import and Export Options window 222 225 import file formats for importing statemen
183. ase 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 Contents INtROAUICEION coc nanona e ea 9 Learning about your MYOB software 0 0 esceeseeeeseeeteneeees 9 Where to start eceeeereceserecreseees Exploring your MYOB software Setting up your company file cccceeeereeeee 19 OVERVIEW aori sita iste tseah E aeant OU NEN avian oe EA Create a company file
184. ases You can use the purchases features to record quotes orders and bills Optional purchases setup tasks In addition to the Purchases Easy Setup Assistant tasks you view your purchase history see what you owe your suppliers your business NOTE Do you need to do this task If you want to record the Task orders and purchases you make with suppliers and track the amounts you owe you need to set up the purchases features Customise forms Before you start using the purchases features you should use the Purchases Easy Setup Assistant to enter the following Import cards information Supplier details Create a card record for each of your suppliers and enter such details as their addresses and phone numbers g EON Synchronise Historical purchases Existing businesses only If you had supplier records outstanding bills on the first day of your conversion month with Outlook you will need to record some details about them such as 3 Group cards outstanding bill amounts and the credit terms ee To access the Purchases Easy Setup Assistant go to the Setup menu choose Easy Setup Assistant and then click Purchases You can also use the Purchases Easy Setup Assistant to choose your usual payment method for paying bills your preferred purchase order layout and several other settings that will help you record purchases faster These settings will automatically apply to cards you create for your suppliers and
185. ash 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 201 FORMS 202 Finding forms Forms can be accessed through the relevant functions in each command centre For example remittance advices are accessible through the Print Email Remittance Advices function in the Purchases command centre etc To find forms 1 Go to the appropriate command centre for example
186. asks we suggest you complete at the end of each month Depending on the nature of your business some of these tasks may not apply to you Task See 1 Run the Company Data Auditor below 2 Review reports page 248 3 Send customer statements page 249 4 Record depreciation page 250 5 Lodge VAT returns page 250 6 Pay PAYE and NIC that is due page 250 7 Lock periods page 251 Task 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 display basic information about the company file such as the file name release number location size lock periods last backup date etc perform maintenance tasks such as back up your company file and set lock periods display bank and credit card account details including the current balance and the date when they were last reconciled reconcile your bank and credit card accounts check your transactions for exceptions and audit trail changes Go to the Accounts command centre and click Company Data Auditor The Company File Overview window appears Company Data Auditor CJ Company File Overview Company File Overview File Name Widgets MYO tes Release Version Great Britain 17 Location C Documents and Settings Desktop Size 316MB Last Backup Date 31 08 2007 Back Up Last Verified Date 31 08 2007 Verily C
187. associated detail jobs including detail sub jobs You cannot assign transactions to header jobs Detail jobs are assigned to transactions to track income costs and expenses If you intend to use sub jobs you first need to create header jobs and then assign sub jobs to them Note that sub jobs can be either a detail or header type job To create a header job 1 Goto the Lists menu and choose Jobs The Jobs List window appears 2 Click New The New Job window appears 3 Select Header Job and enter a job number name and description 4 Ifyou want to create this job as a sub job of another header job type or make a selection from the Sub job Of field 5 Click OK The header job appears in the Jobs List window To create a detail job 1 Goto the Lists menu and choose Jobs The Jobs List window appears 2 Click New The New Job window appears 3 Select Detail Job 233 4 Inthe Job Number field type a code for the job and press Tab 5 Enter additional information about the job such as a job name description and start date New Job Job Information C Header Job I Inactive Job Detail Job T Track Reimbursables Job Number X0544 Sub job Of zi Percent Complete 0 Job Name Phase 2 of MCM Project Start Date 9 01 2008 Description Install video and sound equipment Finish Date Manager Jill Contact Katherine Linked Customer Pa sy i UF Budgets New Reimburse 6 If you are
188. ast 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 To link a picture 1 Go to the Card File command centre and click Cards List The Cards List window appears 2 Open the card for which you want to link a picture 3 Click the Card Details tab and double click the picture file area The Picture Information window appears 4 Click Link The Open window appears 5 Locate the picture file you want to display for this card and then click Open The Picture Information window appears with the selected picture on the right 6 Click OK The picture appears in the Card Details tab To replace a picture If you want to replace the picture displayed in a card with another one double click the displayed picture and continue with step 5 in To link a picture above To remove a picture If you want to remove the displayed picture from the Card Details tab double click the picture In the Picture Information window click Unlink and then click OK The picture will be removed fro
189. atches Period May atch for Printing End of Month End of period Sales to date VAT liability To To 1 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 Select the report batch you want to print and click Print Each report in the batch is printed change a report batch Go to the Reports menu and choose Report Batches The Report Batches window appears Select the name of the batch you want to change and click Edit The New Edit Batch window appears If you want to you can change the batch name and which reports are included in the batch Click a report to select or deselect it Click OK to save your changes delete a report batch Go to the Reports menu and choose Report Batches The Report Batches window appears Select the name of the batch you want to delete Go to the Edit menu and choose Delete Batch CHAPTER 14 REPORTS 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 rep
190. ate Date v Inv No Inv No v Customer PO No Customer PO No 2 Customer Name Customer Name v Amount Amount v Amount Due Amount Due Status Del Vja Card Zi Del Via HebFi Pint Sendto Fomet 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 J This adds the field name to the Selected Fields column B Fields in the Selected Fields column are those that will be printed on the selected report From the top down the sequence of fields in this column is in the order the fields will appear in the report The first field will appear as the left column of the report the second field will appear in the next column and so on 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 Producing reports on page 191 2 Select the fields you want to appear on the report CUSTOMISING REPORTS Task 3 Select finishing options The Finishing tab in the Report Customisation window provides a number of miscellaneous options such as what default text to add to the report whether you want the report added to the Reports menu and so on These options vary depending on which report you select To select finishing options 1 2 Click the Finishing ta
191. ate item records page 39 However if you intend to use the advanced features of your software such as recording invoices or tracking 6 Enter stock opening balances page 40 departmental profit you should read through the setup tasks to see which features you might use and the tasks you need to complete to start using them Existing If your business was operating prior to your conversion month it is likely that transactions that occurred prior to your conversion month still affect your business For example a customer may owe you money for sales you made prior to your conversion month or you may have outstanding bills to pay You will need to enter these historical details in your company file CHAPTER 3 ADVANCED SETUP Set up sales You can use the sales features to prepare sales quotes orders and invoices generate statements view customer sales history see how much your customers owe you NOTE Do you need to do this task If you want to record sales and print invoices or statements you need to set up the sales features Before you start using the sales features you should use the Sales Easy Setup Assistant to enter the following information Credit terms and credit limits Enter the credit terms and credit limits you generally extend to your customers Customer details Create a record for each of your customers and enter details such as their addresses and phone numbers Historical sales Existing bu
192. ately for these intra EC transactions in your returns to HM Revenue amp Customs See EC sales on page 166 and EC purchases on page 168 Setting up VAT codes VAT codes are used to track VAT paid to and by your business 3 In the VAT Code field type a VAT code consisting of one Each VAT code represents a particular type of VAT which is used two or three characters and press TAB to calculate VAT on your transactions MYOB software has a list of VAT codes that can be used in a variety of situations for example when doing business with EC customers or when tracking capital acquisitions and so on You can also create an unlimited number of VAT codes For more 4 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 E VAT Code Information information on setting up VAT codes for EC sales and EC Sn purchases see EC sales on page 166 and EC purchases on page 168 To add a VAT code Likesom VAT Cd TSC TBAT Due Linked Account for VAT Paid 21310 IE VAT Due Linked Card for VAT Authority 1 Go to the Lists menu and choose VAT Codes A list of VAT codes appears 2 Click New The VAT Code Information window appears REPORTING VAT 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
193. ating 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 create a single activity slip which allows you to enter the most detail about the activity slip create multiple activity slips which allows you to enter multiple activity slips at once for an employee while not entering quite as much detail for each create a timesheet which allows you to enter the hours per day an employee spends to complete work for clients and customers while automatically creating an activity slip For more information on timesheets see Timesheets on page 108 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 informat
194. ative No 0 Office Equipment Cost 12 500 00 Office Equipment Acc Depn 600 00 Vehicles Cost 265 000 00 Vehicles Acc Depn 2 000 00 Furniture amp Fixtures Cost 8 500 00 Furniture amp Fixtures Acc Dep 600 00 Computer Equipment Original Co 10 200 00 Computer Equipment Accum Depre Bank Account Amount left to be allocated 99 900 00 This will be the Opening Balance of the Historical Balancing Account Check that the amount in the Amount left to be allocated field at the bottom of the window shows 0 00 If this field displays an amount other than 0 00 check your opening balances again because they 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 This amount will be assigned to a special capital account called Historical Balancing Click OK CHAPTER 2 SETTING UP YOUR COMPANY FILE Set up preferences Preferences are settings that enable you to tailor your software to your business requirements and processes NOTE Do you need to complete this task While you can complete this step later you should review the default preferences that have been set before you start entering transactions You can set preferences to customise the way your software operates For example you can choose to automatically print invoices after recording them or prevent users from editing transactions You can set up your
195. 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 Inthe Transaction section of the window specify how you want the transaction ID number to be created 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 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 record this recurring transaction option CHAPTER13 TRANSACTIONS 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 182 To create a recurring transaction from an existing entry You can create a recurring transaction by copying an existing recurring transaction entry then customising the details for the new one Go to the Lists menu and choose Recurring Transactions The Recurring Transactions List window appears Select the recurring transaction you want to copy and click Create Copy The Create Copy window appears Create Copy Card
196. b If you want to add the customised report to the Reports menu so that you can reuse these customised settings select the Add to Reports Menu option If you are on a network and want to prevent data from being changed when the report is being generated select the Prevent Data Changes During Report Generation option Note that this will prevent other users from recording transactions or making other changes in the company file while the report is being printed Make any other entries or selections that apply to the report 197 Task 4 Change the report format You can modify the look of the report by choosing different font styles sizes colours alignments and effects and by changing the report s page margins 1 Click Format in the Report Customisation window The Report Format window appears x Font amp Style _ A Acme Widgets Report Line Report W Anytown Herts AT12 BBR Arial vi ji2 Financial Report HB Maroon Date IDNo Amount Bold Y I Underline Strikeout c mA 3 12 12 00 GJ54389 1 000 00 Negative Normal pl Align Title amp Heading Centre All Accounts 1 000 00 Margins D Left 11 971 cm Top 0 000 cm Help Deiat Cancel B A Makea selection in the Report Line field to choose the section of the report you want to customise and then change the formats as required B Ifyou have formatted a report and want to change it back to it
197. balance reversing The process of cancelling a transaction by entering a new transaction with the same amounts but with opposite signs GLOSSARY S 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 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 T tab delimited text file In this file format fields are separated by tab spaces Files in this format can be opened by most word processing and spreadsheet software and can usually be imported into MYOB s
198. being purchased A description of the item appears automatically You can change this if you want If you want to check spelling in this field click Spell For more information see Spell check feature on page 16 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 142 The price of the item appears automatically You can change this if you want Optional The volume discount as a percentage The total price is calculated automatically If you change the price the Disc field is updated to show the discount applicable Optional Selecting a job number here assigns a line item to a specific job For more information see Jobs on page 233 If the item is taxable enter the VAT code ENTERING PURCHASES The following illustration shows the fields for a purchase with a Service layout and a Purchase status These fields also appear in the Professional and Miscellaneous layouts Service Description Acct No Amount Consultation A B A Description A description of the goods or services purchased If you want to check spelling in this field click Spell For more information see Spell check feature on page 16 B Acct No or The account to assign to the purchase Pressing TAB Account here displays the accounts list from which you can Name
199. ccount is transferred to your retained earnings account a The balances of your income cost of sales expense other income and other expense accounts are returned to zero Closed sales closed purchases and journal entries assigned to closed sales and closed purchases are kept or purged Starting a new payroll year Payroll is only available in MYOB Accounting Plus Complete the tasks below to start a new payroll year Task See 1 Process the last paycheques for the year page 255 2 Print payroll reports page 255 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 268 1 Goto the File menu and choose Start a New Year and then Start a New Financial Year The Start a New Financial Year window appears 2 Follow the instructions that appear If you need help click Help and then choose Help for This Window Task 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 265 Task See 3 Prepare and submit payroll tax forms page 255 4 Back up your company file page 255 5 Start a new payroll year page 256 6 Optimise and veri
200. ccounts list groups accounts into eight classifications Assets Liabilities Capital Income Cost of Sales Expenses Other Income and Other Expenses Within each account classification there is at least one account type Capital 3 xxxx Account classifications and types are described in the following table CHAPTER 2 Type Bank Accounts Receivable Other Current Asset Fixed Asset Other Asset Credit Card Accounts Payable Other Current Liability Long Term Liability Other Liability Capital SETTING Description Money in the bank for example in a cheque or savings account Money owed to you by your customers Assets that if required can be turned into cash within a year These may include your term deposits Assets which have a long life for example buildings cars and computers Fixed assets are usually depreciated Other assets you own such as loans made to others and goodwill Repayments required to service credit card debt Money owed by you to your suppliers Money owed by you that is due in less than a year for example GST Money owed by you that is due in more than one year for example a business loan Other money you owe The business s net worth that is its assets minus its liabilities Common capital accounts are current year earnings retained earnings and shareholders capital UP YOUR COMPANY FILE Classification Type Description In
201. ce the selection list that appears when you select here will be the default billing unit when you entering a time billing invoice includes both your create hourly activity slips For example you can specify activities and items six minute time billing units where an hour would be Note that the I Sell This Item option must be selected 10 billing units of time Any activity slips you have in the Item Information window before you can already created will be updated to use the special billing include an item ona time billing invoice unit of time P EEE Timesheets This preference allows you to include time billing and Rounding If you use the activity slip timer you can to set a activity slip information in an employee s paycheque preference for how you want units of time to be rounded Choose to round up to next down to previous or to nearest For example if you chose up to next and are using 30 minute billing units 10 minutes would be rounded up to 30 minutes on an activity slip Or if you chose to nearest and are using 30 minute billing units 15 minutes would be rounded up to 30 minutes If you are not using a special billing unit of time that is you are billing in hours you can specify the rounding increment For example if you want to round the actual time you clock using the timer up to the next minute choose up to next and enter 1 in the Minute Increment field That way if you clock 21 minutes and 32 seconds of an activity 22
202. ce is a realised currency loss TRACKING CURRENCY GAINS AND LOSSES 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 pointin 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 159 Miscellaneous transactions Transferring funds to a foreign account You may want to transfer funds from a local currency account to a foreign account This is easily done through the Spend Money window 1 Goto the Banking command centre and click Spend Money The Spend Money window appears 2 Click Currency The Exchange Rate window appears In the Exchange Rate window choose the currency of the account into which you want to make a
203. centre The To Do List window appears 95 96 2 Click the Creditors tab A list of all unpaid purchases appears 3 If you want to view details about a specific purchase click the zoom arrow lt gt next to the purchase 4 Click in the select column J next to each purchase you want to pay Supplier debits A supplier debit is money that a supplier owes you To process a supplier debit you first need to record a debit transaction and then record the settlement of the debit for example by recording a refund cheque from your supplier Recording supplier debits You can create a supplier debit in one of two ways Reverse an existing purchase Use this method if you have been debited for the entire purchase Manually create a debit Use this method if you have been debited for part of a purchase To reverse an existing purchase Your company file transactions must be set to unchangeable before you can reverse a purchase that is the Transactions CAN T be Changed They Must be Reversed option must be selected in the Security tab of the Preferences window 1 Find and display the purchase For more information see Finding a transaction on page 179 2 Go to the Edit menu and choose Reverse Purchase A supplier debit appears in the Purchases window To 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 i
204. chases Items Spreadsheet report shows you the stock items which are costing you the most money 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears Click the Purchases tab A list of purchase reports appears For information on displaying customising and printing your reports see Reports on page 191 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 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 93 94 Paying suppliers If you have recorded a purchase you pay the supplier in the Pay Suppliers window In this window you can record the payments to one or more of your outstanding purchases You can also make payments to suppliers in the Bank Register window especially if you have several purchases to pay and do not need to record detailed information for each payment When you use the Bank Register window to make supplier payments the entire payment is automatically allocated to the oldest purchase first For more information see Entering transactions in the Bank Register window on page 49 You can pay several o
205. choose an account This should be an expense or cost of sales account You should not select your creditors account for ordinary purchases C Amount The amount you have been invoiced 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 87 85 Task 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 youl g Carriage 0 00 s FF Deliver Via z VAT 14 00 Promised Date Total Amount 94 00 Joumal Memo Purchase Computer Supplies Lid Paid Today 94 00 ill Delivery Status To be Printed Balance Due 0 00 A B Cc DIE F G A Comment Enter additional information about the purchase Deliver Via such as a 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 ina Status batch select the required delivery method from the list For more information see Sending forms in a batch on page 203 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
206. cial snapshot of a company s position at a particular time A balance sheet lists the balances of the company s asset liability and capital accounts It is called a balance sheet because the total value of the asset accounts minus the total value of the liability accounts always equals the total value of the capital accounts budget Expected monthly net activity for an account Budgets are useful for planning for the future and for analysing actual performance against planned performance buying unit The unit of measurement such as dozens cartons or crates by which you purchase items from your suppliers C 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 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 requires separate reporting See also wage category and payroll categories cash flow The net flow o
207. cific account Lists account balances as at the end of a selected period along with the budgeted amounts for them If you ve determined that changes need to be made to the amounts you ve budgeted for the coming months you can adjust your budget Lists account balances for a selected period along with the budgeted amounts for them If you ve determined that changes need to be made to the amounts you ve budgeted for the coming months you can adjust your budget 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 Enables you to estimate your short term cash needs For more information see Analysing your cash flow on page 58 NOTE Create areport batch You may find it useful to create a report batch for your month end reports and print them all in one go For more information see Printing report batches on page 193 CHAPTER 18 END OF PERIOD PROCEDURES Task 3 Send customer statements Most businesses send statements to customers who have outstanding balances at the end of each month You can either print out and send these statements through the mail or send them via email To print a customer statement 1 Go to the Sales command centre and click Print Email Statements The Review Statements Before Delivery window appears Click the To Be Printed tab In the Statement Type field select the
208. cing this item Income Account for Tracking Sales Type or select the account you want to use to record the income you receive from the sale of this item Asset Account for Item Stock Type or select the account you want to use to record the total value of this item Expense Account Type or select the account you want to use for Tracking Costs to record costs associated with purchasing this item If you want to check the spelling in the Name field click Spell For more information see Spell check feature on page 16 CHAPTERY STOCK 8 If you buy this item click the Buying Details tab and enter D Optional Enter the restocking information your buying details e Type the minimum level of this item you want to keep in stock When the quantity drops below this level a re order reminder appears in the To Do List Eien Information e Type or select the supplier from whom you usually re order Profle ttemDetails J Buying Details SelingDetaile f _Hictow Auto Build this item A 100 101A5 Widgets tas Puchase Pice E1625 Excluding VAT E e Type the supplier s number for the item B H E ee E i e Type a re order quantity for the item If you have set a C ERIRE minimum quantity for a re ordering alert you can create fps Restocking fomatn fe the To Do Lit an order for the items easily using the Stock Alert tab in MEE aa TE 3 the To Do List
209. 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 Task 5 Complete the purchase After you have finished making entries in the Purchases window there are several ways to complete the purchase TIP Save the purchase as a recurring purchase You can save the purchase as a recurring transaction so that you can use it again in the future Click Save as Recurring In the Edit Recurring Schedule window enter the necessary information and click Save For more information see Recurring transactions on page 185 If you want to record the purchase without printing or sending it click Record If you want to record the purchase and print send or save it as a PDF complete the relevant procedure below To Do this Print Click Print and choose e Pre printed P O to use the default form e Select Another
210. code to each account in your accounts list The VAT code you assign to an account will appear as the default VAT code in a transaction where you allocate a deposit cheque or a non item sale or purchase to this account 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 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 138 Assigning VAT codes to cards You can select a default VAT code for a customer or supplier You would only need
211. come Income Revenue from the sale of goods 4 xxxx and services Cost of Sales Cost of Sales The direct cost of selling your 5 xxxx goods and providing services for example purchase costs and freight charges Expense Expense The day to day expenses of 6 xxxx running your business for example utility bills employee wages and cleaning Other Income Other Income Other revenue for example 8 xxxx interest earned on savings and dividends paid from shares Other Expense Other 9 xxxx Expense Other expenses for example interest charged Header and detail accounts Your accounts list consists of detail accounts the accounts to which you allocate transactions and header accounts Header accounts group related detail accounts to help you organise your accounts list For example you could group your telephone electricity and gas expense accounts using a Utilities header account This makes it easier for you to locate the utility expense accounts in the accounts list and to see your combined utility expenses You group accounts by indenting the detail accounts located directly below a header account VAT Linked Account Name Header accounts Mma 1 0000 Assets Asset 5 11000 Fired Assets Asset 24 361 95 L gt 1 1100 Furniture amp Fixtures Asset 9 577 71 S 41110 Furniture amp Fintues Cost Other Asset NT 12 226 85 si gt 1 1120 Fumiture amp Fixtures Acc Depn Other Asset N T 2 649 14
212. cord all the hours page 108 timesheets worked by hourly employees or to record extra hours worked by employees that are paid based on a standard pay If you pay employees for time billing activities you can also enter activity details on timesheets and use these details to create activity slips Customise Change the appearance of the default page 206 forms payslip and paycheque forms Do an initial bank reconciliation To check the accuracy of your business records you should check that the record of your bank account balances matches the amounts on your bank statements This task is called reconciling accounts If your business traded prior to your conversion month and you have uncleared banking transactions as at the first day of your conversion month you need to do an initial bank reconciliation Uncleared banking transactions are withdrawals and deposits that have not been cleared by your bank as at the start of your conversion month Task See Import cards Import employee information from page 272 e another MYOB company file e another accounting system e a spreadsheet e a text file Synchronise Synchronise your employees records page 221 employees with your contact records in Microsoft records with Outlook Outlook Group cards Use identifiers and custom lists to page 219 group the cards of employee who have similar attributes NOTE Do you need to complete this task The initial bank reconciliation procedure need
213. ct access to payroll reports as well as to employee card information and Payroll command centre functions You can set these restrictions in the access profile of each user ID For more information see Managing user accounts on page 257 To enter payroll information for an employee 1 Goto the Card File command centre and click Cards List The Cards List window appears CREATING EMPLOYEE CARDS Type the employee s first name and their contact details Select the currency in which you pay the employee MYOB Accounting Plus only If you want to enter payroll information continue with step 4 in To enter payroll information for an employee below Click OK and then click Close to exit the Cards List window Click the Employee tab and select an employee Click Edit The Card Information window appears Click the Payroll Details tab in the Card Information window and enter the employee s personal details Card Information roe f CadDetais Chen Olivia Payroll Details Personal Details gt Wages gt Entitlements gt Deductions gt Employer Expenses gt Tages gt Recuring Pay gt Pay History gt Time Biling gt Pint E Create New Payroll Category Bith Date Calculated Age Sex Start Date Leaving Date 1102 2002 105 6 Enter wage information Click Wages and enter the wage information for this employee a Select the employee s pay basis Whe
214. ction Information window on page 103 Employer Expense Information window on page 104 6 Click Employee The Linked Employees window appears 7 Select the employees whose pay will include this payroll category by clicking the Select column H and then click OK 8 If you are creating a Wage category click Exempt and select the taxes and deductions that do not apply to the new category 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 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 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 CREATING PAYROLL CATEGORIES Wages Information window Wages Information Wages Name New Wages Category Type of Wages Salary Wages Information B Pay Rate Regular Rate Multiplied by 7 0000 C Fixed Hourly Rate of 0 00 fc c Optional Account Oyeride Employees Wage Expense Account D IT Automatically Adjust Base Hourly or Base Salary Details k at E A Choose
215. d Arefund cheque for the amount of the supplier debit appears in the Settle Returns amp Debits window Settle Returns amp Debits DeposittoAccount 1 2110 I Curent Account Balance 78 568 20 Group with Undeposited Funds Supplier gt World of Widgets crooo0s3 Amount Received 477 34 2570172008 Payment Method Details Memo World of Widgets Debit from 00000117 CG Rate GBP 5 Click Record to record the refund cheque Adding finance charges paid to suppliers 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 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 Deleting finance charges If you enter a finance charge in the Pay Suppliers window two transactions are recorded a the full supplier payment includi
216. d click Print Receipts The Review Receipts Before Printing window appears 2 If you print receipts on pre printed stationery type the number of the first receipt in the Number of First Receipt in Printer field 3 Type the number of receipts you want to print in the Print field 4 Ifyou want to filter the information to be displayed on the customer receipt click Advanced Filters For more information see Advanced filters on page 205 5 Click in the select column Hl next to each receipt you want to print 6 Click Print CHAPTER 5 SALES Credit control In your MYOB software you can control credit by setting and enforcing customer credit limits see Credit limits below placing customer accounts on hold see Credit holds on page 74 adding finance charges to customer statements see Finance charges paid by customers 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 If you want to enforce credit limits you can set preferences to warn users before recording a sale that will exceed a customer s credit limit prevent certain users from recording a sale that will exceed a customer s credit limit When you use this preference you set an override password to allow approved users to recor
217. d 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 37 38 In the VAT field select the N T tax code Enter details of the deposit in the Memo field Receive Money EEA Deposit toAccount 1 2110 I Bank Account Balance gt 20 000 00 Group with Undeposited Funds IT VAT Inclusive Payor E cROO000T Amount Received 500 00 x 170172007 Payment Method __Detais j Uncleared deposit 29 12 06 Total Allocated VAT Total Received Out of Balance 8 Save as Recurring Use Recuning Currency GBP Click Record Repeat from step 3 above for each uncleared deposit Task 3 Reconcile To reconcile the account 1 Go to the Banking command centre and click Reconcile Accounts The Reconcile Accounts window appears In the Account field select the bank account you want to reconcile In the New Statement Balance field enter the closing bank balance as at the day prior to your conversion month for example the closing balance as at 31 12 2006 In the Bank Statement Date field enter the first date of your conversion month For example if your conversion month is January 2007 enter 01 01 07 Your uncleared transactions appear When you recorded uncleared transactions the same account was debited and credited with the
218. d in your company file This is because the exchange rate used by the bank is different from that used in your company file at the time of the transaction There are two methods by which you can reconcile accounts containing foreign transactions a 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 a Ifyou 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 161 CHAPTER 10 INTERNATIONAL TRANSACTIONS 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 your MYOB software 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 separ
219. d once they are recorded as orders or purchases To convert an 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 on page 92 1 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 Change to Purch The Purchases window appears displaying the purchase If you want to you can update the information in this window such as changing the transaction date Click Record A new purchase is created and the original order is removed 9 1 92 To simultaneously convert several orders to purchases 1 Click To Do List from any command centre The To Do List window appears 2 Click the Orders tab to display a list of all your orders If you want to view details about a specific order click the zoom arrow gt to the right of the supplier s name Reviewing your purchase information There are several tools that you can use to review your purchases information Tool To Do List Analyse Creditors Purchase reports Purchase History Find transactions Purchases Register Transaction Journal Description Displays all open purchases recurring purchases and orders sorted by due date
220. d the sale To set or change the credit limit for a single customer 1 Go to the Card File command centre and click Cards List The Cards List window appears 2 Click the Customer tab and select the customer for whom you want to set a credit limit 3 Click Edit The Card Information window appears 4 Click the Selling Details tab CREDIT CONTROL 5 Click Credit Limit amp Hold The Credit Limit amp Hold window appears Credit Limit amp Hold PC Limited 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 Avalabe Ced E000 CunentyPastDu 000 J Place this customer on Credit Hold caes Help F1 6 Type the customer s credit limit in the Credit Limit field 7 Click OK The Card Information window reappears 8 Click OK to return to the Cards List window To receive a warning when a customer exceeds the credit limit 1 Go to the Setup menu and choose Preferences The Preferences window appears 2 Click the Sales tab 3 Select the If the Credit Limit is Exceeded on Sale preference and choose Warn and Continue from the list If Credit Limit is Exceeded on Sale Wam and Continue System wide j 4 Click OK Ja To prevent the recording of a sale when a customer Credit holds exceeds the credit limit 1 Log in to your MYOB software using the Administrator user ID You can place a credit h
221. d to menu commands Listed below are the shortcuts relating to the menu commands Menu Command Shortcut keys File New Company File CTRL N Open CTRL O Close Window Esc Print CTRL P Edit Undo CTRL Z or ALT BACKSPACE EXPLORING YOUR MYOB SOFTWARE Menu Command Centres All Command Centres gt Accounts Command Centres gt Banking Command Centres gt Sales Command Centres gt Time Billing MYOB Accounting Plus only Command Centres gt Purchases Command Cut Copy Paste Select All Select from List Recap Transaction To Do List Find Transactions Command Centre Record Journal Entry Bank Register Command Centre Spend Money Receive Money Command Centre Enter Invoices Receive Payments Command Centre Command Centre Shortcut keys CTRL X or SHIFT DELETE CTRL C or CTRL INSERT CTRL V or SHIFT INSERT CTRL A CTRL L CTRL R CTRL T CTRL Y CTRL 1 CTRL G CTRL K CTRL 2 CTRL H CTRL D CTRL 3 CTRL CTRL B CTRL 4 CTRL 5 Menu Command Shortcut keys Enter Purchases CTRL E Pay Bills CTRL M Command Centres Command Centre CTRL 6 gt Payroll MYOB Accounting Plus only Command Centres Command Centre CTRL 7 gt Stock Control Command Centres Command Centre CTRL 8 gt Card File Cards List CTRL F Reports Index to Reports CTRL I Window Refresh All F5 Help MYOB Help FI We also support the following shortcut key combinations Close Window
222. dd text labels draw lines and boxes paste graphics on the form move fields change the size of fields and more Then you can save your customised stationery so that you can select it when you print or email the form CAUTION Changing the layout of tax forms The layouts of tax forms such as P14s and P60s are designed to align with fields on pre printed HMRC forms If you customise the layout of these forms data may not align correctly with the fields when you print Tip If you are using continuous feed paper or pre printed stationery If you want to test the alignment of the information that will be printed using sample data click Print Alignment Form 5 When you have finished making your selections in the Advanced Filters window click OK If more than one user is accessing a company file you should Create custom forms in the Forms folder on the host computer on which the company file is stored 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 CHAPTER15 FORMS Complete the following steps to create save and print your customised forms Task 1 Display the form 2 Set up form properties 3 Adding and editing elements 4 Preview the customised form 5 Save the customised form 6 Print the customised form Task 1
223. de 5 I tise Supplier s Standard tandard CHAPTER 11 REPORTING VAT VAT reports VAT reports group transactions together based on the VAT code assigned to transactions Therefore any transaction entered without a VAT code will not appear on VAT reports If you delete a VAT code from an entry the entry will not appear on VAT reports You can use the Company Data Auditor to identify transactions entered without a VAT code or where the VAT amount has been manually changed for a transaction For more information see Run the Company Data Auditor on page 244 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 your MYOB software reports and your VAT return is calculated You will be asked to produce this by HM Revenue amp Customs during any VAT audit visit 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 da
224. de a running account balance Specify the statement period to be included If you selected Invoice as the statement type enter a date to include invoice statements outstanding on that date If you selected Activity as the statement type enter the statement period in the From and to fields Mark the select column J 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 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 205 for more information Click Send Email 249 Task 4 Record depreciation NOTE If you depreciate your assets at the end of the financial year make this step a part of your end of year routine Consult your tax adviser or accountant for information on when to depreciate your assets Your company s vehicles and equipment lose value each year Part of the cost of vehicles and equipment can be allocated as an expense to your company each year you benefit from their use The allocation of the cost of a piece of equipme
225. deducting from your employees Use payroll liability reports to view payroll details Use the Find Transactions window to search for an account card or payroll category Viewing pay history See below page 124 page 124 page 124 page 179 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 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 REVIEWING PAYROLL INFORMATION amounts posted to the accounts Instead make adjusting entries on the employee s next paycheque To view an employee s pay history 1 2 3 4 6 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 Card Detaile ing Detail Jobe f History Johnston Matthew Personal Details gt Wage
226. deposit Exchange Rate Currency EUR 3 European Union Euro Transaction Exchange Rate 0 600000 Curent Exchange Rate 0 600000 I Update Curent Exchange Rate in the Currency List with Transaction Exchange Rate EUR EUR1 00 equals 0 60 GBP Local 1 00 equals EUR1 67 3 Click OK The Spend Money window reappears 4 Inthe Account field type or select the local currency bank account from which the amount is being withdrawn 5 Enter the date amount payee and memo 6 Inthe Account No or Name column type or select the foreign account into which you want to make the deposit 7 Click Record Entering foreign currency transactions in a local account You can enter foreign currency transactions in a local currency account For example you can accept a cheque from a customer in euros and bank it in a Sterling bank account Example You have received a cheque from your customer Donelli Paper for 200 against an outstanding invoice and you want to bank it in your local currency account Let s also assume the exchange rate has changed from 0 60 to 0 63 since you made the original sale 1 Go to the Sales command centre and click Receive Payments The Receive Payments window appears 2 Type or select the customer in the Customer field Details of Donelli Paper s purchase appears in the window Receive Payments EIB t 1 2110 Current Account Balance 12 735 10 Customer c
227. der 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 In the Job Number field type or select the job for which you want to enter an opening balance 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 CHAPTER 17 FINANCIAL CONTROL 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 the Jobs Budget Analysis report to see a comparison between the actual amounts and the amounts you have budgeted for the job Tracking reimbursable expenses You can track the expenses you incur while working on a job and then invoice the customer to get reimbursed for those expenses To get reimbursed for an expense you need to do the following Task See 1 Set up a job and choose to track below reimbursable expenses 2 Assign the expenses to the job when page 236 recording them 3 Add the reimbursable expenses to the page 236 invo
228. dia 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 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 The Restore command closes the company file you re currently host especially if you create custom forms and templates on using decompresses a backup file so you can use it and then the host computer and then copy them to workstations opens the backup file When you do a full backup you then ensure that the most recent versions of custom forms and templates are backed CAUTION MYOB Accounting Plus only Single user access P required Making and restoring a backup file requires single user up access For more information see Single user file locking for special Don t store backups on the same hard disk as the come SHupag ZOR software A single disaster can wipe out all your records 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 BACKING UP AND RESTORING COMPANY FILES 259 260 valid backup you would need to re create your company file You can reduce this risk by making separate backups to protect your co
229. dit menu and choose Delete Account CHAPTER12_ LISTS Deleting other records You can only delete 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 a card that has not been used in a quote order or recurring template an item with a zero quantity in stock 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 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 COMBINING RECORDS an activity provided that all the activity slips you ve recorded for it have been purged
230. djusted A sales order is automatically recorded for the item when you record the invoice Changing the status of a sale The following sale types can be converted Can be converted Sale type ton See Quote e order below e invoice Order e invoice page 68 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 on page 68 CHANGING THE STATUS OF A SALE NOTE Multiple items with insufficient quantities You can use the Backorder List window to build buy or backorder items However you can only perform one of these tasks at a time and in the following order build buy and then backorder For example if you want to backorder some items and buy others you need to buy the required items first and then return to this window by clicking Record in the Sales window again to complete the backorder Complete the sale For more information see Complete the sale on page 64 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 If you want to convert the quote to an order click Change to Order 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 yo
231. e 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 Therefore you should consider printing or displaying the report at a time when you know that no entries are being made that will affect its accuracy Before you print or display a report open the Report Customisation window for the report You can select the Prevent Data Changes During Report Generation option on the Finishing tab of the Report Customisation window to turn on multi user file locking and prevent other users from adding changing or removing any information from the company file while MYOB Accounting Plus is generating the report When you print or display the report with this option selected the report will be as up to date and accurate as possible However keep in mind that a few MYOB Accounting Plus reports take some time to be generated You might want to consider printing these lengthy reports at times when other users won t be forced to wait for the report to be generated before they can resume making entries in the company file 269 270 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
232. e see To create a time billing invoice using the Prepare Time Billing Invoice window on page 1 34 1 Go to the Sales command centre and click Enter Sales The Sales window appears 2 In the Customer field type or select the customer to invoice 3 Click Layout The Select Layout window appears 4 Select the Time Billing layout and then click OK 5 For each billable activity enter the date the activity was performed in the Date field the number of units or hours being billed in the Hrs Units field 135 the activity name or press TAB in the Activity field and select the required activity from the list the rate charged for a single unit or hour of the activity in the Rate field optional the job number the VAT code if the activity is taxable optional the category The category field is displayed only if the Turn on Category Tracking option has been selected in the System tab of the Preferences window If you are invoicing for sold items enter the date in the Date field the quantity being sold in the Hrs Units field the item number in the Activity field or press TaB and select the item from the list of items and activities that appears the price of the item in the Rate field the VAT code if the item is taxable the job number 6 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
233. e 16 Spell check feature page 16 To work through the tutorial 1 Start your MYOB software A welcome window appears 2 Click Open your company file The Open window appears 3 Locate the Tutorial folder in your software installation folder then select the tutorial myo file and click Open 4 Open the tutorial PDF which is located in your software installation folder For example if you are using MYOB Accounting v17 go to the Start menu and choose Programs then MYOB Accounting v17 and then select MYOB Accounting v17 Tutorial PDF Follow the steps in the tutorial You can read the tutorial on screen or print it out Command centres There are six command centres in MYOB Accounting and eight in MYOB Accounting Plus which includes the Payroll and Time Billing command centres The following is an illustration of the Sales command centre in MYOB Accounting Plus Widgets Ltd Command Centre om SALES Time Billing Purchases Payroll Stock Control Card File Accounts Banking Sales Register e Enter Sales Receive Payments e PrinyEmail Statements PrinyEmail Invoices 6 e Transaction Joumal Print Receipts To Do List w Find Transactions v Reports v Analysis v CHAPTER1 INTRODUCTION 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 The highlighted icon represents the current command centre and the flowc
234. e Account zi Memo cn Help F1 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 Soend Money transaction type in the Bank Register window 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 49 8 Inthe Fees and Cash Back and or the Adjustment for Excess Funds fields a Type the adjustment amount b Type the date and an ID number c Select an expense or income account 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 9 Click Record to record the bank deposit If you want to make a payment to a supplier for a purchase you will need to enter the payment using the Pay Suppliers window or by selecting the Pay Purchase transaction type in the Bank Register window For more information see Paying suppliers on page 94
235. e Financial Year rease Decrease 0 Financial Year 2008 Total Budget for Account 49 700 00 Core BUDGETS 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 To enter a total amount for a group of consecutive months select Period starting from selected Month To enter the total amount for each quarter select Each Quarter To enter the total amount for each half of the year select Each half of the Financial Year 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 Enter the budget amounts in the appropriate fields Amounts that cover more than one month such as quarterly half yearly and yearly amounts and amounts for a group of months will be divided equally among all the months in the group If you selected the Each Month option you can also set a base budget amount for the first month and the amount or percentage by which this will increase or decrease for each subsequent month When you have finished entering the information click OK The Prepare Budgets window appears with the new amounts entered in the fields If the account already has budget figures a message appears asking if you want to replace the existing budget Click OK to replace the budget or Cance
236. e Report Customisation window for the Account Transactions report When you print the report only accounts whose numbers begin with 1 will be included on the report Example 2 If you have several items whose numbers end in SVC to indicate the items are service items you can enter SVC in the Selected field to print a report that includes only the items whose numbers end in SVC Question mark The question mark wildcard allows you to limit your report to elements that contain only a specific number of characters For example if you want to print a Job Transactions report for the Cadwell Corporation All Cadwell job numbers are three characters long and begin with the letter C However you have other jobs that start with the letter C and you don t want those jobs to appear on the report In the Selected field of the Job Transactions report s Report Customisation window enter C to limit the report to three character jobs that begin with C Task 2 Specify the required fields In the Report Fields tab of the Report Customisation window you can choose the fields to include on the report For example if you want to print the name of the salesperson in a sales report you can add the salesperson field CHAPTER 14 REPORTS 1 Click the Report Fields tab Report Customisation All Sales Customers Custom List No 1 Custom List No 2 Custom List No 3 AdvancedFites Report Fields a Available Field v D
237. e and balanced Month end procedures You should reconcile your company file information with any source documents and resources available to you For example each month your bank account can be reconciled with your bank statement creditors balances can be checked against statements and customers balances verified Typical end of month procedures include reviewing your trial balance reviewing your budgets and cash flow paying payroll taxes MYOB Accounting Plus only and purging information that is no longer needed Year end procedures End of year procedures need to be carried out to prepare your company file for the coming year These include any adjustments you need to make to your company file so that it agrees with your accountant s final records before you start a new year If possible your stock should be counted valued and where necessary adjusted in your company file 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 End of payroll year MYOB Accounting Plus only Closing a payroll year includes processing final paycheques printing payroll reports and preparing payroll forms 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 243 END OF PERIOD PROCEDURES 244 Month end procedures The following is a list of t
238. e configured to allow this folder to be shared with other computers on the networl View your Windows Firewall settings CK LL Cancel Apply Share this Select this option If your network does not have folder workgroups or you are logged in to a domain Share this select the Share this folder in the network folder in the option and then complete the wizard that network appears 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 279 Maximum Select this option to allow as many users as allowed possible to simultaneously access the company file This option is not present if your network does not have workgroups or you are logged in to a domain Allow Select this option This option is not present if network users your network does not have workgroups or you to change my are logged in to a domain files If your network does not have workgroups or you are logged in to a domain continue with step 8 Click Permissions The Permissions for Company_Files window appears 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
239. e 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 APPENDIX A IMPORTING AND EXPORTING DATA 3 Click Continue The Open window appears 4 Locate and select the file you want to import and click Open The Import Data window appears Import Data Account Number Account Name Header Balance Account Type Last Cheque Number VAT Code Garency Code Currency Code Exchange sdecount Exchange Account Required Field Must Have a Valid Matching Import Field Conditional Field One or Both Fields Must Have a Valid Matching Import Field T Match All 5 Match the import fields with the MYOB Plus Fields column if you re using MYOB Accounting the column is labelled MYOB Fields a Click the name of a field in the Import Fields column Importing data from MYOB RetailBasics Using MYOB RetailBasics together with your MYOB software enables you to import point of sale data such as sales surcharges VAT collected and liabilities accrued from MYOB RetailBasics to your MYOB software This saves you from having to manually enter this data into your accounting system To use this feature you need to Set up your MYOB software Export MYOB RetailBasics data daily weekly or as required Import MYOB RetailBasics data into your MYOB software whenever there is a data file to import
240. e forms 86 reports 192 sales forms 64 statements 249 employees activity slips including in pay 112 analysing payroll 124 bank details 108 billing rates setting 127 bonuses 111 cards 105 cash payments 115 cheque payments 116 commissions 111 electronic payments changing bank details for current pay 115 entering bank details 108 holiday pay recording 113 hours worked entering 113 pay details editing 112 pay history entering 35 paying 110 118 payment method 108 payroll information analysing 124 reviewing 123 setting up 110 payroll liabilities clearing 119 paying 119 reviewing 124 printing paycheques and sending payments 115 recurring pay entering 106 sales history for 69 setting billing rates for 127 sick pay recording 113 terminating 120 time billing information including in employee pays 112 Employer Expense Information window 104 employer expenses definition 100 payroll categories changing 101 creating 100 deleting 174 End of Year Tax Forms Assistant 255 end of month See month end Entitlement Information window 102 entitlements linked wages category 102 payroll categories changing 102 creating 100 deleting 174 errors checking for in company file 245 264 Excel viewing MYOB reports in 193 exchange accounts for tracking foreign transactions 155 exchange rates 157 expense accounts 25 Export Data window 271 Export Summary Window 223 exporting data to accountants 252 to other
241. e 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 187 Edit a recurring transaction page 187 Delete a recurring transaction page 188 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 you want to schedule it For example you can schedule your car payments monthly for the next 22 months 1 Enter the transaction details in a transaction window such as the Sales window if you make regular sales to a customer 185 2 Click Save as Recurring instead of clicking Record The Edit Recurring Schedule window appears Edit Recurring Schedule Recurring Transaction Name Sale Miller Steet Shop Schedule Frequency Monthly Statting on 13 03 2007 Continue indefinitely C Continue until this date Perform this No of times Remind MMEA to record this transaction Automatically record this transaction when due and notify Transaction Use the next sequential number as the Invoice No Use the following as the Invoice No no waing for duplicate IDs I Save my changes when record this recurring transaction Help FI In the Recurring Transaction Name field type a name to identify the transaction Schedule the transaction Select the transaction frequency from the Frequency list
242. e is calculated by checking the original date of the invoice comparing it to today s date and looking at the customer s credit terms 3 If you want to send a collection letter to customers with overdue payments a Select those customers by clicking in the select column Bl 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 1 In any command centre select Debtors from the Analysis list The Analyse Debtors window appears 2 Click Filters and choose the time periods and any other criteria you want to apply 3 Click OK The information you selected appears in the Analyse Debtors window To analyse your sales activities The Analyse Sales window provides various illustrations as graphs or as lists of your sales activities 1 In any command centre select Sales from the Analysis list The Analyse Sales window appears 2 Click Filters and choose the sales figures time periods and other criteria you want to apply REVIEWING YOUR SALES INFORMATION 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 r
243. e payment in the Receive Payments window Record the payment in the Receive Money window Command Centre Banking Command Centre Sales or or Record the payment using Record the payment using the Receive Money option the Receive Payment option in the Bank Register window in the Bank Register window Command Centre Banking Command Centre Banking BANKING Printing payment receipts You can print payment receipts for 7 If you want to record the payment method payments entered in the Receive Money and Bank Register a Inthe Payment Method field select the payment method windows For more information about printing payment receipts b Ifyou want to record additional details about the payment see Printing payment receipts on page 72 44 To record money you receive such as a cheque number click Details and record the details in the Applied Payment Details window that appears Go to the Banking command centre and click Receive 8 Type a description in the Memo field to help you identify the Money The Receive Money window appears payment later Receive Money 9 Allocate the amount to the appropriate account or distribute G Deposit toAccount 1 2110 Current Account Balance gt 34 963 83 it toa number of accounts C Group with Undeposited Funds IT VAT Inclusive Payor CRo Amount Received x 06712 2007 Payment Method TE _ Details Mm o A Type or select an account to wh
244. e 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 computer located in your home provided that the copy is for your own exclusive 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 verification or to replace defective storage media provided you keep the original 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 However 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 terminated You may terminate it at any 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
245. e service marks trademarks or registered trademarks of their respective owners Writers Suchitra Govindarajan Naomi Hall Merrin Hughes Claire Mahoney Rachael Mullins Kylie Nicholson Steven Rao Mirjana Sicevic Ron Tierney John Wilson 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 your Company Files only for a period of 30 days from the date of creation of each Company File Thereafter you will be able to acces
246. e the process The data can be imported from a tab delimited or comma separated text file NOTE MYOB Accounting Plus only Single user access required for dataimport 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 268 you want to export all the fields in the order they re shown in the column click Match All 6 When you have selected the fields click Export The Save As window appears 7 Enter a file name and location for the export file and click Save The file is exported 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 252 you can import the adjusting journals your accountant sends you For more information see To import nominal journals from your accountant on page 253 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 NOTE Before you import data you should make a backup of your company file See Backing up and restoring company files on page 259 1 Go to the File menu choose Import Data and then choose the type of data to import The Import File window appears 2 Select the import fil
247. e the terms recorded in the supplier s card 3 Complete the fields as described in the table below Purchases New Item PURCHASE Ss Supplier amp Lee s Unlimited F Tems 1 5 Net 30 IT VAT Inclusive Del to Widgets Ltd Purchase No 00000055 a raat Date 9 01 2008 Anycounty S pplie Inv No M A B C 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 4 If you are entering prices that include VAT select the VAT Inclusive option Do not change this setting after you enter an amount in the Amount column Task 2 Choose the type of purchase Choose the status and layout for the purchase The default layout displayed in the Purchases window is determined by the selections made when you set up purchase details using the Purchases Easy Setup Assistant or created the supplier s card 1 Check whether the default layout is appropriate There are four layouts to choose from service item professional and miscellaneous To change the layout a Click Layout The Select Layout window appears b Choose the layout you want to use and click OK
248. e useful if you want to record such costs as entertainment which generally cannot be charged to the customer The time billing feature makes it easy to enter and collate the activities undertaken for customers The activities can be entered individually or grouped together on activity slips You can then generate time billing invoices ready to send to your customers Activities can be entered individually or grouped together on activity slips You can then generate time billing invoices ready to send to your customers Any items that you have sold to your customers can also be included with the activities in a single time billing invoice You can also record the hours an employee works on an activity when you create an activity slip and then include these hours in the employee s pay 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 BILLING FOR TIME Setting time billing preferences You need to set preferences before you can start billing for time Preference Description Preference Description Include This preference allows you to include items on a time Items billing invoice and charge your customers for both Time billing Set this preference if you want to track billable time in activities and items on a single invoice If you set this units units of 1 6 10 12 15 or 30 minutes The unit of time preferen
249. e wage categories to an accrual This enables you to provide and track different types of the same accrual For example you can link a Sick Pay With Certificate wage category and Sick Pay Without Certificate wage category to sick leave accrual When an employee takes either type of leave your sick leave accrual is reduced by the hours taken CHAPTER 7 PAYING YOUR EMPLOYEES Ded uction Information window B Type of Deduction is one of the following choices e User Entered Amount per Pay Period should be selected if you want to manually enter a specific amount for each employee each Vaile tn i EJB pay period Note that manually entered deductions should be Deduction Name New Deduction entered as negative values Linked Payable Account 2 1400 gt PAYE NIC s payable e C Eguals 0 Percentof This option allows you to enter a percentage of any of the wage categories This amount will be pedise i Ueroa ea par Ea Penod deducted until the deduction limit see below is reached Equals 0 Percent of Gross Wages 2 C Equals 0 00 Pounds per Pay Period Type or select the wage category on which the calculation is to be Deduction Limit No Limit based Alternatively you can select Gross Wages which totals all fe A ca ais E wage categories hourly and salary you pay an employee qu I ay Peri k n e Equals 0 00 Pounds per This option allows you to deduct the specified amount per pay period per month per year
250. e 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 e enter arate for this activity only Enter the rate in the Activity Rate field Non Chargeable Go to step 10 Enter a unit of measurement in the Unit of Measurement field and activity rate in the Activity Rate field Non hourly Chargeable Non Chargeable Specify the unit of measurement in the Unit of Measurement field and then go to step 10 The default unit of measurement for hourly activities is Hour If you specified a special billing unit of time in the System view of the Preferences window this field will still be displayed as Hour but time will be billed according to the special billing unit CREATING ACTIVITIES 10 To 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 by default when you create a sales invoice for this activity Click OK The new activity is listed in the Activities List window change inactivate or delete an activity To change details of an activity see Changing a record on page 173 To inactivate an activity see Inactivating or reactivating a record on page 174 To remove an activity from your records see Deleting a record on page 174 129 Cre
251. ecord to clear the balance of the cash wage clearing account The Process Payments window reappears CHAPTER 7 PAYING YOUR EMPLOYEES Task 6 Print payroll earnings When you have finished printing cheques and generating payment reports click Next The Print Employee Pay Slips window appears Process Payroll MYOB Print Employee Pay Slips As an employer you are obligated to provide all employees with a report showing information contained upon the paycheque Select Pay Period Select amp Edit Employee s Pay Click Print or Email Pay Slips to print or send the Print or Email Pay Slips Process Payments employes pay sipa Print Employee Pay Slips You can also print a copy of the employee payroll eamings for the current period Click Display Payroll Eamings to print the Payroll Earnings Display Payroll Eamings Report GB Help for This Window You can provide your employees with details of their pay by printing the Payroll Earnings report NOTE If you pay employees by cheque If you pay employees by cheque and you printed a paycheque in Task 5 the pay details for these employees are already included on their pay slip You do not need to do this step To print the Payroll Earnings report 1 Click Display Payroll Earnings The Report Display window appears with the pay details for your employees 2 Click Print The Print window appears 3 Click Print or OK The Payroll Earnings report is printed and the
252. ectsessis ci E A SUETAN 165 EC Sale sanun auaa a a aa as Ssenntits 166 EG purchases raanei A e AAEE E RR a L iki 168 T2 Lists iiaii EEEE EAEEREN 171 Adding a trecordisonenanenannnaaai nin niana a Finding a record Changing a record Inactivating or reactivating a record Deletingcairecord sical aie iki PARA a ie COMBINING TECOrA Sinnani naianei ses eddie Sede sedeedea tess T3 Transactions seneese bernis indas nsns 179 Finding a transaction se2 1 ode niin ease 179 Changing or deleting a transaction 0 0 0 eee eeeeeeeteeeeeeee 183 Reversing a transaction Recurring transactions eei ana pn Contes tedvccraasedeseh 14 REPO a Sa 191 Producing reports cirera ar E EE E ASEE 191 Printing teport Batchess x x lt cic nen neces tebessceets 193 CUSTOMISING FEPOMtS 25 cic cencevavorensdecedeopenetttesessencttnesenessenes 195 TS FONS i a RR Finding forms Sending forms Customising forms Adding and editing elements eeeeseeeseceeeseeeeeseeeeeee 209 16 Contact ManaGeMEN cccessecerrrceseeeeees 213 Creating a Card s 2s ete a eat lr ates 213 Keeping in touch with your Contacts eeeeeeeeeeeeeeeeee 214 Grouping your contacts ane cic seteceateostesccecseccosadeesseescowndece 219 Synchronising MYOB cards with Micros ft Qutlook contacts cscs n ceseeeseeseeesseeseeeeeeees Customising cards eree Reviewing your contact information 17 Financial control
253. ed on page 195 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 1 Goto the Lists menu and choose Custom List amp Field Names and then Items The Custom List and Field Names window appears 2 Inthe 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 on your purchase orders and invoices You can customise your invoices and purchases to include custom fields For more information see Customising forms on page 206 CHAPTERS STOCK International transactions International transactions multiple currencies are only available in MYOB Accounting Plus You can enter transactions in a number of currencies in addition to your local currency the British pound You can record transactions in dollars pounds euros yen or any other currency you use when buying and selling goods and services You can also track overseas bank accounts and foreign assets and liabilities About the multiple currency feature If you deal in mu
254. ee 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 Task 4 Record the employee paycheques 1 When you have finished reviewing and editing employee pay details click Record to record the pays A confirmation window appears Click OK to continue The Process Payments window appears PROCESSING YOUR PAYROLL Process Payroll Select Pay Period Process Payments Cheques Recorded 1 Do you want to print these cheques now If so click Print Paycheques Amount 2 649 15 Select amp Edit Employee s Pay Process Payments Amount 2 984 29 Do you want to print a report detailing payments made to Employees using NatWest Autopay Service If so cick Display Autopay Report Electronic Payments Recorded 2 Do you want to print a report detailing payments made to Employees using Barclays Branch Uriginated BACS Service B085 If 30 click Display BOBS Report Cash Payments Recorded 1 Do you want to generate a transaction to cover employees paid in cash If so cick Spend Money Close Amount 2 185 67 D Help for This Window Eek Print Paycheques Spend Money NOTE Changing the detai
255. eek 2 Clickin the line entry you want to delete 3 Goto the Edit menu and choose Delete Line View timesheet reports 1 Go to the Reports menu and select Index to Reports 2 Click the Payroll tab and select the Timesheets report to view all timesheets entered for a specific date range the Unprocessed Timesheets report to view all unprocessed timesheets For information about how to view and customise reports see To display and print a report on page 191 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 and monthly pay dates coincide you need to process a pay run for each frequency CHAPTER 7 PAYING YOUR EMPLOYEES 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 1 seasonal workers 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 Before you begin Before you begin processing your employees pays you need the following information the hours worked by hourly employees if you do not record
256. efault 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 BE Charles Berringer Contact General Details Activities Certificates _Al Fields Full Name Charles Berringer Job title Display as Company Web page address File as Beringer Charles IM address Phone numbers Business 01202 776 000 Home Business Fax Mobile Addresses Business 23 Grove Road Bournemouth This is the mailing BHS 13Q Contacts Categories 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 84 Contacts 8J MYOB Customers B4 MYOB Suppliers S3 MYOB Employees 53 MYOB Personal CHAPTER 16 CONTACT MANAGEMENT Before importing your Outlook contacts Check that the details recorded in your Outlook contacts are up to date and entered in the correct field To import your Outlook contacts to your MYOB cards 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click Sync
257. el In the scrolling list in the bottom half of the window indicate which sales are covered by the payment by entering amounts in the Amount Applied column If the customer is paying a deposit for an order the word Order will show in the Status column RECEIVING PAYMENTS Invoice No Statu Total Due 00000041 Open 7 01 2008 2 056 25 2 056 25 00000050 Open 26 01 2008 17 008 13 217 008 13 Total Applied Finance Charge Total Received in I Include Closed Sales Out of Balance 0 00 A Bi ci 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 Customer credits on page 76 B Amount Enter how much of the customer payment Applied you want to apply to each sale in this column C Finance Charge If part of the payment was used to pay finance charges type the finance charge amount here See Finance charges paid by customers on page 75 for more information D Out of Balance Keep in mind that the amount you apply in the Amount Applied column will accumulate in the Total Applied field The Total Applied amount plus finance charges must equal the amount that appears in the Amount Received field in the top half of the window be
258. eleted 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 INTERNATIONAL TRANSACTIONS Setting up multiple currencies Complete the following steps to set up multiple currencies Task See 1 Select the multiple currency option below 2 Set up records for foreign currencies below 3 Create accounts to track foreign currency page 155 transactions 4 Assign accounts to foreign currencies page 156 5 Assign appropriate currencies to foreign page 156 customers 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 Task 1 Select the multiple currency option 1 Go to the Setup menu and choose Preferences The Preferences window appears 2 Select the Deal in Multiple Currencies option in the System tab 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 mul
259. ely 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 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 To delete lock files Any of the above messages may mean that there are old lock files cluttering the folder where you store the company file You need to delete the lock files before MYOB Accounting Plus will run correctly 1 Ask all users to close the shared company file and log out of MYOB Accounting Plus 2 Go to the File menu and choose Active Workstations to check whether any users are still logged in If there are ensure they have logged out before continuing 3 Log out of MYOB Accounting Plus SPECIAL CONSIDERATIONS FOR NETWORKED COMPANY FILES 4 Navigate in Windows Explorer to the folder where you keep the shared company file stands for a number from 0001 to 0010 6 Restart MYOB Accounting Plus and reopen the shared company file Preventing data entry while generating reports If there are multiple users accessing a company file simultaneously and you want to print or view a report we recommend that you prevent data changes during report generation If you don t other users will be able to continue making entries in the company file and your report may not b
260. ems in the Price column Changing the status of a purchase If you enter a quote or an order you can easily convert it to a purchase once the amount is payable A quote can be converted to an order or a purchase An order can only be converted to a purchase Quotes and orders must be converted to purchases to show as payable To convert a quote to an order or a purchase You can convert a quote to an order or a purchase from the Purchases window or from the Purchases Register window 1 Go to the Purchases command centre and click Purchases Register The Purchases Register window appears 2 Click the Quote tab 3 Find the required quote and select it 4 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 5 If you want to you can update the information in this window such as changing the transaction date 6 Click Record The purchase or order is recorded CHANGING THE STATUS OF A PURCHASE 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 The original quote will remain in the Purchases Register window unless you have indicated in your preferences that you want quotes to be delete
261. en made using the Process Payroll assistant If you purge activity slips any slips with hours recorded on timesheets are not purged You must purge timesheets to purge those activity slips If you purge a timesheet any activity slips with hours recorded on the timesheet are also purged Note that only timesheets for which an employee has been paid can be purged 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 for special tasks on page 268 1 Open the company file to be purged 2 Create a backup file See To make a backup of your company file on page 260 3 Goto the command centre you want to purge information for The information you can purge is dependent upon the command centre you are in For example if you are in the Sales command centre you can only purge closed invoices 4 Go to the File menu and choose Purge 5 Click Continue and follow the instructions in the Purge wizard Troubleshooting file locking problems When a company file is open a temporary file called a lock file is created in the folder where the company file is stored This file called Lock000 1k keeps track of who is using the company
262. entered in the Count Stock window The line items display each item s number name quantity and the account to which the opening balance will be posted This account is either your stock asset account or if you have CHAPTER 3 ADVANCED SETUP not entered an opening balance for your stock asset account your historical balancing account Adjust Stock Stock Joumal Number 14000001 18 12 2007 Item Number cation ID Quantity Amount Acco 0 0 00 6 4000 0 00 6 4000 0 00 6 4000 0 00 6 4000 0 00 6 4000 0 00 6 4000 ei 7 Enter any changes to the default entries in the Stock Journal Number Date and Memo fields ENTER STOCK OPENING BALANCES Type 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 6 determines the default account used to record your opening balances Click Record The value of each item in the list is updated You can print the Items List Summary report to check your stock item status For more information on printing reports see Reports on page 191 41 42 CHAPTER 3 ADVANCED SETUP 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 transactions and your cash machine and Internet banking withdrawals
263. epreciation expense account The accumulated depreciation asset accounts will always have a negative balance to show a reduction in the value of the depreciable assets Task 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 your MYOB software 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 Task 6 Pay PAYE and NIC that is due MYOB Accounting Plus only Payments of PAYE and NIC amounts due for each tax month must be paid to the HMRC 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 HMRC you should produce the Employer s Payment Record P32 report CHAPTER 18 END OF PERIOD PROCEDURES Once you have determined the amount payable you can record a payment in the Pay Liabilities window For more information see Payroll liabilities on page 119 To view the Employer s Payment Record P32 report 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Click the Payroll tab 3 Select the Employer s Payment Record P32 report and click Customise The Re
264. er Pay Period Equals 0 Percent of Gross Hours B Equals 0 000 Hours per Pay Period I Print on Pay Slip Cc Payroll Year End IV Cary Remaining Leave Over to Next Year The Entitlement Balance will be reduced by any hours paid D Linked Wages Category S A Type of Entitlement can be User Entered Amount per Pay Period should be selected if you want to manually enter a specific amount for each employee each pay period Choose this option if the amount varies regularly C Equals 0 Percent of 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 To calculate the appropriate percentage use the following formula Hours accrued per year Hours worked per year x 100 For example if your employees work 40 hours a week 8 hours x 5 days and accrue 20 days holiday leave each year 160 hours the percentage is calculated as 160 40 x 52 x 100 7 6923 Type the percentage 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 Wage This totals all wage categories hourly and salary you pay an employee e Equals 0000 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
265. eriod Task See 4 Enter end of year adjustments page 253 5 Back up your company file page 253 6 Start a new financial year page 254 7 Optimise and verify your company file page 256 Task 1 Complete month end tasks Make sure you complete each of the month end tasks See Month end procedures on page 244 251 252 Task 2 Perform a stocktake If you track stock quantities and values you should perform a stocktake count when all transactions affecting stock for the financial year have been entered To perform a stocktake 1 Go to the Stock Control command centre and click Count Stock The Count Stock window appears Click Print to print the Stock Count Sheet report 2 Count the stock on hand and record the quantities on the Stock Count Sheet 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 146 for more information Task 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 int
266. eriod from 1 minute to 10 minutes c Click Yes The import process starts and the Blank Field Warning window appears Click Continue If you selected the Update existing contacts rule or the Do not update existing contacts rule the Outlook Sync Import Summary window appears Go to step 10 below If you selected the Ask me to confirm updates rule the Outlook Sync Confirm Update of MYOB card window appears Specify how you want to deal with each update When you have confirmed all updates the Outlook Sync Import Summary window appears 10 Review the import summary Outlook Sync Import Summary Import Complete Your MYOB cards are updated Summary Updated or added 39 of 47 cards Updated or added 2 cards with warnings Skipped 6 contacts Updated or added cards The number of cards added or updated in your MYOB cards Updated or added cards with warnings The number of cards updated but the details in your MYOB cards may be incomplete Skipped The number of contacts you chose to skip if contacts you selected update rule Ask me to confirm updates and the number of contacts that were not imported because they contained blank Outlook contact fields NOTE MYOB import log _ If you want to view a list of the records updated and the problems encountered during the import refer to the MYOBImport html file This file readable by any Internet browser can be fou
267. ery To be Printed xj A Item Price Levet Base Seling Price E Income Account 41110 IE Retail Sales Receipt Memo VAT ID Number 9151592 Salesperson E VAT Code 5 TE Standard Sale Comment zi Carriage VAT Code 5 T Standard B Delivery Method z I Use Customer s VAT Code Customer Biling Rate 0 00 Excluding VAT Day of Month after EOM Discount for Early Payment 0 Monthly Charge for Late Payment 0 Balance Due Date Volume Discount 0 Re Credit Limit amp Hold 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 60 10 11 12 13 B VAT The customer s tax information is entered here If information the customer s tax status takes precedence over that of the item or service being sold select the Use Customer s VAT Code option See Assigning VAT codes to cards on page 164 C Credit The credit terms you entered earlier appear here terms by default You can override them here for this customer The credit terms entered here are used as the default terms for all sales to the customer but can be changed at any time Click the Payment Details tab and select the method of payment your customer will use to pay you Optional Click the Jobs tab and create new codes for each job you have started or are about to start for the c
268. es comma separated files or unformatted text files You must have Microsoft Excel installed on your computer 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Select the required report 3 If you want to limit the data that will be printed or refine the appearance of the report click Customise For more information see Customising reports on page 195 4 Click Send To and choose Excel Microsoft Excel starts and the selected report appears 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 MYOB Accounting Plus only 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 268 PRINTING REPORT BATCHES Modifying OfficeLink templates for Microsoft Excel Each report in your MYOB software has a corresponding Excel template All Excel templates are stored in a folder named Spredsht which is located in your MYOB software folder You can modify these templates if you want CAUTION Use caution when modifying Excel templates If you modify the Excel templates do not move the Tbl Body Table field This field must be located in Column B row 15 in order for each
269. es window appears 2 Click the System tab and select the Use MYOB RetailBasics option Preferences Reports Windows t Fome I7 1 Use MYOB RetaiBasics 3 Click OK Task 2 Set up accounts for MYOB RetailBasics data You need to set up your accounts list to include accounts for the following items NOTE Accounts may already exist You may have already created some of these accounts when you set up your company file Review the list below and if necessary add the required accounts to your account list For more information see Setting up accounts on page 25 Sales account to record sales income an income account for example 4 1000 Bank account to record your daily takings an asset account for example 1 1100 VAT account to record VAT collected a liability account for example 2 1030 Account to record cash drawer discrepancies an expense account for example 6 1100 Optional Lay by account to record lay by payments a liability account for example 2 2050 Optional Credit card surcharge account to record fees collected an income account for example 4 2150 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 Task 3 Replicate your VAT code
270. ess New Company File Assistant a Select your accounts list To help you decide which accounts list to choose first tell us the industry classification of your business Industry Classification Service Now select the type of business that most closely matches yours Type of Business BESTT 1 0000 Assets 11000 Fixed Assets 1 1300 Office Equipment 11310 Office Equipment Cost 1 1320 Dffice Equipment Acc Depn 1 1500 Vehicles 1 1510 Vehicles Cost Print Click Print to print the Accounts List displayed A suitable accounts list for the business type you selected appears If you want to print the list click Print Later you can tailor the list to meet the needs of your business 12 Click Next The Company File page appears 13 If you want to change your company file name and location a Click Change The New window appears b Select the required location c If necessary type a new file name d Click Save The Company File page reappears NoTE Restricted access to the Program Files folder in Windows Vista User Account Control UAC is a security feature in Windows Vista If UAC is active files saved in the Program Files folder can only be opened by the Windows user who saved the files If other users need to access your company file do not save it in this folder For more information about User Account Control see Windows help 14 Click Next Your company file is created and the Conclusion page a
271. ess 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 TSS 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 Task 4 Assign accounts to foreign currencies 1 Goto the Lists menu and choose Currencies The Currencies List window appears 2 Click the zoom arrow gt 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 the Sales Ledger Accounts tab if customers pay you in this currency or the Purchase Ledger Accounts tab if you pay suppliers in this currency 4 Enter the relevant accounts in the appropriate fields In the bottom section of the window mark the options that apply to your business As you mark options additional fields will appear and you can enter the accounts you will use to track various parts of your transactions such as deposits and discounts For detailed field help click Help and choose Help for This Window 5 Repeat this procedure for each currency you want to assign to the relevant accounts Task 5 Assign appropriate currencies to foreign customers and suppliers The currency used to make a transactio
272. essages appear at any stage of the backup process contact MYOB Support 2 Choose the type of backup you want To back up your company file and templates click Backup all data 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 To check for errors click Check Company File for errors To prevent error checking click Do not check Company File for errors NOTE Maintaining data integrity We recommend checking for errors so that if you need to revert to a backup data integrity is ensured Click Continue If you selected the Do not check Company File for errors option go to step 7 on page 261 Ifyou 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 see step 2 of To check your company file for errors on page 264 press F1 for Help MANAGING USER ACCOUNTS AND COMPANY FILES 6 Inthe Backup window that appears select where you want Restoring a backup company file to store the backup file To restore a backup Save in C Backup B 1 Go to the File menu and choose Restore The Restore My Recent window
273. etails window New User Details 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 ID Password Confirm Password Copy Restrictions 7 Type the user s name in the User ID field then type the password in the Password and Confirm Password fields 8 Ifyou 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 User Access 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 User ID Administratori 5 Banking Doug Hunter kz Spend Money Print Cheques Simon Smith Paint Email Remittance Advices Print Receipts Receive Money Prepare Bank Deposit Reconcile Accounts Undo Last Reconciliation Bank and Deposit Adjustments Bank Register XXX KXK XKX KX Edt
274. eversed preference 183 184 Transfer Money window 50 transferring money between accounts 50 stock 143 troubleshooting 10 troubleshooting problems 10 U unchangeable transactions 183 184 uncleared transactions matching 55 undeposited funds deleting transactions 184 grouping cash transactions with 71 payments 71 grouping account transactions with 44 grouping payments 44 preparing bank deposit of 45 Undo Last Reconciliation window 54 Use Recurring button 188 user accounts creating 258 listing active users 268 managing 257 maximum licensed number reached 269 passwords 258 purpose of 257 restricting access to windows and functions 258 See also administrator account user IDs See user accounts V VAT accounting method accrual 165 cash 165 change amount assigned to purchases 86 receive money transaction 44 sales 63 spend money transaction 48 EC Purchases 169 EC Sales 166 reports 165 VAT codes adding 163 assigning to accounts 164 cards 164 items 139 164 purchases 85 sales 62 changing 173 303 304 creating 163 importing 272 setting up 163 verify company file 245 264 View Contact Log window 217 void cheque 56 volume discounts giving 62 receiving 85 Ww wages definition 100 payroll categories changing 101 creating 101 deleting 175 See also payroll Wages Information window 101 Widgets Ltd sample company file 11 work in progress adjusting accounts t
275. f 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 software 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 software for 30 days in trial mode After this time you will be unable to enter any changes until the file is activated GLOSSARY conversion month The earliest month in the financial year for which transactions are to be recorded If you purchase MYOB software in
276. f your company file Once the previous year is closed detailed payroll information is no longer available and P11 P14 and P35 255 256 forms and other reports cannot be printed for that year If you ve made a backup however you can restore that backup and print the necessary documents For more information see Backing up and restoring company files on page 259 Task 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 268 1 Goto the File menu choose Start a New Year and then Start a New Payroll Year 2 Ifyou haven t already created a backup file before purging the information click Backup and follow the instructions in the windows that appear 3 Click Continue Follow the instructions which will prompt you step by step through the process Starting a new payroll year will clear the payroll history from the employee cards for the previous year prevent you from printing payroll reports for the previous year clear any entitlement balances that do not have the Carry Remaining Leave Over to Next Year preference set in the Entitlement Payroll Category window 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 pay
277. fied in the customer s card If the customer makes a partial payment during the overdue period 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 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 249 When your customer pays the late payment charge enter the amount in the Finance Charge field of the Receive Payments window For more information see To record payments against invoices on page 71 Although the history of finance charges is not tracked you can perform an account inquiry using Find Transactions on the income account you have set up to record late charges The finance charges payable by your customers only appear on their statements so you may want to keep copies of the statements sent to cus
278. fore 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 77 Click Record to record the customer payment 7l 72 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 Bank Register Receive Money Receive Payments a Sales New Invoice and New Order using Paid Today Settle Returns amp Debits Receive Refund view Receipts cannot be printed for reversed receipt transactions voided receipts 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 Because of this relationship if you change reverse or remove a receipt transaction the payment receipts that have been printed may no longer be valid To print payment receipts 1 Go to either the Sales or Banking command centre an
279. formation There are several tools that you can use to review your financial information Tool Analyse Balance Sheet Analyse Profit amp Loss Description See The Analyse Balance Sheet window below provides details about your asset liability and capital accounts in both graphical and ledger views The Analyse Profit amp Loss window below provides detailed information about your Profit amp Loss accounts in both graphical and ledger views REVIEWING FINANCIAL INFORMATION Change type System Tool Analyse Jobs Financial reports Description 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 preference e change to the Transactions CAN T be Changed They must be Reversed preference e change to the Use Audit Trail Tracking preference Description See The Analyse Jobs window allows you below to view information about your progress on a particular job broken down by account Financial reports help you review your below financial information To analyse your balance sheet 1 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 wi
280. ftware printed using that software the cashbook balance of the account as at the end of the day prior to your conversion date You can calculate your cashbook balance by taking into account the transactions not yet cleared by your bank as at the conversion date and the balance that appears on your bank statement at that date 27 28 For example assume that 500 worth of deposits and 1000 worth of payments were unpresented as at your conversion date that is they had not appeared on a bank statement The cashbook balance would be calculated as shown below Bank statement balance as at the conversion date 21 000 00 ADD uncleared deposits 500 00 SUBTRACT uncleared payments 1 000 00 Cashbook balance as at the conversion date f 20 500 00 To enter opening balances 1 Go to the Setup menu choose Balances and then Account Opening Balances The Account Opening Balances window appears Enter the 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 Account Opening Balances SMES Enter the balance of your accounts as of 1 01 2008 Balance Sheet Only Remember enter all balances as positive numbers unless the balance really was neg
281. fy your company file page 256 CHAPTER 18 END OF PERIOD PROCEDURES Task 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 Processing your payroll on page 110 Task 2 Print payroll reports Payroll Register Summary shows the pay history of your employees 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 Task 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 gateway gov uk If you need to change payroll information
282. ggs by the carton and track their purchase as individual units enter 12 as the number of items per buying unit When you buy one carton unit your item stock is updated by twelve items If you leave this field blank the value defaults to one A Type the retail price of one selling unit Type the selling unit of the item such as each or case You can type up to five characters The selling unit is printed on the item invoice If for example you sell by the six pack when you sell five units you will be selling five 6 packs CREATING ITEMS 139 GC If you track on hand quantities and values for this item type the number of items that comprise a single unit in this field This is the number that is subtracted from your on hand stock for every selling unit For example if you sell by the six pack enter 6 as the number of items per selling unit When you sell one six pack your item stock is reduced by six items D MYOB Accounting Plus only Set pricing levels for different kinds of customers See Creating custom price levels on page 150 E Select the VAT code you want to use when you sell this item Note that you can override the VAT code on invoices F If you want to indicate that all prices on the Selling Details tab are VAT inclusive select the Prices are VAT Inclusive option If the prices are VAT exclusive deselect this option 10 Click the Items Details tab and enter additional information about the
283. gister 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 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 If you selected Item at step 2 type or select the item number in the adjacent field 4 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 Items Register window Items Register Search by Allitems Dated From 1701 2007 To 20 01 2007 Date Sic ID No 33 01 200 SJ 100000037 800 101R9 Sale A 3 01 2007 J 1000006 Build 1 100 101 3 01 2007 2 Build 1 100 101A5 2 71 gt 370122007 Build 1 100 101A5 2 71 gt 19 01 2007 a Purchase World of Wide gt 19 01 2007 PJ 00000053 Purchase World of Wide gt 19 01 2007 Purchase World of Wide gt 19 01 2007 Purchase World of Wide W Build teme lla Adiust Stock 5 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 1
284. gle to appear Drag to the right and down to where you want the rectangle to end and then release the mouse button 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 211 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 Customise window 3 Go to 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 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 212 To Drag and drop Change coordinates Send to back Bring to front Do this 1 Click the element and hold down the mouse button Notice that the cursor changes to a hand pointer Drag t
285. hart 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 view summary information about your accounts Transactions sales purchases cards items paycheques and jobs Reports view a list of the available reports Analysis analyse a number of key aspects of your business There are two ways of selecting a menu option Click the menu name to display the window relevant to the command centre you are in Click the arrow 7 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 Calendar date entry 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 EXPLORING YOUR MYOB SOFTWARE enter it manually display the calendar in the Promised
286. hase using Pay Suppliers in the Purchases command centre the amount is subtracted from your creditors balance 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 GLOSSARY 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 customer credit When someone returns something and you record an invoice that has a negative balance due it is called a customer credit A customer credit is also created when a customer account is overpaid A customer credit is settled by writ
287. haven t recorded in your company file e g bank fees It also enables you to use the imported transactions as part of your reconciliation process Namely your MYOB software can automatically match transactions on your statement with the transactions in your company file Matched transactions will be marked as cleared for reconciliation making it easy for you to reconcile your account at the end of the month 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 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 instructions on downloading this file The following file formats are supported OFX QFX QIF and OFC To import your statement 1 Goto the Banking command centre and click Bank Register The Bank Register window appears 2 Inthe Account field type or select the account that corresponds to the bank or credit card statement IMPORTING STATEMENTS 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 a
288. he Paid Today field of the invoice See Enter additional information about the sale on page 63 CHAPTERS SALES To record payments against invoices 1 Go to the Sales command centre and click Receive Payments The Receive Payments window appears Select the account you want to deposit the payment to Deposit to Account Select this option to select the required bank account Group with Undeposited Funds Select 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 then make a bank deposit For more information about undeposited funds and preparing bank deposits see Preparing a bank deposit on page 45 In the Customer field type or select the customer s name Type the amount received If you want to record the payment method select the method in the Payment Method field Click Details if you want to enter further details about the payment For example if you are being paid by credit card you can record the credit card number and expiry date If you want change the memo text and payment date You can change the ID number that is automatically generated However we recommend that you use the default number to make sure you don t use duplicate IDs Customer o gt Grand Hotel E ID No CR000059 Amount Received Date 2670172008 Payment Method Cheque a Details Memo Payment Grand Hot
289. he calendar year in which the financial year ends For example if your financial year ends in June 2008 your financial year is 2008 The last month of This is the month in which your financial year your financial year ends For most businesses the last month is December Your conversion This is the earliest month for which you want to month record transactions For example if you want to enter transactions dated 1 September or later your conversion month is September You cannot enter transactions dated before the conversion month The number of You can choose to have 12 or 13 accounting accounting periods A 13th period is a period for recording periods in your entries which you do not want included in the financial year accounting figures for a particular month For example you can use it to record year end adjustments that are attributed to all months If in doubt choose 13 periods The default list of Accounts are the categories that you will allocate accounts that you each of your transactions to When you create a want to start with company file you need to select a default list of accounts You can e start with an accounts list provided by MYOB You can select a predefined accounts list suitable for your business e import a list of accounts You can import an accounts list from another company file or from one that has been provided by your accountant or MYOB Certified Consultant e build your own list You c
290. he Deposit to Account list 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 Set up accounts on page 24 To write off a bad debt 1 Goto the Sales command centre and click Enter Sales 2 Inthe Sales window click Layout 3 In the Select Layout window click Miscellaneous and then click OK 4 Inthe Customer field type or select the customer s name DEALING WITH A SUPPLIER WHO IS ALSO A CUSTOMER b Inthe Customer field type or select the customer s name c Enter the amount that you need to offset against an invoice 2 Record a payment made to the supplier a Inthe Pay Suppliers window type or select the Contra Suspense account in the Account field b Inthe Supplier field type or select the supplier s card c Enter the amount that you need to offset against a purchase After these entries are made your bank accounts will not have been affected yet your debtors and creditors accounts have been reduced The Contra Suspense account balance should be zero 5 Inthe Description field type a description of the transaction 6 Inthe 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 accoun
291. he Make Contact Log Entry for Every Purchase option 9 Click OK to close the Preferences window To view the contact log 1 Go to the Card File command centre and click Contact Log The View Contact Log window appears 2 From the Name list select the contact for whom you want to view the contact log 3 If you want to view or edit the detail of an existing log entry select the entry and click Edit or click its zoom arrow More ways to keep in touch To send an email message to a contact 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click the zoom arrow next to the name of the contact you want to email The Card Information window appears 3 In the Location field select the address to which you want to send the email 4 lf an email address is entered in the field click Email The Email window appears 5 The Email Address field displays the name and email address from the card You can change these if you wish 6 Enter a message and click Send The email is sent to your default email program s outbox Send the file from your email program as you normally do To access a contact s website 1 Make sure your computer is connected to the Internet 2 In the Card Information window display the Profile view of the contact 3 If a website is listed in the Website field click Website 4 Your contact s website will appear in your web browser CHAPTER 16 CONTACT MANAGEM
292. he Sales window is where you enter details of what you are selling In this area you enter item numbers activity ID numbers descriptions account numbers or names depending on your selection in the Preferences window and other information to describe the transaction One row in the scrolling list is one line item of the transaction You can enter as many line items for a sale as you want The fields that appear in the scrolling list differ depending on the layout you are using The following illustration briefly describes the line item entries you can make for a sale with an Item layout and an Invoice status Gizmos Locationt 3 00 75 00 D E F 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 D Description A description of the item appears automatically You can change this if you want If you want to check spelling in this field click Spell For more information see Spell check feature on page 16 E Location MYOB Accounting Plus only If you sell this item from multiple locations select the location where the item will be delivered from For more information see Multiple stock locations on page 142 F Price The price of the item appears automatically Yo
293. he element to the desired location In the example below the Invoice No data field is being dragged below its original position invoice 2 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 Select the element you want to send behind another element Click the send to back button 8 Select the element you want to bring in front of another element Click the bring to front button 8 There are also procedures specific to particular kinds of elements see Adding and editing elements on page 209 and Adding and editing graphic elements on page 211 CHAPTER15 FORMS Contact management The Card File is a repository of contact records known as cards that you can create for your customers suppliers employees and personal contacts A card lets you store contact information and enables you to track and analyse the transaction history for each individual and business Creating a card You need to create a card for an individual or business if you want to perform any of the following tasks record sales and track the amounts owing to you record purchases and track the amounts owing to suppliers MYOB Accounting Plus only record paycheques and print payroll reports such as P11 s and P45 s print m
294. he employee s P45 page 122 Task 1 Determine any outstanding entitlements 1 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 In the Advanced Filter view filter the report up to the current date 5 Click Display The ending entitlement balance at that date appears Task 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 category to accrue the entitlement by calculating leave based on a percentage of gross hours However if you use this payroll category for a termination payment you need to exclude the new payroll category from accruing leave 1 Go to the Payroll command centre and click Payroll Categories The Payroll Category List window appears 2 Click the Wages tab 3 Click New The Wages Information window appears 4 Type the name of the wage category in the Wages Name field For example if you need to create a wage category for unused holiday pay type a name such as Unused Holiday Pay CHAPTER 7 PAYING YOUR EMPLOYEE
295. how income and expenses generated by the business AL CONTROL lt Setting up accounts You can set up your accounts using the Easy Setup Assistant or in the Accounts command centre For more information see Set up accounts on page 24 Categories Categories enable you to track the profitability of departments offices properties and other business segments For example the sales department of a car dealership could use categories to help them track the profitability of the car models they sell say model A model B and model C When entering a transaction you need to allocate the appropriate category to it You can then prepare a profit and loss statement for each category Categories can be allocated to the following transaction types spend money receive money transfer money nominal journal entries Sales purchases build items stock transfers stock adjustments paycheques MYOB Accounting Plus only historical sales and purchases NOTE You cannot allocate categories to certain transactions There are certain transactions to which you cannot allocate a category These are Pay Suppliers Receive Payments Prepare Bank Deposit Settle Returns and Credits Debits and Pay Receive Refunds When entering these transactions the categories assigned to the original transactions will be used For example the categories assigned to purchases appearing in the Pay Suppliers window will als
296. how to search the help for key words and phrases CHAPTER1 INTRODUCTION Command centre help The main windows in your MYOB software are known as command centres A help icon P appears in the top right corner of each command centre window For more information see Command centres on page 12 Widgets Ltd Command Centre myos ACCOUNTS Oi y 3 2 e amp LA Accounts Banking S Time Billing Purchases Payroll Stock Control Card File Accounts List e Transfer Money Record Joumal Enty Company Data Auditor Transaction Joumal To Do List w Find Transactions w Reports v Analysis v Where to start When you start your MYOB software a welcome window displays the following options Open your company file open your company file once it has been created Create anew company file create a company file for your business See Setting up your company file on page 19 Explore the sample company experiment with a sample company s data and learn how to use your software What s New in this version learn about the new features Exit close your MYOB software WHERE TO START When you click the help icon the online help displays a description of the command centre and its various functions Other resources In addition to online help you can also access various web based resources Go to the Help menu and select Additional Resources on the Web to display the a
297. ice when billing the customer Example You have created job 01 for Edgar Reuss During the course of working on job 01 you incur expenses that you want to to have reimbursed by the customer when you bill him When you enter the expenses using the Spend Money window assign the line items to job 01 The line items are then automatically marked for reimbursement by Edgar Reuss TRACKING REIMBURSABLE EXPENSES 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 Then when you enter a sale for Edgar Reuss you can view a list of the reimbursable expenses and add them to his invoice Step 1 Set up a job 1 Create a detail job see page 233 or open an existing detail job record The New Job or Job Information window will appear Select the Track Reimbursables option In the Linked Customer field Type or select the name of the customer who will be billed for this job If this job is related to a header job the linked customer for the header job will appear automatically Click OK 235 236
298. ices 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 CHAPTER 8 BILLING FOR TIME Stock The stock feature enables you to track the quantity and value of the items you buy sell and build You can compensate for stock variations For example you may find that from time to time your recorded stock levels differ from what is on the shelves These variations can be caused by data entry errors spoilage and theft etc revalue your stock Sometimes the quantity of items recorded may be correct but their values are incorrect For example a range of items may become outdated Creating items Before you begin to track your stock you need to create a record for each item of the stock An item can be a physical unit that your company may buy sell or stock a service that your company wants to include on item invoices for example Delivery or Handling When you create an item record you can choose to buy sell or stock the item These selections determine what functio
299. ich you want to assign the TotalAlocated payment or part of the payment VAT Me tee B Type the amount you want to assign to each account The mea ecard Cll Aecar total amount in this column must equal the amount in the 7 amp G Amount Received field before you can record the transaction E Optional Assign the amount to a job by entering the job Choose one of the following code here Deposit to Account In the Deposit to Account field D Optional Type a memo for each line item you enter in the type or select the required bank account transaction Group with Undeposited Funds Choose this option if E The VAT code thatis linked to the allocation account appears you want the deposit to be recorded in the undeposited here automatically You can change it or delete it if necessary 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 10 If you want to view or change the VAT amounts assigned to Preparing a bank deposit on page 45 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 11 the transaction click the zoom arrow gt If you want to assign the transaction to a particular category select a category from the list For more information about categ
300. ield of the Transaction Review window If you did not change the date in this field the current system date is the default end date If there are transactions dated after the end date click Display to view the Future Dated Transactions report and review customise or print the details of the report 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 Prepaid Transactions report and review customise or print the details of the report The company file is checked for any deposits paid within the date range specified on sales orders or purchase orders If any orders have a payment flagged as a deposit transaction click Display to view the Deposit Transactions report and review customise or print the details of the report Review audit trail changes Check for job exceptions Cash Transactions Check for job exceptions Invoice Transactions CHAPTER 18 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 MYOB Accounting Plus only and system changes If any changes occurred within the date range specified click Display to view
301. igned 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 E earnings See current year earnings or retained earnings equity See capital expense A cost associated with running a business Expense is an account type Expense accounts usually carry a debit balance F 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 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 MY
302. ill be charged until the expense limit is reached e Equals 0 00 Poundsper This option allows you to enter the specified amount per pay period per month or per year until the limit is reached 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 wages a paycheque with gross wages of 1 000 yields an expense of only 20 i e 2 The limit must be one of the following e No Limit signifies no limit to the expense for this category e Equals 0 Percentof_ This option results in the maximum expense being a percentage of a wage or deduction category or of all wage categories For example an expense might be 20 per pay period up to a maximum of 20 of the employee s base salary e Equals 000 Poundsper This option results in the maximum expense being a fixed amount per pay period per month or per year For example an expense might be 5 of an employee s gross wages up to 1 000 per year Editing payroll categories To edit a payroll category NOTE Payroll category already linked to employee cards If you edit a payroll category that is already linked to employee cards any changes you make will apply to all employee cards linked to that category 1 Go to the Payroll command centre and click Payroll Categories The Payroll Category List window appears 2 Click the tab corresponding to the type of payroll category you w
303. in the Security tab of the Preferences window 1 Find and open the invoice For more information about finding invoices see Finding a transaction on page 179 2 Go to the Edit menu and choose Reverse Sale A credit note appears in the Sales window Note that the invoice amount is a negative amount 3 If you want you can make changes to the credit note such as changing the date and memo but you can t change the accounts amounts and quantities that are associated with the credit 4 Click Record Reversal A customer credit appears in the Sales Register window To manually create a credit for a non item sale Use this method if you want to credit the customer for a part of a non item sale TIP Before you manually create a credit of this type 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 Set up accounts on page 24 1 Goto the Sales command centre and click Enter Sales The Sales window appears 2 Type or select the customer you are creating a credit for 3 Select the Invoice status from the drop down list in the top left corner of the window 4 Click Layout and choose Miscellaneous then click OK 5 Inthe Description column enter a description of the credit for your records 6 Select
304. 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 GLOSSARY item Aunitin 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 J job Work for which you want to track income and expenses A job can be a profit centre a product line a project or any other subset of your business that requires a separate income statement journal A tool for organising your accounting entries All entries are grouped into one of six journals nominal disbursements receipts sales purchases or stock L last cost The most recent purchase price for an item ledger Arecord 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 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 software uses linked accounts to post your stock sales and purchase transactions t
305. ing a refund cheque or applying the amount to another open invoice D 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 287 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 the contra 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 ass
306. ion about working with mail merge templates see Microsoft Word Help The following table summarises the templates provided with your software Use this template When you want to Apology dot apologise for a problem your company has caused for a customer and to assure the customer that the problem will be addressed Backordr dot let your customers know that items they ve ordered are on backorder and will be shipped as soon as possible Blank dot write your own letter BounceCk dot notify customers whose payments have bounced Coll_1st dot remind customers whose accounts have become overdue to make a payment CHAPTER 16 CONTACT MANAGEMENT Use this template When you want to Coll_2nd dot express greater urgency than Coll_1st dot and request that your customer contact you immediately Coll_3rd dot encourage customers who have overdue payments to make a payment before their credit history is damaged Coll_fin dot advise customers that you will turn their account over to a collection agency if payment isn t made within a specified number of days Credit enable your customers to formally apply for Application dot credit FaxCover dot create a fax cover page This page includes room for amemo Resolved dot reply to customers who have questioned an amount on their monthly statement This letter indicates that you are looking into the matter and that you will credit the customer s account for the amount in q
307. ion on timesheets see Timesheets on page 108 To create an activity slip Go to the Time Billing command centre and click Enter Activity Slip The Enter Activity Slip window appears Enter Activity Slip _ Mull Atviy Sins Kendall Amy Slip ID No AS00005 26 01 2008 Hour 4 00 Delta Products Adjustment Servicing it Bilable 400 4 00 Already Billed 50 00 Per Hour Left to Bill 400 E I Include Hours on Timesheet Payroll Category 5 gt Customer quotes 5 Dstt Statt Time T StopTime Clear_ 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 CHAPTER 8 BILLING FOR TIME 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 wi
308. ion window appears 3 Click OK SERVICING YOUR COMPANY FILE 4 If an optimisation recovery file exists we recommend that you click Yes to retain a copy of it Then click OK 5 Click OK when the optimisation process is complete Purging information that is no longer needed Purging is the process of removing data from your company file After you have used MYOB software for a long time you will notice that the size of your company file has grown considerably 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 The procedure for purging information applies if you are purging journal entries sales purchases business contacts contact logs activity slips MYOB Accounting Plus only a sales history figures NoTE MYOB Accounting Plus only 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 Purging activity slips and timesheets When purging activity slips and timesheets note the following If you ve billed an activity slip on an invoice you can purge that activity slip only if the invoice on which it was billed has been purged 265 266 You can purge a timesheet only if an employee payment for the timesheet s hours has be
309. ions Scan for prepaid transactions Scan for deposits paid Review audit trail changes Reconcile payroll lability payments 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 with the linked debtors account Reconcile purchases with the linked creditors account The total of all customer balances is compared to the current balance of the linked accounts debtor account If there is an out of balance amount click Display to view the Debtors Reconciliation Exceptions report and review customise or print the details of the report The total of all supplier balances is compared to the current balance of the linked accounts creditor account If there is an out of balance amount click Display to view the Creditors Reconciliation Exceptions report and review customise or print the details of the report 245 Compare item values with the linked stock account Scan for future dated transactions Scan for prepaid transactions Scan for deposits paid The total value of stock on hand is compared to the current balance of 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 The company file is checked for any transactions dated after the date shown in the End Date f
310. iple items at once using pricing shortcuts 1 Goto the Stock Control command centre and click Set Item Prices The Set Item Prices window appears 2 Click the select column IHl next to the items that require a price update 3 Click Shortcuts The Pricing Shortcuts window appears Pricing Shortcuts Round Prices To Nearest i Use Calculated Price Make Price a Multiple of C Make Price End int G Percent Margin Percent Markup Gross Profit Basis for Calculation Average Cost Update Allitems Update x Items Only 149 4 Indicate how you want the price rounded the basis for calculating the price and so on For example if you want to mark up the items prices by 10 select the Percent Markup option and type 10 in the adjacent field Customising stock NOTE The following information is only applicable to MYOB Accounting Plus users Your MYOB software provides a number of stock customisation features 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
311. ister Search by All Customers Dated From 1705 2007 To 26 11 2007 16 06 2007 00000174 16 07 2007 00000175 31 07 2007 00000176 16 08 2007 16 08 2007 16 08 2007 30 09 2007 30 09 2007 30 09 2007 30 09 2007 16 10 2007 16 10 2007 0001 j i 3 16 11 2007 00000185 Widgets by Smith 4 081 95 2 Help F1 Print 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 1 Go to the Purchases command centre and click Purchases Register The Purchases Register window appears Click the tab of the type of purchase you would like to view for example All Purchases CHAPTER13 TRANSACTIONS 3 Purchases Register Reetumns Re amp Debits AN Suppliers GRA To 267172007 PO No ny No jer oF 00000054 23 our y af 100 00 22 11 2007 23 i 6 11 2007 World of Widgets World of Widgets Four Walls amp a Roof Bee Clean Telephone Co Ltd Accountants amp Co Ltd 25 11 2007 Trade Magazine Ltd gt 25 11 2007 Mesures lal Optional Filter your search u
312. item 11 MYOB Accounting Plus only If this item is stored in multiple locations click the Locations tab and select the default Making stock adjustments From time to time you may need to adjust item quantities and values For example if your stock gets damaged you may have to write off some of your stock or revalue it 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 146 location for buying and selling the item For information about locations see Multiple stock locations on page 142 12 Click OK Average Cost Last Cost and Standard Cost Average Cost is calculated as the total cost of an item the total amount you have paid to purchase the item or the cost entered when you transferred the item into stock divided by the number of units of that item you have on hand Last Cost is the most recent purchase price for the item Standard Cost can be used instead of the last purchase price as the default price on purchases To use the standard cost price as the default price select Use Standard Cost as the Default Price on Purchase Orders and Bills preference in the Preferences window Stock tab 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
313. ity hours are assigned to timesheets on the activity slip date When you record the activity slip the activity hours are assigned to the employee s timesheet on the date entered on the activity slip If you want to record activity hours over a number of days or pay periods you need to record the hours in the Enter Timesheets window see Timesheets on page 108 8 When you have completed the timed activity click Record If you entered a chargeable activity on the activity slip the activity becomes available for billing in the Prepare Time Billing Invoice window 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 atimesheet 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 ca
314. ivities List window appears Click New The Activity Information window appears 4 Bennett Gordon Personal Details Erter the Tine Bing Rate and Cost per Hou applicable this employee Wages Employee Bilng Rate 7000 Exchding VAT Enalenerie Cost per Hour 7000 Deductions gt Employer Expenses gt Taxes gt Recuring Pay gt Pay Histoy gt Time Billing se Pint E Create New Payroll Category Help F1 New Click OK Activity Information Activity ID Activity Name Type Hourly Nonhourly Status Chargeable Non chargeable Rate Use Employee Biling Rate Use Customer Biling Rate C Use Activity Rate In the Profile view enter a unique identification code for the activity in the Activity ID field and press TAB In the Activity Name field type a name for the activity Enter a description of the activity in the Description field CHAPTER 8 BILLING FOR TIME 6 If you want the description of the activity to appear instead of the activity name to appear on time billing invoices select the Use Description on Sales option Select the type of activity Hourly or Non hourly and status of the activity Chargeable or Non chargeable by selecting the relevant options in the table below For this Do this type and this status Hourly Chargeable Choose the billing rate you want to use by selecting the appropriate option The rate is the pric
315. j Recurring Transaction Name Sale Ermina Morton Desid Copy Help F1 In the Card field click the search icon 3 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 Select the card you want to create a copy for If you want to select all the cards listed click the select icon m a If you only want to select some cards click in the select column next to each card required Click OK when you ve finished selecting from the list The Create Copy window reappears RECURRING TRANSACTIONS 6 Click Save If you selected One card in the Select from List window More than one card in the Select from List window then The transaction window for the new recurring transaction appears You can edit the transaction details if required Click Save The Recurring Transactions List window appears The Recurring Transactions List window lists all your recurring transactions Each new transaction has a unique name the original name suffixed by the name of the relevant card To change transaction details for a new transaction select it and click Edit Make the changes in the transaction window and click Save The Recurring Transactions List window appears 7 Ifyou need to change the schedule details including the name of a new recurring transactio
316. l 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 239 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 debtors account future dated transactions and audit trail changes For more information on how to use the Company Data Auditor see Run the Company Data Auditor on page 244 Audit trail tracking system You can track specific transactional VAT account payroll MYOB Accounting Plus only 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 The changes that
317. lip in the Enter Activity Slip window click the zoom arrow lt gt next to it REVIEWING AND CHANGING ACTIVITY SLIPS 4 On the first blank line enter details of the activity slip you want to create 5 Press TAB or click Record to record the activity slip and move the insertion point to the next line where you can begin creating a new activity slip NOTE Activity slips are recorded as you create them on a line by 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 6 Repeat from step 3 for each activity slip you want to create When you have recorded all the activity slips you want click Cancel to close the window To change an activity slip 1 Find the activity slip you want to change in the View Activity Log window and then click Edit The Enter Activity Slip window appears 2 Make the required changes either in the Activity Slip view or the Multiple Activity Slips view and click OK or Record To delete an activity slip You can only delete an activity slip that has not been billed 1 Find and select the activity slip you want to delete in the View Activity Log window See To review an activity slip above 2 Go to the Edit menu and choose
318. lised 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 use custom lists and fields you can record additional information about the card See Customising cards on page 227 7 When you have finished entering the card details click OK to save the card and close the Card Information window 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 You can edit these templates and create new ones using the mail merge features of Microsoft Word For informat
319. lists The VAT codes you use in MYOB RetailBasics must match the VAT codes you use in your MYOB software To make sure that your codes match print a list of your MYOB software VAT codes and then compare this list with your MYOB RetailBasics VAT codes If necessary add any required VAT codes in MYOB RetailBasics For more information see the MYOB RetailBasics User Guide If there are additional VAT codes in MYOB RetailBasics and you intend to use these codes you need to set up these codes in your MYOB software For more information see Setting up VAT codes on page 163 To print a list of your MYOB software VAT codes 1 Goto the Lists menu and choose VAT Codes The VAT Code List window appears 2 Click Print APPENDIX A IMPORTING AND EXPORTING DATA Export MYOB RetailBasics data You need to export your MYOB RetailBasics data before you can import it into your MYOB software When exporting you need to save the export data in your MYOB software installation folder so that it is imported automatically by your MYOB software 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 IMPORTING DATA FROM MYOB RETAILBASICS Import MYOB RetailBasics data into your MYOB software If you saved the MYOB RetailBasics data in your MYOB software installation folder your MYOB software detects the data when you open your comp
320. ll be recorded before the new tab appears 4 Inthe Already Billed field enter any hours or amounts you have already billed For example if you have billed the customer on an invoice for part of this activity either enter the number of hours already billed and the amount field will automatically update or the amount you have already billed them for Your entry is subtracted from hours and amounts in the Billable fields The total units and amount that haven t been billed appear in the Left to Bill fields 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 5 If you pay the employee for the activity performed hourly activities only a Select the Include Hours on Timesheet option b Enter an hourly wage payroll category in the Payroll Category field The activity hours units recorded for this activity are assigned to this wage payroll category on the employee s timesheet CREATING ACTIVITY SLIPS 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 ho
321. lly for a one off transfer of stock See To build items as components to make up another item known as a finished manually on page 144 item automatically for a transfer you make repeatedly See You do this by transferring the stock quantities of the components Auto building items on page 144 to that of the finished item For example you could transfer the Note that before you can build a finished item you need to stock quantities of timber and fabric component items to create andtem record forit furniture the finished items You can build items in two ways BUILDING ITEMS 143 To build items manually 1 Go to the Stock Control command centre and click Build items The Build Items window appears Type or select the item numbers of the finished item you want to make and the component items you want to transfer Build Items Stock Joumal Number JO00007 22 01 2008 y Build item Location ID Unit Cost 1 Warehouse 360 00 lt 5 25 100 0145 16 25 j FINI 371 50 371 50 Out of Balance 0 00 Type the transfer quantity Type a positive number for the finished item this number is added to your on hand stock Type a negative number for the component items this number is subtracted from your on hand stock The value in the Out of Balance field must be zero before you can record the transaction That is in the Amount column the amount for the finished item mu
322. longs If you are not sure whether workgroups or domains have been created on your network consult a networking expert APPENDIX B NETWORKING COMPANY FILES 5 Click OK The Network control panel window reappears 11 Set the access permissions according to which groups of 6 Click OK controls appear on the Sharing tab 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 Share a company file folder Company Files folder 8 In Windows Explorer create a folder named Company Files Name and Access Rights controls group Click Add and in a convenient location for example c Company_Files then in the Add Users window click This folder is where the shared company file will be stored 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 12 Click OK 13 In Windows Explorer move the company file from its present location to the Company_Files folder on the host 7 If amessage asks you to restart the computer click Yes 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 Company _Files Properties 2 x cerea aaea 14 Continue with Accessing the shared company file
323. low Worksheet The information used to forecast cash needs includes all recorded transactions paycheques chequebook and nominal ledger recurring transactions that are expected to be recorded as actual transactions within the specified range of days or were scheduled to be recorded as actual transactions before the current date The frequency that was established in the Edit Recurring Schedule window for each recurring transaction is used to determine the date when the transaction should occur The information used to forecast cash needs does not include sales and purchases recurring transactions To review your cash flow 6 1 In any command centre select Cash Flow from the Analysis list The Cash Flow Worksheet window appears Select the bank or credit card account that you want to analyse from the Bank Account list Type the number of days for which you want to analyse your cash needs in the Days To Look Ahead field and then press ENTER The list in the middle of the window displays all the transactions your company is due to perform during the time period you specified Any transactions that are overdue also appear here NOTE If you accept the default number in the Days to Look Ahead field without making an entry in the field and no transactions appear press TAB to refresh the contents of the window You can change any of the information that appears in the list to better estimate your cash flow needs You can also
324. loyee s name The Pay Employee window appears 2 Enter the job number in the Job column corresponding to the payroll category 3 If you want to assign multiple jobs to a payroll category a Click in the Job column corresponding to the appropriate payroll category and then click the search icon b Inthe Allocate Jobs window that appears click the select column El 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 4 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 105 CHAPTER 7 PAYING YOUR EMPLOYEES To change an employee s bank account details If you pay your employees using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS you can change an employee s bank account details for this pay 1 In the Select amp Edit Employee s Pay window click the zoom arrow gt next to the employee s name The Pay Employ
325. ls 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 183 Task 5 Process payments In the Process Payments window you can m print employee paycheques see page 116 generate a payment report for employees paid using NatWest s AutoPay service or Barclays Branch Originated BACS service BOBS see page 116 create a spend money transaction to clear the account you use to temporarily hold cash wage amounts see page 116 115 If you want you can generate the payment reports later using the relevant command centre function For example if you want to include weekly and monthly payments in the one payment report process both pay frequencies and then generate the required payment report from the Index to Reports window To print paycheques 1 Click Print Paycheques The Review Cheques Before Printing window appears Review Cheques Before Printing To Be Printed Selected Bank Account TE Current Account Number of First Cheque in Printer 1 Copies of Each Selected Cheque Q Advanced Filters An 3 180 85 20i n 1 289 07 29 01 2008 Matthew Johnston 1 931 22 29 01 2008 Amy Kendall
326. ltiple 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 capital that occur when you exchange foreign currency for British pounds The multiple currency feature is optional If all your business is conducted with customers and suppliers in British pounds there s no need for you to use this feature If you do want to use it you need to set a preference You will also have to perform a number of setup tasks described in this chapter For example you will have to set up special accounts to track the transactions you make in each currency If for instance you plan to make sales to customers in euros you will need to create a separate debtors account for your sales in Europe Every foreign currency account you create requires a companion account known as an exchange account to track changes in the value of the transactions assigned to the account Only balance sheet accounts asset liability and capital accounts can be assigned a foreign currency All other types of accounts are tracked using pounds Your local currency the pound is automatically set up for you As this currency is used to determine the value of all other currencies it cannot be d
327. ly CHAPTER12 LISTS 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 ABC Ltd 01904 654132 Customer Accountants amp Co Ltd Supplier 1 01234 283917 Acme Sales Ltd 01256 5551919 Customer Anytown Borough Council 2 01234 20000 le BB Investments Bee Clean 01992 451551 le 1 974 00 Bennett Gordon 01234 234567 Boffo Products 4 012235558777 16 193 84 Computer Supplies Ltd 5 01234 679854 on ise amp Delta Products 01992 55544210 Cus Four Walls amp a Roof 7 0171 321 6666 amp Gadgets amp Widgets Inc Good Printers Ltd 01992 999 000 amp Grand Hotel Cust Haris amp Haris 020 7439 5000 Customer High Street Bank 3 Supplier HM Revenue amp Customs Supplier Hopper Lynn 01234 957525 Employee E New LogEnty Letter Bi Log Combine Cards MP Sync Cards 2s Bin New Changing a record You can make changes to accounts m cards categories foreign currencies MYOB Accounting Plus only items stock locations MYOB Accounting Plus only jobs payroll categories MYOB Accounting Plus only VAT codes time billing activities MYOB Accounting Plus only CHANGING A RECORD 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 MYOB Acc
328. m the Card Details tab but the picture file will remain in the Graphics folder CHAPTER 16 CONTACT MANAGEMENT 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 below List displays log entries with reminder 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 transactions for a contact page 179 To view contact alerts 1 Click To Do List in any command centre The To Do List window appears 2 Click the Contact Alert tab A list of all individuals and businesses you need to contact appears NOTE Reminders that fall on a closed day If the reminder 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 since the reminder 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 REVIEWING YOUR CONTACT INFORMATION To print card reports 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears Click the Card tab The list of card
329. mand centre and click Items List The Items List window appears Setting item prices You can set the default selling prices of the items you sell in the Set Item Prices window Then if required you can change the prices at the point of sale which overrides the default prices for that sale only To change the price of an item 1 Goto the Stock Control command centre and click Set Item Prices The Set Item Prices window appears Items List No Found 9 gt E gt 100 10145 gt 20010145 gt 300 101B6 gt 400101 gt 500 101D3 gt 60010168 700101U7 gt 800 101R9 2 ay HelpF1 Print If an item is not listed it means that you haven t selected the Sell This Item option on the Profile tab of the Item Information window 2 Clickin the Current Price column of an item and enter a new price Do this for each item price you want to change SETTING ITEM PRICES 2 Click the zoom arrow next to the item you want to view The Item Information window appears 3 Click the History tab The History view displays the purchase and sales history for the item for seven years five past years the current year and the next year You can enter unit prices with up to four decimal places On your invoices the unit price is multiplied by the quantity sold and the result is rounded to two decimal places 3 Click OK To update the prices of multiple items at once You can update the prices of mult
330. may use an expense account often called Shrinkage Spoilage to track loss or theft of items Before you record a stock count a 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 143 4 Review the entries in this window to make sure that the quantity unit cost and total stock values are correct Note that the quantities of the components in the list appear as negative numbers while the quantities of the finished items in the list are shown as positive numbers 5 Click Record to update your stock quantities and values 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 Reports window To record a stock count 1 Goto the Stock Control command centre and click Count Stock 2 If you have stock at multiple locations filter the list as required 3 Click Print to print the Stock Count Sheet 4 Manually count your stock and note down the quantities on the Stock Count Sheet CHAPTERS STOCK 5 Inthe Count Stock window enter the actual quantitie
331. ment Format file on the installation CD Note that you need a PDF reader to view a PDF file If you don t have one you can install Adobe Reader from the installation CD This guide is intended for use with MYOB Accounting 2008 and MYOB Accounting Plus 2008 on the Windows operating system 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 INTRODUCTION To access the PDF files These options are described below 1 Insert the installation CD Select 2 On the installation window that appears click Resources Help for This 3 Click CD Library Window 4 Click the name of the manual you want to view Online help Online help is a comprehensive online resource that Tell Me How complements the user guide by addressing all functions and features of your MYOB software including those used infrequently It also includes helpful information for solving Tips amp common bookkeeping problems Troubleshooting To display online help Search the Help In any window press the F1 key m In any window other than command centre windows click Help 2 and choose Help for This Window te Choose MYOB Help from the Help menu Online help in MYOB windows Opening online help from any window other than command centre windows displays descriptions or procedures relevant to that wind
332. mpany data for example at the end of each business day Store backups offsite Store monthly and yearly backups in a safe place preferably away from your office Except for daily rotational backups do not reuse media To make a backup of your company file The Backup command creates a backup of the company file you are currently using and compresses it to a smaller more manageable size 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 the host company file especially if you are doing a full backup that includes custom forms and letter and spreadsheet templates 1 Go to the File menu and choose Backup A company file backup window appears E MYOB Accounting Plus MYOB Plus Com y File Backup MYOB Plus can back up the folders and files that support your company file including customised templates and graphics Altematively you can choose to back up the company file oniy Back up all data Backup Company File only You may check the data in your company file for errors now or check it later by jing Verify Company File from the File menu Depending on the size of your company fie the verification process may take a considerable amount of time Check Company File for error Do not check Company File for eors Cancel CAUTION If the backup process does not work If any warning or error m
333. mpany file for you the information you currently have and when your business started Advanced tasks Once you have completed the essential tasks you can start recording transactions However if you need to use the advanced features of this software such as the sales or stock features you will need to do further setup tasks These tasks are covered in Chapter 3 Advanced setup starting on page 31 OVERVIEW Task An un ph WwW N Create a company file Activate the company file Set up accounts Enter account opening balances Set up preferences Set a password for the Administrator user ID See page 20 page 22 page 24 page 27 page 29 page 30 20 Create a company file When you make entries in your software that information is stored in a file called a company file You can create a company file using the New Company File Assistant This assistant is a series of interactive windows that guide you through the process of creating a new company file NOTE Do you already have a company file If your accountant or MYOB consultant has provided you with a company file or if you want to use a file that you created with a test drive version of this software you don t need to create a company file Before you start you need to know Your current This is the financial year for which you want to financial year start recording transactions in your company file Note that a financial year is represented by t
334. ms at several locations select the Include Zero On Hand Quantities option A list of all your items appears 4 Inthe Counted column type the quantity counted for each item The Difference column will change to show the difference between the On Hand column and the Counted column Count Stock Group by ltem Group by Location Hight High Street Shop Warehouse Main Warehouse HighSt High Street Shop Warehouse Main Warehouse Whoosies HighSt High Street Shop Warehouse Main Warehouse Whatsits Hight High Street Shap Warehouse Main Warehouse Thingies HighSt High Street Shop Warehouse Main Warehouse Gizmos Adjust Stock When you have entered all your item quantities click Adjust Stock The Adjustment Information window appears advising you to provide a default adjustment expense account Note that when you are entering opening on hand balances you don t need to enter a default expense account Click Continue The window that appears depends on whether you have entered an opening balance for your stock asset account see To enter opening balances on page 28 If you entered a stock opening balance the Adjust Stock window appears If you did not enter a stock opening balance the Opening Balance Check window appears Click Opening Balances and then click Adjust Balances The Adjust Stock window appears The Adjust Stock window displays a line for each item whose opening quantity you
335. n Group and sort items by assigning attributes to your items from custom lists you define Set up fields to record additional information about your stock items You may want to do the following tasks if they are relevant to your business See page 272 page 150 page 142 page 151 page 152 39 40 Enter stock opening balances If you had items on hand as at the first day of your conversion month and you want to track on hand quantities and values of these items you need to enter your stock opening balances Before you enter your opening stock balances you need a stocktake of the actual items in your stock To help you do this you can print the Stock Count Sheet report which lists all your inventoried items and manually record quantities on it To print the stock count sheet 1 Goto the Stock Control command centre and click Count Stock The Count Stock window appears 2 Click Print The Stock Count Sheet report is printed with a list of all your items 3 Record your on hand quantities on this sheet To enter opening on hand stock and values 1 Goto the Stock Control command centre and click Count Stock The Count Stock window appears with a list of your stock items 2 MYOB Accounting Plus only If you store your items at several locations select the method you want to use to group your items You can group items by item number or by location 3 MYOB Accounting Plus only If you store your ite
336. n a Select the recurring transaction b Click Edit Schedule c Make the changes in the Edit Recurring Schedule window d Click Save 8 Click Close To edit a recurring transaction You can edit the details of a recurring transaction such as the cheque details of a Spend Money transaction and update the transaction schedule 1 Go to the Lists menu and choose Recurring Transactions The Recurring Transactions List window appears 2 To change the recurring transaction details 187 a Select the recurring transaction you want to change and click Edit The transaction window appears b Make the necessary changes c Click Save 3 To change the schedule of the recurring transaction a Select the recurring transaction and click Edit Schedule The Edit Recurring Schedule window appears b Change the scheduling details of the transaction as required c Click Save 4 Click Close To delete a recurring transaction Deleting a recurring transaction only removes it from your list of recurring transactions Recurring transactions recorded previously are not affected 1 Go to the Lists menu and choose Recurring Transactions The Recurring Transactions List window appears 2 Select the recurring transaction you want to delete and click Delete A message appears 3 Click OK to delete the recurring transaction Recording recurring transactions For recurring transactions that are not set up to be recorded automatically
337. n 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 CHAPTER 8 BILLING FOR TIME To create multiple activity slips 1 Go to the Time Billing command centre and click Enter Activity Slip The Enter Activity Slip window appears 2 Click the Multiple Activity Slips tab 3 In the Employee or Supplier field type or select the name of the employee or supplier performing the activity Any historical activity slips you have already created for the employee or supplier are listed with each line representing a single activity slip Enter Activity Slip Activity Slip Multiple Activity Slips Eneloye Rendal ary ih Date Customer Activity Unit 3 01 2008 Boffo Products Servicing 12 01 2008 Delta Products Servicing Reviewing and changing activity slips You can review change or delete activity slips To review an activity slip 1 Go to the Time Billing command centre and click Activity Log The View Activity Log window appears 2 Enter the name of the employee or supplier who performed the activity and if you know it the date range within which the activity was recorded All activities that match the criteria are listed 3 If you want to display information about the activity slip click the Diary View tab and the Detail View tab 4 If you want to view the activity s
338. n also customise your spelling preferences For example you can change the main dictionary language and choose a preference to ignore words that include numbers CHAPTER 1 INTRODUCTION To set spelling preferences 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 Click the Windows tab 3 If you want to automatically check spelling select the Automatically Check Spelling in Text Fields Before Recording Transactions option 4 If you want to customise your spelling preferences click the Spelling button The Spell Check Preferences window opens 5 Select your preferences and click OK For more information about the spelling feature see MYOB online help EXPLORING YOUR MYOB SOFTWARE CHAPTER 1 INTRODUCTION Setting up your company file Your MYOB software stores your financial data in a company file If you don t already have a company file you must create one before you can begin recording transactions Overview When you create a company file you record basic information about your business such as the business name and your contact details You must also specify the month and financial year in which you want to start recording transactions Depending on the features you want to use there are some tasks that you should complete This chapter guides you through the essential ones Essential tasks The tasks you need to do depend on whether your accountant has created and set up a co
339. n is determined by the currency assigned to the customer card or supplier card you are using A card can only use a single currency so if you deal with a customer or supplier in multiple currencies you will need to create a separate card for each currency NOTE A card with transactions You can t change the currency of a card that you have already used in transactions You will need to create a new card for the customer or supplier Any transactions recorded for a customer or supplier card will be in the currency linked to the card 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click the zoom arrow next to the required card to display the Card Information window 3 Select the Profile tab 4 In the Currency field enter the currency you want to assign to the card or click the search icon 1 to make a selection from the currency list The local currency is selected by default Card Type Customer Designation Company I Inactive Card Name Acme Sales Ltd Card ID 951159 Currency CAD gt 5 Click OK 6 Repeat this procedure for each card that you want to assign to a foreign currency CHAPTER 10 INTERNATIONAL TRANSACTIONS Exchange rates Foreign currency transactions can be recorded for Sales Receive Payments and Settle Returns amp Credits Purchases Pay Suppliers and Settle Returns amp Debits Spend Money Receive Money Reconcile
340. n 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 c Select the employee s pay frequency in the Pay Frequency field d In the Hours in Pay Period field type the number of hours in the employee s normal pay period e If the employee s wage expense account is different from the default account type or select the required account in the Wages Expense Account field f Click in the select column Hl next to each wage category that applies to the employee Card Information Card Details f Payroll Details Contact Log Chen Olivia E4 Personal Details Pay Basis Hourly Wages gt Annual Salary 37 459 50 Hourly Rate 19 21 Entitlements gt Fi r Weeki x Doere p Pay Frequency Weekly E Hours in Weekly Pay Period 37 5 Employer Expenses b Wages Expense Account c gt 65110 i Wages amp Salaries Taxes gt Select all the relevant wage categories for this employes Wage lt Base Hourly Hourly Pay History gt Base Salary Salary X Commission Salary Time Billing gt Z Overtime 1 5 Hourly SAP Salary Senior Hourly Hourly Recuring Pay gt E Create New Payroll Category s Print a Hepi New Enter Entitlement deduction and expense information Click Entitlements and click in the select
341. n your accounts Click OK and then click Close 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 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 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 CHAPTER 6 PURCHASES To manually create a debit for an item purchase 1 Go to the Purchases command centre and click Enter Purchases The Purchases window appears 5 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
342. nce Sheet Reviews your financial position as at the end of a period Summary Trial Identifies incorrectly entered amounts Balance When reviewing this report check for e entries that seem 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 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 Balance Sheet Budget Analysis Lists account balances for a selected period along with the budgeted amounts If you ve determined that changes need to be made to the budgets for the coming months you can adjust your budget Profit amp Loss Budget Analysis Statement of Cash Shows how your cash position has Flow 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 Reports starting on page 191 CHAPTER 17 FINANCIAL CONTROL 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 accurat
343. ncile 3 In the Cheque No field enter a reference number for the withdrawal 4 Inthe Date field type the first day of your conversion month For example if your conversion month is January 2007 enter 01 01 07 5 Inthe Amount field type the amount of the withdrawal DO AN INITIAL BANK RECONCILIATION 10 To 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 Enter details of the withdrawal in the Memo field Spend Money Account 1 2110 Bank Account Balance 20 000 00 I VAT Inclusive Cad Cheque No 1206 Payee Ia Date 1701 2007 Amount 1 000 00 One Thousand and No 100 Great Britain Pounds Uncleared cheque No 1206 Total Allocated VAT I Cheque Already Printed Total Paid 1 Remittance Advice Delivery Status Out of Balance To be Printed z 8 Save as Recuring Use Recuring Click Record Repeat from step 3 above for each uncleared withdrawal enter uncleared deposits Go to the Banking command centre and click Receive Money The Receive Money window appears In the Deposit to Account field type or select the bank account you want to reconcile 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 Receive
344. nd amount as the criteria for matching payments and deposits If a there are unmatched transactions the Unmatched Statement Transactions window appears Go to step 6 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 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 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 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 55 56 7 When you have finished matching and adding transactions CAUTION Match or add all transactions We recommend you click Done A list of all the transactions that were cleared finish adding or matching every transaction in the unmatched transaction list before you click Done Otherwise if you re open appears
345. nd click Save For more information see Recurring transactions on page 185 If you are paying by cheque and have already written a cheque select the Cheque Already Printed option 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 203 If you want to preview the remittance advice or cheque for this transaction click Print and then choose Preview Cheque or Preview Remittance Advice Note that the transaction is recorded before it is displayed 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 CHAPTER4 BANKING Entering transactions in the Bank Register window You can record 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 tra
346. nd in the c insert filename folder CHAPTER 16 CONTACT MANAGEMENT Customising cards Custom fields If you need to record certain information about your contacts but can t find a suitable card field for it you may want to set up a custom field For example you could set up a field to record your customers birthdays or a field to record the date of your employees most recent performance review You can set up three custom fields for each card type and label them according to your needs You can then enter any information you like in those fields If you need to you can show this information in a report by selecting the custom fields in the Report Fields tab of the Report Customisation window To set up custom fields 1 Goto the Lists menu choose Custom List and Field Names and then choose the card type for which you want to set up a custom field for example customers The Custom List and Field Names window appears 2 Enter the names of the custom fields you want to set up for the card type you have selected in the Name of Custom Field fields For example you could enter Birthday to record your contacts birthdays 3 Click OK The names you have entered will now appear in the Card Details tab of the Card Information window To enter custom field information in a card 1 Goto the Card File command centre and click Cards List The Cards List window appears CUSTOMISING CARDS 2 Click the zoom arrow next
347. nd select the required order 10 11 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 In the Price field enter the estimated price for the items 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 Changing the status of a purchase on page 91 sales Register Search by All Customers Dated From 170172008 To 2370172008 Date Invoice No Cust PO No Customer 3 29 01 2008 _ 00000050 Harris amp Harris CHAPTER 6 PURCHASES 3 Click Create PO The Purchases window appears with the new purchase order displayed The items you entered for the sale automatically appear as line items on the purchase order 4 Select a supplier in the Supplier field Note if you have nominated a supplier for these items in the item setup this supplier will appear by default 5 Enter the cost of the it
348. ndow 241 242 To 1 To 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 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 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 view financial reports Go to the Reports menu at the top of the screen and choose Index to Reports The Index to Reports window appears 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 240 Report Description Profit amp Loss Statement Shows your profit and loss figures Bala
349. ndow see To enter a transaction in the Bank Register window on page 49 Entering a sales transaction Complete the following steps to enter a sales transaction Task Action See 1 Enter information about the customer below 2 Choose the type of sale page 61 ENTERING SALES Task Action See 3 Enter the items or services you are selling page 62 4 Enter additional information about the sale page 63 5 Complete the sale page 64 Task 1 Enter information about the customer 1 Goto the Sales command centre and click Enter Sales The Sales window appears 2 Inthe 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 BJ D Customer c gt Grand Hotel Tems C 0 D T VAT Inclusive Del to bey Grand Hotel Invoice No 00000050 pie Cat Tipe Date 26 01 2008 BH99 7UU Customer PO No K 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 61
350. ndows 2000 Professional or XP This procedure applies to Windows 2000 Professional and XP If you are using Windows 2000 Standard see To share a folder on Windows 2000 Standard on page 280 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 1 If only administrators can set permissions on your computer log in as an administrator SETTING UP A COMPANY FILE FOLDER ON A WINDOWS HOST 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 Click the Sharing tab and set the fields and controls as shown below Company_Files Properties General Sharing Security Customize You can share this folder with other users on your network To enable sharing for this folder click Share this folder Do not share this folder Share this folder Share name Company _Files Comment Stores the shared company file User limit O Maximum allowed Allow this number of users iD 0 E To set permissions for users who access this folder over the network click Permissions emissions To configure settings for offline access click laste testing Windows Firewall will b
351. ne items 64 87 Budget Shortcuts window 238 budgets 237 allocating for accounts 27 allocating for jobs 235 choosing accounts for 237 half yearly 239 monthly 239 quarterly 239 reports for 237 yearly 239 business calendar 13 business contacts maintaining list of 213 217 C calculator 14 currency calculator 157 calendar 13 capital accounts 25 Card ID field 227 Card Information window 81 cards active 174 adding 213 customer 59 supplier 81 assigning VAT codes to 164 changing 173 creating for customers 59 employees 105 items 138 suppliers 34 custom lists and fields 219 deleting 175 exporting 271 finding 172 using advanced search filters 173 using search fields 172 identification code 227 importing 272 inactive 174 organising in groups 219 synchronising cards and Outlook contacts 221 carriage charging customer for 63 paying suppliers for 86 cash accounting 165 cash wages creating a cheque transaction to record 116 categories changing 173 creating 231 deleting 175 enabling allocation of 232 finding 172 setting up 231 tracking financial information using 231 See also payroll categories charging for time See time billing cheques customising for printing 206 customising template 207 entering 47 48 printing 203 recurring 48 voiding 56 columns moving and resizing in reports 191 combining accounts 176 command centres 11 Company Data Auditor 240 244 248 Company File
352. ne identifiers 1 Goto the Lists menu and choose Identifiers The Identifiers window provides a field for each of the 26 letters of the alphabet 2 Enter a description for as many identifiers as you want and click OK To assign identifiers to a card 1 Goto the Card File command centre and click Cards List The Cards List window appears 2 Click the zoom arrow next to the card you want to edit The Card Information window appears 3 Click the Card Details tab 4 Click Identifiers The Select Identifiers window appears 5 Click next to the identifiers you want to assign to the card 6 Click OK Custom lists You can set up lists of predefined attributes and assign the appropriate attributes to your cards By assigning attributes from a custom list to your cards you are able to group your contacts to a greater degree than is possible with identifiers 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 219 To name a custom list 1 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 Cust
353. ne of the following file formats 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 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 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 Comma Separated Text File When you save a report in comma separated text file format fields in the report are separated by commas Comma separated text files can be opened by most word processing and spreadsheet software 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 a report by email When you send a report by email the report is saved as a PDF file and attached to the body of the email message Your recipient needs a PDF file viewer such as Adobe Reader to view the report 1 Go to the Reports menu and choose Index to Report
354. need to record the opening stock level for each item For more information see Enter stock opening balances on page 40 To create an item 1 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 tip Use the backslash character for service items The backslash character serves a special purpose any item number that begins with a backslash won t appear on printed forms This is useful for service type items such as labour for which you don t want to print an item number on the invoice In the Name field type the name of the new item Tip Copy From To copy another item s details to this item record click Copy From and 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 Specify whether you buy sell or stock this item by selecting the relevant options As you select the options fields appear next to them These fields change according to the combination of selections you make 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 Account to track the costs associated with produ
355. nformation Enter the current payroll year and the number of hours in your normal working week SET UP PAYROLL Review payroll categories 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 calculate their standard pay It s a good idea to review the details of each payroll category to make sure it matches the way you do business Enter employee details Create a card record for each of your employees and enter details such as their addresses and payroll information Enter pay history Existing businesses only If you have already paid the employee in the current payroll year you should enter the amounts you have paid your employees These amounts appear on P14 and P35 forms and reports not derived from payroll activity such as register reports They are not recorded as transactions in your accounts To access the Payroll Easy Setup Assistant go to the Setup menu choose Easy Setup Assistant and then click Payroll For more information on creating payroll categories and entering employee payroll information see Creating payroll categories on page 100 and Entering employee payroll information on page 105 35 Optional payroll setup tasks In addition to the Payroll Easy Setup Assistant tasks you may also want to do the following tasks if they are relevant to your business Task See Set up Use timesheets to re
356. ng 1270172008 Installation Service 14701 2008 Salesperson Johnston Matthew E Subtotal 395 80 Comment We appreciate yout business 1 Carriage 0 00 Deliver Via Courier is VAT 69 27 Promised Date Total Amount 465 07 Joumal Memo Sale Boffo Products Paid Today 0 00 Referral Source E Payment Method Cash 5 Detail Invoice Delivery Status To be Printed E Balance Due 465 07 8 Saye as Recuning C Use Recuring SR Reimburse B WIP CE Rate GBP 8 Spel Category T 5 If you have selected the I Include Items on Time Billing Invoices option in the Preferences window you can also enter items on this invoice See Setting time billing preferences on page 126 Enter the following details for each sold item the date in the Date field the quantity being sold in the Hrs Units field the item number in the Activity field or press TAB and select the item from the list of items and activities that appears a the price of the item in the Rate field the appropriate VAT code optional the job number 6 Enter additional information about the sale such as the salesperson referral source and delivery NOTE Add lines subtotals and headers to invoices If you want to group and subtotal the items and activities separately on the invoice you can do so by inserting headers blank lines and subtotals See Adding and deleting transaction lines subtotals and header
357. ng transactions What is your conversion month Conversion Month January Most companies use 12 accounting periods for reporting purposes A few use a 13th period to record adjustments Which do you prefer Number of Accounting Periods Twelve 7 Click Next A confirmation page appears 8 Check the financial year and conversion month and then click Next The Accounts List page appears 9 Select the default accounts list you want to start with New Company File Assistant a Build your accounts list Every company file requires an accounts list You may either select one of urs or you can use your own How would you like to build your accounts list Select the option that most fits your needs Accounting Information e Hes like to start with one of the lists provided by MYOB Accounting Accounts List c File I m done creating my company file I would like to importa list of accounts provided by my accountant after would like to build my own accounts list once begin using MYOB Accounting Plus No matter which selection you choose you will be able to add or delete accounts later If you choose to Continue with start with an accounts list provided by MYOB step 10 import a list of accounts step 12 build your own list step 12 10 Click Next An accounts list selection page appears CREATE A COMPANY FILE 11 Select the type of industry and business that best matches your own busin
358. ng 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 237 238 Sheet and Profit and Loss accounts For information on displaying customising and printing reports see Chapter 14 Reports starting on page 191 Entering budget amounts You can use the Prepare Budgets window to enter budget amounts for each month of the current or next financial year If you want to quickly enter budget amounts for a group of months you can use the Budget Shortcuts window As the year progresses you can choose to either adjust budget figures or leave them unchanged Entering positive and negative amounts By default the amount you enter will be assumed to be a positive amount You can enter negative budget amounts by using a minus sign before the amount for example 250 When you enter a negative amount you are indicating that the balance of the account is going to decrease Using existing data If you have already prepared a budget ina spreadsheet or in other software you may be able to import that information into your MYOB software For more information on how to import account budgets see Importing data on page 272 You can also use the previous financial year s data as a basis for your budget To enter the budget for an account 1 Goto the Accounts command centre and click Accounts List The Accounts Li
359. ng for sales 62 inserting blank lines between 64 87 showing subtotal of 64 87 using headers to group 64 87 lines change the width on forms 211 drawing on forms 211 lists adding records to 171 deleting records from 174 inactivating records in 174 locations stock adding 142 changing 173 creating 142 default changing 142 deleting 175 inactivating 174 moving items between 143 lock file problems 266 268 locking periods 251 logos adding to forms 211 changing size on forms 212 See also pictures M Mail Merge button 69 mailing labels customising 206 mailing labels printing 203 216 Match Transaction window 55 Microsoft Outlook contacts See synchronising cards and Outlook contacts Microsoft Windows Vista access a shared folder on 282 restricted access to the Program Files folder 21 share a folder on 279 minimum stock levels 139 money See receiving money See spending money month end accuracy of records checking 240 entering budgets 237 locking periods 251 reconciling bank accounts 248 recording depreciation 250 reviewing reports 248 running the Company Data Auditor 240 244 248 sending customer statements 249 monthly budgets 239 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
360. ng the finance charge is recorded in the disbursements journal and 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 Reconciliation 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 CHAPTER 6 PURCHASES Paying your employees Payroll is only available in MYOB Accounting Plus You can use your MYOB software 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 software 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 amoun
361. ng 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 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 269 MANAGING USER ACCOUNTS AND COMPANY FILES 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 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 a 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 In this case opening an 11th file would create an illegal 11th lock file It is unlik
362. nillements gt Sex Male Wages gt Deductions Star Employer Expenses b Leaving Date 09703709 Pay Slip Delivery To be Printed Pay Slip Email Time Biling gt se Pint E Create New Payroll Category 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 Task 5 Print the employee s P45 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Click the Payroll tab The list of payroll reports appears 3 Select the P45 Details of employee leaving work report and click Customise The Report Customisation P45 Details of employee leaving work window appears 4 In the Employees field type or select the name of the employee who is leaving 5 Click Display The P45 report appears 6 Click Print CHAPTER 7 PAYING YOUR EMPLOYEES Reviewing payroll information There are several tools that you can use to review your payroll information Tool Pay history Entitlement balance Analyse Payroll window Review payroll liabilities Find Transactions window Description View an employee s pay history View an employee s entitlement balance and the dates when leave was taken Use the Analyse Payroll window to view a summary of an employee s payroll data It can help you detect possible inaccuracies in the amounts you re paying to and
363. nk then Receive from Accountant The Open window appears 2 Locate and select the file containing the nominal journals sent by your accountant 3 Click Open The accounts are imported and a message appears giving you the results of the import If there are any errors read the information in the MYOBLOG file MYOB Accounting or MYOBPLOG file MYOB Accounting Plus which can be found in the same folder as your company file resides Task 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 259 Make sure you verify the company file as part of the backup process See Checking your company file for errors on page 264 253 Task 6 Start a new financial year Before starting a new financial year make sure you have completed steps 1 5 above a entered all transactions and adjustments as instructed by your accountant 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 When you start a new financial year 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 The balance of your current year earnings a
364. nline 4 Click Continue Your serial number and company file code are sent to the MYOB confirmation server which returns a confirmation code and extends the file activation MANAGING USER ACCOUNTS AND COMPANY FILES The Company File Confirmation Confirmed window appears 5 If you prefer your MYOB software 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 explained in Troubleshooting activated company files on page 264 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 3 Click Continue The Company File Confirmation By Phone window appears 4 Call MYOB on the telephone number displayed under the Company File Code field CONFIRMING ACTIVATED COMPANY FILES Company File Confirmation By Phone CJ Confirm by Phone What is Confirmation To confirm your company file by
365. ns 143 negative on hand quantities 65 number per selling unit 140 opening quantities and values entering 40 price levels changing 149 setting custom 150 purchase history viewing 93 149 receiving without a purchase 88 sales history viewing 69 149 setting up 137 standard cost 139 time billing invoices including on 126 transferring 143 using custom fields for recording details of 151 152 items received setting up accrual account for 88 Items Register window finding transactions using 181 297 jobs assigning to payroll categories 114 purchases 85 Receive Money transactions 44 sales 62 Spend Money transactions 48 budget amounts entering 235 changing 173 creating 233 deleting 175 detail jobs 233 exporting 271 finding 172 header jobs 233 importing 272 job tracking tasks 233 opening balances entering 234 setting up 231 233 sub jobs 233 using jobs to track income and expenses 231 journal entries creating recurring transactions for 185 exporting 252 271 finding 179 importing 272 from accountants 253 listing for purchases 92 recapping transactions for 48 64 86 185 recording 253 L last cost of anitem 140 layout choosing for a purchase 84 sale 62 See also customising forms learning tools 9 leave payments 113 letters mail merge 214 personalised 214 liabilities accounts for tracking 24 licences obtaining extra workstation seats 259 line items on transactions entering for purchases 84 enteri
366. ns you can use the item with For example if you want to include a service item on an invoice such as installation you need to specify that you sell the item An item that you stock is an item whose quantities and values you want to track Maintaining an accurate record of on hand levels of these items requires you to do regular maintenance tasks For track the assembly of individual items into finished items Many retailing and manufacturing businesses combine a number of stock items to create finished items For example a retailer may combine a bottle of perfume lotion and bath salts to make up a gift pack example you need to record stock adjustments to write off damaged stock or to record a stocktake Select For Items or services you want to include on an item purchase order This includes items that are not for resale and for which you don t need to track quantities and values For example items for office use only It can also include raw materials you use as components to build other stock items Buy this Item Select For I Sell this Item Items or services you want to include on an item invoice I Stock this Item Items you buy or sell and whose quantity and values you want to track It can also include intermediate goods used in the productions process such as parts used to manufacture finished goods Stock opening balances If you have existing on hand quantities of stock items you
367. nsactions NOTE You cannot print or email remittance advices directly from the Bank Register window If you want to print or email remittance advices directly use the Pay Suppliers or Spend Money window 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 55 To enter a transaction in the Bank Register window 1 Goto the Banking command centre and click Bank Register The Bank Register window appears ENTERING TRANSACTIONS IN THE BANK REGISTER WINDOW Account 1 2110 1 Current Account Dated From 1 11 2007 To 20 11 2007 S Account Balance 18 265 21 B Get Statement o gt 00625 Mi 16 11 2007 CD Ea Matthew Smith Type Cheque No Date Spend Money 100627 207172007 Account E Split 8 Save as Recurina UseRecuring HelpF1 Print 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 Enter a transaction reference If you select Pay Purchase Spend Money or Enter Purchase from the Type list enter a cheque number or other transaction reference in
368. nt 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 Your MYOB software doesn t calculate depreciation automatically but you can record your depreciation figures quickly with a journal entry To record depreciation 1 Create a new asset account for each type of asset you depreciate Add the words Accum Dep for Accumulated Depreciation at the end of each new account name Give the new account a number that allows it to come directly after its corresponding asset account in the accounts list For more information on creating a new account see Setting up accounts on page 25 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 Name Vehicles Ace Depn y Depreciation 10 000 00 z Total Debit 10 000 00 Total Credit 10 000 00 vat o 0 00 OutofBalance 000 2 Create a new expense account You may want to call it Depreciation 3 Once you ve determined your depreciation amounts make journal entries to credit the new accumulated depreciation asset accounts and debit the new d
369. ntacts 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 CHAPTER 16 CONTACT MANAGEMENT Contact log The contact log enables you to keep a detailed log of all the phone calls you and your contacts make to each other and any other type of correspondence For example let s say that you call customer A regarding an overdue invoice You could create a log entry that records the date of the phone call a summary of the outcome and the date you will want to recontact them by if their invoice is still outstanding When a customer or supplier calls you can use the contact log to retrieve a complete history of your business relationship with that contact Note that you can also automatically create contact log entries for each sale purchase payment and receipt you record For more information see To automatically create contact log entries on page 218 To create a contact log entry 1 Go to the Card File command centre and click Contact Log The View Contact Log window appears 2 From the Name list select the contact for whom you want to create a log entry and click Use Card 3 Click New The Contact Log Entry window appears 4 Complete the Contact Log Entry window as described in the table below KEEPING I
370. nvoices in the Amount Applied column E Settle Returns amp Credits a s Eso onza 00000188 amp Open 00000197 amp Open Total Applied Finance Charge Credit Amount T Include Closed Sales Out of Balance 2 Rate GBP 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 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 1 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 Settle Returns amp Credits
371. o MYOB software 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 253 To export information to accountants 1 Goto the File menu and choose AccountantLink and then Send to Accountant The Reporting Period window appears Note Check with your accountant before choosing to include all journal entries in your export file Including journal entries may make the file very large and slow down the export process If you are sending information via e mail select the card file containing your Accountant s email address and then click e mail T Include Journal Entries in Export File Dated to end of December Email to 2 If your accountant wants you to include journal entries in the export select the Include Journal Entries in Export File option 3 In the Dated to end of field select the month up to and including which you want to export transactions 4 Choose the method you want to use to send the information 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
372. o be assigned to the payment To enable allocation of categories 1 Go to the Setup menu and choose Preferences 2 Click the System tab 3 Select the Turn on Category Tracking option If you want to make the selection of a category mandatory for all transactions choose Required from the list NOTE Turning off category tracking deletes all categories and their history If you choose to turn off category tracking any categories you have created and their transaction history will be deleted from your company file You should make a backup of your company file before you take this step so that you can access this information if required To create a category 1 Go to the Lists menu and choose Categories The Categories List window appears 2 Click New The Edit Category window appears 3 In the Category ID field type a code that will be used to identify the category and press TAB 4 Inthe Category Name field type the name of the category CHAPTER 17 FINANCIAL CONTROL 5 Inthe Description field type a description of the category or notes relating to the category Edit Category Category ID P1 I Inactive Category Category Name Private Events Description All transactions activities associated with the vate segment Ex Wedding reunion bar 6 Click OK Jobs Jobs can be set up to track income and expenses related to specific jobs This is particularly useful when multiple jobs are performed for a single cu
373. o mark a specific day as closed click the date in the calendar If your business is always open or closed on a specific day of the week click that day in the Shortcut for setting average business week section A message will confirm that you are changing the day s status 3 Add any important events that occur during the month in the Important Dates section 4 If you want to change other months in the business calendar click the arrows at the top of the calendar 5 Click OK to close the business calendar Calculator A pop up calculator is available to simplify calculating and entering numeric data including money amounts item quantities and units The calculator is available from every window where you enter numeric data Pressing equals or the SPACEBAR when the cursor is in a numeric data field displays the calculator In the calculator enter your calculation and then press ENTER The result appears in the numeric data field Press Esc to close the calculator without entering numeric data Zoom arrows Zoom arrows displayed next to various fields allow you to display more detailed information about a specific entry such as a transaction or customer record A white zoom arrow 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
374. o reflect 136 tracking 136 workstations accessing shared company file folder 282 obtaining extra licences 259 See also host computer network Y year starting a new financial year 254 starting a new payroll year 256 year end entering budgets 237 financial adjustments entering 253 optimising company file 254 providing information to your accountant 252 reconciling accounts 245 reconciling stock 146 252 starting a new year 254 payroll e filing tax forms 255 P14 P60 forms amending 255 P14 P60 forms preparing amp submitting 255 P35 forms amending 255 P35 forms preparing amp submitting 255 printing reports 255 tasks 254 year end tasks adjustments in 13th period 20 yearly budgets 239 Z zoom arrows 14 INDEX
375. o the proper account When for example you link your debtors account you are telling your MYOB software 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 289 290 M miscellaneous purchases Used to record non item purchases that do not require a printed purchase order miscellaneous sales Used to record non item sales that do not require a printed invoice N 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 O open purchase A purchase with 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 conside
376. oftware terms See credit terms transaction An entry that affects the balance of accounts 291 29 2 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 Ww 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 GLOSSARY Index A account levels to track financial information 231 Account Opening Balances window 28 account types 24 AccountantLink exporting data to accountants 252 importing journals from accountants 253 accountants receiving adjustments from 253 sending data to 252 accounting methods accrual 165 cash 165 accounting periods closing 251 locking 244 251 number of 20 accounts adding 26 adjusting to reflect work in progress 136 assigning VAT codes to 164 budgets for 237 changing 173 classifications 24 for statement of cash flows 26 combining 176 creating 26
377. old 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 2 Goto the Setup menu and choose Preferences The account is overdue Preferences window appears 3 Click the Sales tab 4 Select the If Credit Limit is Exceeded on Sale preference and 1 select Prevent Unless Overridden from the list The Credit Limit Override Password window appears 2 Credit Limit Override Password Read Only 3 This password allows users to enter invoices for customers who have 4 exceeded their credit limits The password should be unique 5 Password Retype Password T a Help F1 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 6 7 7 Click OK to close the Preferences window 74 To place a customer on credit hold Go to the Card File command centre and click Cards List The Cards List window appears Click the Customer tab and select the customer you want to place on credit hold Click Edit The Card Information window appears Click the Selling Details tab Click Credit Limit amp Hold The Credit Limit amp Hold window appears
378. om List No 2 zi Custom List No 3 z CHAPTER 16 CONTACT MANAGEMENT Synchronising MYOB cards with 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 make the details in your Outlook contacts match the details in your MYOB cards by exporting your MYOB cards to your Outlook contacts or 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 Customi
379. om List and Field Names BEK im Personal Name of Custom List No 1 EPEA 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 To create a custom list entry 1 4 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 Custom Lists Custom List Custom List No 1 x 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 1 2 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 si Cust
380. ons automatically on their due date Finding a transaction There are several ways to find a transaction depending on the i i Use the information you have at hand Purchases Use the To find See Register Find Transactions journal entries sales purchases page 180 window cheques deposits supplier and customer payments Sales Register transactions relating to sales such page 180 as open and closed invoices Bank Register quotes orders credits and returns This search method is most useful if you know the transaction date or the customer s name Items Register To find transactions relating to purchases such as open and closed purchases quotes orders debits and returns This search method is most useful if you know the transaction date or the supplier s name spend money pay suppliers receive payments and receive money transactions stock item transactions for a particular date range This includes stock adjustment auto build and move items transactions See page 180 page 181 page 181 TRANSACTIONS Use the To find See Transaction any transaction by source journal page 182 Journal window Recurring recurring transactions You can sort page 182 Transactions List transactions by name type or window frequency or search for a transaction by name amount or next due To find a transaction using the Find Transactions window 1 2 From any command centre click Find T
381. or 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 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 Your MYOB software 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 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
382. or per hour This amount will be deducted until the limit see below is reached C Deduction Limit is one of the following choices e No Limit signifies no limit to the amount of money that can be deducted from the employee s paycheque for this category e Equals 0 Percentof This option results in the maximum deduction amount being a percentage of a wage category For example a deduction might be 50 per pay period up to a maximum of 50 of the employee s base salary Alternatively you can select Gross Wages which totals all wage categories hourly and salary you pay an employee e 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 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 CREATING PAYROLL CATEGORIES 103 Employer Expense Information window Employer Expense Information S
383. or these expenses in the Reimbursement field For example if you recorded a Spend Money transaction and you want to be reimbursed for the expense using an item invoice you will need to select an appropriate item in the Reimbursement Item field in order to include the expense on the invoice If you don t have an appropriate item for this purpose you will need to create one NOTE All selected expenses that do not match the invoice layout will be allocated to the default item account or activity If you want to be reimbursed for several expenses that relate to different income accounts items or activities you can change the details on the invoice later Click Reimburse The selected expenses are now listed in the line item area of the Sales window NOTE About reimbursed expenses When you click Reimburse all selected expenses will be considered as having been reimbursed even if you don t record the invoice or you later delete the invoice If you want to change the status of the expense to be reimbursable again see Changing the status of a reimbursable expense below Make any other changes to the invoice and then click Record Changing the status of a reimbursable expense To change the status of a reimbursable expense 1 Go to the Lists menu and select Jobs The Jobs List window appears Select the job for which you want to edit an expense and click Edit The Edit Job window appears CHAPTER 17 FINANCI
384. orders converting one to a purchase invoice 91 to a sales invoice 68 converting several simultaneously to purchase invoices 92 to sales invoices 68 purchase orders entering 83 receiving 61 sales orders entering 61 sending 83 Outlook contacts See synchronising cards and Outlook contacts overdue invoices creating collection letters using OfficeLink 69 viewing list of 69 See also credit terms P P14 P60 tax forms amending 255 e filing 255 preparing amp submitting 255 P35 tax forms amending 255 e filing 255 preparing amp submitting 255 packing slips customising 206 passwords See Administrator account user accounts Pay Employee window 112 113 pay slips customising 206 emailing 118 printing 118 pay suppliers sending remittance advice 95 Pay Suppliers window 94 payables analysing 93 paycheques printing 116 203 See also payroll PAYE Income Tax paying 250 PAYG Withholding tax tables loading 35 paying employees 110 118 payment method default customer 33 payment method default employee 108 payments exporting 271 importing 272 making 47 94 receiving 43 49 70 recurring 185 payroll activity slips creating 130 including in employee pays 112 analysing 124 automatically adjusting base pay details for leave 101 categories 100 104 entitlement balances 124 pay slips emailing 118 printing 118 printing paycheques 116 setting up 35 99 using the Payroll Easy Setup Assistant
385. ories see Categories on page 232 CHAPTER 4 BANKING 12 If you want to store the deposit as a recurring transaction click Save as Recurring In the Edit Recurring Schedule window enter the necessary information and click Save Preparing a bank deposit When you receive payments that you want to deposit in a batch such as credit card cash and cheque payments you need to post the payments to a temporary holding account until you create a bank deposit This holding account is known as an Undeposited Funds account You can post a customer payment to the Undeposited Funds account by selecting the Group with Undeposited Funds option in the Receive Money window or Receive Payments window when recording a payment When you make bank deposit in a batch funds are transferred from the Undeposited Funds account to the account of your choice as a single transaction To prepare a bank deposit 1 Go to the Banking command centre and click Prepare Bank Deposit The Prepare Bank Deposit window appears 2 Inthe Deposit to Account field enter the account into which the funds selected in the Prepare Bank Deposit window will be deposited 3 If you want to group receipts by payment method a In the Select Receipts by field select Payment Method b In the adjacent field that appears type or select one or more payment types For credit cards select one or more credit card types Only payments made using that method are listed PR
386. ort 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 Task See 1 Select the data to be printed below 2 Specify the required fields page 196 3 Select finishing options page 197 4 Change the report format page 197 5 Print the report page 198 6 Save the report page 198 Task 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 CUSTOMISING REPORTS To filter reports in the Report Display window 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 2 Select the report you want to customise 3 Click Display The Report Display window appears Report Display Dated From To 23 11 2007 Redisplay View Scteen Report Bank Register 1 11 2007 To 23 11 2007 ID No Sre __Date_ Memo Payee Deposit Withdrawal B Current Account 100 CD 6 11 2007 World of Widgets for 00000 2 673 12 100625 CD 13 11 2007 Matthew
387. ounting Plus Cards List EEE Fie Edt Lists Command Centres Setup Reports Window Help Search 9511 No Found 4 gt Acme Sales Ltd Anytown Borough Council Advanced search filters You can use advanced search filters such as the reminder 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 1 Display the list to which the record belongs For example if you are making changes to an account display the Accounts List window if you are changing a VAT code display the VAT Codes List window and so on 2 Locate the record you want to change in the list Use a search method described in Finding a record on page 172 3 Once you locate the record click the zoom arrow gt next to it The record details are displayed in the Information window 4 Make the required changes and click OK 173 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 reco
388. ow Click Help d and choose Help for This Window Tell Me How Tips amp Troubleshooting or Search the Help 2 amp ce G Pint SendTo Jounal Layout Register Help for This Window To sell services to a customer T ut To handle customer credit card payments To record a sale to an employee To create a purchase order using a sales order or quote To track sales and purchases made with the same contact To handle a sale when a customer exceeds the credit limit To handle a sale when a customer is on credit hold To record and redeem a gift certificate To enter service sales details To enter payments To insert delete a line on a sale To use recurring transactions To track retainers credits refunds and returns To be reimbursed for expenses To printfemailffax a sale To change the sale s status To manage transactions Tips amp Troubleshooting Search the Help If you want to e see a description of the window which includes links to more detailed descriptive and procedural topics e see a description of each field in the window e display links to topics that give you tips to solving common problems or that direct you to other sources of help display a list of topics that tell you how to perform various tasks in the window or other related tasks display links to topics that give you tips on solving common problems or that direct you to other help sources learn
389. port Customisation window appears 4 Select the required tax period from the Tax Period list 5 Click Display Starting a new financial year With MYOB software 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 software allows you to track information from previous current and next financial years Complete the tasks listed below to close your financial year and start a new one Task See 1 Complete month end tasks below 2 Perform a stocktake page 252 3 Provide information to your accountant page 252 STARTING A NEW FINANCIAL YEAR Task 7 Lock periods After you have completed your month end tasks you should specify the period you want to lock using the Lock Periods feature This will prevent you from inadvertently making an entry in a period in which you don t want new entries 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 Click the Security tab 3 Select the Lock Periods Disallow Entries Up to and Including option and choose the relevant date from the list This selection places a temporary lock on the period up to and including that date If you need to make an entry ina locked period for example your locked date is 31st of May and you want to make an entry in April you can change your selection in the Preferences window to unlock that p
390. ppears 15 Click Command Centre to display the Command Centre window 21 22 Activate the company file Activation is a process that verifies you have a legal installation of your MYOB software You can activate your company file online or over the phone via an automated service NOTE Do you need to complete this task You don t need to activate a company file that you have created for testing purposes or any file you are no longer entering transactions into After creating a company file you can use it for 30 days in trial mode after which you must activate the file if you want to continue entering transactions into it If you don t activate the file within 30 days it will become read only which means you can open view print and export information but you will not be able to enter new information into the file until you activate it After activating a file you must confirm the company file once or twice a year that is extend its activation throughout its working life For more information see Confirming activated company files on page 262 NOTE Automatic confirmation If you want you can set a preference to automatically confirm an activated company file over the Internet when required Activation limits 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
391. ppears 2 Enter names for each of the three custom lists in the appropriate fields and click OK Custom List and Field Names It 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 151 To create custom list entries 1 Goto the Lists menu choose Custom Lists and then Items The Custom Lists window appears 7 U5 HelpFi New 2 Select the custom list for which you want to make entries in the Custom List field 3 Click New and enter the name of the list entry For example if you have a colour list you would enter a colour such as Yellow Edit Custom List 4 Click OK 5 Repeat step 3 until you have created all your list entries To assign a custom list entry to an item 1 Go to the Stock Control command centre and click Items List 2 Click the zoom arrow gt to the left of the item The Item Information window appears 3 Click the Item Details tab 4 Select the list entry you require from the appropriate custom list 5 Click OK 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 print
392. ppears Prone No2 own Anytown Phone No 3 2 Click New The Card Information window appears a 3 Select Supplier from the Card Type list Sassi 4 Select the designation of the card company or individual ahu Bint Leer Emel Website 5 Type the name of the supplier and press TAB Additional fields appear Henki New 6 Enter a code to identify this supplier in the Card ID field For more information see Card identification codes on 7 Enter contact details for the supplier page 227 If you want to enter more contact information select Address 2 from the Locations list and enter the additional details You can enter contact details for five locations 81 PURCHASES 82 8 9 Click the Buying Details tab and enter your buying details Click the Card Details tab You can enter notes about the supplier insert a picture and assign attributes to group and sort the card If you want to insert a picture assign identifiers to the card assign an attribute from a custom list enter additional information in a custom field Card Information Profle f Card Details Payment Details ff Contact Log See page 228 page 219 page 220 page 227 Accountants amp Co Ltd 1 Purchase Layout Item Payment Memo Delivery Method D Supplier Biling Rate 0 00 Excluding VAT Cost per Hour 000 Creditors Balance c 6 402 50 Credit Limit 15 000 00 Available Credit
393. preferences using the Customise Easy Setup Assistant This assistant guides you through the process of setting up some key preferences To access the assistant go to the Setup menu choose Easy Setup Assistant and then click Customise Preferences window This window lists all of the preferences available in your MYOB software To view this window go to the Setup menu and choose Preferences SET UP PREFERENCES Some preferences you should consider choosing include Use Audit Trail Tracking If you want to keep a record of transactional tax account and system changes select this option This is useful if more than one person will be entering transactions into your file For more information about audit trail tracking see Auditing your records on page 240 Transactions CAN T be Changed They Must be Reversed If you don t want to allow users to edit or delete transactions select this option If they want to change or delete a transaction they will need to do so by recording a reversal transaction For more information see Reversing a transaction on page 184 Deal in Multiple Currencies MYOB Accounting Plus only If you want to enable multi currency accounting select this option For more information about working with multiple currencies see International transactions on page 153 29 30 Set a password for the Administrator user ID When you created your company file a user ID called Administra
394. ransactions 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 2007 relating to customer Acme Sales Ltd you would make the following selections in the Card tab view Invoice Payroll Category Re Search by Card Acme Sales Ltd Dated From 01 01 2007 To 31 1 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 205 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 NOTE Quotes and orders without applied payments don t appear in the Find Transactions window To find these types of transactions go to the Quotes and Orders views of the Sales Register or Purchases Register To find a transaction using the Sales Register window The Sales Register window lists all open and closed invoices quotes orders returns and credits 1 Go to the Sales command centre and click Sales Register The Sales Register window appears Click the tab of the sales category you would like to view for example All Sales sales Reg
395. rator inthe User ID field and your master password if you have one UserID Administrator Password File Access C Multi user Access Single user Access 7 Change Password Cancel Help FI 2 The Company File Activation window appears Company File Activation Activate Your Company File 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 i s not already registered Using a Trial Version You can use your tial version for a limited time without activation If you have an intemnet connection you can purchase your MYOB software now Purchase MYOB software online Frequently Asked Questions MYOB Privacy Policy You have 30 days before you must activate your company file want to activate my company file online You must be connected to the internet want to activate my company file by phone This is an automated phone service C I want to activate my company file later Trial version users should also choose this option 30 days remaining C I want to mark this company file as Read Only For company files you no longer need to add data into Please Note Ifthe 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
396. rd 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 a the account isn t a level 1 account a the account has a zero balance no journal entries used the account To inactivate or reactivate a record 1 Display the list to which the record belongs You can display the list from the appropriate menu or command centre For example if you are inactivating a card go to the Lists menu and choose Cards or go to the Card File command centre and click Cards List 2 Locate the record you want to inactivate or reactivate and click the zoom arrow next to it The record s details appear For cards accounts and items select the Profile tab 3 Select or deselect the Inactive option none of your recurring templates use this account the account isn t a linked account for any transaction types the account isn t linked to any of the stock items To delete an account 1 Goto the Accounts command centre and click Accounts List The Accounts List window appears 2 Click the zoom arrow gt next to the account you want to delete The account details are displayed in the Edit Accounts window 3 Goto the E
397. receiving payments 70 customer payments 71 grouping with undeposited funds cash transactions 44 71 credit card 71 MMAS credit card 71 importing transactions 272 invoice payments 71 recording in the Bank Register window 49 See also receiving money reconciled transactions deleting 184 reconciling accounts 55 bank accounts 52 for the first time 36 creditor accounts 245 debtor accounts 245 out of balance amounts correcting 53 Record Journal Entry window entering adjustments 253 records active 174 adding 171 using Easy Add 172 changing 173 deleting 183 inactivating or reactivating 174 inactive 174 removing 183 rectangles drawing on forms 211 recurring pay 106 changing 107 recurring transactions 185 189 automatically recording 186 changing 187 cheques 48 creating 185 creating from an existing entry 187 deleting 188 deposits 45 editing 187 purchases 87 recording multiple 188 single 188 rescheduling 188 responding to reminders for 189 sales 64 scheduling payments 186 setting reminders for 186 setting up 185 refreshing lists in a multi user environment 270 refund cheque receiving 98 refund payments 78 refunds See customer credits supplier debits registration See activation of company files reimbursable expenses tracking 235 Reminders window 189 remittance advices customising 206 reports batches changing 194 creating 193 deleting 194 printing 194 columns moving and resizing 191 cus
398. 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 1 Goto the Purchases command centre and click Purchases Register The Purchases Register window appears 2 Click the Orders tab 3 Find the required order and select it CHAPTER 6 PURCHASES 4 Click Receive Items The Purchases window appears with the Receive Item status Purchases New Item RECEIVE ITEMS Supplier gt Computer Supplies Ltd Terms o gt 1 5 10 Net 7 after EOM T VAT Inclusive Del to bel Widgets Lid Purchase No 00000055 100 High Street town Date 29 01 2008 Supplier Inv No Total Units Subtotal Comment Carriage Deliver Via VAT amp Promised Date Total Amount Journal Memo Purchase Computer Supplies Ltd Paid Today 0 00 Order Delivery Status To be Printed Balance Due 14 90 C Rate GBP Cae EAA HelpF1 Layout Register 5 Inthe Receive field type the item quantity received 6 MYOB Accounting Plus only If you keep items at multiple locations type the location where you received the items in the Location field or select it from the list Note that the Location field only appears if
399. refresh information regularly Manualupdate Go to the Window menu and choose Refresh All To update an on screen report in the Report Display window click Redisplay Improving network 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 Optimise your company file frequently see Optimising your company file on page 265 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 a 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 a Print reports by a specific month instead of by a date range MANAGING USER ACCOUNTS AND COMPANY FILES exporting data Exporting data You can take data entered in your MYOB software and use it in other software programs or in o
400. rency 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 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 a Liability account for tracking creditors for instance Creditors Accounts Euro This account must be assigned the foreign currency and not the British pound 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 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 a 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 gains and losses If you plan to track unrealised gains and losses you need to create an income account for this purpose You may want to name it Unrealised Currency Gain Loss or something similar We recommend that you consult your accountant to determine whether your busin
401. ring other income and other expense other expense An account type used to record expenses that are not directly related to your company s operations for example loan interest and fines Other expense accounts usually have a debit balance 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 P payables What you owe your suppliers 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 profit amp loss statement See income statement profit centre A subset of your business for which you want to track income and expenses You can track a profit centre by assigning a job number or category code to transactions promised date The date a pending sale or pending purchase is due to be delivered on If a pending sale is not delivered as of its promised date a reminder is posted to the To Do List purchase A recorded purchase transaction In MYOB software
402. rmation window CHAPTER 6 PURCHASES Entering purchases You can enter a purchase as a quote order receive item or purchase You can enter a quote to keep a record of an estimate or quote you receive from one of your suppliers A quote has no impact on your stock levels and can be changed to an order or a purchase when you are ready to purchase 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 You can use a receive item purchase to record the receipt of items you have ordered but have not yet been billed for When you record items received the item is added to your stock and the cost of the item is added to an accrual account for stock items until you record a purchase for it An accounts payable transaction is not recorded at this time You can only record a received items transaction in the item layout and only against an order 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
403. roll year go to the Help menu and choose Check for Product Updates Task 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 265 CHAPTER 18 END OF PERIOD PROCEDURES Managing user accounts and company files Your company s business information is kept in a single file called a company file This includes your accounts list details about your customers and suppliers your list of items and all your transactions To open the company file you need to log in with a user ID and password This chapter explains how you can perform maintenance tasks on your company file including backing up restoring and optimising and how you can control access to your company file using user accounts 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 trans
404. rong card you will have to restore your most recent backup and enter ary 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 Primary Move all transactions to Grand Hotel ee e The primary card appears under the Primary Move all transactions to list If necessary you can choose another primary card from the list 4 Select the secondary card from the Secondary Remove all transactions from list 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 5 Click Combine Cards 6 Inthe next confirmation window click OK to confirm you want to combine the two cards Combining accounts You can combine accounts that are local currency accounts MYOB Accounting Plus only accounts of the same account type for example asset and expense accounts cannot be combined and detail accounts You cannot combine header accounts accounts that are linked to other accounts When accounts are combined the non transaction account information for the primary
405. rrer 120 Reviewing payroll information sssssssesesssrssserssressereereresee 123 CONTENTS 8 Billingifor CHIME eee sses vssisirosisosisoss 125 About the time billing feature eee eeeeeecesteeeeees 125 Setting time billing preferences essesesessesssesesssssssssssssse 126 Setting billing rates ies CREATING activities sissie asrina Creating activity Sl PS ic2ocz0cs niinniin niii ia 130 Reviewing and changing activity slips 133 Creating time billing invoices 134 Work iN pOg ESS 32 255 Aere aaa E a EERE E EATER 136 Do oL ET 137 Gredti g TEINS agor Ea E R te caee 137 Making stock adjustments nseessseesnsessrersesesseersseesrsreserresee 140 Multiple stock locations 3 52 05 0A da aiden i maini 142 Building items COUNESTOCK z eses cv ncasehaaushosictoareeseigveseochisestessieebes deussvertoes Reviewing your stock information cee ceeseeeeneeeeenee 147 Setting item prices ste GustomisingysStock nsa nisnin ea a cent 10 International transactions scccsesceeeseees About the multiple currency feature Setting up multiple currencies Exchange rates ceseecceseererees Tracking currency gains and losses Bi Miscellaneous transactions cccccecsesseesseceseesseeeseseeeeeeeeees 160 TT Reporting VAT ccceesseesscsccesscsseeseeeeseeeees 163 Setting Up VAT COGS cerina iina i 163 VAT TEDOMS sails ccd Se A ce tasestei
406. rs you can catch minor problems in the file before they cause serious problems From now on your MYOB software confirms the company file automatically and displays the notification of successful confirmation each time Troubleshooting activated company files The activation and confirmation of company files is sensitive to changes of the date in your computer s system clock In some circumstances changes or discrepancies in the system date start an immediate confirmation process Workstations out of synchronisation If multiple users on different workstations are accessing a company file simultaneously and the dates in the system clocks of one or more workstations differ you will need to synchronise clocks and confirm the company file the next time you open it Date changed while company file is open If you open a company file and change the date in your computer s system clock while the file is open then close the file you may need to confirm the company file next time you open it To check your company file for errors CAUTION MYOB Accounting Plus only Single user access required Checking a company file for errors requires single user access If you normally have multiple users accessing a shared company file on a host computer verify the company file on the host computer when no other users are logged on See Single user file locking for special tasks on page 268 MANAGING USER ACCOUNTS AND COMPANY FILES 1 Go to the
407. rt A Microsoft warning appears Microsoft Office Outlook A 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 No Help Select a period for your MYOB software to access your Outlook contacts a Select the Allow access for option b Select a period from 1 minute to 10 minutes c Click Yes The export process starts If you selected the Update existing contacts rule or the Do not update existing contacts rule the Outlook Sync Export Summary window appears Go to step 11 on page 224 If you selected the Ask me to confirm updates rule the Outlook Sync Confirm Update to Outlook Contact window appears Specify how you want to deal with each update When you have confirmed all updates the Outlook Sync Export Summary window appears Outlook Sync Export Summary Export Complete Your Outlook contacts are updated Summary Added 16 of 20 new contacts Updated 4 duplicate contacts Rejected 0 SYNCHRONISING MYOB CARDS WITH MICROSOFT OUTLOOK CONTACTS 223 224 11 Review the export summary Added new The number of new contacts added to your contacts Outlook contacts Updated The number of Outlook contacts updated to duplicate match the details in your MYOB cards Note that if contacts you selected
408. s 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 195 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 a report by fax If you have fax software installed on your computer you can send your reports by fax Windows 2000 and Windows XP include fax software for more information see Windows Help 1 Go to the Reports menu and choose Index to Reports The Index to Reports window appears 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 195 Click Send To and choose Fax Use your fax software to send the fax as you normally would CHAPTER 14 REPORTS To view a report in Microsoft Excel NOTE Viewing saved reports in Microsoft Excel You can also open reports in Excel that you have saved as tab delimited fil
409. s below a Single user file locking for special tasks on page 268 Problems with lock files page 268 To delete lock files page 269 Multi user file locking for daily transactions Multi user file locking ensures that changes cannot be made in some windows while related data is being changed by another user For example a situation could arise where a user is recording information in a sales transaction window while another user is changing details of the customer card being used in the sales transaction In such a situation multi user file locking disallows changes being saved in one of the windows until the changes have been saved in the other window If you would like to know when another user has changed data in a window go to the Setup menu choose Preferences click the 267 268 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 Tip 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
410. s gt Entitlements gt Deductions gt Base Salary Employer Expenses gt c gt PAYE Income Tax gt NI Employee Contributions porch NI Employee Rebate Recurring Pay gt EMPLO c gt NI Employer Contribution 258 99 Pay History gt Time Billing gt Bint E Create New Payrol Category 7 U8 HelpF1 New Select a pay history period from the Show Pay History for list 123 Viewing an employee s entitlement balances The Entitlements section in the Payroll Details tab of an employee s card displays the entitlement amounts that have been carried over from the previous payroll year the entitlement amounts for the year to date and the total entitlement amounts owing to the employee For example an employee may have 40 hours of accrued Holiday Entitlement carried over from the last payroll year In the current financial year the employee has accrued 10 hours of Holiday Entitlement but has taken 8 hours of holiday leave Therefore 2 hours will be displayed in the Year to Date column The Total column for the Holiday Entitlement will display 42 hours To view an employee s entitlement balances 1 Go to the Card File command centre and click Cards List The Cards List window appears 2 Click the Employee tab and select the employee 3 Click Edit The Card Information window appears 4 Click the Payroll Details tab 5 Click Entitlements The Entitlements section displays the total n
411. s original format click Default C The right side of the Report Format window shows a preview of the currently selected report section D To change the report s margins make entries in the margin fields 2 When you have finished formatting the report click OK Task 5 Print the report 1 Click Display to display the report 2 If you want to see how the report will look when printed select Print Preview from the View field 3 To print the report click Print Task 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 report from the Custom tab in the Index to Reports window 1 With the report displayed click Save As The Save As window appears 2 Enter a name and a brief description of the custom report and click OK The Report Display window appears 3 Click Close The Index to Reports window appears Note that the report you have just saved is now listed on the Custom tab You can run the report again by selecting it from the Custom tab Custom reports are stored in a special folder When you save a custom report the report s customisation information is stored in a folder called Custom which is located within the folder in which the MYOB software is located If you delete or rename this folder you won t be able to use your custom reports
412. s TAB and type a name for the account 12 Detail accounts only 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 CHAPTER 2 SETTING UP YOUR COMPANY FILE 13 Detail accounts only If you want to set up a budget a Click Budgets The Prepare Budgets window appears b Type the budget amounts in the monthly columns c Click Close For more information see Budgets on page 237 14 Click OK when you have finished The account now appears in your accounts list Enter account opening balances Account opening balances are the balances of your accounts as at the first day of your conversion month NOTE Do you need to complete this task If you were in business prior to your conversion month most of your accounts probably already have balances If you want to produce financial reports that included these balances such as a balance sheet or you want to track the balance of accounts with a cumulative balance such as your bank account you need to enter these balances You can find your account opening balances on a trial balance report a balance sheet or a profit amp loss report prepared for the period immediately prior to your conversion date You can ask your accountant to prepare these reports You may also be able to find your account opening balances using your previou
413. s accounting software or paper based records The balances you enter depend on whether your conversion month is also the first month of your financial year If your conversion month is the first month of your financial year enter the opening balances of your asset liability and capital accounts only The ENTER ACCOUNT OPENING BALANCES To group detail accounts with a header account You group accounts by indenting the accounts located below a header account 1 Go to the Accounts command centre and click Accounts List The Accounts List window appears 2 Select the detail account you want to group 3 Click the Down button at the bottom of the window to group the account with the header located above it opening balances of your income cost of sales and expense accounts should be zero isnot the first month of your financial year for example if your financial year starts in July but your conversion month is September enter the opening balances of all your accounts Opening bank account balances You can enter the following amounts as the opening balance of a bank account the bank account balance that appears on your balance sheet or trial balance reports as at the day prior to your conversion date For example if your conversion date is 1 January 2008 this is the bank account balance as at 31 December 2007 These reports can be provided by your accountant or if you were previously using another accounting so
414. s and accounts of the same account type may be combined Secondary Remove all transactions from Primary Move all transactions to gt T1210 Bj Office Equip Cost The primary account appears under the Primary Move all transactions to list If necessary you can choose another primary account from the list COMBINING RECORDS 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 Click Combine Accounts When the next window appears click OK to confirm you want to combine the two accounts Oe ae CHAPTER 12 LISTS Transactions A transaction is an entry that changes the balance of accounts MYOB software creates transactions when you record entries such as sales invoices purchase orders or stock adjustments You can change delete or reverse transactions depending on how your preferences are set up If you have transactions that need to be entered periodically you can set up recurring transaction templates You can use these recurring templates to store details of transactions you record regularly and to set up reminders to record them You can also set up your MYOB software to record recurring transacti
415. s 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 Preventing data from being overridden When users simultaneously run MYOB Accounting Plus on two or more workstations and send transactions to a shared company file at the same time it would be possible for one person to overwrite the data of another if special precautions were not in place MYOB Accounting Plus ensures that only one person can access the company file at a time by locking the file to keep others out until the first user has finished SPECIAL CONSIDERATIONS FOR NETWORKED COMPANY FILES When a user attempts to send transaction data to the company file MYOB Accounting Plus checks for the presence of a lock file in the same folder as the company file Then if no lock file is present MYOB Accounting Plus creates a lock file which allows only that user but no other to write data to the company file When the data has been written MYOB Accounting Plus removes the lock file There are also times when only one person should have access to the company file to perform important maintenance procedures such as a backup printing end of period reports or optimising the file Again a lock file prevents all but a single user from performing maintenance tasks For more information see Multi user file locking for daily transaction
416. s in sales transactions on page 64 7 Complete the invoice in any of the following ways Record the invoice Click Record to record the invoice but print it later CREATING TIME BILLING INVOICES 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 203 Save the invoice as a recurring template Click Save as Recurring Enter the necessary information about the template in the Edit Recurring Schedule window and click Save For more information about recurring transactions see Recurring transactions on page 185 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 Recording the recurring sale won t update the activity slips used to create the invoice in the Prepare Time Billing Invoice window To create a time billing invoice in the Sales window NOTE Activities billed using this procedure will not appear in most time billing reports No activity slip records will be created if you use this method to create a time billing invoice Most time billing reports are based on activity slip records therefore if you want to print time billing reports you should create activity slips see page 130 and then use the Prepare Time Billing Invoice window to create the invoic
417. s 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 6 Click Adjust Stock If there are differences between on hand and counted values the Adjustment Information window appears You can specify a default adjustment account for tracking the adjustments you entered in the Count Stock window This saves you having to enter an account on every line of the stock adjustment 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 page 148 be purchased or built Analyse Gives you a list of your items showing page 148 Stock for each one the number on hand the number committed and the number on order If you use multiple locations for stock items you can group the items by number or location Stock Stock reports help you keep track of page 148 reports your item quantities and value REVIEWING YOUR STOCK INFORMATION 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 yo
418. s 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 register and activate the company file You are entitled to activate up to 30 company files If required you can obtain additional activations by contacting MYOB UK Ltd b Number of Users If you have purchased i a Single User Software Licence then
419. s to be done for each bank account that had uncleared transactions as at the first day of your conversion month To do an initial bank reconciliation Task See 1 Identify uncleared withdrawals and deposits page 37 2 Record uncleared withdrawals and deposits page 37 3 Reconcile page 38 CHAPTER 3 ADVANCED SETUP Task 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 Task 2 Record uncleared withdrawals and deposits 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 for each transaction against the applicable bank account To enter uncleared withdrawals 1 Goto the Banking command centre and click Spend Money The Spend Money window appears 2 Inthe Account field type or select the bank account you want to reco
420. s will appear in the Selling Details view of the Item Information window 3 Click OK To specify price levels and quantity breaks for an item 1 Goto the Stock Control command centre and click Items List CHAPTERY STOCK 2 Select the item and click Edit The Item Information window for the item appears 3 Click the Selling Details tab 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 In the next Over field enter the new quantity break Assign the price for this quantity break c Continue to enter up to five quantity breaks You can enter up to six price levels for each Note that each quantity break must specify a quantity greater than the previous quantity break 6 item Information ltemDetais BuyingDetails Selling Details Auto Build F303 Frame 300x300 Base Selling Price 29 35 VAT Code When Sold S E Standard Seling Unit of Measure unit Inclusive Exclusive Prices are VAT Inclusive Number of Items per Seling Unit 7 Quantity Over 0 000
421. s you within a short time to confirm it again contact Technical Support see Troubleshooting activated company files on page 264 Under normal circumstances confirmation occurs only once or twice a year 263 264 To set up automatic company file confirmation After a company file has been activated your MYOB software asks you to confirm it once or twice a year You can manually confirm the company file either over the Internet see page 262 or by telephone page 263 But if you prefer your MYOB software can confirm company files over the Internet automatically NOTE Internet connection required When your MYOB software 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 your MYOB software 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 Go to the Setup menu and choose Preferences 4 Inthe Preferences window click the Security tab 5 Select the I Prefer to Use Automated Online Company File Confirmation option and click OK 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 erro
422. sactions you marked are considered cleared and won t appear in the Reconcile Accounts window the next time you display it RECONCILING YOUR BANK ACCOUNTS 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 correct an unreconciled amount Check the following Did you type the correct amount 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 type the correct date corresponding to 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 select all the transactions that appear on the bank statement If not some transactions might not have been accounted for in the reconciled balance Did you select by mistake a transaction that didn t appear on your bank statement If yes you need to deselect 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 select them for reconciliation Repeat the reconciliation procedure To reconcile your bank account on page 52 If your account is still out of balance then you may have
423. same amount Therefore an uncleared transaction appears as both a deposit and a withdrawal For each uncleared withdrawal click the select column next to the deposit For each uncleared deposit click the select column next to the withdrawal When each uncleared transaction is selected 0 00 appears in the Out of Balance field Reconcile Accounts DER Account 1 2110 E Bank Account New Statement Balance 20 500 00 Last Reconciled Date Calculated Statement Balance 20 500 00 Bank Statement Dat Dut of Balance 1206 101 201 Und v gt 1206 1 01 2007 Uncleared cheque No 1206 1 000 00 CR000001 1 01 2007 Uncleared deposit 29 12 06 500 00 mi CRO00001 1 01 2007 Uncleared deposit 29 12 06 Undo Reconciistion BM BankEnty GetStatement Cleared 1 000 00 Click Reconcile A confirmation window appears a To print a report click Print Report When the report is printed click Reconcile To reconcile without printing a report click Reconcile To change any details you entered in the Reconcile Accounts window click Cancel CHAPTER 3 ADVANCED SETUP Create item records You can use item records to store information about a product and to track the quantities you buy and sell You can also create records for each type of service you provide NOTE Do you need to complete this task If you buy and sell items such as finished goods components used in production and raw materials
424. scription 4 The notional amount generated by the purchase made using the EC Purchase VAT code and the amount paid to the UK supplier on the non EC VAT code C Description 5 Description 5 Description 3 less Description 4 Description 3 and Description 4 include the notional VAT amount from the EC Purchase transaction and cancel each other out leaving just actual VAT payable D Description 7 The net amounts of all purchases regardless of VAT code E Description 9 The net amounts of purchases made using EC Purchase VAT codes in this case the single purchase for 200 All calculations used to work out how much VAT you must pay or reclaim cancel out the notional EC purchase VAT amounts CHAPTER 11 REPORTING VAT Lists Your company file consists of different types of records customers accounts recurring transactions and so on Records of the same sort are grouped into 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 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 Lists can be combined in a number of ways For example you can use a combination of custom lists identifiers contact logs and email addresses to create a list of customers who have contacted you in the pa
425. 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 Creating activities on page 128 To set a billing rate for a customer You can set up billing rates for customers on their cards This option is useful if you perform the same activities for multiple customers and want to charge each customer a different rate SETTING BILLING RATES 1 Display the Card Information window for the relevant customer and click the Selling Details tab Card Information Card Details Selling Details Payment Details ContactLog fp J History Sellman Signs cuso03 Debtors Balance 5 146 88 Sale Layout Service Credit Limit 5 000 00 Printed Form Invoice Delivery To be Printed Item Price Level Base Selling Price Income Account Receipt Memo VAT ID Number 9151594 Salesperson VAT Code S S Standard Sale Comment Carriage VAT Code S S Standard zi Delivery Method pa I Use Customer s VAT Code Customer Billing Rate 65 00 Excluding VAT p Customer Terms Information Payment is Due x Discount for Early Payment 0 Discount Days Monthly Charge for Late Payment 0 Balance Due Days Volume Discount 0 Re Credit Limit amp Hold 7 ug HelpF1 New Enter the hourly billing rate excluding tax for the customer
426. sinesses only If customers owed you money on the first day of your conversion month you will need to record some details about the corresponding sales such as the invoice date and the amount outstanding To access the Sales Easy Setup Assistant go to the Setup menu choose Easy Setup Assistant and then click Sales You can also use the Sales Easy Setup Assistant to specify your preferred invoice layout the income account you will allocate most of your sales to and several other settings These settings will be automatically selected for records you create for your customers and you can change them as required SET UP SALES Optional sales setup tasks In addition to the Sales Easy Setup Assistant tasks you may also want to do the following tasks if they are relevant to your business Task See Customise forms Change the appearance of the page 206 default invoice and statement forms Import cards Import customer information from page 272 e another MYOB company file e another accounting system e a spreadsheet e atext file Synchronise Synchronise your customer records page 221 customer records with your contact records in with Outlook Microsoft Outlook Create job Create job records to track the page 233 records progress and profitability of the work you do for your clients Group cards Use identifiers and custom lists to page 219 group the cards of customers who have similar attributes 3 3 34 Set up purch
427. sing cards on page 227 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 Do not update existing contacts Ask me to confirm updates New contacts are added and existing contacts are updated You will not be prompted to confirm updates New contacts are added but existing contacts are not updated You are not prompted to confirm any updates New contacts are added and you are prompted to confirm updates If you select this rule you specify how you want to deal with the discrepancies between the details in your MYOB cards and the details in your Outlook contacts You can 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 v8 installed on your computer For more information refer to the Getting Started guide CAUTION MYOB Accounting Plus only Single user access required Synchronising cards and Outlook contacts requires single user access For more information see Single user file locking for special tasks on page 2
428. sing 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 pay suppliers receive payments and receive money transactions 1 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 In the Dated From and To fields enter the date range during which the transaction was recorded The transactions that match your search criteria appear in the Bank Register window FINDING A TRANSACTION Bank Register Account 1 2130 Petty Cash Balance gt 586 70 Dated From 1 11 2007 To 26 11 2007 BGestatement Date Ste ID No 921 11 2007_ CD 1 stationery anc tage 21 11 2007 i TR000001 Money Transfer Type Cheque No Date Spend Money mlz 2671772007 Account VAT spit 8 Save as Recuring C Use Recuring ay HelpF1 Print 4 If you 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 re
429. st be equal to the sum of the amounts for the components MYOB Accounting Plus only If you store an item at multiple locations select the location where the item is held Note that this field only appears if you use more than one location in your company file See Multiple stock locations on page 142 Enter the unit cost of each item to be included in the build Click Record to save the stock transfer 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 component items are needed to build the item tip Auto build from the To Do List You can also auto build items using the To Do List In the Stock Alert view of the To Do List select the items you want to build and click Order Build To define an Auto Build item 1 Go to the Stock Control command centre and click Items List The Items List window appears Click the zoom arrow gt next to the item you want to build The Item Information window appears Click the Auto Build tab item Information Eee Item Details Buying Details Selling Details Widget Bolt This item is a stock item 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
430. st six months You can then create a PDF file of your current price list and email it to those customers Adding a record Lists are made up of individual records For example each item in z ar rir To add this t f ks your items list is a record as is each job in your Jobs List You can oada thistype ofrecord ace add as many records as you want to a list Item page 137 VAT cod 163 To add this type of record See pias prae Recurring transaction page 185 Account page 24 Foreign currency page 154 gard Be MYOB Accounting Plus only e Customer Page e Supplier page 81 Category page 232 e Employee page 105 Job page 233 e Personal page 213 Time billing activity page 128 MYOB Accounting Plus only LISTS 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 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 To create a record using Easy Add Let s assume you want to add a customer card while entering a sale 1 Inthe Sales command centre click Enter Sales The Sales window appears 2 Type the customer s name and press TAB If there is no card for this customer the Select from Li
431. st window appears 2 Click Budgets The Prepare Budgets window appears The window lists the Profit and Loss accounts by default 3 From the Financial Year list choose whether you want to enter a budget for this financial year or the next one 4 From the Account Type list choose the type of account you want to enter a budget for Profit and Loss or Balance Sheet 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 As you enter data the FY Total column will display the total budget for each account A B OOOO OOO Prepare Budgets Financial Year This Financial Year FY 2008 E as Profit and Loss z Ac me 5 3000 Other Cost of Sales 5 4000 Cariage Expenses General amp Admin Expenses 6 1010 Dues amp Subscriptions 6 1020 Motor Expenses 6 1030 Commissions Paid 6 1040 Bank Charges 6 1050 Depreciation Expense 6 1080 Discounts 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
432. st window appears Finding a record Records are stored and displayed in lists For example the Jobs List window lists the jobs you have created the Accounts List window lists your accounts and so on As lists get longer it can take time to locate a record Use the following tools to quickly find a record 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 3 Click Easy Add A new customer card is added to your cards list You can now complete your task with the new card Select from List esigns cusoo4 Grand Hotel Miller Street Shop 205 84 Sellman Signs 146 88 Us HelpF1 New EasyAdd Cancel 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 click the Asset tab Within the tab you can use the scroll bar to find the account Cost of Other Other Asset if Liability I Capital Income if Sales Epere icas i ceas i Search fields The Cards List window and Items List window have a Search field that you can use to locate a record quick
433. stomer When you enter a transaction the appropriate job number can be assigned to each individual amount This enables you to associate several jobs with the various amounts in a single transaction For example if a purchase includes parts for three customers you could specify each of the three jobs to which that purchase relates A profit and loss statement can then be prepared for each job and actual results can be compared with budgeted values by producing a Jobs Budget Analysis report Similarly sub jobs allow you to track individual jobs that form part of a larger job For example if you are a graphic designer working on a number of print and multimedia deliverables for your client you could use sub jobs to track the individual deliverables website design business cards production and brochure layout 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 will first need to create jobs to which you can later assign sub jobs Specific job tracking tasks may include TRACKING FINANCIAL INFORMATION organising jobs in a hierarchy setting budgets for each job linking jobs to specific customers assigning jobs to individual line items on transactions tracking reimbursable expenses for your jobs preparing invoices to reimburse job expenses analysing profit and loss of a job There are two types of jobs header and detail Header jobs total
434. t 3 Type a name for the shortcut and click Finish 4 Right click the new shortcut and choose Properties The Myobplus exe Properties window appears 5 Click the Shortcut tab The Target field displays the location of the MYOB Accounting software you entered in step 2 above 6 Windows 2000 and XP users only Enclose the location of the program file in double quotation marks for example C Premier Myobp exe 7 Inthe Target field type a space after the program file location and then type the location of the company file including the myo file extension 10 11 ACCESSING THE SHARED COMPANY FILE FROM A WORKSTATION Windows 2000 and XP users only The path to this location should also be enclosed in double quotation marks for example C Premier Myobp exe V Clearwtr myo In the Start in field type the drive and folder for the company file If you are using Windows 2000 or XP users enclose them in double quotation marks for example v myoB as shown below Myobplus exe Properties General Shortcut Compatibilty Security fw Myobplus exe Target type Application Target location MYOBUK2008 Target UK2008 Mpobplus exe VAMYOB Widgets myo Startin vamyos Shortcut key Non e Bun Nomalwindw Comment Bind Target Change Icon Advanced Note that if you are using Vista you should not include quotation marks Click OK to close
435. t 7 Inthe Amount field type the bad debt amount as a negative number 8 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 77 79 80 CHAPTER 5 SALES 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 Creating a supplier card Before you can record a purchase order you need to create a card card Information for your supplier Card Details Buying Details Payment Details ContactLog J Jobs History Accountants amp Co Ltd 1 Creditors Balance gt 640250 2 Card Type Suppier Designation Company T Inactive Card To create a supplier card k EET n Cadi TSS Currency GBP 1 Go to the Card File command centre and click Cards List Location Ades Address 220 High Street Phone No 1 01234 283917 The Cards List window a
436. t appears in grey above the subtotal line and below the last subtotal if there is one Initial Consultation Ongoing Consulting 4 Press TAB to complete the header entry To insert a subtotal To delete a blank line line item header or subtotal 1 Inthe Sales window click in the line below the items to be 1 Inthe Sales window click anywhere in the blank line line subtotalled item header or subtotal you want to delete 2 Goto the Edit menu and choose Insert Subtotal A line 2 Goto the Edit menu and choose Delete Line appears displaying the subtotal of the amounts that appear 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 NoTE This feature affects your stock reporting Allowing negative item amounts to be recorded in your stock affects the can reporting of stock values and cost of goods sold This feature may a record the sale and allow a negative on hand item quantity not be suitable for some businesses Consult your accountant or and value to be recorded for the item financial adviser or before using this option a build buy or backorder the item When you record the sale of an item with insufficient on hand quantities an estimated item cost is recorded for the sale The Allow negative on hand quantities and estimated cost used depends on the item information available
437. t 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 174 6 Select a synchronisation rule from the Update Rules list For more information see Synchronisation update rules on page 221 7 If you want to save your MYOB cards to your Outlook contacts default folder you need to do this to synchronise your Outlook contacts and your PDA or if you want to export your MYOB custom fields to your Outlook contacts click Settings The Outlook Sync Settings window appears P Outlook Sync Settings Import and Export Rules p Import and export all MYOB cards to the default contacts folder Required for sharing contacts with your PDA Custom Field Settings Select a matching Outlook contact field into which you want to export your MYOB custom fields Custom Field Custom Field2 Custom Field 3 None None kd None F a If you want to synchronise your Outlook contacts and your PDA select the Import and export all MYOB cards to the default contacts folder option All contacts are then saved to your default Outlook contacts folder b If you want to export your MYOB custom fields to your Outlook contacts select a matching Outlook contact field for Custom Field 1 Custom Field 2 and Custom Field 3 c Click OK The Outlook Sync Import and Export Options window reappears 8 10 Click Expo
438. t the Use Recurring Pay values in addition to payroll year type the amounts you have paid in the Timesheet for Pay Calculation option 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 Note that this option only appears if you selected the I use Timesheets option in the System tab of the Amounts entered in the Pay History window appear on Preferences window For more information see Set up reports not derived from payroll activity such as register preferences on page 29 reports They are not recorded as transactions in your If you want to change the employee s default paycheque accounts details by overriding the values that appear in the Hours or Amount column next to a payroll category Enter time billing information 12 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 8 Billing for time starting on page 125 ENTERING EMPLOYEE PAYROLL INFORMATION 107 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 Timesheets Timesheets are used to record hours worked by hourly employees and form the
439. te not the period when the customer paid If you use this method use the VAT Summary VAT Detail and VAT Return reports VAT 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 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 Dated From 1 11 2007 To 21 11 2007 Redisplay View Print Preview 2j Widgets Ltd 100 High Street Anytown Anycounty AN1 123 VAT Summary 1 11 2007 To 21 11 2007 21 11 2007 Page 1 4 47 59 PM Code Description Rate Output Value Input Value VAT Collected VAT Paid 8 Standard 17 500 3 474 00 2 309 04 607 95 404 08 Total 3 474 00 2 309 04 607 95 404 08 Less EC Purchase VA
440. tems 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 89 90 Creating a purchase order from a sale Select Receive Item from the status list in the top left corner of the window Purchases New Item RECEIVE ITEMS f Supplier c gt Lee s Unlimited E Tems 1 5Net30 TT VAT Inclusive Del to SJ Widgets Ltd Purchase No 00000055 Date 23 01 2008 Supplier Inv No P 7 Total Units Subtotal Comment Carriage Deliver Via VAT amp Promised Date Total Amount Journal Memo Purchase Lee s Unlimited Paid Today 0 00 Order Delivery Status To be Printed Balance Due C Rate GBP HBL Enter the purchase date and your order number If you want to order items to fulfil a sale you can create a purchase order using sales quote or sales order details that you have recorded To create a purchase order from a sale 1 Go to the Sales command centre and click Sales Register The Sales Register window appears Locate and select a quote click the Quotes tab and select the required quote an order click the Orders tab a
441. 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 240 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 If you have selected the Warn if Jobs Are Not Assigned to All Transactions System wide option in the Preferences window System tab the company file is checked for sales and purchase transactions within the date range specified that have no job number If any transactions are detected with no job number click Display to view the Job Exceptions Invoice Transactions report and review customise or print the details of the report END OF PERIOD PROCEDURES Reconcile payroll liability payments MYOB Accounting Plus only If you use integrated payroll the total of payroll liabilities transactions that are unpaid is checked against the balance of the linked accounts payable account Payroll Category If there is an out of balance amount because a payroll liabilities transaction has a payroll paid date equal to or before the current
442. the Move Items window Click OK The new location appears in the Locations List window Click Close CHAPTERS STOCK Recording stock movements between locations sen hem es Total Item Numbers 3 You use the Move Items window to record the movement of stock between your locations Although a transaction is not created when you move stock items you can display the Item Movement Report to view the details of stock movements To record stock movements 1 Goto the Stock Control command centre and click Move Items The Move Items window appears NOTE Moving items using the Item Information window A The On Hand column shows the available stock across all You can also record an item movement by clicking Move Items locations in the Location tab view of the Item Information window B Type the quantity held at each location Increase the quantity for locations receiving items and reduce the quantity for locations where item d from 2 Select the item you want to move You can locate an item by ogations wie Seimei scrolling or by typing the item number in the Search field C The value in the Out of Balance field must be zero before you can record the movement That is the amount in the On Hand column for the item must be equal to the sum of the amounts in your location columns 3 Record the quantities held at each location Building items Building items is the process of taking two or more items known manua
443. the Do not update existing contacts rule updated duplicate contacts will always be 0 Rejected The number of cards you skipped if you selected cards 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 Importing from the d
444. 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 Trademarks MYOB MYOB Accounting MYOB Accounting Plus MYOB AccountEdge MYOB AccountEdge 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 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 b
445. the Shortcut to Myobplus exe Properties window Double click the shortcut on the desktop to test it Your MYOB software should start on this workstation and immediately open the specified company file whether it is stored on a remote host or this workstation Repeat from step 1 on each workstation that needs access to the company file 283 284 APPENDIX B NETWORKING COMPANY FILES Glossary A account Something to which a transaction is allocated For example if your business sells widgets you could create an income account for widget sales and then allocate all widget sales income to that account An account thus provides a means of grouping similar transactions Accounts in MYOB business management software are in one of eight categories Asset a Liability Capital Income Cost of sales Expense Other Income 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 account number The account number identifies an account 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 software also provides an optional 13th period for year end adjustments 285 accounts list Commonly referred to as a chart of accounts this is a
446. the Stock 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 for the unavailable quantity before you can record the sale 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 144 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 137 To build buy or backorder items in the Backorder List window 1 Goto the Sales command centre and click Enter Sales The Sales window appears 2 Enter the details of the sale For more information see Entering sales on page 61 3 Click Record If you have insufficient on hand quantities of an item or you do not allow negative on hand stock the Backorder List window appears 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
447. 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 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 balance is reduced by the hours taken Note that you can link multipl
448. the paper and form sizes 1 Click the form properties button in the tool palette of the Customise window SUOENHHKEEE The Forms Properties window displays two tabs the Layout tab and the Options tab 2 Inthe 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 Enter the margins for the page 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 an Set up the grid and add a background graphic 3 In the Options tab a Specify the grid options for the form such as whether to display a grid the size of the grid and whether to use the snap to grid feature for aligning fields b Specify the background for the form by clicking Insert Background and selecting the image file to use as the form s background c If you have chosen a background image specify where the image is to be displayed on the form 4 Click OK Task 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 211 Task 4 Preview the customised form At any time during the customisation process you can display a preview of your work 1 Click the preview b
449. ther 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 NOTE Exporting timesheets When you export timesheets only the entries that don t have activity slips associated with them are included You must export activity slips to complete the process The data can be exported to a tab delimited or comma separated text file 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 268 Before you export data you should make a backup of your company file See Backing up and restoring company files on page 259 Importing and To export data 1 Go to the File menu choose Export Data and then choose the type of data you want to export The Export File window appears 2 Select the export file format and enter other information in this window For detailed field help click Help and then choose Help for This Window 3 Click Continue The Export Data window appears Export Data 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
450. they purchase larger and larger quantities of the item Custom fields You can ensure certain information is always recorded for an item such as Warranty Serial Number and Voltage Use these fields for information that you don t need to use as report filters Customlists 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 5 If you want to update the items you marked in step 2 click Update x Items Only update the prices of all items click Update All Items Creating custom price levels Your MYOB software 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 discount The volume in the Volume Discount field in the Selling Details view of a customer s card applies to a sale in addition to the quantity break price levels you set up To name your price levels 1 Goto the Lists menu choose Custom List amp Field Names and then Price Levels The Custom List and Field Names window appears 2 Enter names for the price levels These name
451. times when only one user should have access Many of these tasks are file maintenance procedures such as backing up and checking and optimising the company file For example optimising a company file rearranges its internal structure so you need to ensure the file is not being accessed while this process is taking place Other single user tasks are part of standard bookkeeping practice For example when you print a report you do not want anybody to change data that will appear in the report while it is being printed Tip 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 The tasks that require single user file locking include backing up a company file restoring a backup file company file verification purging data exporting data importing data starting a new financial year starting a new payroll year loading payroll tax tables setting up changing or removing an employee s payroll information creating changing or removing payroll categories creating changing or deleting report batches optimising a company file setti
452. tiple currencies 4 Click OK to close the Preferences window Task 2 Set up records for foreign currencies MYOB Accounting Plus provides you with records for several commonly used foreign currencies as well as your local currency The following currencies have been set up for you already Australian dollar New Zealand dollar Canadian dollar European Union euro Great Britain pound Hong Kong dollar Japanese yen and United States dollar If you do business in any other currency you will need to create a new record for the currency Enter its current exchange rate Follow the instructions below 1 Goto the Lists menu and choose Currencies The Currencies List window appears 2 Click New The Currency Information window appears 3 Enter details of the currency such as a code name and current exchange rate For detailed field help click Help and choose Help for This Window 4 Click OK CHAPTER 10 INTERNATIONAL TRANSACTIONS Task 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 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 NOTE Foreign currency accounts are automatically
453. to 151 billing rates for 127 cards creating 59 171 credit holds 74 credit limits 73 credit terms 33 credits deleting 183 issuing 76 recording 76 settling 77 discounts for early payment 71 volume 62 invoices entering 61 payments for 49 70 payments from 49 70 quoting 61 setting billing rates for 127 who are also suppliers 79 D data exporting to accountants 252 to other applications 271 importing from accountants 253 from other applications 272 from RetailBasics 273 limiting access to See user accounts purging 265 data fields adding to a form 210 changing font characteristics 210 changing size of 212 font characteristics 210 resizing 212 dates entry with calendar 13 295 debtors payments 70 reconciling accounts at month end 245 reconciling accounts at year end 245 Deduction Information window 103 deductions definition 100 payroll categories changing 103 creating 100 deleting 174 deleting transactions 183 deposits recording 45 in the Bank Register window 49 saving as recurring 45 depreciation accounts for 250 recording 250 detail accounts 25 discounts early payment discounts giving 71 receiving 95 reversing customer payments with 184 volume discounts giving 62 receiving 85 E early payment discounts 71 EC Purchases 169 296 EC Sales 166 Edit Accounts window 26 Edit Recurring Schedule window 186 e filing P14 P60 tax forms 255 P35 tax forms 255 emailing invoices 64 purchas
454. 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 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 104 To create a payroll category 1 Go to the Payroll command centre and click Payroll Categories The Payroll Category List window appears Payroll Category List Eek 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 CHAPTER 7 PAYING YOUR EMPLOYEES 5 Make the required selections for the payroll category See the following topics for information about the options available for each payroll category type Wages Information window below Entitlements Information window on page 102 Dedu
455. tom reports 198 storing on a network 270 customising 195 designing 196 emailing 192 faxing 192 filtering information appearing on 195 printing 191 when several users active 269 purchase reports 93 reviewing at month end 248 sales reports 69 saving as comma separated values CSV files 192 HTML files 192 PDF files 192 simple text files 192 tab delimited values files 192 sending 192 storing custom reports on network 270 using custom lists as filters 152 viewing in Microsoft Excel 193 Reports menu command centres 13 restoring a backup 259 RetailBasics importing from 273 returns See customer credits supplier debits Review Sales Before Printing window 204 205 rounding time in time billing 126 S sales analysing sales activity 69 assigning a VAT code to a sale 62 batch printing 203 changing status of 67 301 302 choosing type of 62 creating a purchase order 64 deleting 183 emailing 64 inabatch 203 entering 61 exporting 271 faxing 64 history viewing for item customer or employee 69 importing 272 income account for tracking sales 138 insufficient on hand item quantities 65 invoice 61 layout 62 order 61 printing 64 86 inabatch 203 quote 61 recording in the Bank Register window 49 recurring 64 reports 69 reversing 76 reviewing information about 68 saving asa PDF file 64 to overseas customers See multiple currencies unpaid sales viewing 69 Sales Register window
456. tomers 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 75 Customer credits A customer credit is money that you owe to a customer To process a customer credit you first need to record a credit transaction and then record the settlement of the credit for example by printing a refund cheque for your customer Recording credits You can create a customer credit note in the following ways Reverse an existing sale Use this method if the customer has paid for the entire sale Manually create a credit Use this method if you are crediting the customer for part of a sale 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
457. tor was automatically created A user ID is the means for controlling access to a company file tracking a transaction record history saving individual preferences By default the Administrator user ID does not have a password assigned to it Anyone who signs on with the Administrator user ID will have access to all command centres functions and windows and will be able to create edit and delete other user IDs For that reason as soon as you create a company file you should assign a password to the Administrator user ID otherwise anyone can sign on and then enter edit and delete transactions in your file To set a password for the Administrator user ID 1 Start your MYOB software and in the welcome window click Open your company file 2 Inthe Open window select the company file to be opened and click Open The Sign on window appears 3 Click Change Password 4 Inthe Change Password window leave the Existing Password field blank and type the password in both the New Password and Confirm Password fields Change Password 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 Confirm Password T Cares Help F1 5 Click Record NOTE Access restrictions If you want to restrict other users from accessing certain features or information you can create addition
458. ts 55 import log file 273 Import Summary window 226 importing data from accountants 253 from MYOB RetailBasics 273 from other applications 272 from Outlook 225 See also synchronising cards and Outlook contacts importing statements file formats supported 55 Get Statement button 55 matching transactions 55 online banking 55 inactivating records not used frequently 174 international transactions See multiple currencies Internet banking importing statements 55 inventory See stock items invoices customising 206 emailing 64 entering 61 faxing 64 inserting blank lines in 64 line items entering 62 overdue invoices list of 69 printing 203 custom lists of 152 inabatch 203 recurring 64 subtotal adding 64 time billing invoices creating 134 using headers to group line items on 64 Item Information window 138 items adding 138 adjusting quantities and values 140 asset account for tracking value of 138 assigning VAT codes to 139 164 auto building 144 average cost 140 base selling price 140 changing prices of 149 counting 146 creating 138 custom lists to group 151 default location 140 default supplier number 139 deleting 175 expense account for tracking cost 138 exporting 271 finding 172 finished item defined 143 Buy this Item option 137 Sell this Item option 138 Stock this Item option 138 importing 272 including on time billing invoices 126 last cost 140 locations 142 moving between locatio
459. ts 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 about employee privacy you can use the security features to restrict access to this and other areas of your MYOB software 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 more Ts Se information see Set up payroll on page 35 1 Enter your company s general payroll information page 35 2 Create payroll categories page 100 3 Create a card for each employee page 105 4 Enter payroll information for each employee page 105 99 PAYING YOUR EMPLOYEES 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 software these components are called payroll categories and they are grouped into five types wages entitlements deductions employer expenses and taxes 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
460. type of statement you want to print Invoice statements lists all open invoices up to and including the date you specify 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 If you selected Invoice as the statement type enter a date to include invoice statements outstanding on that date 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 205 for more information Mark the select column lE next to the name of each customer you want to print statements for Click Print MONTH END PROCEDURES To email a customer statement 1 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 Invoice statements lists all open invoices up to and including the date you specify Activity statements lists all sales invoices payments and orders with a customer deposit for a period of time Activity statements inclu
461. u 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 l 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 CHAPTER 5 SALES 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 Consultation Service A A Description Enter a description of the goods or services being sold If you want to check spelling in this field click Spell For more information see Spell check feature on page 16 B AcctNo or Enter the account to which the sale is to be allocated 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 64 Task 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 E
462. u entered in the Count Stock window in step 1 If you entered a default adjustment account in step 6 that account appears in the Account column for each line item If you didn t enter a default adjustment account enter an account against each item listed Optional Enter a reason for the adjustment in the Memo column for example Annual Stock Count 2007 Click Record to update your stock Tool View history Find Transactions Items Register Transaction Journal Description You can view the sales and purchase transaction histories of an item or supplier for seven years Find Transactions helps you find stock transactions Gives you a list of your stock transfers adjustments sales and purchases for all items or it can be filtered to show the history of a single item Lists journal entries of your stock transactions See page 149 page 180 page 179 page 179 147 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 In this window you can automatically record a transaction for the items that you need to buy or build change the details of an order or auto build transaction 1 Click To Do List from any command centre The To Do List window appears 2 Click the Stock Alert tab A list of all items that need to be ordered or built appears The On
463. u record transactions in the Spend Money Pay Bills or Settle Returns amp Credits window Register Print Cheque Print Remittance Advice Preview Cheque Preview Remittance Advice Help F1 Automatically print email fax or save sales and purchases You can set up your preferences so that you can automatically print email fax or save sales and purchases when you record them SENDING FORMS 1 Goto the Setup menu and choose Preferences The Preferences window appears 2 If you want to set up sales a Click the Sales tab and select the Automatically Sales When They Are Recorded Invoices Orders and Quotes option b Choose Print Email Fax or Save to Disk from the list 3 If you want to set up purchases a Click the Purchases tab and select the Automatically Purchases Orders and Quotes When They Are Recorded option b Choose Print Email Fax or Save to Disk from the list 4 Click OK 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 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 203 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
464. u use the Spend Money window to record a payment from your bank account to your credit card liability account To record a payment to a credit card provider 1 Go to the Banking command centre and click Spend Money The Spend Money window appears 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 transactions for this credit card Click Record 57 58 Analysing your cash flow You can use the Cash Flow Worksheet window to estimate your 2 short term cash needs This window allows you to use the information you ve entered to create a forecast of your bank account or your credit card account You can change add and delete information that appears in the Cash Flow Worksheet window to better estimate your cash flow needs NOTE Work in the Cash Flow Worksheet doesn t affect your company file Changes deletions and additions you make in the list are used for the purposes of the Cash Flow Worksheet window only The changes you make here won t be reflected anywhere else in your MYOB company file Information included on the Cash F
465. u want to enter a timesheet for another week repeat from step 3 above TIMESHEETS 109 NOTE Removing timesheet entries You can remove unpaid entries on a timesheet at any time For more information see Delete timesheet entries below 6 Click Close If you recorded time billing activity details on this timesheet an activity slip is created You can review or modify the activity slip information in the Enter Activity Slip window or the Enter Timesheet window 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 1 Inthe Enter Timesheet window select the required week Processing your payroll 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 2 Click Clear Timesheet All unpaid details for the selected week are cleared To delete a timesheet line entry 1 Inthe Enter Timesheet window select the employee and the required w
466. u 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 67 The original quote will remain in the Sales Register window unless you have indicated in the Sales view of the Preferences window that you want quotes to be deleted once they are converted to orders or invoices To convert an order to an invoice 1 Go to the Sales command centre and click Sales Register The Sales Register window appears 2 Click the Orders tab and select the order you want to convert 3 Click Change to Invoice The Sales window appears displaying the sale with an Invoice status 4 Make any changes you want to make For example you may want to change the transaction date to today s date 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 page 69 sales recurring sales and orders sorted by overdue dates Analyse Debtors The Analyse Debtors window page 69 displays ageing information for all open invoices Analyse Sales The Analyse Sales window page 69 provides a graphical snapshot of your sales activities Sales reports Sales reports help you keep track page 69 of your sales activities 68 5 Click Record to record the invoice To simultaneously convert several orders to invoices 1 Click To Do List from an
467. u want to record the purpose of the transaction type a description in the Memo field 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 Setting up accounts on page 25 To transfer money to your petty cash account 1 Go to the Accounts command centre and click Transfer Money The Transfer Money window appears 2 Inthe Transfer Money From field type or select the account from which you are transferring money 3 Inthe Transfer Money To field type or select the petty cash account TRACKING PETTY CASH EXPENSES 7 If you want to assign the transaction to a particular category select the category from the Category list Tip Saving as a recurring transaction transactions on page 185 8 Click Record Transfer Money If you want to store the transaction as a recurring transaction click Save as Recurring Enter details of the recurring transaction in the Edit Recurring Schedule window and click Save For more information about recurring transactions see Recurring E0 Transfer No Transfer Date Transfer
468. uestion while the matter is investigated ThankYou dot thank new customers for their business You can edit these templates and create new ones using the mail merge features of Microsoft Word For information about working with mail merge templates see Microsoft Word Help To print a personalised letter using Microsoft Word 1 Goto the Card File command centre and click Personalised Letters The Review Cards Before Exporting window appears 2 Click in the select column next to each contact to whom you would like to send a personalised letter tip 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 KEEPING IN TOUCH WITH YOUR CONTACTS 3 Click Mail Merge The Select from List window appears 4 Select the template you would like to use and then click Use Template Your letter appears in Microsoft Word and depending on the template you have selected you will be prompted to enter additional information such as your name and title 5 Edit the letters as required and then print them using Microsoft Word 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 To print a personalised letter using
469. ult values are determined by the CHAPTER 7 PAYING YOUR EMPLOYEES payroll categories selected and values entered step 5 to step 9 above NOTE Payroll categories with a calculated value The value of a payroll category with Calculated displayed in the card information aAa Hours or Amount column is automatically calculated when f Ponie Payroll Detaile H BankingDetais M ContactLog M sos M Hitow you process a paycheque Calculated values include tax Chen Olivia Es amounts and entitlement hours where hours are calculated as a percentage of the gross hours paid Personal Details gt Pay Frequency Weekly Wace Hours per Pay Frequency 37 5 Entitlements gt Tetras Sei e Neier yarn Capra If you want to assign a job number to a payroll category for CEL my Coa e E this employee click in the Job column and enter or select a PAYE Income Tax job number NI Employee Contributions Pay History gt EMPLOYER EXPENSES NI Employer Contribution Time Biling gt Enter pay history information a Sen ees 11 Click Pay History to enter the employee s pay history for the current payroll year a If the employee has been paid by another employer this payroll year enter the details in the Previous You have several options in the Recurring Pay section employments pay and Previous employments tax fields If you want to pay employees from timesheet entries only Ifyou have already paid the employee in the current deselec
470. ultiple Currencies 29 Prefer to Use Automated Online Company File Confirmation 22 I use MYOB RetailBasics 274 Use Timesheets for and My Week Starts on 108 If Credit Limit is Exceeded on Sale 74 Prevent Data Changes During Report Generation 269 system wide preferences 267 time billing 126 Transactions CAN T be Changed They Must be Reversed 29 184 Use Audit Trail Tracking 29 Prepare Bank Deposit window 184 Prepare Budgets window 238 price levels assigning to customer 151 creating custom 150 setting 149 prices average cost of anitem 140 last cost of an item 140 quantity breaks 151 standard cost of anitem 140 printing checks 95 cheques 48 customer statements 249 forms 203 invoices 64 86 inabatch 204 purchases 86 in a batch 204 receipts 72 statement reports 193 year end reports 255 problems 10 Process Payments window 115 processing termination payments 120 public folder See network purchase forms emailing 86 faxing 87 purchase orders creating from a sale 90 entering 83 purchases applying a supplier debit to an unpaid purchase 97 assigning a VAT code to a purchase 85 assigning job to 85 changing credit terms when recording 84 changing status of 91 choosing type of 84 credit terms entering 84 debits creating 96 deleting 183 emailing purchase forms in a batch 203 individually 86 entering 83 entering additional information 86 exporting 271 faxing 87 finding a transaction
471. umber of hours an employee is entitled to take as sick and holiday pay 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 2 Enter the employee s name and the pay period you want to analyse The Payroll Summary appears on the left of the window with the totals for the selected pay period The payroll details on the right of the window show the wages deductions tax entitlements and employer expenses for which the employee has been paid or which have been recorded on their paycheque for the selected pay period PAYE Income Tax 422 76 NI Employee Contrbut 22257 NI Employee Rebate 0 00 ENTITLEMENTS Holiday Leave Acer Total Wages 2 458 33 Sick Leave Accu EMPLOYER EXPENSES Total Taxes Withheld 645 33 NI Employer Contributi Total Deductions 0 00 Net Wages 1 813 00 Employer Expenses 258 99 Total Direct Payroll Costs 2 717 32 Help F1 Print Reviewing payroll liabilities The payroll liability reports show which payroll liability amounts have been withheld from employee payments and which
472. un an Aged Debtors Summary report to view your customers current balances sorted by ageing periods The Sales Item Summary report shows you which stock items are selling best The Referral Source report is useful for finding out which referral source is bringing your business the most money 1 Go to the Reports menu at the top of the screen and choose Index to Reports The Index to Reports window appears 2 Click the Sales tab Select from the list of available sales reports For information on displaying customising and printing your reports see Chapter 14 Reports starting on page 191 To view sales history You can view sales history for an item a customer or an employee 1 Display the Item Information window for an item or the Card Information window for a customer or an employee 2 Click the History tab The History view displays a total of seven years sales history for the item or card the five years preceding the current financial year as displayed in the Company Information window the current financial year and the next financial year NOTE Employee sales history To record an employee s sales history you need to select that employee as the sales person when you record a sale on the Sales window 69 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
473. unts payable is not affected at this time 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 Set up accounts on page 24 Before you can allocate transactions to this account you need to make it the default linked account for items received without a supplier invoice To link an account for items received 1 Go to the Setup menu choose Linked Accounts and then Purchases Ledger Accounts The Purchases Ledger Linked Accounts window appears 2 Select the I can receive items without a Supplier bill option 3 In the Liability Account for Item Receipts field that appears type or select the creditors accrual account 4 Click OK Recording items received without a supplier invoice You need to
474. unts using the Company Data Auditor If you are using the Company Data Auditor see Run the Company Data Auditor on page 244 select the account you want to reconcile in the Account Reconciliation Review window and click Reconcile Accounts Continue this procedure beginning with step 3 spend Money Account 1 2130 E Petty Cash Balance 626 70 I VAT Inclusive E Cheque No f1 Date 21 11 2007 Amount 40 00 Forty and No 100 Great Britain Pounds Memo stationery and postage Total Allocated VAT amp Total Paid Out of Balance 8 Save as Recuring Use Recuring Click Record Go to the Banking command centre and click Reconcile Accounts The Reconcile Accounts window appears In the Account field type or select the account you want to reconcile In the New Statement Balance field type the closing balance that appears on the statement your bank sent you In the Bank Statement Date field type 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 CHAPTER 4 BANKING Reconcile Accounts Account 1 2110 Current Account Last Reconciled Date 31 12 2006 Calculated Statement Balance Bank Statement Date 31 01 2007 Out of Balance Pe 100303 5 01 21 s 100310 5 01 2007 Four Wall amp a Roof 100312 5 01 2007 Bee Clear n
475. urrent Financial Year End December 2007 Locked Period Not Selected Lock Period Payroll Tax Tables Date 18 05 2007 Load Tax Tables Close E FD Help for this window This window shows you the company file name the MYOB software release number the location of the company file the size of the company file the date on which the company file was last backed up the date on which the company file was last verified the end month and year of the current financial year the date defining the locked period if one has been specified MYOB Accounting Plus only the date of the payroll tax tables CHAPTER 18 END OF PERIOD PROCEDURES If necessary you can perform the following maintenance tasks from this window Task Back up your company file Check your company file for errors Set the locked periods for your company file Load payroll tax tables 2 When you have completed the required maintenance tasks Action Click Backup and complete the backup procedure Click Verify and complete the verification procedure Click Lock Periods and select the date before which data cannot be entered MYOB Accounting Plus only Click Load Tax Tables and then follow the on screen instructions for loading tax tables See page 259 page 264 page 251 click Next The Account Reconciliation Review window appears Company Data Auditor EEK CIJ Account Reconciliation Review
476. urring 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 transaction window or copy an existing recurring transaction to create a new one Later RECURRING TRANSACTIONS 3 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 4 Click Record Reversal to record the reversal transaction The transaction is reversed and all account balances are returned to their previous levels on you can change details of a recurring transaction or delete on
477. urs over a number of days or pay periods you need to record the hours in the Enter Timesheets window See Processing your payroll on page 110 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 To create an activity slip using the timer The Enter Activity Slip window has a timer that allows you to record the time you spend performing an activity When you have completed the activity the information is already in the Enter Activity Slip window eliminating extra data entry The timer appears on activity slips for hourly activities only To use the timer you must leave the Enter Activity Slip window open until completion of the activity You can still use other programs or access other windows during this time 1 Go to the Time Billing command centre and click Enter Activity Slip The Enter Activity Slip window appears 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 131 NOTE Entering a start time that is before the current system time If you enter a start time that is before the current system
478. ustomer For more information about jobs see Jobs on page 233 Optional Click the History tab and type the pound value of the sales made prior to your conversion month You can also type or select the date that the contact became a customer Click OK to close the Card Information window CHAPTERS SALES Entering sales You enter a sale as a quote order or invoice 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 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 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 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 wi
479. uter on which the shared company file folder is stored 3 If a Connect to hostName window appears a Complete the User Name and Password fields b Select the Remember my password option c Click OK You should now be able to see the Company_Files folder 4 Right click the Company_Files folder and choose Map Network Drive The Map Network Drive window or wizard appears 5 Accept the proposed drive letter or choose another APPENDIX B NETWORKING COMPANY FILES 6 Select the Reconnect at logon option and click OK or Finish 7 If access to the folder is password protected a logon window may appear If so enter the password and click OK In Windows Explorer the Company_Files folder now appears as a network drive under My Computer For example you might see the shared folder listed as Company_Files on Hongs pc V 8 Open the shared Company _Files folder to see the shared company file 9 Continue with To open your company file from a shortcut below To open your company file from a shortcut 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 1 Right click an empty area of the desktop and choose New and then Shortcut The Create Shortcut wizard appears 2 Type the file path or click Browse to locate the MYOB Accounting Plus program file Myobplus exe and click Nex
480. utstanding purchases at once in the To Do List window For more information see To pay several purchases at once on page 95 The options for recording payments are summarised in the following diagram Recording payments other than salaries and wages You pay money Is itin response to a No purchase recorded in the Purchases command centre Record the payment in the Spend Money window Record the payment in the Pay Suppliers window Command Centre Banking Command Centre Purchases or or Record the payment using the Spend Money option in the Bank Register window Record the payment using the Pay Purchase option in the Bank Register window Command Centre Banking Command Centre Banking To pay suppliers 1 Go to the Purchases command centre and click Pay Suppliers The Pay Suppliers window appears The Account field normally defaults to your current account 2 To change the default account in the Account field type or select the account from which you want to make the payment 3 Type the supplier s name or select the supplier from the list using the search icon CHAPTER 6 PURCHASES 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 97 Change the memo and payment date if necessary
481. utton in the tool palette of the Customise window SENG The form is displayed in the Print Preview window 2 If you want to view the form in more detail alter the default value 75 in the Zoom field and press TAB 3 If you want to check your current printer and page settings click Print Setup 4 When you have finished previewing the form click Close in the Print Preview window Task 5 Save the customised form When you are satisfied with the changes you have made to the form you should save the customised form If you have modified a custom form you created previously click Save Form If you want to create a new custom form stationery that contains the changes you have made click Save Form As The Save As window appears Enter a name and a brief description for the new layout and click OK CHAPTER15 FORMS Task 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 204 Changing the default fonts on forms Every form in your MYOB software is assigned default fonts You can change these default fonts if you prefer your forms to have a different appearance Adding and editing elements Adding and editing data and label elements
482. vailable resources For example you can access a database of frequently asked questions or view a directory of MYOB Certified Consultants 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 Widgets Ltd This file contains sample data for you to experiment with You can add change and remove data as well as view and print reports Tutorial This file contains data for the online tutorial designed to teach you how to use your MYOB software To explore the Widgets company file A screen when a company file is open Notice that the name of the In the Welcome to MYOB Accounting window click Explore the sample company A command centre window appears command centre window always appears on your computer sample company Widgets Ltd appears at the top of the window Now that the Widgets Ltd company file is open you can browse through the software explore the transactions that have already b een entered and enter some transactions yourself Exploring your MYOB software You should become familiar with the following tools and aids Tool See Command centres below Calendar date entry page 13 Business calendar page 13 Calculator page 14 Zoom arrows page 14 Search icons page 14 Select columns page 15 Mouse shortcuts page 15 Shortcut keys page 15 Default screen font pag
483. values as described in the following table If you want you can set a preference to allow the recording of Cost type Description sales with insufficient on hand quantities With this preference F ae 3 g g Average Average cost is used if you have sufficient on hand stock set the sale of an item that is not in stock results in a negative east for which an average price can be determined For on hand item quantity and value 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 RECORDING SALES WITH INSUFFICIENT ON HAND ITEM QUANTITIES 65 66 Cost type Description 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 1 Go to the Setup menu and choose Preferences The Preferences window appears 2 Click
484. view form for this transaction Note that the transaction will be recorded before the form is displayed To Do this 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 and choose Disk In the window that PDF appears enter a name and location for the PDF file and click Save 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 1 Inthe Sales window click in the line below where the blank line is to appear 2 Goto 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 1 Inthe Sales window click in the line below where the header is to appear 2 Go to the Edit menu and choose Insert Header A blank line will appear in the scrolling list with the cursor positioned in the Description column CHAPTER 5 SALES 3 Type the text for the header The tex
485. work LAN can be set up in many different ways The procedures in this section are for the 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 automatically belong to the Everyone user group This group is used as the default group in these procedures as it simplifies the sharing of a host folder The members of the Everyone group will be given permission to open read from and write to the shared company file NOTE The Everyone user group may be a security risk The Everyone user group allows anyone on the network to access the shared company file If some employees are not authorised to access your accounting data read Windows help or consult a networking expert to set up secure access NETWORKING COMPANY FILES APPENDIX B Setting up the network hardware Unless you are an expert employ a networking consultant to set Equipment 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 Protocols Networking Local area network
486. ws 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 automatically created in your company file When you set up multiple locations your existing stock is assigned to this location You can change the primary location ID and name if you want but you cannot delete it For instructions on how to move items from the primary location to another location see To record stock movements on page 143 You can specify a default receiving and selling location for your items For more information see To create an item on page 138 To create a stock location 1 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 Location Information Location ID South St Name EEE Contact Phone T Items cannot be sold or shipped from this location Enter the name and address of the location and contact details for the location 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
487. y 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 gt 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 Tool Description See Sales history History lets you view seven years page 69 of sales history for an item a customer or an employee Sales Register The Sales Register window gives page 179 you a complete picture of your sales activity open and closed invoices orders quotes returns credits and so on Find Transactions The Find Transactions window page 179 helps you find individual sales transactions quickly Transaction The Transaction Journal lists page 179 Journal journal entries of your sales and other transactions CHAPTER 5 SALES To view a list of all unpaid sales sorted by days overdue 1 Click To Do List in any command centre The To Do List window appears 2 Click the Debtors tab A list of all unpaid sales appears The Overdue column shows the number of days an invoice is overdue A negative number in the Overdue column indicates that the payment is not yet due The number of days an invoice is overdu
488. y date and other details Select the VAT code for the carriage charges 63 64 NOTE Recap transaction Before you record this transaction you can use the recap transaction feature to view the journal entries that will be created when the transaction is recorded This is useful for confirming that the journal entries are being posted to the correct accounts To recap choose Recap Transaction from the Edit menu Task 5 Complete the sale After you have finished entering the details in the Sales window there are several ways to complete the transaction TIP 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 185 If you want to record the sale without printing or sending it click Record for a sales quote click Save Quote a 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 an order to a purchase on page 91 a If you want to record the sale and print send or save it as a PDF complete the relevant procedure below To Do this Print Click Print and choose e Pre printed Invoice to use the default sales form e Select Another Form to choose a different sales form Print Click Print and choose Preview to preview the sales pre
489. y window in your MYOB Accounting Plus go to the Help menu at the top of the screen and choose Currency Calculator 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 and purchases than for deposits and withdrawals in MYOB Accounting Plus For realised gains or losses on sales and purchases a posting is automatically made to the Currency Gain Loss account However for realised currency gains and losses on transfers deposits and withdrawals you need to make a nominal journal entry to the Currency Gain Loss account to record the currency gain or loss When you activate the multiple
490. yable or producing a year end balance sheet you Also when you buy and sell an item you will need to may only need to do an initial bank reconciliation for record details about each transaction such as who each of your bank accounts Reconciling accounts you purchased the items from how many you helps ensure the integrity of the information you purchased and the price You do this using the record In your company file see Do an initial bank Sales and Purchases command centres Hence you reconciliation on page 36 need to complete the sales and purchases setup tasks in this chapter 31 ADVANCED SETUP When did your business start operating Advanced tasks The setup tasks you need to complete will also depend on whether your business was operating prior to your conversion month You may not need to do every task Read the introduction to each task to determine whether you need to do the task and what information you will need The following table describes the setup required for new and existing businesses Task See Business F 1 Set up sales page 33 Setup required status 2 Set up purchases page 34 New If you have just started your business you may have very 3 Set up payroll MYOB Accounting Plus only page 35 little information about your future customers suppliers TEN T employees and items that you buy or sell You can add 4 Bovainimidalian recone ation page 36 these details later when you have more information 5 Cre
491. you ve prepared and submitted using the End of Year Tax Forms Assistant you can STARTING A NEW PAYROLL YEAR use the assistant to prepare and submit an amended form These amended forms must be prepared before you start the next payroll year in your company file 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 1 Go to the Payroll command centre and click Prepare Payroll Tax Forms to start the End of Year Tax Forms Assistant 2 In the first window of the End of Year Tax Forms Assistant choose your preferred method of lodgment by clicking either want to prepare my P35 and P14 P60 forms for e file using my MYOB software want to prepare my P35 and P14 P60 manually and submit them via post 3 In the remaining windows of the End of Year Tax Forms Assistant complete either your original tax form details the amended tax form details only enter the P35 and P14 P60 information that has changed since submitting the original form For more information about the End of Year Tax Forms Assistant press F1 in any page of the assistant to open MYOB Help Task 4 Back up your company file Before you start a new payroll year make sure you make a backup o
492. you delete a reconciled transaction your bank reconciliation will be out of balance Reconciled transactions should be reversed see Reversing a transaction below 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 reversal transaction Before you can reverse a transaction You can only reverse a transaction if it is unchangeable An unchangeable transaction is identified by a grey zoom arrow gt next to it To make your transactions unchangeable select the Insufficient on hand stock You cannot delete a purchase if it will result in a negative on hand stock count To delete a transaction 1 Find and display the transaction in its original transaction window See Finding a transaction on page 179 for instructions 2 Go to the Edit menu and choose Delete For example if you want to delete a sale choose
493. you may use the Software on only one computer that you own or operate at a single physical location 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 product exchange the Licence hereby granted shall automatically transfer to the new version or product All rights in respect of the original Product shall lapse and no further use of these shall b
494. you purchased in the UK calculated using the EC Reported Rate percentage that you entered when creating the VAT code These notional amounts will appear on the report with an asterisk next to them to indicate that they are not actually payable The example VAT Detail report below is made up of two transactions EC PURCHASES 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 Report Display Dated From 22 11 2007 To 22 11 2007 Redisplay View Screen Repot VAT Summary Cash 2211112007 To 22 11 2007 Code Description _ __Rate _ Output Value _Input Value VAT Collected VAT Paid _ ECP EC Purchase VAT 17 50 200 00 35 00 35 00 S Standard 17 50 85 11 14 89 35 00 49 89 Tota Less EC Purchase VAT 0 00 14 89 A Transaction 1 The 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 for this transaction 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 B Transaction 2 The 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
495. zoom arrow gt next to the transaction to view it in detail CHAPTER13 TRANSACTIONS 3 Click in the select column iaj next to any recurring transactions you want to process EER Fleview your recuring purchases Choose the desired purchase s and then cick Record You wil be prompted to enter a date for the tiansactions Name e Freq ast Pos nt Due E gt Purchase Wold of Widgets 6 07 2008 Purchase Four Wals amp a Re 241 25 07 2008 amp 3 Purchase Bee Clean 242 26 07 2008 Help Fi Print 4 Click Record A window appears requiring you to enter a date for the selected transactions This is the date that the transactions will be recorded in your journals 5 Enter a date and click OK Responding to reminders for recurring transactions You can use your MYOB software to remind you on or before the scheduled date of a recurring transaction as shown in Choose alert options on page 186 If you use this option your MYOB software checks the reminder dates each time you open your company file When a recurring transaction is due or overdue the Reminders window appears B Reminders A Skip This Period RECURRING TRANSACTIONS 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

MYOB Accounting and MYOB Accounting Plus 2008: User Guide

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